Project Staffing

Effective staffing is crucial for the success of a project. It involves determining the number of people needed, matching skills to tasks, and ensuring that the team is motivated and cohesive.

Goals

• Determine Staffing Needs:

  • Assess how many people are required for the project based on its scope and complexity.

• Match Skill Sets:

  • Align team members’ skills with the specific activities and tasks they will be responsible for.

• Motivate the Team:

  • Use techniques to inspire and drive the team towards achieving project objectives.

• Minimize Conflicts:

  • Implement strategies to reduce and manage conflicts within the team.

Deliverable: The Staffing Plan

The staffing plan is a key deliverable and includes:

• Number & Kind of People Assigned:

  • Specifies the total number of team members and their roles.

• Overall Reporting Structure:

  • Defines the hierarchy and reporting relationships within the project team.

The Staffing Plan

• Calculate Staffing Needs:

  • Determine the required number of team members and their roles.

• Manage Communication:

  • Understand that as more people are added, the number of communication lines increases exponentially.

• Create a Reporting Structure:

  • Develop a clear reporting hierarchy to manage large teams effectively.

• Form Sub-Teams:

  • Organize smaller sub-teams if necessary for better management and efficiency.

• Assign Key Roles:

  • Designate a Project Manager, Functional Lead, and Technical Lead.

• Consider Skills:

  • Ensure that both technical and interpersonal skills are considered when assigning roles.

Motivating People

Motivation is a significant factor influencing performance. Effective techniques for motivating team members include:

• 20% Time Rule:

  • Allow team members to spend a portion of their time on projects or tasks they are passionate about.

• Peer-to-Peer Recognition Awards:

  • Implement a system for team members to recognize and reward each other’s contributions.

• Team Ownership:

  • Encourage the use of inclusive language such as “we” to foster a sense of collective ownership.

• Interest Alignment:

  • Allow members to focus on tasks and projects that align with their interests.

• Equitable Compensation:

  • Ensure fair and competitive compensation for all team members.

• Group Ownership:

  • Promote a sense of shared responsibility and ownership among the team.

• Autonomy and Trust:

  • Provide team members with autonomy while trusting them to deliver results.

Handling Conflict

Preventing or mitigating conflict is crucial for maintaining a productive team environment:

• Cohesiveness:

  • Foster team cohesion to improve collaboration and reduce conflict.

• Clear Roles:

  • Clearly define roles and responsibilities and hold team members accountable.

• Work & Communications Rules:

  • Establish rules for work and communication in the project charter.

Additional Techniques

• Define Project Plans:

  • Clearly outline plans and ensure they are understood by the team.

• Importance of the Project:

  • Make sure the team understands the project’s significance and their role in its success.

• Detailed Operating Procedures:

  • Develop and communicate detailed procedures for project operations.

• Project Charter:

  • Create a project charter to formalize objectives, roles, and expectations.

• Schedule of Commitments:

  • Develop a schedule outlining team commitments and deadlines.

• Forecast Priorities:

  • Anticipate other priorities that may impact the project and plan accordingly.

Effective staffing, motivation, and conflict management are key to a successful project, ensuring that the team is well-equipped and focused on achieving the project’s goals.