Looking After Your Workforce With Microsoft Project

Software to keep you on the ball with your important assignments not only keeps tasks streamlined and on track, but technology can also see you reducing time conflicts.

Without your resources it would be impossible to get tasks completed and they are quite a vulnerable part of the initiative as a whole. For example, a deadline pretty much stays the same and funding could increase if you're lucky. The reason why resources could be more changeable than other aspects of your project is because they are largely made up of your workforce.

These will be the people who will put their sweat and tears into the project in order to produce the desired deliverables in the correct timeframe. But, as you're well aware, people become ill, or may become overworked if they're not given enough hours to complete the assignments you've allocated them. Microsoft Project is designed to make sure that your resources are able to adequately complete their tasks, and if there are resource conflicts then you have the opportunity to sort them out before your staff suffer.

Keeping an even keel

When you're established the critical path, added tasks and resources, they'll be some tweaking that goes on to make your project management plan effective and efficient. If you need to assign resources (such as staff time) to a task, the software will check the Resource Calendar for you.

Conflicts will be highlighted, and may show for example that one member of staff has been double-booked, meaning the time taken to complete the task/tasks is more than they have available. From here, you're able to make adjustments that your staff will definitely thank you for, making a happier, productive workforce.

Easing conflicts and adapting resources

One way to get around conflicts of this nature is simply to add more resources to the task concerned, that's if they're available to you. Project allows you to make these changes so that the over-allocated member of staff gets some assistance in completing the job. With some extra help they're likely to finish the task quicker, which will reduce the chances of resource conflict.

Sometimes it's simpler to just give the assignment causing the clash to another resource/staff member. This can be set up easily in real life by just asking a person with time on their hands to take over the mini-project. Likewise, you'll be about to organise this within the documents, so your project files keep in line with what's happening on the ground.

It's imperative that changes like this are recorded in you Project documents as the application monitors the time, money and resources you have available down to the smallest unit. In a few quick steps you're able to select another resource and keep your staff's workload balanced.

Working with what you have

Sometimes there will not be any extra staff to help you out, or they will already be busy doing their own scheduled activities. There are some options you can take in this instance, but it's wise to tread with care. Practically all salaried staff appreciate that they need to put in more hours in some days than others.

The odd extra hour here and there, is usually balanced by letting staff go earlier on some days. However, during tightly run operations their time may be fully scheduled and the option to go early does not manifest. It's important if you're extending their working day at these times to make sure that their extra hours are accounted for financially, otherwise figures telling you whether you're on budget will be inaccurate.

If you prefer, you could instead alter the way the resource is allocated to the task, by inputting that the worker concerned will be working part-time on each of the assignments, but this is likely to affect the overall time it takes to complete the entire initiative. Another useful tip is to have staff tackling the task at different times of day by staggering starting times. This usually results in the assignment being allocated more time and frees up the over-allocated employee to concentrate on other tasks.