Resource. Planning. These two words sound like quite a bit to unpack already, don't they? As a new project manager, whether these resources are in human or material form, you want an idea of what you will need and how to use what you have within your project.
The Agile Methodology approaches resource planning differently than traditional approaches. Traditionally, resource planning occurs in a tedious manner, and Agile incorporates a less rigid, multi-layered philosophy [1, p. 377][2]. The continuing theme here is to build in the ability to easily respond to changes that occur throughout the duration of a project, even among its resources.
Resource planning in Agile depends primarily on the team itself, as work centers around technical capabilities and schedules. The team is typically spread across multiple tasks at a time, therefore as a project manager, you must strategize how to best allocate resources toward facilitating progress. This week, we focus on key tactics of resource planning, while also keeping your project agile [2][3].
How to Approach Resource Planning
Image: Fauxels | Reference: [5]
Your goal is to have confidence that your team will sufficiently complete the required milestones of the project. Planning project resources is not the time to overthink. Instead, you must create a middle ground between fixed and flexible, placing your team at a strategic vantage point to remain productive even in times of change [2].
Months before the project begins, Agile project managers enact what is called low-resolution planning. This is an overall understanding that the required resources of the project will support the goals of project stakeholders and will avoid conflict. Establishing necessary resources in advance assists in planning other areas such as timeframe or budget. High-resolution planning then occurs around sprints and focuses more intently on the details of accomplishing each deliverable [2].
Tips for Resource Planning
Image: ThisIsEngineering | Reference: [6]
The process of resource planning can and will bog down your project if you lock on to this part of the process. Especially if you try to accommodate all potential resource issues up front, rather than allow the project to flow. How do you stay on track while ensuring you have the resources needed? [2]
Simplify the Process
The team owns the user stories, so the plan for a sprint’s resources does not have to be any more complicated than what the priorities are decided upon between the team and project stakeholders [2].
The primary focus of working with Agile is on the deliverable, rather than the project. It is important to keep everyone focused on how they are going to achieve a working product by the end of the sprint, and what it will require to get there [2].
Keep the Team Together
It is ideal while operating in an Agile environment to keep a consistent team throughout the life of the project. Having random people get together every other sprint and work on tasks is not a team. If the team is moved from one deliverable to another, it is best to keep everyone together when possible [2].
If the team is inconsistent, the output of work between sprints is inconsistent. Also, there is a constant reintroduction to a new group dynamic. Building trust among members is virtually non-existent when everyone is unsure of a person’s work ethic or if they aren’t sure if they will be around for the next sprint [2].
Collaborate
Project teams must collaborate internally but may need to consult other teams or departments while working on tasks. Sometimes, it can be beneficial to create cross-functional teams and incorporate members of other departments into the project team so that the sprint receives the proper resources required.
Planning multi-departmental collaboration takes a little extra finesse by the project manager, depending on who is responsible for what task. It can prevent bottlenecks, but it can also create them all the same [2].
Use Team Skills to Your Advantage
Projects tend to fail or hit severe roadblocks if team members cannot provide the skills required to complete the work. It is tough to code a new feature in C++ if you don’t have a team member who is well versed in C++. Additionally, if a team member that generally works on coding test cases is unavailable, it is important to have someone else available that can take on that role if needed [2].
Making sure the team is composed of people who are fast-learners and people who are also adaptable in taking on whatever is needed is critical toward achieving success. The project manager should know the skill sets of the team members they are working with before diving into the first sprint. This allows the team to strategize in the best way possible to deliver a high-quality product [2].
Allow the Team to Plan
Generally, each team member has their own schedule alongside the project schedule. Someone may need to take some time off during the project, so it is up to the team to determine how this will be addressed. Will the work that is not handled by the member on vacation get redistributed evenly among available members? Will the team work on a different priority of the product backlog? [2]
The team self-governs by their social contract, which is a set of team rules that ensures agreed-upon accountability for the work that needs to be done. As a project manager, you are working with human resources, and they tend to show their capacity accordingly. Personal schedules may fluctuate, and it is critical not to overburden anyone [2][3].
The Resource Planning Cycle [3]
Graphic: Allison Dunny | Reference: [3] | Created using LucidChart
Determine Resource Capacity This is calculated by taking working hours and subtracting any time-off, as well as subtracting any time spent on other tasks. Determine resource capacity for both the team and each individual member.
Plan Sprints They typically run 1-2 weeks and are consecutive. Determining the capacity for each sprint is to decide approximately how much work can be done. This is often decided in days. Work is added from the product backlog until the sprint capacity is full, and the highest priorities have been added first.
Factor in Other Tasks If your team members work on other tasks, it is important to also include them during planning, so that someone does not end up overburdened.
Check Resource Allocations This is the opportunity to review how each sprint, how each individual, and how the team is allocated. If changes need to be made, this is the best time to move work that is less of a priority to future sprints.
Consider Future Needs This is an end and a new beginning. It essentially begins low-resolution planning for your next project or projects. It is when the big picture takes shape, and any required skills are considered. What the future holds beyond the current project does ultimately depend on your project stakeholders and your available resources.
Benefits of Resource Planning
Graphic: Allison Dunny | Reference: [4] | Created using LucidChart
Final Thoughts
Agile Methodology urges you to plan for both your human and material resources. It also urges you to plan with your team without micromanaging them. We know: You would love to have a perfectly skilled team, working on one perfectly chosen project, where no one takes a day off and 100% of the sprint capacity is spent on project work. Agile Project Utopia.
But that’s not why you’re here.
You are here to get as close to utopia as possible. And we are here to advise you that this part of the process should not take up all of your time.
If you remember nothing else from what we've discussed, please keep your resource planning simple. Your project stakeholders will provide you with answers. Communicate your needs with them. Your team will provide you with answers. From their skill sets to planning the sprints, lean on them to come through. With this foundation established early on, you and your team will be well on your way toward completing milestones.
References
[1] K. Schwalbe, et al, Information Technology Project Management, 9th ed., Boston, MA, USA: Cengage, 2019. [Online]. Available: https://ebooks.cenreader.com/#!/reader/b2aef31a-bf2f-4c23-a0fa-63a64a662287/page/758a39896cdf87baf7a6aadddffd418f (Accessed March 13, 2024).
[2] N. Tiefensee. “The Do’s and Don’ts of Resource Planning.” Runn. January 13, 2022. https://www.runn.io/blog/agile-resource-planning (Accessed March 15, 2024).
[3] I. Jones. “Agile Resource Planning: The Definitive Guide.” Kelloo. October 23, 2020. https://www.kelloo.com/blog/agile-resource-planning/ (Accessed March 15, 2024).
[4] I. Viter. “5 Powerful Benefits of Resource Planning for Any Organization.” Runn. March 11, 2022. https://www.runn.io/blog/benefits-of-resource-planning (Accessed March 16, 2024).
[5] Fauxels. Image provided by Pexels. https://www.pexels.com/photo/man-wearing-brown-suit-jacket-3184339/
[6] ThisIsEngineering. Image provided by Pexels. https://www.pexels.com/photo/photo-of-women-talking-beside-whiteboard-3861952/
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