Creating an effective resource management plan is crucial because it helps project managers meet the project’s goals and objectives according to the stakeholders’ needs and requirements. So, in this article, we’ll discuss 06 steps for creating an effective resource management plan.
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What Is a Project Resource Management Plan
Project resource management plays a vital role throughout the project life cycle. According to the PMBOK (Project Management Body of Knowledge) 6th edition, there are six processes that help project managers meet the project’s objectives. Those are as follows.
- Planning project resources
- Estimating activity resources
- Acquiring project resources
- Developing project team
- Managing project team
- Controlling project team
According to these processes, the first step is planning project resources. In this process, project managers should define how to estimate, acquire, and utilize physical and human resources. So, the project resource plan is a document that outlines the resources ( people, materials, infrastructure, tools) needed to complete a project successfully. Therefore, project managers should create this document in the early planning stage of the project. Typically, this document includes elements such as a resource requirements list, project schedule, resource gap and risk analysis, monitoring, and control plan.
Read more: Top 3 project resources every project manager should understand
So, let’s explore 06 steps for creating an effective resource management plan.
06 Steps for Creating an Effective Resource Management Plan
As a project manager, you’re responsible for meeting the project’s objectives according to the customer’s or client’s needs and requirements. To achieve project objectives, you should have a good resource management plan. But keep in mind! Creating an effective resource management plan is another one of the best practices that project managers can use when achieving a project’s objectives.
So, here are the steps for creating an effective resource management plan.
Determining the Project Scope and Deliverables
Determining the project scope and deliverables is the first step in creating an effective resources management plan. As a project manager, you’re responsible for clearly defining the project scope and deliverables because those are the outcomes and outputs of the project. So, you can define project scope by gathering requirements, documenting objectives, work breakdown structure, and obtaining stakeholders‘ approval. However, when creating a project scope, you should ensure clarity and alignment for successful execution.
Related Post: 15 project management strategies to achieve acceptable project outcomes
Furthermore, the project scope and deliverables help the project managers set the boundaries and expectations for the project and determine what resources are required and how they will be used.
Estimating the Project Resource Requirements
Estimating the project resource requirements is the second step in creating an effective project resource management plan. Typically, this includes the types, characteristics, and quantities of the resources needed to complete the project. To determine these things, you can use tools and techniques such as parametric estimation, analogous estimation, expert judgment, bottom-up estimation, project management information system (PMIS), and meetings to estimate the resource requirements. Furthermore, project managers should consider factors like quality, availability, cost, and risk of the resources. However, the following tools you can use when organizing and visualizing the resource requirements.
- Resources breakdown structure (RBS)
- Resource calendar
- Resource histogram
In short, as a project manager, when estimating resource requirements, identify tasks, determine skill sets, consider availability, assess duration, and consult team members. As well as you can use historical data and industry standards for accuracy.
Assigning the Resources to the Tasks
Assigning the resources to the project tasks is the third step in creating an effective resource management plan. Typically, this includes the project activities and sub activities that build up the project. As a project manager, you can use the following technique to assign the resources to the tasks.
- Responsibility assignment matrix
- Resource allocation matrix
However, you should consider factors like priorities, dependencies, deadlines, and constraints of the tasks, and you can also use the following tools to schedule and monitor the project tasks effectively.
- Network diagram
- Gantt chart
- Critical path method
In short, after estimating project resource needs, allocate personnel to tasks based on availability, priority, and skills. As well as continuously monitor assignments and adjust as needed throughout the project.
Monitoring and Controlling the Resource Usage
Monitoring and controlling is the fourth step in creating an effective resource management plan. Project managers can determine the actual consumption and performance of the resources during the project execution phase. So, you can use project management tools like resources variance analysis or resources dashboard to monitor and control resource usage. Accordingly, project managers should consider factors like issues, changes, risks, and feedback when resource usage.
Moreover, you can use tools like an issue log, risk register, or lesson-learned report to communicate and document the project’s resource usage.
In short, monitor and control project resource usage by tracking actual versus planned allocation, identifying bottlenecks, and reallocating resources as required to optimize utilization and meet project goals and objectives.
Reviewing and Evaluating the Resource Management Plan
Reviewing and evaluating the resource management plan is the fifth step in creating an effective resource management plan and is the document that describes how the resources will be managed throughout the project life cycle (according to the PMBOK), including initiating, planning, executing, monitoring and controlling, and closing. As a project manager, you can use the following tools to review and evaluate the resource management plan.
- Resource evaluation
- Resource audit
- Resource management report
Furthermore, you should consider factors like lessons learned and recommendations for the resource management plan, and you can also use project management tools like project evaluation reports, project closure reports, or project improvement plans to finalize and improve the resource management plan.
In short, review and evaluate the project resource management plan regularly to ensure it aligns with the project objectives, adapts to changes, and utilizes available resources for project success.
Updating and Optimizing the Resource Management Plan
Updating and optimizing the resource management plan is the sixth step in creating an effective resource management plan. So, Project managers can make relevant adjustments and enhancements to the resource plan during this process. As well as this is based on monitoring, controlling, reviewing, and evaluating project activities. So, you can use tools like resource reallocation techniques, resource contingency plans, or resource optimization techniques to update and optimize the resource management plan. As a project manager, you can consider the following factors for the resource management plan.
- Project goals
- Stakeholder expectations
- Project benefits
Moreover, project managers can use the following tools to measure and maximize the resource management plan.
- Stakeholder satisfaction survey
- Project success criteria
- Project benefit analysis
In short, update and optimize the project resource management plan regularly to ensure it aligns with the project objectives and maximizes the resource management plan.
Conclusion
To create an effective resource management plan, project managers should clearly define the project scope and deliverables, estimate the resource requirements, assign the resources to the tasks, monitor and control the resource usage, review and evaluate the resource management plan, and update and optimize the resource management plan.
