What should an IT staffing plan be in a project?

March 29, 2022

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When it comes to information technology (IT), there is always more work to be done than there are people to do it. That’s why every well-run IT project needs a staffing plan – a document that outlines how many people will be needed, what their roles will be, and when they’ll be needed. Without a staffing plan, your project is likely to fall behind schedule and go over budget. This article will discuss the basics of creating an IT staffing plan.

 

 

Steps to Complete a Staffing Plan

Creating a staffing plan may seem like a daunting task, but it can be broken down into a few simple steps: 

Define the project’s scope and objectives

Before you can determine how many people you’ll need, you need to know what the project is and what needs to be accomplished. This may seem like a no-brainer, but it’s important to have a clear and concise scope statement before proceeding.

Once you have the project’s objectives laid out, you can begin to identify the specific roles that will be needed to complete the project. For example, if you’re building a new website, you’ll need someone to design it, code it, test it, and so on.

Identify the skills and experience required to complete the project

Now that you know what needs to be done, you need to identify the specific skills and experience required to do it. For example, if you need someone to design the website, do they need to be a web designer? Or could someone with graphic design experience suffice?

It’s also important to consider the technical skills required and the soft skills. For example, if you’re working with a team of coders, they’ll need to be able to communicate and work well together. Once you have a list of the specific skills and experience required, you can begin to identify potential candidates.

Identify Influencers

There are always going to be people outside of your direct control who can influence the success or failure of your project. These could be upper-level managers, clients, or even stakeholders. It’s important to identify these influencers early on and involve them in the staffing process.

For example, if you’re working on a project for a client, they may have specific ideas about who they want working on the project. Or if you’re working on a project that’s part of a larger initiative, upper-level managers may have input on who should be assigned to the project.

Analyze the Current State of the Function

In order to determine how many people you’ll need, you need first to understand the current state of the department. This includes understanding the workload, skill sets, and availability of your team.

For example, if you have a team of five developers but two of them are already assigned to other projects, you’ll need to factor that into your staffing plan.

Once you have a good understanding of the current state of the function, you can begin to identify any gaps. These are areas where you may need to bring in additional staff or provide training for existing staff.

Envision Future Needs

In addition to the current state of the function, you also need to think about future needs. For example, if you’re working on a long-term project, you may need to bring in additional staff as the project progresses.

It’s also important to think about things like employee turnover. Even if you have the perfect team in place today, there’s no guarantee that everyone will still be with the company a year from now.

By thinking about future needs, you can avoid being caught off guard down the road.

Carry Out a Gap Analysis

Once you’ve identified the gaps in your staffing plan, it’s time to carry out a gap analysis. This will help you determine how many additional staff you need and what skills they should have.

There are a lot of different ways to carry out a gap analysis. One popular method is to create a table with three columns:

  • The first column lists the specific tasks that need to be completed
  • The second column lists the staff who are currently assigned to each task
  • The third column is for notes (e.g., additional skills needed, estimated time to complete, etc.)

This method can help visualize the gaps in your staffing plan. Another popular method is to create a skills matrix. This is a table that lists all of the staff members and their respective skill sets.

This can help identify which staff members are best suited for certain tasks.

Once you’ve determined how many additional staff you need and what skills they should have, you can begin the process of hiring or training.

Develop a Solution Plan

The next step in the process is to develop a solution plan. This should include a timeline for hiring or training new staff and a budget for any additional resources that are needed.

By developing a staffing plan, you can ensure that your project has the best chance for success.

 

 

Final Thoughts

Every IT project needs a staffing plan to ensure that there are enough people with the right skills to get the work done. A staffing plan helps to avoid delays and cost overruns by outlining how many people are needed, what their roles will be, and when they’ll be needed. Creating a staffing plan is not difficult, but it does require some careful thought and planning. With a little effort, you can ensure that your IT project has the personnel it needs to be successful. 

 

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