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A Guide To Effective Project Resource Scheduling: Unlocking Project Success

Project Resource Scheduling
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Are you experiencing a decrease in productivity that’s leading to subpar project outcomes?

Are you having difficulty securing the necessary resources before project kickoff, leading to last-minute firefighting efforts?

Have you witnessed an increase in bench size at your firm, leading to decreased revenue?

If the answers to the above questions are affirmative, this indicates an ineffective project resource scheduling process within your firm.

This may lead to double bookings, over/underutilized resources, unwanted hiring/firing decisions, low staff morale levels, and improper planning for pipeline projects among other issues.

Therefore, companies must put into place an effective scheduling system to optimize employee potential and help maintain profitability and sustainability in their organization.

This blog explores effective approaches organizations can implement to enhance project resource scheduling and how the SAVIOM ERM tool can assist.

Techniques For Effective Project Resources Scheduling

1. Create A WBS To Define The Tasks

Effective resource scheduling begins by creating a WBS (work breakdown structure).

Next, managers must define task dependencies and the skill sets required for completion – for instance when developing an e-commerce platform project can be broken into stages such as planning, analysis, designing, developing, and testing.

These tasks often necessitate hiring resources such as designers, analysts, developers, and testers; project managers can determine employees’ required quantity and quality before placing requests with resource managers to fulfill those requests.

Doing this effectively helps plan projects efficiently while giving adequate lead time for resource managers to fulfill them.

2. Obtain Centralized Resource Visibility

Matrix organizations feature resources located worldwide in varying time zones.

If managers lack visibility into all employees and their attributes within an organization-wide workforce, ineffective resource allocation or booking conflicts could arise as a result.

Managers must take an inclusive view of resources, their attributes, and attributes like skills, competencies, availability, leaves, and cost-effectiveness to identify cost-effective global resources and schedule suitable people at the right time and cost to deliver projects successfully.

3. When Necessary, Optimize Resource Schedules

Workers within an organization can experience burnout due to work overload, unrealistic deadlines, and other pressures. To combat this problem, firms should optimize the schedules of their workforce to distribute work evenly among employees.

Managers must evaluate employees’ capacities and availability before allocating tasks or projects to them.

Managers should regularly evaluate the workloads of resources to detect any instances where resources are being overutilized.

When this occurs, firms can apply resource leveling or smoothing techniques to adjust project timelines or add resources to redistribute tasks equitably and ensure timely completion.

This enables firms to improve utilization and productivity as well as ensure timely project completion.

4. Reduce The Bench-Time Of Resources

When resources are left idle after finishing one project, they remain on the bench until assigned to another task.

Prolonged bench time may cause significant challenges for an organization’s financial health index as resources not contributing revenue are sitting idle on their benches – firms must therefore implement effective bench management practices to maintain healthy financial health index ratings.

Managers must identify resources released from projects in advance and deploy them immediately upon release to vacant projects before they become idle.

This allows managers to more quickly locate employees with appropriate skills within their internal pool, reduce bench size, and save on hiring costs.

5. Recognize And Close Gaps In Capacity vs. demand

Most organizations rely on spreadsheets or homegrown solutions to schedule resources. Unfortunately, these systems lack forecasting capabilities which could lead to approximations and guesstimating of future project resource demand.

Therefore, managers must gain insight into pipeline project demand to effectively identify shortages or surpluses in resources.

Based on these insights, companies can take preventive steps such as training, upskilling, out rotation, backfill strategy, and hiring initiatives in response to shortages or excesses in capacities.

On the flip side, in cases of excess capacity, they could accelerate project timelines or train and sell extra capacity as appropriate – helping companies avoid last-minute expensive hiring while guaranteeing adequate resources before beginning projects.

About the author

With a passion for gaming, technology, and all things innovative, Sachin Sharma stands as the driving force behind, a leading Gaming-Tech-Reviews Blog that has taken the digital realm by storm. As the Chief Editor, Sachin Sharma combines expertise, enthusiasm, and a keen eye for detail to curate content that resonates with tech enthusiasts and gamers alike.

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