Project Manager vs. Resource Manager: What Are These Roles About?

It’s hard to imagine an agency, a software house, or even a product-focused startup without a project manager. They make sure that projects, however they’re defined in a given company, get delivered successfully: on time and within budget. Project managers are pivotal in steering the project from inception to completion, ensuring all team members are aligned with the goals and that resources are utilized efficiently. In this article, we’ll shed more light on the role and resource manager responsibilities and perhaps even convince you that having a person solely responsible for managing and planning project resources is a valuable investment for your organization.

What Our Readers Get From This Article

• Differences between resource managers’ and project managers’ skills and roles.
• Importance of resource management software for project resource management.   

Resource Manager during project management process – assigning resources [Screen from Teamdeck – resource management software]

A resource manager, on the other hand, is a role that you don’t see as often in project management teams. It’s not because their job is not as important: quite the contrary. Most often than not, however, project resource management efforts are divided into multiple roles. In this article, we’ll shed more light on the role of a resource manager and perhaps even convince you that having a resource manager job description person solely responsible for managing and planning project resources is a valuable investment for your organization.

What’s the Role of the Resource Manager?

Searching for a Resource Manager in the Project Management Process

Before you understand the importance, skills, knowledge, and duties connected with a resource manager, you need to know where they are placed in the context of a project and project management. 

The Definition of a Project

As many know, by the project – especially in project management society – we understand many things that involve many different resources. From materials, and equipment, to the most important – people and their skills. For the project, you should picture: website development, reshaping the design of bottles – for example – in the beer industry; sales’ expansion onto a new market, building a dam on some river, etc. As you can imagine, each means many individuals, crafts, subcontractors, devices, tools, configurations, dependencies, little steps, and tasks that incorporate a project. But no project exists without the most important element – the people. The people – those who commission it and those who perform it. As the Project Management Institute suggests: Project management is the use of specific knowledge, skills, tools, and techniques to deliver something of value to people. From leaders to workforce and subcontractors. From people who schedule to people who are selected to participate at some stage of the project. Of course, projects aren’t similar and need many different competencies. But even though there are many differences between them, they have something in common.

The Project Management Process

Whether you are a specialist or a leader in marketing project management, whether you represent project management for creative agencies, each project is an arranged and organized process. To picture this in an easy way, let’s use a simple definition given by projectmanager.com: Project management is the discipline of planning, executing, and completing projects. Each term of this definition could pretend to be a separate topic, but it’s not what we’d like to stress. What you should see is the process. 

Understanding the Project Management Life Cycle

The definition above sees project management as a process composed of three steps. But this process can be broken down into four, five, and six steps. Nevertheless, each includes a few other groups of elements, smaller processes, assignments, and – of course – challenges. The process has its own term. It is the project management life cycle. And the most widespread is the version with five phases. Developed by the Project Management Institute, it includes conception and initiation, planning, execution, performance/monitoring, and project closure.

Why Do We Talk About the Project Management Life Cycle?

Because the main topic of this article is about clashing two roles – a project manager and a resource manager – it’s worth staying for a while and peering closely at the picture above. Why? Because a resource manager takes part in many of the above-shown phases and processes involved in each phase.

[Source: “The State of Project Management” annual report, Wellington 2020].

What Is Resource Allocation and Management?

To visualize the importance of resource management (or resource manager – to say it straight), let’s use a summary of the annual research The State of Project Management introduced by Wellington company. Thanks to the APM Body of Knowledge, resource utilization management is defined as:

“(...) acquiring, allocating and managing the resources, such as individuals and their skills, finances, technology, materials, machinery and natural resources required for a project. Resource management ensures that internal and external resources are used effectively on time and to budget.”

Simplifying the Role of a Resource Manager

It’s not quite the easiest definition ever made, because of its ambiguous terms thus it could be pretty fine for an academic dissertation. But without digging too deep, the general role of the job description of the resource manager is to plan, schedule, and allocate the most useful, the most appropriate resources (mostly suitably skilled employees or subcontractors) to complete a project with the required expectations and predefined time and budget.

Comparing Project Management and Resource Management

When we compare project management and resource management definitions, our eyes will show – at first glance – many similarities between job descriptions of the two. So how does a project manager relate to a resource manager?

Resource Manager vs Project Manager – What is the Difference Between Them?

Probably the easiest way to grasp the difference between human resource managers and project managers is to analyze the level on which they operate:

• Project Managers operate on a project level: they manage a single project (or a couple of projects). They are responsible for having it completed by the project team.
• Resource Managers operate on a company level: they’re responsible for allocating appropriate resources to multiple projects.
• Additionally, a human resources manager handles benefits, payroll administration, employee engagement, staff training, onboarding, and hiring, which are distinct from the responsibilities of a resource manager.

Yet another aspect that differentiates PMs from RMs is the fact that a project manager usually deals with a series of time-boxed processes. Their projects have fixed timelines or, e.g., sprint calendars they adhere to. A resource manager, on the other hand, works continuously as they’re typically involved in all of the projects happening at a given company.

Typical Duties of a Resource Manager

A resource manager is usually responsible for managing resources!:

• Resource planning and allocation. Assigning people to projects based on their skills, previous experience, availability, or project budget.
• Resource capacity planning. Resource manager needs to make sure that their organization’s resources have enough capacity to deliver upcoming projects.
• Supporting project managers in ongoing project resource management efforts. A project manager is often the first person to spot problems: employee overutilization, uneven workload, or overtime. A resource manager can step in and help PMs by reallocating resources, adjusting goals or requirements, or assigning new people to the team.
• Hiring new employees. Knowing the requirements of each project, Resource Manager is often the best person to hire people with project-appropriate qualifications.
• Resource managers can also be responsible for HR-related processes: payroll, employee benefits, and training. It all depends on the organizational structure of a given business.

Resource managers play a crucial role in overseeing resource allocation, fulfilling resource requests, and ensuring project success, thereby contributing significantly to organizational productivity and strategic objectives.

Collaboration with Other Teams

Resource Managers collaborate with multiple human resources teams within organizations:

• HR – they need to work together closely in order to hire appropriate people and define their roles. 
• PMO/Production – defining duties for particular employees within a project.
• Sales – planning team capacity and forecasting recruitment needs. 

Resource Managers may expect to work with other departments as well, depending on the company’s resources, size, and structure. As Neil Whitten put it: THE RESOURCE MANAGER has a nearly impossible job—with demands coming from every imaginable direction—yet a job that can have a profound impact on the organization’s success.

When to Appoint a Resource Manager?

Effective resource management is a crucial factor in successful project management. It’s much easier to coordinate a project when you have a team that’s capable of meeting its own resource demands (both in terms of skills and availability). Companies usually start to notice the negative consequences of poor resource management when they grow. In a small organization, it’s perfectly doable for PMs to assign their own teams or get advice from the management when there’s a resource conflict. When there are more projects, more employees, and more PMs, it’s a good time to introduce a resource manager to your team.

Keep in mind that a dedicated resource manager is a tremendous help, but it’s not the only way to make better resource planning decisions. Even before you hire your first resource manager, you can support your project managers by giving them access to dedicated SaaS resource management software. 

Introduce a Resource Manager at Your Company with Teamdeck

Resource scheduling experts and successful project managers name Teamdeck their favorite resource management tool. Our app helps to schedule resources, monitor their workload, and measure their performance. Teamdeck’s resource calendar shows who’s available, who’s busy, and who’s on vacation: assigning people to projects is much easier this way. Want to see our tool in action? Schedule a call with Aniela.

Importance of Resource Management Software

Resource management software like Teamdeck helps streamline the process of resource allocation, making it easier to manage resources effectively. It reduces the chances of overutilization and ensures that resources are allocated optimally.

Benefits of Using Resource Management Tools

The use of resource management tools can significantly improve the efficiency of project management. These tools provide a clear view of resource availability, skills, and allocation, which helps in better planning and execution of projects.

The Role of Technology in Resource Management

Technology plays a crucial role in resource management. Advanced software solutions offer features like real-time tracking, automated scheduling, and detailed reporting, which aid in making informed decisions regarding resource allocation.

Challenges in Resource Management

Resource management is not without its challenges. Issues such as resource scarcity, overutilization, and underutilization can pose significant hurdles. Effective resource management requires careful planning, continuous monitoring, and timely intervention.

Strategies for Effective Resource Management

To overcome the challenges of resource management, companies can adopt several strategies. These include regular capacity planning, continuous training and development of resources, and the use of advanced resource management tools.

Future Trends in Resource Management

The field of resource management is constantly evolving. Emerging trends such as the use of artificial intelligence, machine learning, and data analytics are expected to revolutionize the way resources are managed in the future.

Conclusion

In conclusion, the roles of project managers and resource managers are both essential to the successful delivery of projects within any organization. While their responsibilities may overlap in some areas, each role brings a unique set of skills and perspectives that are critical to achieving project objectives. Understanding these roles and how they complement each other is vital for any company looking to improve its project management capabilities.

Project Managers: These professionals are responsible for the overall execution and completion of a project. They coordinate the efforts of the project team, manage the project timeline, oversee the budget, and ensure that project deliverables meet the required standards. Project managers are the key communicators within a project, liaising with stakeholders, team members, and external partners to ensure that everyone is aligned and working towards the same goals. They also identify risks and opportunities, making strategic decisions to keep the project on track.

Resource Managers: On the other hand, resource managers operate on a broader level. They oversee the allocation and management of resources across multiple projects within the organization. Their primary focus is on ensuring that the right resources are available at the right time, with the necessary skills to meet project demands. Resource managers work closely with project managers to resolve conflicts, reallocate resources as needed, and support the overall resource planning process. They also play a crucial role in capacity planning, workforce development, and sometimes even HR-related tasks like hiring and training.

The Synergy Between Project and Resource Managers: The collaboration between project managers and resource managers is crucial for optimal project outcomes. While project managers focus on the specifics of individual projects, resource managers ensure that the organization’s resources are utilized efficiently across all projects. This synergy helps in balancing workloads, avoiding resource shortages, and maximizing the productivity of the project team. It also enables more strategic planning and better foresight, as resource managers can provide a broader view of resource availability and constraints.

Importance of Resource Management Software: The use of dedicated resource management software, like Teamdeck, can significantly enhance the efficiency and effectiveness of both project managers and resource managers. These tools provide a centralized platform for tracking resource availability, skills, and assignments. They offer real-time insights, automated scheduling, and detailed reporting, which are invaluable for making informed decisions. By leveraging such software, organizations can improve their resource planning processes, reduce the risk of overutilization or underutilization, and ensure that projects are staffed appropriately.

Addressing Challenges and Future Trends: Effective resource management is not without its challenges. Organizations must navigate issues such as resource scarcity, changing project requirements, and maintaining a balance between multiple projects. However, with the right strategies and tools, these challenges can be effectively managed. Regular capacity planning, ongoing training and development, and the use of advanced technologies like artificial intelligence and machine learning are some of the strategies that can help organizations stay ahead.

Looking forward, the field of resource management is set to evolve further with the integration of emerging technologies. AI and machine learning, for instance, can provide predictive analytics, helping managers forecast resource needs and identify potential issues before they arise. This proactive approach to resource management can lead to more efficient project execution and better outcomes.

Final Thoughts: Ultimately, both project managers and resource managers are indispensable to an organization’s project management framework. By understanding their distinct roles and leveraging their unique strengths, companies can achieve a more cohesive and effective approach to managing projects. Investing in resource management tools and strategies not only supports these roles but also enhances the overall efficiency and success of the organization. Through effective collaboration and strategic planning, project managers and resource managers can drive projects to successful completion, ensuring that resources are utilized optimally and objectives are met within the desired timeframes and budgets. This holistic approach to project and resource management is key to fostering a productive and sustainable project environment in any organization.