End Resource Management Smackdowns: How To Make Allocating a Breeze
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Transcript of End Resource Management Smackdowns: How To Make Allocating a Breeze
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End Resource Management SmackdownsHow To Make Allocating a Breeze
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Who do we have in our audience?
● Agency DPM?● In House DPM? ● How long have you been a Digital PM?
○ <1 | 5 | 10 | 20+● How many other Digital PMs are there in
your organization?○ 0 | 1 | 5 | 10 +
● Who has unlimited resources and never has a resource conflict ever?
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Goal
Provide prescriptive guidance on making resource management within a digital agency/organization as smooth as possible
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Agenda
● About Me● Reason for Resource Smackdowns● How to Avoid the Smackdowns
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About MeWho is this person talking to you?
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Josh Zapin, CSM, PMP:● Nearly 20 years of building digital
applications/websites/teams● Director of Operations/Production/Project
Management for several agencies and eCommerce organizations
● Scrum Certified (CSM) for 5 years; PMI (PMP certified) for 14 years
● Started Corvus3 to consult Digital Agencies/Orgs on improving operations
Who is this person talking to you?
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Who is this person talking to you?
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People are what you need to make it happen
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But there aren’t enough people to make it happen
UNLIMITED RESOURCES
RESOURCE CONFLICTS
RESOURCE ALLOCATION
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Resource AllocationHow to end smackdowns in 3 steps
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PEOPLE
PROCESSTOOLS
Three “lenses”
1
2
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PEOPLE
Improvement pillars follow a linear pattern
1
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Step #1 - PeopleSomebody has to worry about it
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Who are involved? Who owns it?
Organizational Overseers:● Chief Operations Officer● Director of Project
Management/Production
Resource Requesters:● Project Managers● Producers
Resource Owners:● Technology Director● Creative Director● Chief Technology Officer● Chief Creative Officer
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Someone has to sweat the resource allocation details
Ideally, it’s not an “in the trenches” PMs/Producers:● Need someone to see “above” the project at
hand● Adherence to the organization rather than a
particular project● Must be objective about resource needs
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Who should own it?
Organizational Overseers:● Chief Operations Officer● Diretor of Project
Management/Production
Resource Requesters:● Project Managers● Producers
Resource “Owners:”● Technology Director● Creative Director● Chief Technology Officer● Chief Creative Officer
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As a last resort: A Project Manager
In smaller organizations, it could be a Project Manager if:● There is only one PM in the group● There is a PM with Director/Manager
wherewithal/desires
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PEOPLEDefine who is involved/Make
someone responsible
PROCESS
Improvement pillars follow a linear pattern
1
2
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Step # 2 - ProcessAllocations need regular nurturing
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Conflicts occur when you least expect it
Problem:Their project was having trouble and needed temporary .net help ASAP
Solution:My project had .net developers and could spare a few to help out
New Problem: How do you make sure you don’t mess up both projects?Solution:A weekly resource allocation process to deal with change
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Solution: Allocate at a regular interval (weekly)
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Notes:● Each shape represents
WHAT will be done● WHO will do it is noted in
the the “swimlane” for that process. They can span multiple roles
● WHEN a process will be done is noted in the columns
● Processes could have many tasks that aren’t detailed
● Sub-processes have more processes where other roles are, potentially, responsible
How to read swimlane flowcharts
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Regular Allocation: Who is involved?
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Regular Weekly Allocation: What is being done?
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Regular Allocation: When to do it?
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PEOPLEDefine who is involved/Make
someone responsible
PROCESSMake it
regular/boringTOOLS
Improvement pillars follow a linear pattern
1
23
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Step # 3 - ToolsBring it all together and make it scalable!
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Should you store resource allocations in your head?
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Keeping resource allocations in your head is a bad idea
● You forget● It’s not visible to a larger group that shares the
responsibility● Hit-by-the-bus theory of management breaks
down
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There are a lot of tools out there
K.I.S.S.(Keep It Simple, Stupid)
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Start simple: Use a spreadsheet
Spreadsheets are simple: ● Columns/Rows/
Numbers/Calculations● Flexibile● Shareable/Collaborative
in real time● “Free”
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Start with the team
The Team
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List out their function
What they do
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Keep things organized
Extra Credit:
Separate Sheets by
Team
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Detail out what they’re doing
What they are
doing
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Detail when they are doing it?
When they are doing it
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Indicate how long it will take to do
How long it will
take to do it
Include a total too
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Look to the future from the organization perspective
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Get this sheet for free!
http://corvus3.com/dpmsummit2015
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PEOPLEMake someone
responsible
PROCESSMake it
regular/boring
TOOLSMake it scalable
Improvement pillars follow a linear pattern
1
23
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Key TakeawaysWhat you really need to do to end the smackdowns
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If nothing else, remember these three things
● Resource Allocation is a role within an organization; even if you can’t dedicate someone, someone needs to be responsible for it (and it shouldn’t be a PM).
● To make sure it gets handled appropriately, you need to bank on a consistent process. Something that is done every interval (recommended weekly) the same way and has room to handle conflicts
● Leverage a tool to insure that it is trackable and scalable and doesn’t get in the way. A spreadsheet is a good way to start.
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Thank you!
Josh Zapin, PMP, CSM@[email protected]://www.corvus3.com
Meetup: Rocky Moundtain Digital Project Managers