{"id":19971,"date":"2021-07-19T08:29:27","date_gmt":"2021-07-19T07:29:27","guid":{"rendered":"\/gb\/en\/blog\/?p=19971"},"modified":"2023-01-16T17:47:27","modified_gmt":"2023-01-16T17:47:27","slug":"4-tips-for-resource-management-across-teams","status":"publish","type":"post","link":"\/gb\/en\/blog\/4-tips-for-resource-management-across-teams\/","title":{"rendered":"4 tips for resource management across teams"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">When it comes to balancing acts, project managers are right up there with trapeze artists.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A project manager works with many teams and factors to balance their workloads, specific skills, and budgets in order to successfully deliver a project. This often crosses over into the territory of something called <a href=\"\/gb\/en\/blog\/definitions\/resource-management\/\">resource management<\/a>.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this article, we\u2019ll take a closer look at the ins and outs of resource management and what it takes to optimize the process across <\/span><span style=\"font-weight: 400;\">teams<\/span><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-19976\" src=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-4.png\" alt=\"monday1307 (4)-625\" width=\"1280\" height=\"914\" srcset=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-4.png 1280w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-4-300x214.png 300w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-4-640x457.png 640w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-4-768x548.png 768w\" sizes=\"(max-width: 1280px) 100vw, 1280px\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">What is a resource in project management?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">In <a href=\"https:\/\/monday.com\/templates\/template\/122927\/advanced-project-management\">project management<\/a>, a resource is anything needed to get a task or project done. This could refer to a person, a <\/span><span style=\"font-weight: 400;\">tool<\/span><span style=\"font-weight: 400;\"> like an app or piece of software, or even a facility. <\/span><b>\u00a0<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Resources are generally categorised into two categories\u2014tangible and intangible:<\/span><\/p>\n<p><b>Tangible resources<\/b><span style=\"font-weight: 400;\"> are also commonly referred to as tangible assets or physical assets. Some examples include hard currency, <a href=\"https:\/\/monday.com\/templates\/template\/82286\/real-estate-crm\">real estate<\/a>, labour, or equipment.<\/span><\/p>\n<p><b>Intangible resources <\/b><span style=\"font-weight: 400;\">are more abstract and could be something like an idea, a defined skill set, or a technology patent.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Additionally, it\u2019s worth addressing the three types of resources that tend to occupy most of the project managers or resource managers\u2019 time:<\/span><\/p>\n<ul>\n<li><b>Human resources: <\/b><span style=\"font-weight: 400;\">Otherwise known as people, they\u2019re the ones you need to carry out tasks. This could involve a wide range of management activities, whether it\u2019s job recruitment and <a href=\"\/gb\/en\/blog\/effective-time-management\/\">time management<\/a> or measuring employee performance against KPIs.<\/span><\/li>\n<li aria-level=\"1\"><b>Materials: <\/b><span style=\"font-weight: 400;\">When tangible resources or materials required for completing a project are distributed across more than one team, things can get a little messy. It\u2019s a good idea to have a living document or platform to keep track of it all.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Relationships: <\/b><span style=\"font-weight: 400;\">This includes relationships between internal <\/span><a href=\"https:\/\/www.ringcentral.com\/gb\/en\/teams\/overview.html\"><span style=\"font-weight: 400;\">teams<\/span><\/a><span style=\"font-weight: 400;\">, as well as communication with external stakeholders like vendors, contractors, clients, and subcontractors.\u00a0<\/span><\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-19972\" src=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-6.png\" alt=\"monday1307 (6)-228\" width=\"1999\" height=\"1000\" srcset=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-6.png 1999w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-6-300x150.png 300w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-6-640x320.png 640w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-6-768x384.png 768w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-6-1536x768.png 1536w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-6-876x438.png 876w\" sizes=\"(max-width: 1999px) 100vw, 1999px\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">What is the difference between resource allocation and resource management?<\/span><\/h2>\n<p><b>Resource management<\/b><span style=\"font-weight: 400;\"> is the process of planning, scheduling, and allocating resources throughout the project management cycle. <\/span><b>Resource allocation<\/b><span style=\"font-weight: 400;\">, on the other hand, is specifically recognising the best available resources for a project and assigning them to team members.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s take a look at planning a tech meetup for example. There will likely be a few teams involved: Accounting, <\/span><a href=\"\/gb\/en\/blog\/how-to-boost-employee-engagement-with-internal-communications\/\"><span style=\"font-weight: 400;\">communications<\/span><\/a><span style=\"font-weight: 400;\">, operations, and maybe even developers to provide insight on the presentation content or to leverage their networks for guest speakers or invitees.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In this scenario, resource management could involve managing the budget for each expense, the venue itself, and PR efforts. Resource allocation would be assigning each team to specific functions or granting them a portion of the total budget.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">What are the different types of resource management?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">There are three primary types of resource management: Resource allocation, resource forecasting, and resource levelling:<\/span><b><\/b><\/p>\n<ul>\n<li aria-level=\"1\"><b>Resource allocation <\/b><span style=\"font-weight: 400;\">is assessing the available resources, performing analysis around how they can be used, and then distributing them accordingly to teams.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Resource forecasting <\/b><span style=\"font-weight: 400;\">is all about trying to predict future resource requirements for your teams to reduce waste and deliver projects more efficiently and cost-effectively.<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Resource levelling <\/b><span style=\"font-weight: 400;\">is a way for managers to uncover which resources might be underused or used inefficiently. This could help them deploy the resources in a different way and in turn optimise efficiency.\u00a0<\/span><\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-19977\" src=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-5.png\" alt=\"monday1307 (5)-998\" width=\"1999\" height=\"1094\" srcset=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-5.png 1999w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-5-300x164.png 300w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-5-640x350.png 640w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-5-768x420.png 768w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-5-1536x841.png 1536w\" sizes=\"(max-width: 1999px) 100vw, 1999px\" \/><\/p>\n<h2><span style=\"font-weight: 400;\">Who drives effective resource allocation and management in a business?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Depending on the size and budget of an organisation, resource allocation and management might be handled by different individuals, whether it\u2019s by department, by a general project manager, a team lead, or a delegated resource manager.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A resource manager is very similar to a project manager but the roles are in fact, very distinct. A project manager is responsible for creating and assigning tasks, while a resource manager focuses on allocating the resources required to complete those tasks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This role is especially important when working across teams. In a survey of 500 managers in global companies, <\/span><a href=\"https:\/\/hbr.org\/2017\/09\/the-overcommitted-organization?referral=03759&amp;cm_vc=rr_item_page.bottom\"><span style=\"font-weight: 400;\">81%<\/span><\/a><span style=\"font-weight: 400;\"> of them said their team members work on multiple projects in parallel.<\/span><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Although it can seem like a pesky additional task, dedicated resource management is a worthwhile use of time that should be handled by someone who has visibility above the varied priorities and activities of different teams. In fact, <\/span><a href=\"https:\/\/www.wrike.com\/blog\/complete-collection-project-management-statistics-2015\/\"><span style=\"font-weight: 400;\">80%<\/span><\/a><span style=\"font-weight: 400;\"> of \u201chigh-performing\u201d projects are led by a certified project manager.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Top benefits of cross-team resource management<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">Avoid unforeseen bumps in the road<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Resource management requires a clear understanding of available resources and how they can be used. With this preparation, it\u2019s much easier to predict or account for potential problems before they happen.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Additionally, if things do go awry, you will still be able to refer back to your resource management plan\u2014this is particularly helpful when you need to demonstrate to stakeholders that despite best practices, you did everything you could with the resources available to you.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Help prevent team burnout<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Resource management plays a grander role in workload across teams, too. In 2020, <\/span><a href=\"https:\/\/asana.com\/resources\/anatomy-of-work#form\"><span style=\"font-weight: 400;\">71% <\/span><\/a><span style=\"font-weight: 400;\">percent of workers reported that they experienced burn out. Burnout and stress can result in lower levels of productivity, potentially causing reduced quality or late delivery of a project.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Effective resource management ensures that all teams and members have what they need to get their work done, and prevents team members from having a workload that is out of reach.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Foster efficiency over time<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Tracking and managing resources over time not only helps your current projects achieve success throughout implementation but also the ones down the line.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When you keep tabs on this information, whether in spreadsheets or in project management software, you create a sort of data library that you can refer back to when you plan your next project.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019ll touch more on this soon.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">4 tips for resource management across teams<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">As we touched on earlier, resource management is already a pretty multifaceted task\u2014or set of tasks, really. Add different teams to the mix, and well, you\u2019ll be glad you took a page from our book and tried these tips to either build or improve your resource management strategy.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">1. Invest in technology\u2014and stick with it<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">To be the most effective, resource managers and project team members alike need tools that are meant to facilitate communication, bring all the work into one place, and of course, automate the more mundane tasks.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The beauty of today\u2019s available software is the capacity to<\/span><a href=\"https:\/\/www.ringcentral.com\/apps\/\"><span style=\"font-weight: 400;\"> integrate<\/span><\/a><span style=\"font-weight: 400;\"> with your most loved tools.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, you can use Zapier to automatically connect monday.com\u2019s powerful Work OS with<\/span><a href=\"https:\/\/zapier.com\/apps\/monday\/integrations\/ringcentral\"><span style=\"font-weight: 400;\"> info from RingCentral\u2019s powerful business communications platform<\/span><\/a><span style=\"font-weight: 400;\">, with no coding experience required. This is extremely useful, especially if you\u2019re managing resources with <\/span><a href=\"\/gb\/en\/blog\/how-to-create-a-globally-distributed-remote-team\/\"><span style=\"font-weight: 400;\">distributed<\/span><\/a><span style=\"font-weight: 400;\">, remote, or hybrid teams as well.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By housing your communications and data in one digital space, you create a reliable, up-to-date source of truth for everyone involved in a project, regardless of team or resources allocated.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">2. Embrace different ways of working across your organization<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">While it is important to implement standard practices across teams, even resource management benefits from celebrating the ways different teams tend to work. This goes hand in hand with the technology you choose.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We recommend you choose tools that allow different teams to build workflows the way that works for them, while giving them visibility through timeline views or dashboards. This allows resource managers to communicate and track changes as they go, while keeping teams informed in a way that is digestible for them.\u00a0<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-19973\" src=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-1.png\" alt=\"monday1307 (1)-882\" width=\"1999\" height=\"1000\" srcset=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-1.png 1999w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-1-300x150.png 300w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-1-640x320.png 640w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-1-768x384.png 768w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-1-1536x768.png 1536w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-1-876x438.png 876w\" sizes=\"(max-width: 1999px) 100vw, 1999px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">3. Create a contingency plan<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Resource management is not all roses,but you can prepare with a contingency plan in the event that you run into some weeds.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Resource shortages can happen, regardless of how many teams you\u2019re working with. That\u2019s why it\u2019s important to create a sort of reactive backup plan that identifies potential situations for shortages and includes responses. This will minimise risk and decrease panic if a problem ever arises.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">4. Use capacity planning reports<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Managing people resources requires resource managers to assess the skills, qualifications, experience, and availability of team members in order to ensure project teams are well equipped.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A capacity planning report qualifies a project\u2019s billability while providing accurate effort estimates for the future. It also sheds light on which activities are occupying your teams\u2019 bandwidth.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are plenty of <\/span><a href=\"https:\/\/thedigitalprojectmanager.com\/5-best-capacity-planning-reports-of-the-future\/\"><span style=\"font-weight: 400;\">different vantage points<\/span><\/a><span style=\"font-weight: 400;\"> out there for such reports, so it\u2019s worth reading up on. Some of the best software uses AI to estimate future capacity based on current demand patterns.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Why should an organization invest in tools for resource management?<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Resource management tools are designed to streamline all resource management efforts, from planning and allocation to management and tracking and more.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">High-performing project teams know that using the right software can really make a difference. In fact, <\/span><a href=\"https:\/\/financesonline.com\/35-essential-project-management-statistics-analysis-of-trends-data-and-market-share\/#:~:text=Project%20Performance%20Statistics,-Key%20factors%20to&amp;text=77%25%20of%20high%2Dperforming%20projects,maturity%20(Wellingtone%2C%202020).\"><span style=\"font-weight: 400;\">77%<\/span><\/a><span style=\"font-weight: 400;\"> of high-performing projects involved the use of project management software.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are a lot of options out there that can help you achieve resource management success\u2014we\u2019ve flagged some of the most important reasons to take the plunge.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Real-time, in-context communication<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Engaging your teams during a project\u2019s execution is paramount. After all, there will be points in the project where things get stuck or require real problem-solving. Frequent and in-context communication can help teams stay connected and work through challenges at a much faster pace.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Resource management software like monday.com houses all of your tasks in one centralised place, where teams can communicate with each other directly on an item. When they need to refer back to previous conversations or feedback, they can easily filter and find this in one place instead of scattered threads on different platforms.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s also easy to send out updates by notifying individuals or entire teams. The best part is that all of this can be accessed from a mobile app or desktop.\u00a0<\/span><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-19975\" src=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-3.png\" alt=\"monday1307 (3)-840\" width=\"780\" height=\"520\" srcset=\"\/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-3.png 780w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-3-300x200.png 300w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-3-640x427.png 640w, \/gb\/en\/blog\/wp-content\/uploads\/2021\/07\/monday1307-3-768x512.png 768w\" sizes=\"(max-width: 780px) 100vw, 780px\" \/><\/p>\n<h3><span style=\"font-weight: 400;\">Data-driven decision-making<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Resource managers need to make swift, informed decisions at every step of the project cycle. The best way to do this is with accurate data that is easy to access and understand. Resource management tools allow you to import data and turn it into dashboards, reports, and more.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">They also tend to have features for progress tracking in addition to classic functions like formulas and pivot tables. Smart filters make it easy to find exactly what information you want, in order to make data-driven decisions to avoid overspend or unbalanced resource allocation.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Transparency and accountability\u00a0<\/span><\/h3>\n<p><a href=\"https:\/\/blog.bit.ai\/collaboration-statistics\/#:~:text=Collaboration%20Statistics%20%2312,negative%20impact%20on%20employee%20morale.\"><span style=\"font-weight: 400;\">33%<\/span><\/a><span style=\"font-weight: 400;\"> of employees said they experience a lack of open communication that has a negative impact on their morale and proactivity. It can also make them feel like their colleagues don\u2019t understand or value their work as they should.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To avoid the pitfalls of siloed teams, resource management tools can be used as a vehicle of transparency and accountability across teams. They allow teams to showcase their tasks, assign owners, update statuses, and highlight dependencies to show the bigger picture of how these items contribute to a larger goal.\u00a0<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Efficiency for all\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Resource management at its best is the perfect storm of resource allocation and proactive thinking, in order to deliver a project successfully and keep teams engaged and satisfied.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The best way to support this fusion for many teams is to use a resource management tool to house all important information and accurately report and communicate in real-time, while accommodating the variety of work styles and needs of team members.\u00a0\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>When it comes to balancing acts, project managers are right up there with trapeze artists. A project manager works with many teams and factors to balance their workloads, specific skills, &hellip; <a href=\"\/gb\/en\/blog\/4-tips-for-resource-management-across-teams\/\" class=\"more-link\">Read more<span class=\"screen-reader-text\"> &#8220;4 tips for resource management across teams&#8221;<\/span><\/a><\/p>\n","protected":false},"author":244,"featured_media":20014,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3],"tags":[],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>4 tips for resource management across teams | RingCentral UK Blog<\/title>\n<meta name=\"description\" content=\"hen it comes to balancing acts, project managers are right up there with trapeze artists. 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