How to Work with Limited Resources on a Project
In the initial planning stages of a project, it’s important to be realistic about the scope and the resources needed to achieve the deliverables. Yet even the most pragmatic of project managers can find themselves in a bind when planned resources don’t come through.
Whether due to uncontrollable environmental factors (e.g., a natural disaster or pandemic) or executive teams with different ideas, it can be frustrating to continue with a project under less-than-ideal circumstances. If a project absolutely cannot be postponed until resources are available, project managers must push through. Though it can be challenging, there are ways to work with limited resources and still cross the finish line successfully. Here’s how.
Stay on Schedule
Project delays are a frequent occurrence, but they can be costly. In a situation with limited resources (budget, staff or materials), incurring additional costs to stretch the timeline could derail the entire operation. Project managers working with a resource deficit should move delivering on time to the top of the priority list. When the project is humming along in a timely manner, the team will have more space to work through challenges in other areas.
Find Areas to Trim – Without Sacrificing the Quality of Deliverables
When a resource request or plan comes back edited or is flat out denied, project managers may have to move forward without that particular resource. If it’s integral to the quality of the project, however, there may be other options. For example, if a request for an expanded budget to increase the staffing on the project is denied and the manager knows having enough support is vital to the end product, they may look at other areas that could be cut back. Perhaps cheaper materials could be used, with the extra budget shifted to staffing. Being proactive and creative can help project managers prioritize different facets of the project and shift resources to ensure the best outcome.
Be Strategic About Overtime
Even for project that are fully staffed, overtime is common, especially near the end of project work. This can create a chaotic, stressful atmosphere that is multiplied when the project has tight timelines and budgets. Knowing that overtime for the team could be likely, project managers should be strategic about scheduling. Rather than waiting for the harried rush at the end of the timeline, project managers can schedule overtime blocks at key moments in the project. If, for example, the budget for upgraded tools or software wasn’t approved, the team could parcel out the portions of the project that will take the most time as a result and schedule dedicated overtime throughout the timeline to get those challenges weathered successfully. By the end of the timeline, the hard parts will be complete, paving the way for a smoother wrap-up and avoiding team burnout.
With flexibility and tenacity, project teams can overcome many resource challenges. If you find that your team frequently faces a lack of resources, you may benefit from an outside perspective to refresh your project processes and find a better way forward. Reach out to us with questions on getting started with the MRC team.