What do you do if project team members are in conflict over resource allocation?

When your project team clashes over resources, first take a step back and assess what's really needed. Get a clear picture of the project's scope and the specific demands of each task. Have each team member explain why they need certain resources ... this ensures everyone is heard and helps you make informed decisions. It’s crucial to keep the atmosphere collaborative ... understanding each other's needs can prevent conflicts from escalating and help distribute resources more effectively. Keep the dialogue open and solutions-oriented to navigate through these disputes smoothly.

when resource allocation becomes a bone of contention, it’s key to open up the floor for a structured dialogue. Set up a meeting where everyone involved can air their views and suggestions on how resources should be split. As a PMO Lead, your job is to make sure the discussion stays constructive, everyone’s input should be treated as valuable and there should be a real push to see things from each other’s perspectives. Effective communication is your best tool here as it not only clears up misunderstandings but also paves the way for a fair solution.

For task prioritization, I always use a matrix with "Impact on Goals" on one axis and "Urgency" on the other. I evaluate tasks based on their potential impact on achieving my goals (high impact = prioritize) and their urgency (urgent deadlines = prioritize). However, sometimes that’s not enough. For example, some tasks might have a high learning curve but ultimately save time or resources down the line. I will prioritize them even if they aren't the most urgent.

once you’ve grasped everyone's needs, your next move is to sort tasks by importance, focusing on those critical to the project’s success and aligning resource allocation accordingly. Make sure to clearly explain the rationale behind your decisions to the team. This openness will help lessen tensions and ensure everyone is on the same page, driving collective efforts towards the project's main goals.

There are many tools for prioritizing tasks and some of them really open your eyes. Some easy win tasks may look alluring, but a high percentage of them are just nice to have. The project can live without them, just like Tony Stark said to Jarvis in Avengers: "Skip the spinning rims." There will always be tasks of various priorities but assigning them to the scarce number of resources will always be considered "a delicate work of art." You will upset some people anyway but let them be upset for the right reasons, for the good of the projects. Speak of the facts and the truth, define your resource allocation well and let the decision makers know if they need the spinning rims as a priority, the project will fall behind on their decision.

Negotiating solutions is key when project team members are in conflict over resource allocation. In my experience, facilitating a meeting where all parties can voice their concerns and priorities helps to identify a compromise. For example, during a software development project, I mediated a situation where two departments were competing for the same programming resources. By discussing each team’s project deadlines and strategic importance, we re-prioritized tasks and shared resources in a way that satisfied both parties. A common mistake is ignoring these conflicts, hoping they resolve on their own, which can lead to resentment and inefficiency. Proactive negotiation ensures a fair and effective distribution of resources.

If project team members are in conflict over resource allocation but decisions need to be implemented, it is important to approach the situation with determination and leadership. Once decisions are made, communicate them clearly to all team members. Make sure everyone understands the reasons behind decisions and what actions need to be taken. Assign specific responsibilities to each team member for implementing decisions made. Clearly define tasks, timeframes and expectations to ensure actions are carried out effectively. Regularly monitor the progress of implementing decisions. Keep track of tasks completed, problems encountered, and any challenges encountered during the process.