Who allocates resources to the project?

Resource management and allocation play a central role in the success of any project. Without proper distribution of resources, whether human, material or financial, a project can quickly go off the rails, resulting in additional costs and extended delays.

Resource allocation is generally carried out by several key players within the organization. Resource managers have a global view of the organization's capacities and availabilities. They can then allocate resources to specific projects according to their needs.

The financial aspect is validated by the finance department, which ensures that financial resources are allocated appropriately. The project manager and PMO (Project Management Officer) also play a crucial role in this process. The project manager has an in-depth understanding of the project's specific needs, enabling him or her to determine precisely what types of resources are required, when they are needed, and in what quantities. The PMO, on the other hand, has a global view of all projects underway and to be launched, and can help prioritize resource allocation to optimize efficiency and output.

In this article, we explain the roles and responsibilities of the people involved in resource allocation, so that you can better understand how to optimize this crucial stage in the success of your projects.

Who allocates resources to the project?

Resource managers

They have an overview of the organization's capacities and availability. They are able to take into account the skills of each team member, the availability of equipment and the allocated budget. They allocate resources to specific projects and distribute the workload. Their ability to regulate resource allocations according to the needs of all ongoing projects is crucial for optimal resource utilization.

Managers

They are the line managers responsible for human resources, acting as supervisors and decision-makers with regard to human resources. They are responsible for directing, guiding and coordinating the members of their team, ensuring that skills and talents are optimally utilized to achieve the company's objectives.

Financial directors

They play a crucial role in ensuring the release of the necessary financial resources. Often present on governance bodies, they are responsible for evaluating and validating the allocation of funds to projects.

Project managers 

They also play a decisive role in resource allocation. With their in-depth understanding of the project's specific requirements and objectives, they can determine exactly what resources are needed, when they are needed, and in what quantities. The project manager must be able to be flexible and adapt to any constraints and changes that may arise along the way.

PMOs (Project Management Officers) 

They play a crucial role in managing and allocating resources. With an overview of all current and future projects within the organization, the PMO plays a decisive role. This broad perspective enables the PMO to provide decision-making elements to the governing bodies. In this way, it becomes possible to prioritize the allocation of resources according to the company's needs and strategic priorities.
PMO provides the tools to optimize the efficiency and effectiveness of resource use across the entire project portfolio. By taking a global view of all projects, the PMO can identify projects that are similar or interdependent. This awareness is crucial in optimizing resource allocation. For example, if two projects require the same skills or resources, the PMO can raise alerts to plan these projects in such a way as to maximize the use of resources. In addition, understanding the interdependence between projects enables the PMO to anticipate resource requirements and avoid delays or resource conflicts.

Other parties can also contribute to resource allocation. The Purchasing department is particularly involved in projects requiring substantial external resources (equipment, personnel, etc.). The human resources department is involved in career management, training and recruitment.

It is essential that these players work closely together and communicate effectively throughout the resource allocation process. Transparent communication allows us to better understand the needs of each project, and to find solutions to any challenges that may arise. Careful planning and ongoing analysis of resource utilization keep the project on track and maximize its chances of success.

How to optimize resource allocation?

To achieve this, it is crucial to implement rigorous planning processes, promote transparent communication between stakeholders and use advanced project management tools.

• Strategic planning: Before starting a project, it is crucial to verify its alignment with the company's overall strategy. It is also important to strategically assess resource requirements and plan accordingly.
• Open communication and governance bodies: It's essential to set up staffing bodies. These meetings, generally held during portfolio reviews, formalize the projects to be launched and the allocation of the necessary resources, both budgetary and human. These meetings can be held on a weekly basis, and encourage ongoing dialogue between resource managers, project managers and PMOs. This constant communication ensures that everyone has a clear view of the status of resources, while facilitating the identification and rapid resolution of any problems that may arise.
• Use software to help manage resource allocation: There are many tools and software packages that can help help manage and allocate resources effectively. These tools can provide an overview of available resources, help with resource planning and tracking, and provide real-time information on project status. We recommend Project Monitor which offers advanced features to facilitate project arbitration, staffing committee coordination, budget review, project review, as well as real-time monitoring of activities and alerts when necessary.
• Regular evaluation: It's important to regularly review resource allocation to ensure that it remains aligned with project needs. This may involve regularly reviewing project plans, making adjustments to reflect changes in priorities or availability, and ensuring that team members are neither under- nor overloaded.

💡 To remember: resource allocation is a complex process that relies on the contribution of several key roles within the organization. Effective resource management is fundamental to achieving project objectives on time and within budget. By understanding the roles and responsibilities of each player involved in this process, you'll be better equipped to optimize resource allocation and guarantee the success of your projects.

Other frequently asked questions about resource management

How do you calculate the number of resources needed for a project?

What is the load factor?

What resources are needed to make a project a success?

How do you calculate a project's workload?

How to distribute the workload?

How do you smooth out the workload?

How to draw up a successful workload plan to effectively manage project resources?