Resource management is not a piece of cake. It requires extreme planning and preparation, honest assessment of the project at hand and a well-planned resource budget.
According to a study report, almost 11.4 percent of the resources are wasted due to ineffective and inferior management of projects and their resources.
In this article, I will try to point out the most common mistakes that are made by project leaders while managing the available resources, mostly derived from acquiring wrong or incomplete information. Planning the project beforehand might seem a bit tedious, but trust me, it will immensely benefit you and your organization in the long run.
1. Incomplete information about the project
Detailing is necessary even if you know what to do. A project with well-explained needs and demands tends to have a higher success rate than the ones with half-baked and incomplete information.
Also, a detailed description of the project would also imply that both you and your client will work on agreed-upon expectations. This will also give you and your customer the liberty to change the details of the project in case there’s any change in the scope or desired results.
2. Failure to Bring the Team Together
Along with detailed requirements about the project, it is also very crucial to make your teamwork one. As the manager, you already know how important the project is and it is your responsibility to convey the same to the other members. You must also tell them the project’s objectives and how it will benefit the company.
Provide them with all the required details, and make sure you don’t miss out on anything, including the deadline, its urgency and how the failure will affect the business. Constant communication with your teammates will make them feel valued. They will feel that their opinions are also important in the organization.
This will further increase project efficiency and the members will be more dedicated to performing better.
3. Unplanned time estimates
Time management is another VERY important part of any corporate setting. If a project is not delivered within the deadline, it may attract the dissatisfaction of your clients. This may tarnish the name of you and your team, and in turn, of the whole company.
One frequent time planning blunder is relying on projections that aren’t well-founded. These forecasts will be utilized to plan funds and establish timeframes. There is a higher chance of schedule and expense shortfalls if the calculations are inaccurate.
To make sure that this blunder doesn’t occur, the manager should take notes on how all the other team members did this research on time estimates. In this situation, a project management software like runn.io can also be of great help. It keeps track and provides valuable insight into the team members’ performances on the previous projects.
4. Restricted perspective
Sometimes things don’t go as planned. You and your team might have planned the whole project before, but there are some unpredictable situations that are beyond our control. Flexibility and a broader perspective are very important in project management, especially during times of crisis.
You, as the manager, should be able to adapt to the new changes and also keep your teammates motivated to do the same. If you’re hesitant to do that, the operation will be more difficult for everybody concerned to complete on schedule and under budget.
Understand that special situations call for special solutions and get going with them.
5. Planning with unrealistic expectations from the employees
Employees are also human and they need to have their own time offs. Making the staff work incessantly will lead you nowhere, and will only increase the disinterest within the team.
Conferences, workshops, letters, point-by-point discussions, rest periods, sick absences, or simply having an awful day can all cut into the work schedule. I’m confident you’ve had similar experiences. So, avoid planning with 100% efficiency, because that’s just impossible.
Over to you…
To conclude, let me tell you that mistakes are bound to happen, even if you surprise by the smallest details in the project.
But the good news is, that almost all of these blunders may be avoided with effective interaction, comprehensive definitions of project specifications and relationships, and the agility to deal with the unavoidable changes that come while you’re at it.
Remember, it’s easy to run into resource difficulties if you don’t know how much work each aspect of a product takes and how important it is to derive results. So, before you dive into it, educate yourself or invest in good project management software that can help minimize your involvement. All the best!