How to help your Executive allocate resources on projects

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

Suppose the projects are not managed by a central project management office (and in smaller organisations, this is often the case). In that 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 to step guide on how to help your boss allocate resources on projects.

Have a resource planning meeting

When you want to look at how to help your Executive allocate resources on projects, the first step is to sit down and plan out what resources you will need to complete the project or task. You can do much of the work outside the meeting but must get together to finalise the details. So put some time in your Executive’s diary before they start any project to plan out the resources. If you are working as the PMO (project management office), you will need a few more meetings, including the resource planning meeting, so bear that in mind when working through your Executive’s schedule.

Checklist for Meeting Planning

Checklist for Meeting Planning

This checklist will help streamline planning for every meeting.

Meeting Agenda for Assistants and Executives

1:1 Meeting Template

The template you need to maximise the time spent with your Executive.

What exactly is resource planning?

For any project to succeed, you need the proper allocation of resources. This could be people, budget, time, space or equipment. There are a whole load of resources attached to projects, and it should all be thought through before you start. Here are a few questions you can ask yourself or your Executive before or during your planning meeting:

  • Who is going to be on the project team?
  • What are their function and responsibilities?
  • How long will the project take, and how long will each team member work on the project?
  • What meeting space do you need, and can it be booked in advance?
  • What equipment do you need for the project? What is the purpose of the material, and how much does it cost?
  • How often will the team have to meet again? Can this be planned so that critical milestones are hit?

Other considerations?

Along with the list of resources, when you think about how to help your Executive allocate resources on projects, you also need to consider how these resources play out during the project. For example, you should look at each element of the project and task and add your resources to that task. The detail should be this granular because there will be times when your resources are required for more than one part of the project and might also be needed on another part. This is called resource dependencies, and you will need to plan when and how your resources are allocated so that one part of the project isn’t delayed unnecessarily because it depends on a resource being used elsewhere.

Resource scheduling

Time is often one of the most crucial resources in any project, mainly if your Executive is involved and has to sign off the project milestones. So, it is also worthwhile creating a resource schedule for your Executive. This can be done on a calendar and shows how long each resource is needed and when it is required. There will always be conflicts over resources, primarily if you work in a small team, so this overview will give your Executive all the details they need to move resources around if the project stalls or there is a risk of it stalling.

If you want to add value to your organisation and work as a strong Assistant to an Executive, understanding how projects are managed is key. With knowledge in the area of resource allocation, you will be able to support the initiatives of your Executive more effectively.

Planning out projects, managing paperwork, and allocating resources are skills that have the power to set you apart from other Assistants. Take a step toward success and become versed in project management today; explore the Unrivalled Assistant Online Course for detailed information on reliably allocating resources for projects undertaken by Executives.

Every project needs organisation and planning to succeed, so take this opportunity to gain these invaluable skills! Once you’ve completed the course, there will be no limit to how much impact you can have on tasks, both small and great. Become savvy with resource allocation and lead projects forward into completion – show that you can support your Executive’s initiatives more strongly than ever!