One task that many project managers often find themselves responsible for is resource allocation on complex projects. While there is a variety thing that must be considered in order to efficiently allocate resources, one universal place to start is to map out the complexity of the assignment.
This helps project managers to develop a full understanding of the project. Though it may seem like a tedious step in any project, mapping out complex projects can actually result in significantly saved time and resources down the line.
The complexity of a project essentially refers to the extent of resources a project may require. This can include team members, budget, deadlines, availability, etc. The main goal when determining and analyzing complexity is to plan as much as possible in advance.
This is beneficial for multiple reasons. Some examples include:
- It can prevent mistakes and halts in progress
- It helps create an outline of expectations for any given project
- It can hold teams accountable for their tasks
By planning ahead, project managers can avoid waiting for a certain phase of project development to identify and account for the details of the project. One of the simplest and commonly used ways to determine complexity is through the use of complexity maps.
Complexity Maps
Complexity maps do not have clear guidelines. They can be made and modified to fit any business type. A complexity map could be as simple as a chart with spaces to fill out the potential budget required for a project, or it could be as specific as requiring an analysis of the high and low ends of a potential budget, with sources and statistics.
It is important to leave room for flexibility when creating these maps, as each project has different characteristics. These maps highlight the most important dimensions at the earliest possible opportunity, in order to allow the project manager to identify and allocate resources for possible solutions for complex issues.
Mapping project complexity for resource allocation furnishes a rational method with which to justify the need for additional resources. By implementing these maps into the beginning of a project manager’s routine, they can proactively deal with any possible complexity issues, saving both money and time in the long run.
By identifying parts of the project as critical gives project managers an easy means to allocate and use resources to stakeholders and others involved in the project. It has been proven that the success of complex projects is correlated to the properly-timed allocation of resources to aid the most critical areas of the project.
Understanding the Interactions of Complex Factors
Project managers and project teams overall must identify and understand how factors within the project interact with one another in order to efficiently allocate project resources. To start understanding these interactions, the project team can use the complexity map to identify if any step or factor may be a “roadblock” (fixed constraint that prevents using needed innovations for success).
Project managers should also scan the complexity map for any potential “speed bumps” (major challenge that may delay or compromise project success but has alternate options/solutions).
The main reason this is a critical step in regards to allocating resources is that delays in the project can often demand additional resources in order to fix the problem, and those additional resources may ultimately come from another area of the project.
This can then have a lasting effect, trickling into multiple project areas and alter the project plan in multiple ways. This is why it is essential for project managers to take the time to analyze the interactions of project factors and plan accordingly.
Summary
The importance of understanding project complexity is essential for all project managers. It is a skill that can translate across many areas and helps build the skills of planning and executing.
When determining project complexity is neglected, things go overlooked and potential is lost. By understanding project complexity, a project manager can understand the full scope and demands of the project, and therefore allocate resources in the most efficient way possible. This provides the greatest benefit to both the ongoing project, but also future projects as well.
By learning to think this way, project managers can extend their resources to future projects, and can provide their skills to their work moving forward.