Managing Project Resources
Manage your project team more easily with these tips.
Tip #1: Have meetings
Yes, even if you are in a virtual team, meetings are possible! Use web conferencing, collaboration tools and get people on the phone regularly. You'll also want to schedule individual meetings with each person on the team, at least once a month, maybe more if they are working on parts of the project that need close monitoring.
Regular meetings will help you stay on top of what each individual is doing and will also help build a culture of teamwork on your project.
Tip #2: Create reports
Project managers are used to creating reports to show project status, the situation with risks and the budget and so on, but did you know that you can create reports to show information about your resources as well? Resource allocation reports are a great help as they show you workload information. This helps you work out who has some free time and who is going to find their workload a challenge.
These reports are the easiest way to see the variances between how much project work you thought you'd have for each person and how much you have actually allocated to them, which is great when it comes to planning and making sure you have enough resources on the project overall. Use them as an early warning sign to flag when more resources are needed.
Tip #3: Monitor progress
Status reports are a different kind of report that shows you how each person is doing and lets you track the progress of the project overall. Progress monitoring shows you whether the team is completing work ahead of schedule or taking longer than you planned to get their tasks done. In turn, this gives you valuable data that will help you manage your resources-if you see that everything is taking longer than you originally expected, that's a sign to get some more resources on the team to help out.
Tip #4: Use time sheets
Get your team members to use time sheets on your project as they have loads of benefits for everyone. Time sheets record what activities have happened each day and let you see how each individual is doing. Someone who is struggling to complete their daily tasks may need more support or some coaching. Someone who is whizzing through their work could probably take on greater responsibilities or act as a mentor.
Using time sheets also makes it simple to reschedule project work in case you hit delays. You'll quickly be able to see how things are going at a really granular level and you can make changes as you need to so that every task gets done by the person with the right skills to do it.
Tip #5: Have a common goal
The single best thing for bringing a team together and make it easy for you to manage them and their work is for everyone to share a common goal. When your project objectives are clear, everyone can see how what they are working on contributes to the big picture. When you can link your individual tasks to the corporate strategy, or even to something simple like how your project will improve customer service, then you can get everyone behind that shared vision.

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