Resource Planning for Projects: A Guide - Project Management Training
Summary
TLDRThis video discusses resource planning for projects, emphasizing the importance of identifying and organizing both personnel and equipment resources. It explains that resources go beyond just people, including hardware, software, finances, and more. Best practices include early planning, involving the team, referencing industry standards, and using project management software. The video outlines three key steps: 1) Identify necessary resources, 2) Determine when these resources are needed, and 3) Negotiate how and where to obtain them. It concludes by recommending project management software to streamline the resource planning process.
Takeaways
- 🔧 Resource planning involves identifying all necessary resources (people, equipment, finances) required to deliver a project.
- 👥 Some people mistakenly focus only on personnel or equipment, but resource planning should consider both and more.
- 📊 Resources are allocated at the task level to ensure that every part of the project has what it needs to be completed.
- ⚙️ Resources include equipment, hardware, software, financial support, and personnel with specific skills and qualifications.
- 🗓️ Best practice: plan resources in advance of the project start date to ensure availability.
- 🛠️ Include team input in the planning process to avoid overlooking critical resources.
- 📜 Reference industry standards to ensure compliance with regulations and requirements.
- 🔄 Continuously update resource plans throughout the project to adapt to changing standards and project needs.
- 🖥️ Use project management software to keep resource planning organized and centralized.
- 📋 Three key steps for resource planning: 1) Identify resources, 2) Determine when they are needed, 3) Negotiate how to acquire them.
Q & A
What is resource planning in the context of project management?
-Resource planning in project management is the process of identifying and securing the necessary resources, such as people, equipment, tools, and finances, needed to successfully complete a project. It is typically done at the task level to ensure all requirements are met for each specific task within the project.
Why is it important to consider both people and equipment resources in resource planning?
-It is important to consider both people and equipment resources because different tasks within a project may require specific skills, expertise, or tools to be completed effectively. Focusing only on one type of resource could lead to inefficiencies or delays if other critical resources are not accounted for.
What are some best practices for resource planning mentioned in the script?
-The best practices include planning in advance of the project start date, getting input from the team to avoid overlooking resources, referencing industry standards to meet requirements, updating the plan throughout the project, and using project management software to keep everything organized.
Why should you plan your resources at the task level?
-Planning at the task level ensures that all specific needs for each task are considered, such as the people required to complete the task and any equipment or tools necessary for its completion. This detailed level of planning helps avoid missing crucial resources that could affect task or project outcomes.
What should you consider when identifying equipment resources for a project?
-When identifying equipment resources, you should consider the types of hardware, software, and tools needed, their specific requirements (like versions), whether they need to meet industry standards, and whether you will purchase or lease them. It's also important to assess the terms of acquisition.
How can you determine when resources are needed during a project?
-You can determine when resources are needed by assessing the project phases. Some resources may be required only during the pre-project planning phase, others might be needed for specific time frames, and some may be necessary throughout the entire project. Planning ahead ensures resources are available at the right time.
What factors should be considered when dealing with personnel resources?
-When dealing with personnel resources, you should consider the specific roles required, the skills and experience needed, certifications (e.g., security clearance for government projects), and whether to use existing employees or hire externally, either directly or through a third-party.
What is the purpose of negotiating where and how to obtain resources?
-Negotiating where and how to obtain resources ensures that you can secure the necessary resources, whether internally, externally, or through a third-party provider. In some cases, this might involve formal processes like requests for proposals (RFPs) or bids, especially in government projects.
Why is it important to keep updating the resource plan throughout a project?
-It's important to update the resource plan throughout the project because project requirements, industry standards, and resource availability may change over time, especially in long-term projects. Keeping the plan up to date ensures that the project continues to meet all necessary standards and has the resources required at each stage.
How can project management software help with resource planning?
-Project management software can help with resource planning by consolidating all planning activities in one place. It provides an organized way to track resources, update plans, and ensure that all team members have access to the latest information about the project’s resource needs.
Outlines
🎵 Introduction to Resource Planning in Projects
This paragraph introduces the concept of resource planning in project management. It highlights the common misconceptions people have, such as viewing resources as either only people or only equipment. The speaker emphasizes the importance of resource planning and outlines the intent to provide best practices and a simple 3-step guide to get started with the process.
🛠️ Defining Resource Planning
The second paragraph defines resource planning as a process to identify the necessary resources to complete a project. It explains that planning is done at a task level, where both people and additional tools may be required. Examples of resources include equipment, hardware, software, financial resources, and personnel. The importance of task-level planning is stressed, as each task may require different resources.
📝 Best Practices for Resource Planning
In this section, the speaker discusses best practices for resource planning. Key tips include planning before the project starts to ensure resource availability, getting team input to avoid overlooking necessary resources, and referencing industry standards. It is crucial to update the resource plan as the project progresses, especially if it spans multiple years. Lastly, using project management software to centralize planning is recommended.
🚦 Step 1: Identifying Required Resources
Step 1 of the guide involves identifying the necessary resources, focusing on equipment and people. The speaker encourages considering equipment types, versions, and industry standards. For people, it’s important to determine the specific roles, experience, skills, certifications, or security clearances required. Additionally, it's important to decide whether to use internal staff, hire externally, or use third-party contractors.
📅 Step 2: Determining When Resources Are Needed
Step 2 explains the importance of determining the timing of resource requirements. Some resources might only be necessary during the pre-project phase, while others are needed throughout the entire project. Specialized teams, like a SWAT team for crisis management, may only be required during specific situations. Planning ahead ensures that these resources are available when needed.
💼 Step 3: Negotiating and Acquiring Resources
Step 3 focuses on deciding how and where to acquire resources. The speaker discusses whether to use internal resources, third-party suppliers, or external contractors. In some cases, like government projects, formal processes such as requests for proposals (RFPs) or bids may be required. The emphasis is on ensuring that the acquisition process is well-planned and executed in a timely manner.
🔑 Conclusion: Best Practices and Three Simple Steps
The final paragraph wraps up the discussion on resource planning by summarizing the key takeaways: the importance of understanding what resource planning is, following best practices, and using the three outlined steps to effectively plan resources. The speaker concludes by suggesting the use of project management software, inviting the audience to sign up for a specific tool to streamline their resource planning efforts.
Mindmap
Keywords
💡Resource Planning
💡People Resources
💡Equipment
💡Task Level Planning
💡Industry Standards
💡Pre-project Planning
💡Internal vs. External Resources
💡Request for Proposal (RFP)
💡Project Management Software
💡SWAT Team Resources
Highlights
Resource planning involves identifying all resources required for a project, including people and equipment.
It is crucial to plan resources in advance of the project start date to ensure availability.
Resource planning should happen at the task level, ensuring each task has the necessary resources.
Resources include people, equipment (hardware, software), finance, and industry standards.
It's important to gather input from the team to avoid overlooking key resources.
Reference industry standards to ensure compliance with requirements.
Resource planning should be updated continuously throughout the project's duration.
Create a guide or set of standards for consistent resource planning across projects.
Project management software helps to centralize and organize resource planning.
Three steps for resource planning: 1) Identify required resources; 2) Determine when they are needed; 3) Negotiate where and how to get them.
When identifying resources, consider specific versions, standards, and whether to purchase or lease equipment.
Consider the experience, skills, and certifications required for people resources.
Some resources are only needed at certain project phases or during crisis situations.
Negotiating resources may involve internal, external, or third-party sources, and might require requests for proposals in government work.
Using tools and software can streamline resource planning processes.
Transcripts
[Music]
today we're talking about resource
planning for projects a guide sometimes
when I'm working with people during
their planning process there's some
people who think of resources as only
the people resources and then similarly
but on the other extreme there's some
people who think of resources as only
equipment maybe Hardware software or
some type of tool so resource planning
is so important I want to take time
today to explain what it really is and
provide some best practices along with
three simple steps to get you going on
how to so first of all let's look at
what resource planning really is it's
really a process that you go through to
identify the resources required to
deliver your specific project it's also
done at a task level of your plan
because at the task level that's where
you do have people completing that task
and you may need some other resources
for that specific task so resources can
include things like equipment again
Hardware software other tools it can be
Finance so on some projects you may be
financing the project so that's another
resource that has to be considered and
then there's the personnel as some
people call it and it's your people
resources
there are others but I want to use these
as examples so the best practices are is
plan advance of your project start date
so you ensure that you have these
resources on hand you also want to get
input from your team when you're
planning just to make sure you haven't
overlooked something maybe so you don't
overlook different types of people that
you need on the project or any other
type of equipment or other needs you
also want to reference your industry
standards to ensure that you're meeting
all the requirements for your industry
you also want to continue updating this
throughout your project some projects
can span a couple of years and in that
period of time some uh standards or
requirements may change you also again
want to be sure to do this at a task
level here's um also you want to create
a guide or a set of standards for your
project and then also here I think this
is an important one for me is use your
project management software so you can
have all this planning in one place so
here is a guide on how to do your
resource planning I like to break it
down in three highlevel steps and
there's some other whiteboard sessions
that take these into further detail but
I want to focus on these three to get
you going so first of all step one is to
identify what resources are are required
so let's focus on equipment and people
resources because those are the common
ones on most projects so equipment
Hardware software tools what kind of
requirements do they have are there any
specific versions you need to ensure
that you're on are there any standards
that you need to meet for your industry
also consider are you going to purchase
these are you going to lease them and
what specific terms may you need need
for that also consider your people or
your personnel what specific roles do
you need for your project do you need
certain experience skills expertise even
certifications in some type of work
specifically in government work you may
need some type of security clearance
also consider are these going to be
employees that you already have or
you're going to contract them directly
with you or use a third third party step
two is determine when you need them so
determine if you need these resources
only during the pre-project planning
phase or do you need them just for a
specific time frame and there's some
resources that you just need through the
entire project and then there's some
resources like a SWAT team you only need
maybe during a crisis situation but you
want to be sure that you planned ahead
and that they're available when you need
them and then step three is negotiate
where and how you get them so again
determine if they're internal resources
or external or you going to use a third
party to get them in some cases you may
have to do a request for proposal or a
bid a lot of government type work
requires that so this is a clarification
about what resource planning is a few
best practices and three simple steps
that can get you going and if you need a
tool that can help you with your
resource planning then sign up for our
software now at projectmanager.com
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