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Optimizing resource utilization is critical for successful project delivery, there are conventional practices which enable a project team to be more efficient. Prominent companies find it necessary to take a data-driven approach to plan for the needs of the organization proactively. As it minimizes the extra cost of misaligned talent deployment. An advanced capacity planning solution is designed to provide project leaders with the foresight into workforce capacity. It provides enterprise-wide visibility into the available skills that lets them decrease the bench strength.

These insights allow project managers to tap into the right potential and allocate the right resources to the task. Moreover, this unmatched visibility into critical skill gaps and foresight into capacity and demand for future projects helps project managers to enhance productivity and deliver the best results.

Leverage the right tools to obtain the benefits which will enhance capacity planning, this can be achieved by the following;

Assign the key resources to the task, resources which have the specialized skillset for the high priority projects. The reason is that their talent and expertise can impact billable and strategic work in the future. This allocation will help the project obtain traction almost immediately.

By setting up a systematic and organized resource profile, there will be an almost immediate knowledge of resource’s abilities and competencies, and if they have taken training in a related course. This skill can then be utilised to recognize opportunities that align with a resource’s capabilities and assign them these tasks. This is not only helping the business grow but also enabling resources to grow professionally and enhance performance.

Preparing for unforeseen scenarios, a robust capacity planning tool caters to this as well. In the initial planning stages of a project, situations can be modified and predictions on likely outcomes with some accuracy can be made. While doing so, planning for what is best suited to the project and is profitable for the future. Planning for “what if” scenarios is essential, as the data-driven actionable insights allows for strategic decisions and empowers performance levels down the line. This will also spare any unnecessary budget overruns, project bottlenecks where unmatched visibility of all the situations determined well in advance. It also help’s optimize resource utilization and work assignments for future projects.

One of the major benefits of capacity planning solution is its ability to generate accurate forecast reports. These reports will forewarn the future project resource demand and the actual capacity. By leveraging these reports, bridge’s the capacity vs. demand gap by using appropriate resourcing treatment.

Enabling these predictions will also provide a comprehensive view of excess and shortage of resources (resources gap) which might be faced down the line. To cater to this, implement adequate remedial measures and ensure uniform utilization of resources.

The following is a list of potential solutions:

When there is a shortage of resources: 

• Adjust project timelines to align with available capacity.
• Retrain and skill up available employees to fill the gaps.
• Hire contingent workforce before time to avoid further roadblocks.
• Optimize Bench Management to minimize bench time.

When resources are in excess:

• Bring forward project timelines to allocate tasks to the idle resources.
• Fast-track projects by marketing the capacity available.
• Bring forward initiatives to meet strategic goals and allow resources to brainstorm and contribute.
• Allow movement of resources across departments to maximize utilization and reduce bench time.

Allocating resources is not the end of capacity planning. One major responsibility a project manager has is to keep the project costs under control, maximize billability, and reduce resourcing costs. In order to do so, project managers must keep a check on the project’s progress, resources’ progress, and the number of hours they log to a task.

This is significant because when a report is generated with actual hours utilized by resources, there can be a comparison with the actual against the forecasted hours for each task. If resources exceed the planned hours, then plan and identify the potential reasons behind the difference and take corrective measures ahead of the curve. This will keep the project costs in check and keep the project from incurring any unnecessary costs.

Different types of projects demand different courses of planning. A mature resource manager goes for a hybrid approach to plan projects. Streamline a 3-step approach of planning, representing, and assigning resources. Here is the detailed explanation of each step:

• Plan – the most important step to a successful project is a well-channelized plan, opt for the best approach that suits the project. For example, use work breakdown structures to detail the stages and allocate resources. In other cases when not sure of the resources who will work on the tasks, generate a high-level planning and approvals from senior managers to proceed further.
• Represent – A capacity planning solution is flexible enough to enable representation of resource demand in different units. Directly represent the demand in headcounts, or FTE (Full-time equivalent- standard working hours of a firm per week), or several hours available. For instance, if 4 FTE are required, that means four employees are needed to work for 4 weeks or 4 employees to work for a week and complete the task.
• Assign – After creating a meticulous plan and listing the resource demand, the last step is to use the advanced filters of the tool, enter requirements based on role, department, competencies, location, availability, and a number of hours/FTE/headcount and assign the right resources to the right task.

A powerful, advanced, and comprehensive capacity planning tool is pivotal to utilize project resources to their optimum. When a project manager has 360-degree visibility of the resources and their skills, then they can build the highest value project and eliminate potential pitfalls.

The above-mentioned tips to scale up capacity planning process will empower a project manager with the appropriate decision-making capability. Enhances , and helps resources to add a more valuable contribution to the project.

It can never be under estimated the power of positive motivation and how it creates a personal connection.  Truly an important part of team management, especially in scenarios where the industry is filled with competent and highly motivated people. There are many different approaches taken by leaders, one approach that is highly effective is the Servant Leadership.  This is where leaders work to facilitate the performance of team members to work toward achieving their goals; basically leaders strive to “serve” their followers.  

The thinking here is that it enables resources to do their best.  Some may say this is a passive approach to leadership, essentially involving the team with the decision making process. Doing this goes beyond seeing that the direct needs of people to perform their jobs are being fulfilled, it also includes looking after the emotional wellbeing of people. As it has been said and documented that people who are happy and feel better about themselves, the tasks they are working on contribute more. 

In speaking about Servant Leadership, business expert Ken Blanchard advocates for leaders taking their time to go out of their way to praise team members in a personal way – in a caring way, in his words – for hard work.  According to him, this means, “Walking around and catch them doing something right, then giving a one-minute praising.”   

People can see when praising of this nature is over the top and hence can remove its effectiveness. Being able to hand out positive reinforcement is a skill, one of which is to know when it is needed. Be mindful of the environment you are in, the application of the technique should depend on the location and the specific circumstances.

When leading teams, positive praise can be given out anywhere.  It can be in work groups, project teams, or any place where you are in a leadership position and motivation is called for.  To some degree a level of reward can be almost anything, from words of praise to a box of chocolates. The method and the prop should be your signature, which you can take from organization to organization and team to team. This will separate you from the rest of the pack, and you will more likely be remembered.  

The key to selecting your prop is to understand your team, environment and situation.  It is to understand what makes team members smile and happy.  The gesture itself and the thought behind it are more important than the physical item or action employed. 

One of the metrics on which leaders are often judged is the successful achievement of project delivery or organizational goals by team members.  Knowing how to motivate helps to bring out the best performance from members of the team.  It not only helps to get the task accomplished immediately, but helps to build a good connection and foundation for getting things done the next time as well. 

Please share your motivational thoughts regardless if you are a leader, or what you would expect from a leader. As understanding connection and how to motivate goes in more than one direction.

Projects affected by Social and Governance factors

Project performance can be influenced by factors in projects which address social and governance issues. There are protests around the world, and the growing number of pandemic cases pays more attention to the importance of healthy social and governance concerns. Given these factors it is no longer sufficient to just meet the project objectives, unless the objectives include long term impacts on the environment, social fabric and the way we manage ourselves, projects and organizations.  Projects are aspects of the overall organization, in turn organizations are aspects of society overall. The way we behave and perform in our projects may reflect the way we behave within relationships, families and communities.

Within this context social concerns address diversity, human rights, animal rights and consumer protection. From a practical perspective, there is the value of the “power of difference.” Diversity is valuable because it promotes agility and innovation, it enables getting the right people for the job. At the project level, we value the diversity of ideas because the confrontation among diverse perspectives can result in better solutions, designs and plans.

The benefit of the power of difference is only achievable if the decision-making process is healthy and there is open-mindedness among the stakeholders. There can be no real change without a commitment from the highest levels of organizations, and the willingness on all levels, to confront issues in society in general and to acknowledge the value of diversity.

One of those factors is human rights concerns which include but are not limited to consideration of the impact by decisions, products and services on local communities.  Covering aspects of health and welfare of employees, which do not just stop at the project or organizational boundary. The entire supply chain is subject to scrutiny.

It is a continuous challenge to increasingly stand up for human rights when the value and the requirements of the organization differ. Is it detrimental to speak out and stand up for values by refusing to make or support decisions that are contrary to one’s values?

Over the years there has been an increasing recognition of the responsibility of organizations to protect the lives and well being of consumers. At the project level we have seen instances in which hitting deadlines or keeping costs down have resulted in damages to consumers because project managers and their leadership have ignored quality control and assurance concerns raised by project performers.

While animal welfare as a social consideration is controversial, investors are increasingly seeking information regarding the practices of companies and communities that abuse animals in the pursuit of profits. At the project level this concern can influence supplier decisions, the design of research projects, and the treatment of animals in farming and food processing.

Governance influences the ability of organizations and projects in particular to value and promote healthy environmental and social policies and practices. Effective governance considers the long term and accepts the reality of uncertainty. On the project level, risk management and the degree to which it is performed remains a controversial activity. Some stakeholders become certain of a desired outcome and dismiss the reality of adverse conditions and alternative outcomes. Without effective and open-minded risk management, projects and organizations suffer avoidable costly and damaging consequences.

While the future is uncertain, there is evidence that awareness of both Social and Governance factors is essential. Arguably, it has impact on profits, as investment criteria will lead to a future that is increasingly livable. Filtering down to the project level, being aware of social and governance factors can lead to more effective decisions and more successful projects.

There are a myriad of projects being conducted on a daily basis within most organisations which carry their own inherent risks and issues when it comes down to successful delivery. How, as project managers, are strategies implemented to ensure that the best management approach is achieved to ensure the goal is reached. That is completed on schedule, remain within the predefined budget, and show little to no disparity between the actual and calculated quality of work. Needless to say, projects are an extensive undertaking.

So what are the best strategies to manage projects? , One of the fundamental reasons why a project falters relates to resources. The people involved who understand the project scope and as a team are able to gel.  Choosing the right resource means the best option for each particular task or sub-task that allows delivery of sub-goals and main objectives in less time, cost, and better quality. Resource options should be evaluated and pick the people who are able to reduce the time taken to complete tasks, are less expensive, and deliver the standard of work that is expected.

Achievements should be celebrated, regardless of how small, motivating team members and keeping them high spirited through the project is very important. During the course of a project there are milestones to achieve before completion, their identification is important, and this is where the project manager needs to do their part. So once the milestone has been achieved then it should be celebrated, this allows the team members and the workers involved to blow off some steam as well as rejuvenate themselves. Projects can be long and tedious, positive reinforcements in between keep teams enthusiastic and passionate for the duration.

Thorough planning is required, pinpoint all the necessary details and get them in writing. This will allow good accurate record keeping for safekeeping as well as a line of reference before the initiation of the project. Having items written down also offers a solid position to look back, in the event an issue arises which deviates from the actual pathway, this will easily redirect the project and team back onto the right track.

Settle on the methodology which will be used for the project, popular methodologies for project management include Agile, Lean, Kanban, Scrum, Six Sigma, and Waterfall. Each methodology focuses on different aspects of a project, undertakings, and apply various approaches to get things done in an orderly manner.

Definition of roles, outlining each team member’s role and responsibilities, by using a RACI, overcomes possible confusion and keeps the team in-line with their duties. Team members should be held accountable and responsible for the different tasks they have been assigned. Also defining roles helps set the hierarchy and the line of command within the team. This means irrelevant communications and wastage of time in being idol can be avoided. Roles should be clearly defined so that they relay important information for every member and worker who is taking part in the project. 

Milestones, must be tracked, as validation is required on how far the team has come since the beginning of the project. It offers reassurance when following the right track and keeping up with the predefined schedule for the project’s sub-tasks and main tasks. It also assists to increase the intensity of efforts when lagging behind. This will dictate when to work hard and when to give the team some time to recharge energies, knowing the difference between the two matters to keep things functioning in proper order. 

When measuring team’s performance, it is best to create a criteria to compare efforts. Monitoring and controlling the team’s input and output allows an understanding of the day to day operations. This provides an overview of various strengths and weaknesses.

The big one in any project, one which is scrutinised the most is project budget against the scope. The budget allows for catering of financial needs and requirements for completing the project. In contrast, the project scope defines the parameters and boundaries. This can include various tasks that need to be completed which can be combined. Not only does the project manager have to keep in line with the predefined budget, but also make sure that initially planned project’s scope remains unaffected. 

Managing the stakeholders, not many projects get momentum if the stakeholder is not thoroughly engaged. The stakeholder has certain expectation of the project and if directions are taken from the stakeholder ensure they are extensive and detailed. The more information received, the less disparity there will be at the end when the project is completed. If this approach is followed make sure that the stakeholder’s expectations is gratified.

Finally there must be a step to analyse and evaluate the projects performance via Project Implementation Review (PIR). This should be an essential step, as the outcome from lessons learnt from a recently completed project will definitely assist with the next similar project. Which should include risk, financial, and PERT amongst other items. During the PIR include if possible evaluations, apply the Internal Rate of Return, Net Present Value, Payback Method, and Profitability Index apart from various other techniques. 

It’s never easy managing projects, especially when there are many moving parts, thus not making every manager necessarily a good project manager, it takes a special person to take up this mantle. At times a lot of financial investment and risk are involved in projects, which is why it normally takes a professionally mature individual who has a proven track record, to be asked to undertake this huge responsibility. Stakeholders can be difficult to work with if the project does not deliver according to their expectations and fails to meet their requirements. It would be good to find out your perspective on strategies, and possibly other strategies not mentioned here which make your projects successful.