How to help your Executive allocate resources on projects

Like most senior-level Executives, your boss will be involved in many different projects, making decisions and driving these initiatives forward.

If the projects are not managed by a central project management office (and in smaller organizations, this is often the case), you can add value by helping your Executive plan the projects and manage the paperwork and administration.

One of the first steps to take when starting a new project is to allocate the resources needed to complete the work successfully. This is a step-by-step guide on how to help your Executive allocate resources on projects.

We’ll cover: 

  • Role of Assistants in Project Management
    • Assist with planning, paperwork, and administration.
  • Steps for Resource Allocation
    • Conduct a resource planning meeting.
    • Identify necessary resources: people, budget, time, space, equipment.
  • Key Questions for Resource Planning
    • Team roles and responsibilities.
    • Project timeline and duration of resource use.
    • Scheduling and booking of meeting spaces.
    • Equipment needs and costs.
  • Consider Resource Dependencies
    • Plan resource allocation to avoid project delays.
  • Create a Resource Schedule
    • Use a calendar to track resource use and resolve conflicts.

 

Have a Resource Planning Meeting

When you want to help your Executive allocate resources on projects, the first step is to sit down and plan what resources will be needed to complete the project or task. You can do much of the work outside the meeting, but you must get together to finalize the details. Schedule some time in your Executive’s calendar before they start any project to plan the resources. If you are acting as the PMO (project management office), you will need a few more meetings, including the resource planning meeting, so keep that in mind when organizing your Executive’s schedule.

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What Exactly Is Resource Planning?

For any project to succeed, proper resource allocation is essential. This could involve people, budget, time, space, or equipment. Projects come with various resources, all of which should be carefully considered before starting. Here are a few questions to ask yourself or your Executive before or during your planning meeting:

  • Who will be on the project team?
  • What are their roles and responsibilities?
  • How long will the project take, and how long will each team member work on it?
  • What meeting space is needed, and can it be booked in advance?
  • What equipment is necessary for the project? What is its purpose, and what does it cost?
  • How often will the team need to meet again? Can this be scheduled to ensure critical milestones are met?
Other Considerations

In addition to listing resources, consider how they will be utilized throughout the project. Consider each element of the project and assign resources to specific tasks. This level of detail is necessary because resources may be required for multiple parts of the project or even for other projects. This is called resource dependency, and careful planning is needed to ensure one part of the project isn’t delayed due to a resource being tied up elsewhere.

Resource Scheduling

Time is often one of the most crucial resources in any project, especially if your Executive is involved and needs to approve project milestones. Creating a resource schedule for your Executive can be invaluable. This schedule, typically done on a calendar, shows how long each resource will be needed and when. Resource conflicts, especially in small teams, are common. This overview helps your Executive make informed decisions about reallocating resources to keep the project on track.

Understanding project management and resource allocation is key to adding value to your organization and supporting your Executive effectively. By mastering these skills, you can significantly enhance your impact and set yourself apart from other Assistants.

Planning projects, managing paperwork, and allocating resources are critical skills that can elevate your role. Take the first step toward mastering these skills by exploring the Unrivaled Assistant Online Course, which provides in-depth knowledge on efficiently allocating resources for Executive-led projects.

Every project requires thorough organization and planning to succeed. Seize this opportunity to gain invaluable skills and become an expert in resource allocation. Once you complete the course, you’ll be ready to lead projects to successful completion and demonstrate your enhanced ability to support your Executive’s initiatives.

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Nicky Christmas

I'm Nicky, the Founder and CEO of The EA Campus. Let’s continue the conversation over in our communities.

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