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How do you apply past program lessons to your resource management?

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Resource management is a critical skill for any program manager, as it involves planning, allocating, and monitoring the human, financial, and material resources needed to deliver the program outcomes. However, resource management is not a static process, but a dynamic one that requires constant learning and adaptation. How do you apply past program lessons to your resource management? Here are some tips to help you improve your resource management practices based on your previous program experiences.

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Giovanni Sisinna

??Portfolio-Program-Project Management, Technological Innovation, Management Consulting, Generative AI, Artificial…

1 Review past program performance

The first step to apply past program lessons to your resource management is to review how your previous programs performed in terms of scope, schedule, budget, quality, and stakeholder satisfaction. You can use various tools and methods to conduct a post-program evaluation, such as surveys, interviews, focus groups, audits, reports, dashboards, and lessons learned documents. The goal is to identify what worked well and what did not, and why, and to capture the key findings and recommendations for future improvement.

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Giovanni Sisinna

??Portfolio-Program-Project Management, Technological Innovation, Management Consulting, Generative AI, Artificial Intelligence??AI Advisor | Director Program Management @ISA | Partner @YOURgroup
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?? In my experience, integrating lessons involves structured, holistic analyses. ?? Employ a robust, metric-based review, ensuring evaluations are data-driven and impartial. ?? Prioritize psychological safety to foster honest feedback and facilitate genuine issue identification. ?? Implement a centralized knowledge repository, making documented insights accessible for future projects. ?? Concentrate on competency development, addressing skill gaps illuminated by past program learnings. ?? Finally, infuse a continuous improvement culture throughout the organizational strata, emphasizing the pivotal role of historic lessons in refining future resource management strategies.

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Erma Halilovic

Strategy & Operations | Data, Design & Analytics
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The concept of managing a program varies depending on the definable foundation of the scope being developed. One key element is defining and determining neutral factors in order to then identify constructs of foundational elements. Once those have been established, it allows for clarity in regards to identifying paths and potential reroutes in case any of any blocks that may occur as the program naturally grows and develops.

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2 Analyze past resource utilization

The next step is to analyze how you utilized your resources in your past programs, and how that affected your program performance. You can use metrics such as resource allocation, resource utilization, resource availability, resource efficiency, resource variance, and resource productivity to measure and compare your resource management across different programs. You can also use qualitative data, such as feedback from your team members, sponsors, and customers, to understand their perspectives and expectations regarding your resource management. The goal is to determine how you can optimize your resource allocation and utilization to achieve your program objectives and deliver value to your stakeholders.

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Shayna Hardesty

Customer Success Manager | Driving Growth Through Strategic Partnerships
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Data backed decision making can improve accuracy for future planning which can then increase revenue. Data should be reassessed regularly as staff upskills, tools change, etc to see how actual utilization compares to planned hours. Data is your friend when it comes to resourcing. Embrace it!

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3 Update your resource management plan

Based on your review and analysis of your past program performance and resource utilization, you can update your resource management plan for your current or upcoming programs. Your resource management plan should include the following elements: resource requirements, resource breakdown structure, resource calendars, resource assignments, resource estimates, resource baselines, resource control processes, and resource risk management strategies. You should also incorporate the best practices, lessons learned, and recommendations from your past programs into your resource management plan, and align it with your program scope, schedule, budget, quality, and stakeholder management plans.

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4 Communicate and collaborate with your stakeholders

Another important aspect of applying past program lessons to your resource management is to communicate and collaborate with your stakeholders throughout the program lifecycle. Your stakeholders include your team members, sponsors, customers, suppliers, partners, and other internal and external parties who are affected by or have an interest in your program. You should communicate your resource management plan, expectations, roles, responsibilities, and progress to your stakeholders regularly and clearly, and solicit their input, feedback, and support. You should also collaborate with your stakeholders to resolve any issues, conflicts, or changes that may arise regarding your resources, and to leverage their expertise, experience, and resources to enhance your program performance.

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5 Monitor and adjust your resource management

The final step to apply past program lessons to your resource management is to monitor and adjust your resource management throughout the program execution. You should use various tools and techniques to track and report your resource performance, such as resource histograms, resource leveling, resource smoothing, earned value analysis, variance analysis, trend analysis, and forecasting. You should also use change management and risk management processes to identify, assess, and respond to any changes or risks that may affect your resources, and to implement corrective or preventive actions as needed. You should also conduct periodic reviews and audits to evaluate your resource management effectiveness and efficiency, and to identify and capture any new lessons learned or best practices for future improvement.

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Shayna Hardesty

Customer Success Manager | Driving Growth Through Strategic Partnerships
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Conducting regular planned vs actual assessments (we do quarterly) is critical to improving your scopes, project plans, resource assignments, and to proactively mitigating risk to client work. You MUST conduct these assessments to improve accuracy and utilization - and ultimately revenue.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you apply past program lessons to your resource management?

1

2

3

4

5

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1 Review past program performance

2 Analyze past resource utilization

3 Update your resource management plan

4 Communicate and collaborate with your stakeholders

5 Monitor and adjust your resource management

6 Here’s what else to consider

Program Management

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How do you apply past program lessons to your resource management?

1

2

3

4

5

6

1 Review past program performance

2 Analyze past resource utilization

3 Update your resource management plan

4 Communicate and collaborate with your stakeholders

5 Monitor and adjust your resource management

6 Here’s what else to consider

Program Management

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