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How to Deduce Project Resource Requirements | Video

How to Deduce Project Resource Requirements | Video

Your project won’t get done by itself. And, if it’s big, you can’t do it all yourself. So, you need resources. But how many people (and how much material and equipment) do you need? Therefore, I explain how to deduce Project resource requirements for your next project.

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Project Resource Management

The main challenges of Project Resource Management are all about getting things ‘right’:

  • Right resources…
  • in the right quantities…
  • to the right specifications, quality standards, or with the right capabilities…
  • in the right place…
  • at the right time.

The Challenge of Getting Project Resource Requirements Right

Therefore, this suggests a number of challenges:

  • Availability
  • Estimation
  • Conflicting commitments
  • Balancing workload (in the case of people)
  • Delivery
  • Timing

Four Steps to Estimate Project Resource Requirements

Next, the four steps are:

  1. Understand the activities needed to deliver your project
  2. From the activities, extract your resource requirements
  3. Apply your resources to the activities
  4. Balance your resource usage to optimize your efficiency

So, let’s look at them, one at a time…

1. Understand the activities needed to deliver your project

Against each activity you’ll be able to list the types of skills you’ll require, and the length of time (duration) you will need them for.

2. From the activities, extract your resource requirements

You need to match this against capability assessments. And these may include skill or experience levels you require or prefer. For the durations, you will need to understand the craft of estimating and, guess what? Yup, we have videos and guides

3. Apply your resources to the activities

Next, is allocating those resources to the task. Here too, there are some great tools to help you with this, which include:

  • RACI Chart, for allocating people to key roles
  • Linear Responsibility Chart – LRC (also called a Resource Allocation Matrix – RAM)
  • Work Package Descriptions – to help with the accountability of allocations of people to activities
  • Resource Breakdown Structure to map (material and asset) resources onto WBS tasks
  • Organization Breakdown Structure to map human resources onto WBS tasks
  • Scheduling the deployment of the resources in conjunction with your master project schedule

4. Balance your resource usage to optimize your efficiency

To get the most efficient allocation of resources, you will need to balance their utilization, using resource smoothing and resource leveling.

Note that the steps of applying resources and balancing them up are iterative. You’ll rarely get the best allocation at the first pass.

This will also involve there processes for balancing your resource requirements

  • Resource Scheduling:
    Placing activities in the timeline, to optimize the use of the resources you have allocated to them
  • Resource Smoothing:
    Moving resources deployment to different points in the schedule, to make more efficient use of them. Here, the timeline is your priority.
  • Resource Levelling:
    Spreading out the duration to avoid over-allocation of resources. It improves speed and efficiency of delivery, with the resource utilization as your priority.

Finally, when you finish the planning, you’ll move into delivery of your project, and active management of your project resources.

Carefully curated video recommendations for you.

What is…

How to Estimate Project Costs: A Method for Cost Estimation


What Kit does a Project Manager Need?

I asked Project Managers in a couple of forums what material things you need to have, to do your job as a Project Manager. They responded magnificently. I compiled their answers into a Kit list. I added my own. 

Check out the Kit a Project Manager needs

Note that the links are affiliated.

Learn Still More

For more great Project Management videos, please subscribe to the OnlinePMCourses YouTube channel.

If you want basic Management Courses – free training hosted on YouTube, with 2 new management lessons a week, check out our sister channel, Management Courses.

For more of our Project Management videos in themed collections, join our Free Academy of Project Management.

For more of our videos in themed collections, join our Free Academy of Project Management

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About the Author Mike Clayton

Dr Mike Clayton is one of the most successful and in-demand project management trainers in the UK. He is author of 14 best-selling books, including four about project management. He is also a prolific blogger and contributor to ProjectManager.com and Project, the journal of the Association for Project Management. Between 1990 and 2002, Mike was a successful project manager, leading large project teams and delivering complex projects. In 2016, Mike launched OnlinePMCourses.

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