Defining Key Resources

• by Rick A. Morris, PMP

To complete almost any project, you will need resources, people power, and plenty of “stuff.” Your stuff is whatever you need to complete the project, whether it's the goods to be sold or project-tracking software, heavy machinery, or pens and paper. The resources are key to making the project come to life.

List all of the significant resources in advance — those that you simply must have to make the project a success. Keep one eye on your budget and the other on your resources. Also keep in mind — and this is very important — you will very likely require additional resources along the way.

Committing to resources, both financially and contractually, means looking closely at your budget and the needs of the project. The tighter the budget, the more important it is that you run a streamlined project, and the more efficiently you'll have to utilize your resources. Your overall project resources will include:

How many people you need for the project. This is not necessarily the number of people who will be involved at any level, but the number of people you will need to get the project accomplished. In addition to identifying whom you'll need, you'll need to determine for how long and at which stage each person will be involved.

Materials, tools, and supplies. Determine what supplies are necessary to complete each aspect of the project. What will team members need every step of the way? Don't get caught without resources midway through a project on a tight deadline.

Tracking materials and technology. If the project doesn't directly involve technology, as creating a Web site or installing a security system would, you'll need to determine what technology is and isn't needed to create, organize, and monitor the project. Depending on the complexity of the project, you may already have the computer capabilities to track the project. If you're putting together a golf outing for your fraternal association, you may simply fill in the names and information on an Excel or Word program. A camping trip for the neighborhood scout group may not require any technology, just a notebook to write down names and a list of supplies.

You should also discuss resources with your team members. Make sure everyone has what they need and knows how to use it. A new computer is wasted on a team member who is not computer literate. Also, listen to team members and look at similar projects to get an idea of what resources were required in the past.