How do some coaches, leaders, and yes even project managers take a rag-tag group and shape them into a high-performing team? How do these individuals secure the physical resources? It’s not an accident. It starts with a resource management plan.
What is a Resource Management Plan?
This plan is "the component of the project management plan that describes how project resources are acquired, allocated, monitored, and controlled" (PMBOK® Guide—7th Edition, Page 186).
“The cause of almost all relationship difficulties is rooted in conflicting or ambiguous expectations around roles and goals.” —Steven Covey
The Future is Connected to the Present
We reap what we sow. And prudent individuals think ahead. They bring the future into the present so they can do something about it now. Naive project managers fail to plan and suffer the consequences. Let's look at some ways to put you in a stronger position.
1. Roles and Responsibilities
Want to reduce conflict in your projects? It’s critical that we clarify the roles and responsibilities of the team members. But how do we do this?
Many project managers use a RACI Matrix.
Develop unit test
R=Responsible A=Accountable C=Consulted I=Informed
- Responsible: Who will do the work? This may be one or more people.
- Accountable: Who owns the work? There should only be one person assigned per activity. This individual should make sure that the required resources are assigned. Additionally, this person must sign off or approve when the activity is completed.
- Consulted: These subject-matter experts are consulted as the activity is performed.
- Informed: Individuals or teams who should be informed and updated as the activity is performed.
Another way to document roles and responsibilities is a simple text-oriented roles and responsibilities document.
2. Project Organization Chart
A project organization chart (org chart) is a graphic display of the project team members. The chart shows reporting relationships and relative ranks within the team.
3. The Project Management Team and Project Team
Consider the project management team–the members who are directly involved in the day-to-day activities. Plus, there is the project team–the individuals who perform the project work. How will you acquire the staff? Will you have input into the staffing or will the staff be preassigned? When will the human resources be available? What is the availability of each person for the project’s duration? Lastly, when will you release each resource?
High-Performing Project Teams
There are a number of factors that contribute to high-performing teams. Some of the factors include but are not limited to:
- Open communications
- Shared understanding
- Shared ownership
–PMBOK® Guide, Seventh Edition, page 22.
4. Training and Development
Think ahead. How will you train and develop your project team? What team-building exercises will you use? Will you utilize external resources to train your team? And don't forget about the virtual resources.
Lastly, rewards and recognition may be included. Will the project manager recognize individuals as well as the team? If so, on what basis? Additionally, when will the recognitions and rewards occur?
What About Preassigned Resources?
In some projects, your team resources may be preassigned. You did not choose your team. And these individuals may lack the experience, skills, and knowledge needed for success. Furthermore, some team members may have some attitude problems. I have some tips for you in my post — How to Deal with Preassigned Project Resources.
Here's a Free Template
You may find a template helpful if you've never developed this type of plan.
What About the Physical Resources?
The physical resources may include things such as supplies, materials, computers, copiers, network cabling, and physical rooms. Document these requirements.
How About You?
When assigned your next project, develop a resource plan. Furthermore, be the leader that transforms each group of individuals into a high-performing team.
Related article: Risk Management Techniques and Tips for HR Professionals
Project Risk Coach Tips
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"Intelligent leadership, creative communication and depth of technical skill all describe Harry Hall." –John Bartuska, Director of HR–ONUG Communications