Using Generic Resources in the Resource Allocation

In this podcast, Ricardo talks about the challenges of resource allocation and explains a technique based on the allocation of generic skills (or positions) needed for the project.

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Episode transcript

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Hello everybody welcome to the five Minutes PM podcast today. I'd like to discuss with you the problem of Resource Allocation. This is for sure. One of the, the biggest challenges for everyone, single project manager, how I can allocate properly the resources to do the work. And I'd like to share with you that during this process, I, a lot of things that we must think we need to realize doing this, the first one is the skills, which kind of skills do you need.

And the second one, the calendars availability, et cetera. So what I do in my projects, I usually start the project with the Generic Resources. So a lot of people call this risk skill base and Resource. So instead of allocate John, Peter, Michael, any, I allocate engineer analyst, developer, pastor. So why am I do this?

Because for me, it's much easier to understand what skills do I need to do the project instead of looking for John or Mike Paul to do the project. So I prepare all of the project plan based on the skills that I need. And then I submit this for approval. And then I use this to justify new contracts, hiring people, third part contracts, because now I'm talking about skills that I need to put the project in place and not the names.

But of course, when you move the project, two, the execution, everything changes. Then you need to replace the engineer for the name of the person who will is a cute bed. And during this moment, you will do the remaining part of the work to calculate availability or to calculate the colander vacation skills sold. Look in the first moment you think only about skills and you think, okay, I have infinite resources for this first moment.

Then I create all the scalpel and everything. Then I look the results. And after looking into the results, I start to think, okay, this skills and this numbers, do they make sense? Are they rational for the, what I want or chive with the project? Can I sell this to the, my project board or to my sponsor or to my senior management? If does it is the case you will move forward with the project.

Then you say, now I need to do the second. Have the resource allocation is hu will be the engineer. One, who'll be the engineered to, and a lot of people do exactly the opposite. They think in names and not in work. And then they try to fit people in the work. And this doesn't work. Why this doesn't work. Because if you try to fit people, you are not sure that they are the right people to do that work.

And you will be starting thinking about availability, colanders vacation, whatever. Even before you conclude that the plan is reasonable and should be pursued. So business, the task Flink first this year, the Hills that I need, Dan, think later, who will fulfill that skills? Of course, I'm not talking that this is easy, but it's something that will make your mind more straight make you analyze first, before you start thinking about names and this will improve a lot.

You are a resource, a location. These will bring you a lot of information about this, the skills that sometimes you don't have, because you are only thinking in names. I hope you enjoy this podcast. Understand the problem, offer resource allocation. Think first about the skills that you need. Think second, who will need. Thank you very much. See you next week with another five minutes PM. Podcast.

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