Who is responsible for resource management at JustSo?

Ayumi is responsible for resourcing at JustSo, making sure
projects have the right people working on them at the right time.

How does she do it? We hear you ask.

  • She meets with Project Leads individually on a weekly basis to check on project statuses, and plans for resource accordingly.

  • There is also a weekly resourcing meeting with all project leads and department heads, to run through resource needs and schedules for the current and the following week.

  • She then updates Float to give the wide team an idea of what their week ahead is looking like.

  • She keeps a big black book of freelancers who we have worked with and want to work with again (and those we don’t!). She regularly meets with HoD’s to review any new additions, and we ask everyone who has worked with a freelancer to fill out a review form at the end of their stint with us.

BUT, there are a few things she needs from you so that she can do her job properly and keep projects running smoothly:

  1. Include the Resource Manager at ALL project kick-off meetings. Big or small, internal or external, make sure she’s there.

  2. Go through all the resourcing required for the project (internal or freelance) with the Resource Manager.

  3. Fill out the resource brief template and share with the Resource Manager BEFORE requesting freelance resource (this also lives in the JustSo template gallery so that it’s quick and easy to find).

  4. Please make her aware of any changes to agreed resourcing - and pronto! (Even if this happens after the resourcing call has taken place and float has been updated.)

  5. Go to the Resource Manager for any urgent resource needs / changes - PLEASE DO NOT approach team members directly with requests for their time as this leads to people being stretched across too much and will have a knock-on effect across projects.

So what is the difference between the Resource Manager and the Project Lead when it comes to resourcing?

The Resource Manager uses the info she’s given in the freelance brief doc to find options and availability of freelancers when they are needed.

However, it’s the Project Lead who is responsible for ensuring:

  • that there is scope for a freelancer in the budget

  • that the correct requirements (day rate, availability, experience) are given to the Resource Manager BEFORE she starts looking for people.

  • that the freelance options presented are reviewed and feedback is given.