Last Updated: January 20, 2022

Acquire Team Workflow

With the completion of the initiation and planning phases, the project now transitions into the execution phase, where the focus shifts from conceptualization and preparation to tangible action and implementation. At this critical juncture, the first step is acquiring the project team, a process that sets the foundation for the entire execution phase. This involves identifying and assigning the right resources and establishing a cohesive framework for team collaboration. By effectively reallocating resources and defining team dynamics, project managers can ensure the team is well-equipped to tackle upcoming tasks, maintain project momentum, and achieve set objectives. This chapter explores the strategies and considerations essential for assembling a team aligned, motivated, and ready to drive the project toward successful completion.

Acquiring a project team is a critical component of project management, directly influencing a project's success or failure. Effective team acquisition involves strategic planning, resource management, and establishing clear guidelines to ensure seamless collaboration and productivity. This Activity (chapter) delves into two pivotal aspects of team acquisition: reassigning resources or modifying activities around availability and deciding how the team will work together.

Reassign Resources or Modify Activities Around Availability

Resource management is the first activity in this section of the Executing the Project phase of project management. It is the most illustrative functionality in Microsoft Project and, simultaneously, the most neglected by users.

Certainly, resource management is one of the top three deployment goals for organizations that use Microsoft Project. However, because resource management requires a good understanding of the software, less than 20% of the millions of Microsoft Project users can do meaningful resource management.

Resource allocation is often one of the most challenging aspects of project management. Project managers must navigate constraints and changes in resource availability to keep the project on track. Reassigning resources or modifying activities around availability is a strategic approach to ensure that project objectives are met efficiently and effectively. The primary question is: How can we optimize the allocation of resources and adjust project activities to ensure that the project stays on schedule and within scope despite changes in resource availability or constraints?

One valuable tool in this context is Microsoft Project, which includes algorithms designed for resource-leveling. This feature helps project managers optimize resource allocation by smoothing out assignments, reducing overallocation, and ensuring a balanced workload across the project schedule. However, it is essential to recognize that this feature is only sometimes applicable and may only suit some users or project scenarios.

Decide How the Team is Going to Work Together

The success of a project also hinges on effective collaboration and well-defined team dynamics. Establishing clear guidelines, communication channels, roles, responsibilities, and a shared understanding of goals and objectives is crucial. This fosters teamwork, enhances productivity, minimizes conflicts, and improves the overall quality of project outcomes. A well-defined approach to team collaboration helps manage expectations, reduces misunderstandings, and ensures everyone is aligned and committed to achieving project milestones (Kozlowski & Ilgen, 2006).

Acquiring a project team requires meticulous planning and strategic adjustments. Project managers can navigate resource constraints and enhance collaboration by reassigning resources and defining team dynamics, ultimately leading to successful project execution.