Ready for a quick quiz??
Resource-sharing as part of your project management plan could:
A. Save your business money
B. Eliminate dead-time for various resources on a number of projects
C. Leave you high-and-dry at a crucial moment on a project
D. All of the above
If you chose D, you’re right, but if you add in a project management software solution, you don’t need to worry about the possibility of C. Here are four ways that a project management application can help you successfully share resources:
1. Coordinate who does what when
It can be difficult to plan for just one long-term project, and that’s not even taking into account the many others that your company handles. Add in trying to coordinate who should work on what and when, and you’re looking at a logistical nightmare.
With project management software, that doesn’t have to happen. You can schedule assignments accurately from the start, and you’ll know when you’ll need each type of resource for each project. This helps eliminate dead-time for employees who are assigned to projects in which they’re not currently needed.
Project management software also helps you look at the due-dates for various deliverables and determine when crunch-time will begin. This lets you allocate crucial resources strategically to meet deadlines and keep everything on schedule.
2. Identify hold-ups so that you can put resources where they’re needed most
If a process is moving slowly, it can be difficult to know exactly which step is causing the hold up and where extra resources will make the most difference. The monitoring tools provided by project management systems allow you to identify problem areas so you can put extra resources exactly where they’re needed.
One common feature that supports this kind of function is automatic progress reporting, which calculates the time you planned to spend on a task versus the actual time it required. Another useful feature is the individual employee page view, which lets you see exactly how any individual is spending their time. You can see when a worker has too much on their plate and bring someone else in to speed up production.
3. Streamline the flip-flopping with shared knowledge and clear, centralized communications
If you think it could be difficult to get people up-to-speed as they’re migrating from project to project, you’re right. Project management software can help make this process easier by centralizing essential on-boarding knowledge with document housing capabilities.
In addition, the streamlined communications the PM software offers can help a new resource get in touch with those in the know to get answers quickly and avoid unnecessary hold up. The software also allows for easy collaboration with real-time group document revision and makes it easy to contact colleagues in other departments for quick input. Their responses can even be automatically recorded in the system!
4. Stop you from becoming a roadblock
If you’re in a managerial position, you play a central role in every project you work on. You, yourself, are a “shared resource.” Project management software will let you keep track of approvals or other tasks that you’re responsible for on all of your various projects so that you will never get in the way of efficient operations. It can also send you email alerts when an issue escalates or a hurdle arises so that you can be aware of when an urgent tasks arises that demands your attention.
Looking for Project Management software? Check out Capterra's list of the best Project Management software solutions.