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End Resource Management
Smackdowns
How To Make Allocating a Breeze
Who do we have in our audience?
● Agency DPM?
● In House DPM?
● How long have you been a Digital PM?
○ <1 | 5 | 10 | 20+
● How many other Digital PMs are there in
your organization?
○ 0 | 1 | 5 | 10 +
● Who has unlimited resources and never has
a resource conflict ever?
Goal
Provide prescriptive guidance on making
resource management within a digital
agency/organization as smooth as possible
Agenda
● About Me
● Reason for Resource Smackdowns
● How to Avoid the Smackdowns
About Me
Who is this person talking to you?
Josh Zapin, CSM, PMP:
● Nearly 20 years of building digital
applications/websites/teams
● Director of Operations/Production/Project
Management for several agencies and
eCommerce organizations
● Scrum Certified (CSM) for 5 years; PMI
(PMP certified) for 14 years
● Started Corvus3 to consult Digital
Agencies/Orgs on improving operations
Who is this person talking to you?
Who is this person talking to you?
People are what you need to make it happen
But there aren’t enough people to make it happen
UNLIMITED
RESOURCES
RESOURCE
CONFLICTS
RESOURCE
ALLOCATION
Resource
Allocation
How to end smackdowns in 3 steps
PEOPLE
PROCESSTOOLS
Three “lenses”
1
2
PEOPLE
Improvement pillars follow a linear pattern
1
Step #1 - People
Somebody has to worry about it
Who are involved? Who owns it?
Organizational Overseers:
● Chief Operations Officer
● Director of Project
Management/Production
Resource Requesters:
● Project Managers
● Producers
Resource Owners:
● Technology Director
● Creative Director
● Chief Technology Officer
● Chief Creative Officer
Someone has to sweat the resource allocation details
Ideally, it’s not an “in the trenches”
PMs/Producers:
● Need someone to see “above” the project at
hand
● Adherence to the organization rather than a
particular project
● Must be objective about resource needs
Who should own it?
Organizational Overseers:
● Chief Operations Officer
● Diretor of Project
Management/Production
Resource Requesters:
● Project Managers
● Producers
Resource “Owners:”
● Technology Director
● Creative Director
● Chief Technology Officer
● Chief Creative Officer
As a last resort: A Project Manager
In smaller organizations, it could be a Project
Manager if:
● There is only one PM in the group
● There is a PM with Director/Manager
wherewithal/desires
PEOPLE
Define who is
involved/Make
someone responsible
PROCESS
Improvement pillars follow a linear pattern
1
2
Step # 2 - Process
Allocations need regular nurturing
Conflicts occur when you least expect it
Problem:
Their project was having trouble
and needed temporary .net help
ASAP
Solution:
My project had .net developers
and could spare a few to help
out
New Problem:
How do you make sure you don’t mess up both projects?
Solution:
A weekly resource allocation process to deal with change
Solution: Allocate at a regular interval (weekly)
Notes:
● Each shape represents
WHAT will be done
● WHO will do it is noted in
the the “swimlane” for that
process. They can span
multiple roles
● WHEN a process will be
done is noted in the
columns
● Processes could have
many tasks that aren’t
detailed
● Sub-processes have more
processes where other
roles are, potentially,
responsible
How to read swimlane flowcharts
Regular Allocation: Who is involved?
Regular Weekly Allocation: What is being done?
Regular Allocation: When to do it?
PEOPLE
Define who is
involved/Make
someone responsible
PROCESS
Make it
regular/boring
TOOLS
Improvement pillars follow a linear pattern
1
23
Step # 3 - Tools
Bring it all together and make it scalable!
Should you store resource allocations in your head?
Keeping resource allocations in your head is a bad idea
● You forget
● It’s not visible to a larger group that shares the
responsibility
● Hit-by-the-bus theory of management breaks
down
There are a lot of tools out there
K.I.S.S.
(Keep It Simple, Stupid)
Start simple: Use a spreadsheet
Spreadsheets are simple:
● Columns/Rows/
Numbers/Calculations
● Flexibile
● Shareable/Collaborative
in real time
● “Free”
Start with the team
The
Team
List out their function
What
they do
Keep things organized
Extra
Credit:
Separate
Sheets by
Team
Detail out what they’re doing
What
they are
doing
Detail when they are doing it?
When
they are
doing it
Indicate how long it will take to do
How long
it will
take to
do it
Include a
total too
Look to the future from the organization perspective
Get this sheet for free!
http://corvus3.com/dpmsummit2015
PEOPLE
Make someone
responsible
PROCESS
Make it
regular/boring
TOOLS
Make it scalable
Improvement pillars follow a linear pattern
1
23
Key Takeaways
What you really need to do to end the smackdowns
If nothing else, remember these three things
● Resource Allocation is a role within an organization; even if
you can’t dedicate someone, someone needs to be
responsible for it (and it shouldn’t be a PM).
● To make sure it gets handled appropriately, you need to
bank on a consistent process. Something that is done
every interval (recommended weekly) the same way and
has room to handle conflicts
● Leverage a tool to insure that it is trackable and scalable
and doesn’t get in the way. A spreadsheet is a good way to
start.
Thank you!
Josh Zapin, PMP, CSM
@jzapin
jzapin@corvus3.com
http://www.corvus3.com
Meetup: Rocky Moundtain Digital
Project Managers

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End Resource Management Smackdowns: How To Make Allocating a Breeze

  • 1. End Resource Management Smackdowns How To Make Allocating a Breeze
  • 2. Who do we have in our audience? ● Agency DPM? ● In House DPM? ● How long have you been a Digital PM? ○ <1 | 5 | 10 | 20+ ● How many other Digital PMs are there in your organization? ○ 0 | 1 | 5 | 10 + ● Who has unlimited resources and never has a resource conflict ever?
  • 3. Goal Provide prescriptive guidance on making resource management within a digital agency/organization as smooth as possible
  • 4. Agenda ● About Me ● Reason for Resource Smackdowns ● How to Avoid the Smackdowns
  • 5. About Me Who is this person talking to you?
  • 6. Josh Zapin, CSM, PMP: ● Nearly 20 years of building digital applications/websites/teams ● Director of Operations/Production/Project Management for several agencies and eCommerce organizations ● Scrum Certified (CSM) for 5 years; PMI (PMP certified) for 14 years ● Started Corvus3 to consult Digital Agencies/Orgs on improving operations Who is this person talking to you?
  • 7. Who is this person talking to you?
  • 8. People are what you need to make it happen
  • 9. But there aren’t enough people to make it happen UNLIMITED RESOURCES RESOURCE CONFLICTS RESOURCE ALLOCATION
  • 10. Resource Allocation How to end smackdowns in 3 steps
  • 12. PEOPLE Improvement pillars follow a linear pattern 1
  • 13. Step #1 - People Somebody has to worry about it
  • 14. Who are involved? Who owns it? Organizational Overseers: ● Chief Operations Officer ● Director of Project Management/Production Resource Requesters: ● Project Managers ● Producers Resource Owners: ● Technology Director ● Creative Director ● Chief Technology Officer ● Chief Creative Officer
  • 15. Someone has to sweat the resource allocation details Ideally, it’s not an “in the trenches” PMs/Producers: ● Need someone to see “above” the project at hand ● Adherence to the organization rather than a particular project ● Must be objective about resource needs
  • 16. Who should own it? Organizational Overseers: ● Chief Operations Officer ● Diretor of Project Management/Production Resource Requesters: ● Project Managers ● Producers Resource “Owners:” ● Technology Director ● Creative Director ● Chief Technology Officer ● Chief Creative Officer
  • 17. As a last resort: A Project Manager In smaller organizations, it could be a Project Manager if: ● There is only one PM in the group ● There is a PM with Director/Manager wherewithal/desires
  • 18. PEOPLE Define who is involved/Make someone responsible PROCESS Improvement pillars follow a linear pattern 1 2
  • 19. Step # 2 - Process Allocations need regular nurturing
  • 20. Conflicts occur when you least expect it Problem: Their project was having trouble and needed temporary .net help ASAP Solution: My project had .net developers and could spare a few to help out New Problem: How do you make sure you don’t mess up both projects? Solution: A weekly resource allocation process to deal with change
  • 21. Solution: Allocate at a regular interval (weekly)
  • 22. Notes: ● Each shape represents WHAT will be done ● WHO will do it is noted in the the “swimlane” for that process. They can span multiple roles ● WHEN a process will be done is noted in the columns ● Processes could have many tasks that aren’t detailed ● Sub-processes have more processes where other roles are, potentially, responsible How to read swimlane flowcharts
  • 23. Regular Allocation: Who is involved?
  • 24. Regular Weekly Allocation: What is being done?
  • 26. PEOPLE Define who is involved/Make someone responsible PROCESS Make it regular/boring TOOLS Improvement pillars follow a linear pattern 1 23
  • 27. Step # 3 - Tools Bring it all together and make it scalable!
  • 28. Should you store resource allocations in your head?
  • 29. Keeping resource allocations in your head is a bad idea ● You forget ● It’s not visible to a larger group that shares the responsibility ● Hit-by-the-bus theory of management breaks down
  • 30. There are a lot of tools out there K.I.S.S. (Keep It Simple, Stupid)
  • 31. Start simple: Use a spreadsheet Spreadsheets are simple: ● Columns/Rows/ Numbers/Calculations ● Flexibile ● Shareable/Collaborative in real time ● “Free”
  • 32. Start with the team The Team
  • 33. List out their function What they do
  • 35. Detail out what they’re doing What they are doing
  • 36. Detail when they are doing it? When they are doing it
  • 37. Indicate how long it will take to do How long it will take to do it Include a total too
  • 38. Look to the future from the organization perspective
  • 39. Get this sheet for free! http://corvus3.com/dpmsummit2015
  • 40. PEOPLE Make someone responsible PROCESS Make it regular/boring TOOLS Make it scalable Improvement pillars follow a linear pattern 1 23
  • 41. Key Takeaways What you really need to do to end the smackdowns
  • 42. If nothing else, remember these three things ● Resource Allocation is a role within an organization; even if you can’t dedicate someone, someone needs to be responsible for it (and it shouldn’t be a PM). ● To make sure it gets handled appropriately, you need to bank on a consistent process. Something that is done every interval (recommended weekly) the same way and has room to handle conflicts ● Leverage a tool to insure that it is trackable and scalable and doesn’t get in the way. A spreadsheet is a good way to start.
  • 43. Thank you! Josh Zapin, PMP, CSM @jzapin jzapin@corvus3.com http://www.corvus3.com Meetup: Rocky Moundtain Digital Project Managers