What is the major challenge that you face when you manage multiple projects? Is it limited time, costs, or resource crunch? However, experienced you may be in project management, you can always expect to face some resource management constraints in project management. To deal with these resource management constraints, resource managers must first understand them well and then figure out ways to deal with them. It’s a known fact that resources are necessary to execute your projects. Resources include people, tools, machinery or equipment, finances, and buildings or facilities. Now, managing all these resources efficiently is important to determine delivering any project successfully.
What Are Resource Management Constraints in Project Management?
As each project and task requires resources such as people, budget, time, and equipment to execute it, knowing their availability is very important to schedule and allocate them. Availability of limited resources for various projects is termed as resource management constraint and resource managers should know how these constraints so that the project moved seamlessly through the milestones. In other words, a resource management constraint is any risk or limitation related to project resources. To begin, resource managers need to identify these resource management constraints right in the project planning phase. If not identified on time, these constraints could be big roadblocks that could result in your project getting derailed. Therefore, managing your resources well and implementing the right resource management software and tools to schedule and allocate these resources wisely is of utmost importance.
Top Resource Management Constraints
Resourcing for critical resource requirements for a new project
Many tasks or projects may require people with some specific competency or critical resources to be aligned. These resources may not be easily available or maybe already scheduled on some other projects. Therefore, it becomes tough to fill those positions. Moreover, hiring such a skilled resource with the same expertise or experience quickly may not be always realistic. Hence, a resource manager should think of how to utilize the existing skilled resources in a way that the ongoing projects are not hampered and this resource management constraint can be dealt with.
Each project has to be completed within a pre-established timeline and that cannot be changed. For example, if a project needs to be completed in 2 months, this limited-time is your time constraint. Similarly, there could be multiple activities or tasks in a project that need to be completed within a specific processing time which cannot be reduced. Effectively managing one’s time requires you to plan your activities in a way that you use your time and resources wisely while meeting the required objectives within the established deadline.
Limited resources available for various projects or tasks
Resources are one of the most significant investments for any business. Hence, resource managers should be mindful while allocating them and spending a lot of money on hiring a big talent pool. In many scenarios, onboarding full-time resources instantly to meet the project requirements may not be possible because of budget constraints. However, in the hindsight, only a few skilled resources may always be overloaded with multiple projects or tasks. This eventually leads to dissatisfaction, burnout, and productivity problems.
When any project is launched, the scope of what needs to be done and what is out of scope is decided in the beginning. The project has a pre-determined objective and has to be delivered with specified features and requirements. Other than the limited time and cost, the scope is usually considered to be another essential project constraint. Therefore, the project and resource manager should identify if the desired scopes or asks are possible to attain within the established schedules and budget limitations. Besides that, also decide if there is any possibility to reduce the effort, time, or costs related to the project scope.
The last important project and resource management constraint is the project cost or budget. All projects have their budget or cost, and a resource manager must determine if that budget justifies the scope. You should also validate if the cost is sufficient, or some cuts are required. To calculate the budget, a project or resource manager should first estimate the total costs or expenses required for that project to be completed successfully within the given timeline. You should also calculate and bake in the hourly costs or effort of all the resources depending on what is the skill set needed and the type of project or work.
Tips for Managing Resource Management Constraints
Now that you know what resource management constraints are, let’s talk about some of the best practices that can help to manage these constraints. Here are some of the top tips that can help you with dealing with such constraints and have seamless resource management.
1. Determine a strategy:
Before starting to manage anything, the resource managers must develop a strategy and make sure that it aligns with the overall business strategy. For this, you should first know what you have set out to achieve, how are you going to determine success and the tools or processes that would help in achieving your goals.
2. Be aware of project requirements:
It’s important to know details such as project deadlines, what are milestones, key objectives, budget, main competitors, etc. Doing this is very important as then you won’t have to spend extra time and effort to make your project successful.
3. Draft a contingency plan:
It’s also important for resource managers to identify and prepare for any possible resource management constraints. Having said that, challenges and constraints may still crop up even after a lot of planning. But having a contingency resource plan for any unexpected issues or challenges should definitely be made as it helps to decide how to respond to such issues.
4. Time tracking:
Calculating time and effort that would be spent on a project is very important as human and other resources are limited. Thus, you should know for how long you would require a certain number of people, equipment, facility, etc. Then, you must also track their productivity and performance. How can you do that? You can track the time and effort being spent by people on various productive and non-productive activities. This way any redundant and repetitive work can be reduced or cut down.
In any project, there may be multiple tasks to be done. But all tasks may not be equally important or urgent. Thus, it is important to prioritize the work and allocate important resources accordingly. It’s imperative to define what is urgent and what is important and be aware of the effort needed. So that you can schedule your resources properly and avoid any resource management constraints.
6. Implement resource management software:
Having the right software that can help you to plan; allocate, manage, and track your resources will save you a lot of time and effort. Ensure that this tool provides real-time data and helps in time-tracking too.
eResource Scheduler is resource management software that helps to overcome any resource management constraints
Implementing a Cloud-based, AI-enabled tool like eResource Scheduler can streamline project planning, execution, and delivery. A feature-rich interface makes this tool very easy to use. eResource Scheduler makes multi-project planning much simpler. You can make feasible schedules, improve collaboration between teams and departments and track time and effort in real-time.
Be it resource or capacity management, workflow scheduling, utilization, or performance and productivity management; this resource management software is the solution. Advantages like offering 360-degree visibility of all projects, resources, their availability, makes it easier to allocate and schedule resources.
The advanced filters enable to find the right and best-fit people as per skill, experience, location, expertise, etc. You can do accurate resource forecasting and derive benefits from automated resource requisition workflow. So, if you want to know how this tool can help you resolve resource management constraints, sign up for a free trial.