Project Resource Scheduling and Expectation Setting

Before a project begins, the project manager is given a deadline by which the project is to be completed. The project manager has to take stock of the available resources and understand the expectations to run the project successfully. In this article, we will look at project resource scheduling and expectation setting.

Every project manager is hounded by the possibility of delays, and every project constraint can hold up production. For instance, there may be a shortage of labor or raw materials, and in some places, there may even be weather constraints. One helpful approach is to decide if the project is resource constrained or time constrained. If the project is resource constrained, the main task of the project manager is to ensure that delays are kept to a minimum because the required resources are unavailable. If the project is time constrained, it means that the project has to be completed in time and the project manager has to ensure that the required resources are available so that production is not delayed. Resource allocation is of utmost importance in time constrained projects. The project manager has to understand the level of expectation in terms of delivery of the project.

In most projects, the major resources are materials, machines, people, and working capital. In the project resource schedule, the project manager has to allocate and use all the available resources to complete the project in time. Time is also an important factor because longer projects will require higher working capital. The cost and duration of a project is also significantly influenced by the availability of resources. If it's extremely hard to find the required resources, then delays are to be anticipated, and it's costly to rush the project. In project resource scheduling, the project manager also has to perform resource modeling to calculate how much resources are needed for the project. For instance, a project may require 10 bakers or 30 electrician hours. Project modeling helps to set expectations in terms of cost and delivery time.

After project modeling, the next step is resource allocation. The project manager has to schedule the resources in such a way that the project can be completed in time, paying attention to the technical aspects. What process should be done first and what process is to follow? All these aspects are to be very clear to the project manager so that the project can be completed smoothly. Usually, project managers use project resource scheduling charts or software to carry out this function. With these tools, the project manager will be able to see if production is on schedule, and troubleshoot problems before they occur. Modern project managers use the most sophisticated project resource scheduling software to help them track and monitor every aspect of project so that they can deliver the required goods and services in time.

The project manager also has to set realistic expectations in relation to project resource scheduling so that all parties will be satisfied with the results. In this light, expectation setting is determined by how effectively the project resources are scheduled.

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Lynn Kelly is an IT project management consultant and contributor for Vantage, promoting the Social Approach to Project Management. Visit http://projectvantage.com to learn more and signup for a free trial of Vantage project management software at http://www.projectvantage.com/index.php/pricing to get started. Go get social with your projects today.

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