5 tips for distributing your project workload

1. Understanding skills, preferences and availability

Before allocating the workload, it's essential to be familiar with the skills and preferences of the members of the resource pool. In addition, you need to agree on the availability of each member, as some people can work full-time, while others can only dedicate 80% of their time. By taking these factors into account, you can allocate projects in such a way that each member can contribute to the maximum of his or her abilities.  

2. Setting priorities

Identify the most important and urgent projects. By clearly defining priorities, you can allocate crucial projects first. This ensures that strategic objectives are given priority, while less critical projects can be planned at a later date. 

💡 Use the features of project portfolio management software like Project Monitor to align resources with strategic objectives and corporate priorities.

3. Allocate responsibilities

The precise allocation of tasks and responsibilities plays an essential role in the efficient management of teams and projects. Assigning each task to a specific manager not only ensures a balanced distribution of the workload, it also enhances clarity. This approach fosters individual accountability, as each team member knows exactly what his or her responsibilities are, and can focus on completing them successfully. By avoiding confusion and task overlap, this method of task allocation helps to boost overall team productivity, improve coordination and make it easier to monitor and manage progress.

4. Prevent over-staffing

Be careful not to overload some members of your resource pool to the detriment of others. Overwork can lead to reduced productivity, increased stress and health problems. If some members have a heavier workload, make sure you give them adequate recovery periods. 

💡 Capacity Planning is a good tool for optimizing team allocation and avoiding team over-staffing. According to a study conducted by the Association for Project Management, poor resource management is the cause of 43% of project failures. Use project portfolio management software to get an overview of all current projects, available resources and their current allocation. The software can help balance workloads by allocating resources fairly and avoiding overloading any one team or individual.

5. Reassess regularly

Needs and priorities change over time. That's why it's essential to regularly reassess workload distribution. If necessary, make adjustments to better meet the changing needs of the project or team.