Agile Resource Allocation Strategies

Agile: The Least Worst Solution To Shared Resources Jem Jelly posted a challenging scenario that got me thinking. Here it is: "We have our Tester Dave, who’s shared 30% of the time with us this sprint. Next sprint, we’ll have him back at 80%, or maybe he’ll be fully shared with the other team—we don’t know yet..." The replies to Jem's post are funny, but the issue’s real. So let’s solve it in the least worst way... This situation’s tough but manageable. Clarity is key. You can’t plan well with a resource (human or otherwise) whose availability is unclear. If Dave’s availability fluctuates, document it. Get input from other teams and stakeholders to understand and negotiate his allocation. If Dave's available 30% in Sprint 1, then adjust the testing workload accordingly. That might mean limiting development to avoid overloading testing. It’s better to reduce velocity than to compromise the definition of done. Be upfront about the trade-offs with stakeholders. For Sprint 2, if Dave might be shared, then plan contingencies. Start by talking with the other team(s) to align on priorities and avoid surprises. Maybe you can have more "Dave-time" this month if you agree to less Dave-time next month. Document these agreements and bake them into roadmaps to avoid misunderstandings. Adapt your team’s workflow to match Dave’s availability. Maybe you can break testing into smaller, manageable chunks so progress stays steady even with limited time. Consider Kanban. Dave can pull tasks as he’s free instead of facing a long queue of jobs he can’t realistically complete. Team flexibility is another part of the solution. Shared resources like Dave often become single points of failure. Cross-train to reduce the dependency. His teammates might not match Dave’s expertise (yet), but they can handle basic testing or build test automation. That will free Dave to focus on more complicated or higher-value work. Cross-training doesn’t solve the the sprint’s problem, but it's an investment that pays off long-term. If Dave’s availability is indefinitely unpredictable, treat it like a variable in capacity planning. Calculate sprint capacity assuming full availability, then subtract the shared portion of Dave’s time. That results in a more accurate sense of what’s possible. If he’s back to 80% next sprint, plan for it - but include a buffer. Eventually, you’ll need to address the root problem. Shared resources aren’t sustainable. If Dave’s availability consistently disrupts the team, escalate the issue to leadership. Push for a dedicated resource or reprioritize work to reduce the bottleneck. This scenario isn’t ideal, but it is realistic and common. Whether it’s a tester, developer, UX expert, BA, designer, PO, or SM, shared resources add uncertainty that can derail sprints. Clear communication, better planning, and adaptability can help teams navigate these challenges and deliver value. Sometimes, the best solution isn’t the perfect one... it’s the least worst.

AI doesn't wait for your yearly review. Neither should your strategy. Static roadmaps are being replaced by living, evolving systems. The shift isn't about more meetings or bigger decks. It's about embedding agility into the core of how strategy is created, tested, and refined in the age of AI. Here are 13 ways leaders are leveraging AI to shape their strategic planning: 1/ Real-Time Monitoring Systems ↳ AI-powered dashboard integration ↳ Automated trend detection 💡Pro tip: Set up 15-minute daily stand-ups focused solely on emerging AI trends. 2/ Rolling Quarter Framework ↳ 90-day action sprints ↳ Monthly strategy refinements 💡Pro tip: Keep 70% of resources committed, 30% flexible. 3/ Scenario Planning Networks ↳ Multiple future state mapping ↳ Risk-opportunity matrices 💡Pro tip: Create 3 scenarios for every major decision: baseline, accelerated AI adoption, and disruption. 4/ Digital Twin Strategies ↳ Virtual strategy modeling ↳ Quick iteration cycles 💡Pro tip: Test strategic changes in digital environments before real-world implementation. 5/ Adaptive Team Structures ↳ Fluid role assignments ↳ Skills-based reorganization 💡Pro tip: Rotate 20% of team members quarterly across departments for fresh perspectives. 6/ AI Intelligence Streams ↳ Automated competitor analysis ↳ Market sentiment tracking 💡Pro tip: Set up AI alerts for both direct competitors and adjacent industry innovations. 7/ Micro-Learning Systems ↳ Just-in-time training ↳ Adaptive learning paths 💡Pro tip: Schedule 20-minute weekly team sessions on new AI tools. 8/ Decision Velocity Framework ↳ Rapid testing protocols ↳ Fast-fail mechanisms 💡Pro tip: Define your "reversal cost threshold" - the point at which a decision needs more review. 9/ Stakeholder Feedback Loops ↳ Continuous alignment checks ↳ Dynamic priority adjustment 💡Pro tip: Create a weekly survey that takes less than 30 seconds to complete. 10/ Resource Fluidity Models ↳ Dynamic budget allocation ↳ Skill-based resourcing 💡Pro tip: Keep 25% of your innovation budget unallocated for emerging AI opportunities. 11/ Crisis-Ready Culture ↳ Rapid response protocols ↳ Distributed decision rights 💡Pro tip: Run monthly "AI disruption simulations" with different teams leading each time. 12/ Data-Driven Pivots ↳ Automated trend analysis ↳ Predictive modeling 💡Pro tip: Define specific metrics that automatically initiate strategy reviews. 13/ Continuous Communication ↳ Strategy visualization tools ↳ Real-time progress tracking 💡Pro tip: Use AI tools to create strategy briefings under 2 minutes. The most resilient teams aren’t the ones with the perfect plan. They’re the ones built to adapt in real time. Continuous strategy isn’t a trend; it’s the new baseline for staying competitive in an AI-driven market. Which of these shifts are you implementing? Share below 👇 _____ Follow Carolyn Healey for more AI and leadership content. Repost to your network if they will find this valuable.

47 projects. 3 days. 1 decisive outcome. $50M saved. A client brought us in to evaluate their entire development pipeline. The challenge: Limited resources, unlimited ideas, and no clear way to choose winners. The process: - Evaluated each project against underserved customer outcomes - Scored initiatives on their ability to deliver customer value - Identified projects addressing overserved or irrelevant outcomes - Optimized high-priority initiatives for cost, effort, and risk The results: - 12 projects immediately accelerated with additional resources - 23 projects reconsidered or abandoned - 12 projects optimized to deliver more customer value - Estimated $50M saved in misdirected development costs The transformation: From a scattered approach, hoping something would work, to a focused strategy targeting known opportunities. When you know precisely which customer outcomes are underserved, resource allocation becomes strategic instead of political. How much development effort could your organization redirect toward higher-value opportunities?

Recently, I shared my thoughts on Clutch about the topic of "Effective Resource Planning in DevOps: How to Avoid Overloads and Increase ROI". In my article, I mentioned the key principles but I would like to delve deeper into the topic. For example, I would like to analyze 10 practical tips in detail for sustainable management of DevOps resources, from flexible planning to long-term strategies. In the fast-paced world of DevOps, resource management isn’t just about cutting costs—it’s about building efficiency, resilience, and scalability. Sustainable practices ensure your team thrives without burnout or wasted effort. Here’s how to set your DevOps team up for success: Be Flexible DevOps landscapes shift rapidly. Adopt tools and workflows that adapt to changing priorities, whether scaling infrastructure or pivoting project goals. Flexibility prevents bottlenecks and keeps innovation flowing. Align on Team Goals Start with clarity. Define shared objectives (e.g., reducing deployment time by 20%) to ensure everyone works toward the same outcomes. Alignment eliminates duplicated efforts and silos. Establish Strong Communication Channels Use platforms like Slack or Microsoft Teams for real-time updates. Regular stand-ups and retrospectives keep teams in sync, especially in hybrid environments. Periodically Review Resource Plans Audit resource allocation quarterly. Are cloud costs ballooning? Are underused tools draining budgets? Adjust based on data, not guesswork. Develop Detailed Timelines Break projects into sprints with clear milestones. Tools like Jira or Trello visualize progress, helping teams stay on track and managers anticipate delays. Implement Priority-Based Task Management Not all tasks are equal. Use frameworks like MoSCoW (Must-have, Should-have, Could-have, Won’t-have) to focus on high-impact work first. Regularly Evaluate Team Skills Identify skill gaps through feedback or performance metrics. Invest in training (e.g., Kubernetes certifications) to keep your team ahead of tech trends. Develop Backup Plans Expect the unexpected. Automate failovers, maintain redundant systems, and document disaster recovery protocols to minimize downtime during outages. Embrace Agile Practices Agile isn’t just for devs. Apply iterative workflows to ops tasks—test automation, incremental deployments, and continuous feedback loops optimize efficiency. Plan for Long-Term Needs Balance immediate demands with future growth. For example, choose scalable cloud providers or modular architectures that support expansion without overhaul. Sustainable DevOps isn’t a one-time fix—it’s a mindset. By combining agility with strategic planning, teams reduce waste, boost morale, and deliver value consistently. #TechTrends #clutch #devops #software #Agile #Operationalexcellence

How I Approach Funding in a Product Operating Model (While Still Dealing with Projects) I still have many questions about how to fund teams in a product operating model, especially when project funding still exists. Here’s how I approach it: 1. Start with Strategic Objectives We begin with the strategic objectives set by each business unit. These are the big, hairy, audacious goals based on the strategic decisions of where to play and how to win. 2. Fund the Baseline First Since we operate a product-based model, the first allocation of budget is non-negotiable. Every team must be funded with the minimum capacity (and any software/3rd party needs) needed to run and support their product (business capability, value stream, customer journey, platform etc) aka "keep the lights on". This ensures operational continuity. 3. Allocate the Rest of the Budget to Strategy Execution The remaining budget goes toward driving strategic objectives (let's assume we have no operational essential or mandatory needs). This requires a combo of top-down and bottom-up alignment: > Top-down: We may decide that no more than 20% of the budget should go toward Goal C. > Bottom-up: Teams identify what’s needed to meet objectives e.g., Goal A may require buying System X and hiring skills of A, B, and C. Determining how much we want to invest in is often the hardest part of planning. This process involves negotiation, iteration, and often a good dollop of politics. 4. Capture Investments OnThe Strategic Plan Once investment decisions are made, we can then create a strategic plan. It's important to clearly distinguish between product (team-based, ongoing) and project (time-bound, scoped) investments. Even in 'pure' product models, some work will still be delivered through projects. 5. Release Agile Investment Quarterly For investments tied to team capacity (i.e., "agile" product funding), we release funds incrementally each quarter. Continued funding depends on: a) the strength of the team’s roadmap, b) evidence of delivery and outcomes, c) and perhaps the most important - the evolving strategic context (e.g., a material shift in business direction may lead to reprioritisation or a new strategic plan entirely). I have a blog post that goes into this in more detail - https://lnkd.in/eWnQJcRY cc John Cutler Matthew Skelton Interested in more content like this? Check out my new book - “The Accidental CIO: A lean and agile book for IT leaders” . 📕 Amazon UK - https://amzn.to/48J7T3i 📕 Amazon US - https://lnkd.in/eYEW6R2n 🔈 Also on Audible!

Budgeting in the SaaS realm has often been viewed as a rigid process, but my personal experience has taught me that blending it with agile methodologies can unlock remarkable results! Agile empowers teams to adapt to changing market dynamics, while budgeting ensures financial stability and focus on long-term objectives. Striking this balance is the key to unlocking innovation while maintaining sustainable growth 🎯 Aligning your budget with your agile roadmap can be a game-changer. Start by breaking down your annual budget into smaller, more manageable increments, tied to specific sprints or development cycles. This way, you can pivot quickly and reallocate resources based on user feedback and emerging opportunities. 🎯 Communication is the glue that binds budgeting and agile together. Encourage regular cross-functional meetings between finance and development teams to ensure everyone is on the same page. It's vital to create an open culture where ideas flow freely, fostering a sense of shared ownership in both financial and product outcomes.  🎯 Metrics matter! Embrace data-driven decision-making by tracking key performance indicators (KPIs) that align with your business objectives. Whether it's customer acquisition, retention, or revenue growth, having real-time data at your fingertips empowers agile teams to make informed choices that positively impact the bottom line.  🎯 Embrace the power of iteration! Agile thrives on feedback and continuous improvement. By embracing an iterative approach to budgeting, you can fine-tune financial strategies based on real-world insights. Remember, agility doesn't mean a lack of planning; it means staying nimble while staying true to your financial goals.  🎯 Thought Leadership: Many successful SaaS companies have shared stories of how budgeting + agile transformed their growth trajectories. It's no longer an experiment; it's a proven approach. Are you ready to unleash the potential of this dynamic duo in your organization? Check out my blog post in the comments below ⬇️ and let's continue the conversation there! Feel free to share your thoughts, experiences, and any additional insights you might have.