Vacation time in the project?
No problem with good resource management
Summer is just around the corner – and with it the vacation season. While many are looking forward to some well-deserved time off, project teams often start to sweat: Who takes on which tasks? Which deadlines fall during the periods of absence? And what happens if several key resources are absent at the same time?
It becomes really challenging when the project business continues but the team is only half available. However, with forward-looking resource planning and a transparent understanding of the team, vacation periods can also be managed efficiently and stress-free.
Vacation season as a stress test for projects
Vacation periods regularly present project teams with the same challenges: A lack of capacity, faltering decision-making processes and an increased workload for the remaining employees. If responsibilities are not clearly defined or handovers are incomplete, projects quickly come to a standstill. The result: delays, quality risks and growing frustration within the team.
This is particularly critical in ongoing projects with fixed milestones and external dependencies. Here, it is important to take countermeasures at an early stage – not just when the absences have already begun.
Smart resource planning: how to keep the project on track
1. integrate vacation planning into the project
Solid resource planning starts with integrating vacation times into the project schedule. Only those who know when which team members are absent can realistically assess at an early stage which capacities are actually available and where bottlenecks could occur. This transparency creates the basis for all further steps.
Our tips:
- Ideally, vacation periods should be included in the planning at the project initiation stage in order to avoid conflicts later on. Vacation periods can be included in the planning right from the start, especially for projects with a very long duration.
- Vacation times should be recorded and maintained in the project board or resource tool as early as possible.
- Joint coordination within the team ensures clarity and prevents unexpected overlaps.
2. arrange substitutions in good time and ensure a smooth handover
Vacation substitutions only work reliably if they are clearly defined, realistically planned and well communicated. This includes having clear rules on who takes on which tasks. However, the mere regulation is not enough to successfully continue projects during the vacation period. Rather, it is also important to structure the handover of tasks and information well, to realistically estimate the workload and to plan in sufficient time buffers so that any queries can be clarified before the vacation.
This is the only way for everyone involved to know what to expect during the substitution period. It is up to them whether the handover takes the form of a written note, checklist or meeting.
3. consciously manage stand-in time and prioritize tasks
Multitasking is unavoidable during the vacation period: team members usually take on their own tasks and also stand in for others. To avoid overload, it has proven useful to consciously divide the working day, for example into two thirds for your own tasks and one third for substitution activities. Accompanying time recording can help to analyze the actual workload in retrospect and learn from it for future planning. The insights gained can be recorded in a “lessons learned” process and used for future planning.
Good time management and the correct prioritization of tasks are also important. If possible, it should be clarified before the vacation period which tasks absolutely must be completed during the absence and which can wait until the return. New tasks that arise should be carefully weighed up. This also applies to the deputy’s own tasks. Good prioritization helps the team to stay focused even when capacities are limited.
Vacation replacement as a development opportunity
Even though vacation cover is usually a stressful time, it can actually prove valuable in the long term. Those who take on the tasks of others gain new insights, develop an understanding of other roles and can expand their skills. Properly communicated and supported, vacation replacement can become a real building block for team development and career advancement.
Trust is crucial
Even the best planning is of little use if there is a lack of trust in the team. Therefore, anyone handing over tasks should also have the confidence that colleagues will complete them successfully, even if they choose their own path. Handovers after returning home offer a good opportunity for feedback and optimization. This creates a continuous learning process from which everyone benefits.
Conclusion
The vacation season undoubtedly brings challenges for the project business. However, those who plan early, communicate transparently and realistically assess the available capacities can successfully drive projects forward even during the vacation period. Good preparation, clear responsibilities and mutual trust are the key success factors here.
The use of a powerful software solution is particularly worthwhile in complex project landscapes. With myPARM ProjectManagement, vacation times, resource utilization and capacities can be centrally managed, visualized and analysed. The integrated resource management module supports project managers in identifying bottlenecks at an early stage, organizing substitutions efficiently and ensuring a balanced distribution of work, even during vacation periods. This not only keeps the project moving, but also keeps the team motivated.
How does your team deal with the vacation season? Share your experiences with us in the comments!
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