Managing resources effectively is a key challenge for software project managers and stakeholders. Resources include not only time, money, and people, but also information, tools, and quality. How can project managers and stakeholders collaborate to manage resources more effectively? Here are some tips and best practices to follow.
The first step is to define the scope of the project , which outlines what the project aims to deliver, what the requirements are, and what the constraints are. The scope should be clear, realistic, and agreed upon by all stakeholders. The scope should also be documented and communicated to the project team and other relevant parties. This will help to avoid scope creep, which is when the project expands beyond its original boundaries and consumes more resources than planned.
Another aspect to be clear about is what problem you are trying to fix? If you've not done your research to identify the issue you can go down so many rabbit holes costing much more time and money. I've worked with teams who have assumed they know what the issues are and ended up not really addressing it at all. It's worth spending the time upfront listening to your stakeholders, customers and colleagues to identify the issue making it much more straightforward to agree the solution to fix. This sounds so simple but its easy to miss if you're not on the ball or have massive time pressures.
In my experience, scopes are often unclear or not detailed enough. A good and experienced product owner is key. Someone who can relate to both the stakeholders and the team. Someone who understands the business needs of the customer. I've learned, the job of a product owner often is underestimated, simply because agile project management wasn't studied to that extent, people understand what the job means.
The next step is to plan the resources needed for the project, based on the scope and the objectives. This involves estimating the amount, type, and availability of resources, such as staff, equipment, software, materials, and budget. The project manager should also identify the roles and responsibilities of each resource, as well as the dependencies and risks associated with them. The resource plan should be aligned with the project schedule and the stakeholder expectations. The resource plan should also be flexible and adaptable to changes and uncertainties.
I've learned that planing resources is one thing, but effectively being able to stick to the plan is another. In many cases, the team is not shielded from any unforeseen influences like management interfering in sprints. "The resource plan should also be flexible and adaptable to changes and uncertainties." This is nice in theory, but unless one has unlimited, super flexible resources, this is unrealistic. You can plan whatever you want, sickness, job changes will ever occur, and you will not always have the flexibility to react accordingly .
The third step is to monitor and control the resources throughout the project lifecycle, to ensure that they are used efficiently and effectively. This involves tracking the actual performance and consumption of resources, comparing them with the planned values, and identifying any variances or issues. The project manager should also communicate the resource status and progress to the stakeholders regularly, and solicit their feedback and input. The project manager should also implement corrective actions or preventive measures to address any resource problems or risks.
The fourth step is to optimize the resources, to maximize their value and minimize their waste. This involves finding ways to improve the quality, productivity, and utilization of resources, such as by applying best practices, standards, and tools. The project manager should also seek opportunities to leverage existing or shared resources, or to acquire new or additional resources, if needed. The project manager should also evaluate the impact and return on investment of each resource, and prioritize the most critical and beneficial ones.
The fifth step is to collaborate with the stakeholders , to foster a culture of trust, transparency, and teamwork. This involves engaging the stakeholders in the resource management process, from defining the scope to optimizing the resources. The project manager should also involve the stakeholders in decision making, problem solving, and risk management. The project manager should also acknowledge and appreciate the contributions and achievements of each stakeholder, and celebrate the success of the project .
The sixth step is to learn from the experience , to improve the resource management skills and practices for future projects. This involves conducting a post-project review or a lessons learned session, to identify what worked well and what did not work well in terms of resource management. The project manager should also document and share the findings and recommendations, and implement them in the next project. The project manager should also seek feedback and suggestions from the stakeholders, and use them to enhance the resource management process.