How can you adjust resource allocation when program priorities change?

2 Review your resource plan

The next step is to review your resource plan and identify the availability, skills, roles, and costs of your human and non-human resources. You need to consider the current and future demand, supply, and allocation of your resources across your projects and program. You can use tools such as a resource breakdown structure, a resource histogram, a resource calendar, or a resource leveling technique to analyze and visualize your resource plan.

3 Prioritize your projects

The third step is to prioritize your projects based on the value they deliver to your program goals and objectives. You need to evaluate the alignment, feasibility, and dependencies of your projects with the changed priority. You can use tools such as a prioritization matrix, a scoring model, a weighted ranking, or a portfolio optimization technique to rank and select your projects.

4 Reallocate your resources

The fourth step is to reallocate your resources according to the revised project priorities and the resource plan. You need to balance the needs and expectations of your projects, resources, and stakeholders while ensuring the optimal use of your resources. You can use tools such as a resource allocation matrix, a resource leveling technique, a resource smoothing technique, or a resource optimization technique to assign and adjust your resources.

5 Communicate the changes

The fifth step is to communicate the changes to your project teams, resources, sponsors, customers, and other stakeholders. You need to explain the reasons, benefits, and impacts of the priority change and the resource allocation. You also need to solicit feedback, address concerns, and resolve conflicts that may arise from the changes. You can use tools such as a stakeholder analysis, a communication plan, a RACI matrix, or a change management plan to plan and execute your communication.

6 Monitor and control

The final step is to monitor and control your resource allocation and performance throughout your program lifecycle. You need to track, measure, and report on the progress, issues, and variances of your projects and resources. You also need to review and update your resource plan and allocation as needed to accommodate any changes or risks that may occur. You can use tools such as a dashboard, a status report, a variance analysis, or a earned value analysis to monitor and control your resource allocation.