Project staffing, not begging!

 

One of the challenges typically faced by a project manager in a matrix organization arises during project staffing. A quest to allocate resources to the projects begins! Although a process should be in place to ensure a smooth and efficient project staffing, in several occasions there are external and internal factors that make this important task a real nightmare. Below I list three tips that describe how PM soft skills might get around this challenge.

1. Be always in good terms with Line Managers (or Functional Managers)

At the end of the day, line managers will authorize the resources under their responsibility to work in the project. Getting along with them does not guarantee to obtain the preferred resources but will definitely help.

2. Keep line managers informed (and inform them well!)

Line managers do not appreciate when someone’s requests their resources in a blunt email, i.e. “I need XYZ for three months to work in ABC Project”. Instead, provide insight about what the project is about, why the project requires resources from their departments, how their resources will contribute to achieve project’s goals, etc. Ideally, do so as soon as it is known that the project will be approved. Making line managers aware at an early stage will facilitate posterior discussions and negotiations.

3. Do  not cut communication after resources have been granted

Okay, resources have been granted, project is staffed and may now start! This is fantastic news, but it is important to ensure that line managers do not feel left out after that. Ask them how they would like to be informed during project execution, plan brief catch-up meetings, provide feedback on the performance of their resources, etc. These are good ways of ensuring satisfaction with line managers and thus generating a positive atmosphere for upcoming projects.