6 Steps To Define Your Resource Planning Strategy (Infographic)
Definition of Resource Planning:Resource planning is the act of allocating and utilizing resources (people, machinery, tools, rooms etc) to achieve maximal efficiency of those resources.
That's the official resource planning definition. In the real world, resource planning is often simply something a project manager does to know who's doing what and where things are. Meaning it's often resource management using Gantt charts in one or other way to get an overview.
Why do you need a Resource Management Strategy?
Short answer: Without one, your project is likely to fail.
Long answer: This infographic shows important project failure statistics.
- 75% of IT project leaders believe their projects are “doomed from the start”.
- 70% of companies report having at least one failed project in the last year.
- 64% of projects meet their goals.
- 17% of large IT projects’ budgets go so badly they threaten the existence of the entire company
What’s the point of sinking millions of dollars into a project you believe is “doomed from the start”? With proper tools for resource management and project planning, you can eliminate that 17% entirely.
Read on: For some more tips on strategic planning, check out our article on the specific steps to take in building a strategic planning process.
6 Steps for building a planning strategy
Keep these 6 elements in mind when planning your project or business strategy.
Step 1: Utility
When building a plan, you need to make sure that you can execute it. And that you have the right tools to help bring you plan to fruition. Using clunky software will not help in this regard. So choose something that will.
In Excel, not only are you wrestling with cells, but also struggling to format data types. Not to mention cutting and pasting your way around merged cells.This is an excellent example of the great things that Excel can achieve. But because it’s meant for so many purposes, the process is much longer than necessary.
With an intuitive date picker as shown above, you literally only click twice to achieve your goal. Once, right after the start date is selected, and twice when the calendar for the end date pops up.
Paired with a flexible timeline in which you can zoom in and out of a time period, you are looking at an accumulation of hours saved in your resource planning efforts.
Step 2: Collaboration
With these views tabs, you can utilize custom data fields to have your resource data listed in multiple ways. In the screenshot above, the same set of data is sorted by location, sorted by roles, sorted by projects, unsorted, meaning all resources are shown and you have a report view as well.
Step 3: Accessibility
Step 4: Export
We need our data for a variety of purposes. For a client meeting, we don’t want to end up sharing our entire clientele data. For a board meeting, we want to present the important numbers instead of Bill’s social security number.
While Excel allows you to save your data in many file formats, you are not able to extract the data that you need without having to do it manually. But with an intuitive resource planning software, you are looking at simple drag and drop of the type of data for your report. Now all you have to do is to give yourself a pat on the back for all the time that you have saved from not customizing reports the stone age way.
Step 5: Security
When you are using spreadsheets, you are vulnerable to a whole list of possibilities of losing your data. On top of corrupted files and viruses, you are also looking at the potential loss of your devices, which may lead to unbacked-up files being lost as well.
Step 6: Costs
Do you have the funds to cover the cost of your plans? And is the software you’re using helping or hurting in this regard?
This is to support small and medium sized businesses and only charge for what you use. When your business starts to grow and you need to upgrade, the price that you have to pay for Ganttic is way less than what you have to pay for Microsoft Office’s licensing fees.
To start executing these 6-step resource planning strategies, sign up to try Ganttic for free for 14-days.
Author: Patricia Goh