Project Human Resource Management: Whats, Benefits, Examples

I remember first hearing the term – project human resource management. I wondered what the connection is between project management and the human resource (HR) team.

That’s a valid question because all we know about project management are project managers and team leads. So, what role does the HR have here?

Let me simplify it for you –

• See, project managers need a reliable team to delegate tasks.
• And who is in charge of hiring such a team? The HR department.
• Who is responsible for shortening the gap between employee performance and meeting the project objectives? Again, the HR department.

Even maintaining employee health and well-being for maximum output is in the hands of the HR department. 

So, you see, there’s actually a deeper underlying connection between project management and human resources. 

By now, you must have realized what this blog is going to be about. I’ll discuss everything you need to know about human resources in project management.

Let’s get started.

What Is Project Human Resource Management?

Have a read at this project human resource management definition –

“Project Human Resource Management includes the processes that organize, manage, and lead the project team.”

– ProjectManagement.com

In simpler words, HR project management implies managing every human resource or stakeholder associated with any ongoing project and ensuring they work efficiently until the project is delivered. 

With a robust human resources management plan, you can organize, hire, motivate, and manage your workforce to ensure projects stay on track.

Now, if you’re new to project management, and all these sound alien to you, watch this video –

Watch: What Is Project Management? How to Manage Projects Online With ProProfs Project

How to Develop a Human Resource Management Plan

Creating a human resources management plan is initiated in the early stages of a project. 

It usually involves identifying and documenting various roles, responsibilities, required skill sets, and reporting relationships. 

Creating staffing management plans and assigning roles to multiple people or groups is also an essential part of this process. And the output you receive typically involves –

• Identifying the training needs
• Devising team-building strategies
• Establishing rewards and recognition programs
• Deciding measures for ensuring safety and compliance

So, how do you develop a plan? Let’s find out.

Step 1: Introduce the Plan

A well-structured HR plan needs a clear introduction that outlines its purpose, components, and how your team will use it. It’s like a roadmap that guides everyone. 

The introduction should be concise yet comprehensive to ensure all team members understand the plan’s significance. 

Some of the key questions it should address are –

• What is the purpose of the HR plan?
• What are the key components of the plan?
• How will the plan be used to support project goals?
• Who is responsible for implementing and maintaining the plan?
• How will the plan be communicated to the team?

Once you have clear answers to these questions, you can use them to guide decision-making and keep the project on track.

Step 2: Define the Roles & Assign Responsibilities

Clarity is paramount in any project. But how do you guarantee everyone has clarity?

In my experience, the best way is to ensure each team member understands their role and responsibilities. And to achieve this, you need to carefully assess the skills required for each project activity and create a structure that leverages each person’s strengths. 

I’ve found tools like the Responsibility Assignment Matrix (RAM) or a RACI chart to be invaluable in providing this clarity.

? Glossary: 

• A Responsibility Assignment Matrix (RAM) visually represents each team member’s roles and responsibilities for various project tasks. When you create it, you define who is responsible for what, who is accountable for something, who needs to be consulted during the process, and who should be informed of the progress and outcomes.
• A RACI chart is another tool that assigns specific roles to team members for each project task. It uses acronyms to define these roles:
  • Responsible: The person who performs the task.
  • Accountable: The person ultimately responsible for the task’s completion and success.
  • Consulted: The person who provides input or advice on the task.
  • Informed: The person who is updated on the task’s progress and outcomes.

These tools ensure there is no ambiguity or overlap in roles and responsibilities. You can be assured that all team members know exactly what is expected of them. As a result, it prevents misunderstandings, improves communication, and increases overall project efficiency.

Step 3: Write a Staffing Management Plan

This phase ensures that the right people are in the right place at the right time. How?

Well, it involves planning and executing every aspect of staffing, from acquisition and training to performance reviews and rewards. 

In my years working with different firms, I noted human resources project managers usually consider the following points when creating the staffing strategy – 

• Staff Acquisition:
  • Recruit, interview, and select qualified candidates for your project team.
  • Assess the suitability of existing staff for project roles.
  • Consider outsourcing certain functions if necessary.
• Staff Management:
  • Assess staff skills and experience.
  • Manage work schedules, time off, and conflicts.
  • Provide training and development opportunities.
  • Evaluate performance and provide feedback.
  • Develop contingency plans for unexpected challenges.

Following these can help you draft a staffing management plan easily.

Step 4: Focus on Training & Development

While skills training is essential, it’s not the only focus. Equally important are onboarding new team members and cultivating a collaborative environment. This might involve project orientations, team-building activities, or training on necessary tools.

Some of you may ask – What’s the most important part among these?

Well, in my opinion, none of these can be skipped. But if you are running short on budget, I suggest you prioritize skill-based training above all. Why?

Part of that is because you can use employee training software like ProProfs Training Maker to conduct competency-based training sessions. The best thing – it’s free for small businesses.

Watch: What Is Employee Training & Why Is It Important?

Step 5: Celebrate Achievements With Rewards / Recognition

Project work often requires extra effort and dedication from team members. I’ve seen this firsthand during my time working at an LA startup.

Recognizing and rewarding employees’ accomplishments shows appreciation for their hard work and commitment. It also boosts morale, fosters a positive work environment, and encourages continued high performance.

Here’s a good example of that –

(Image source: Business Today)

Let me break the ice – employee rewards and recognition do not always need to be extravagant. Here are some equally unique ways to reward employees for their contributions –

• Public recognition: Acknowledge team members’ achievements in team meetings, company newsletters, or on social media.
• Personal thank-you notes: Send personalized thank-you notes or emails to express gratitude for their hard work.
• Awards and certificates: Present awards or certificates to recognize outstanding achievements.
• Time off or flexible work arrangements: As a reward for their contributions, allow team members to take time off or work from home.
• Extra compensation: Provide additional compensation, such as bonuses or raises, for exceptional performance.

Remember, a successful project human resource management plan is not static. It evolves with the project, adapting to new challenges and opportunities.

What Are the Benefits of Project Management in HR?

Eventually, we all come to the question – Why does HR project management matter?

You’re right to ask! Applying project management principles to HR tasks brings a ton of benefits. Here’s what I’ve observed in my own work –

1. Clear Role Definitions & Accountability

HR projects, such as recruitment campaigns or employee training initiatives, are managed with project management principles. That means everyone involved knows exactly what they are responsible for. 

This level of clarity eliminates overlaps and prevents critical work from falling through the cracks. 

For instance, if one person is responsible for candidate screening and another for interview scheduling, there’s no ambiguity, and the process flows more smoothly.

2. Improved Efficiency & Resource Allocation

By breaking down HR processes (like onboarding or training programs) into manageable steps, you can identify potential bottlenecks and optimize workflows. This will save time and resources in the long run.

Also, having a clear project plan helps you understand the resources (time, budget, personnel) needed for each HR activity. 

For example, in a recruitment project, project management tools can help schedule interviews, track the number of candidates interviewed per day, and ensure enough resources are allocated for each stage of the hiring process. This avoids unnecessary delays and keeps the project on track.

3. Enhanced Collaboration & Communication

Project management tools create a structured environment where information flows easily between team members, stakeholders, and leadership. 

Most platforms often include features like shared task lists, calendar views, file sharing, @mentions, project timelines, progress dashboards (Kanban boards, Gantt charts), etc., which make collaboration easier.

Watch: What Is a Kanban Board? How Does It Help You Visualize Tasks Better

Project management methodologies, like Agile, encourage cross-functional collaboration and feedback. This leads to more innovative solutions and a stronger sense of teamwork within the HR department and across the organization.

4. Better Risk Management

HR projects are not free from risks. Some of the most common ones include delays in recruitment, budget overruns, or failure to meet regulatory compliance deadlines. 

Using project management techniques, HR teams can identify potential risks early on, plan mitigation strategies, and address issues proactively before they escalate.

5. Improved Employee Engagement & Morale

Human resources project management doesn’t just focus solely on tasks but also considers the human element—how employees feel and perform throughout the project. 

Setting clear objectives, providing regular feedback, and recognizing achievements are some of the things human resources project managers do. 

When employees feel their contributions are recognized and have a clear sense of purpose, engagement, and morale are likely to improve.

What Are the Steps to Perform an HR Project?

Performing an HR project requires a structured approach to ensure all aspects are covered efficiently. Down below, I listed some of the most common steps that experienced project managers usually take –

Step 1: Identify Project Goals & Objectives

The first step is to clearly define the project’s purpose. Whether you’re improving employee retention, launching a new training program, or upgrading HR software, the objectives should be specific, measurable, achievable, relevant, and time-bound (SMART).

(Image source: Medium)

For example, if the goal is to streamline the recruitment process, you could aim to reduce the time-to-hire by 20% within the next six months. Having well-defined objectives ensures the team knows what to achieve.

Step 2: Create a Project Plan

Once the goals are set, create a detailed project plan outlining the tasks, timelines, milestones, and resources needed. Sounds too much?

Well, you can break down projects into smaller tasks (Work Breakdown Structure). That should make it easier to manage. 

For instance, in a recruitment project, smaller tasks could include job advertisement posting, candidate screening, interviews, and final hiring decisions.

Step 3: Assemble the Project Team

Next, gather the right people to work on the project. Your project team should include individuals with relevant expertise, such as HR personnel, managers, and other stakeholders. 

Assign roles based on their skills and availability. When you clearly define each person’s responsibilities, confusion is less likely to happen later.

Step 4: Allocate Resources & Budget

Every HR project requires resources—whether budget, tools, or personnel. Step five involves estimating costs, acquiring the necessary tools (e.g., HR software, training platforms), and ensuring team members have the time and resources they need.

A detailed budget plan ensures you don’t exceed financial limits. In an employee engagement project, budget considerations might include external consultants, software subscriptions, or employee rewards.

Step 5: Set Timelines & Milestones

Create a project timeline that includes key milestones. Setting deadlines for each task and milestone ensures the project stays on track and helps you measure progress. 

If you’re using project management tools, you can use a Gantt chart to visualize the timeline and keep everyone organized.

Watch: What Is Gantt Chart? Why Do You Need a Gantt Chart Tool for Project Management?

Step 6: Implement the Project & Monitor Progress

Now, it’s time to implement the project, monitor progress, and make adjustments as needed.

This step involves executing the project according to the plan. Your team carries out assigned tasks, and the project manager oversees the progress. Regular check-ins and meetings ensure that everyone stays on course.

Tracking progress ensures everything is proceeding as planned. Usually, project management platforms have built-in reporting solutions. So, that should help you measure whether the project is on track.

HR Project Management Examples

Now that we have discussed almost everything about project human resource management processes, what’s left? Some examples, I guess?

Here are some project human resource management examples that you can refer to –

Example 1: Talent Acquisition & Onboarding Project

• Project Goal: Improve the efficiency and effectiveness of the hiring process, reduce time-to-hire, and enhance the new hire experience.
• Project Activities:
  • Analyze current recruitment processes and identify bottlenecks.
  • Implement a new applicant tracking system (ATS).
  • Develop standardized job descriptions and interview templates.
  • Design and deliver a structured onboarding program.
  • Create online training modules for new hires.
  • Establish a buddy system to support new employees.
• Project Deliverables:
  • Reduced time-to-hire.
  • Improved candidate experience.
  • Increased new hire retention rates.
  • Enhanced employee engagement and productivity.

Example 2: Performance Management System Overhaul

• Objective: Improve employee performance and engagement through a revamped performance management system.
• Project Scope:
  • Analyze the current performance management process and identify areas for improvement.
  • Design a new performance management system (including goal setting, performance reviews, feedback mechanisms, and performance improvement plans).
  • Develop training materials and conduct training sessions for managers and employees on the new system.
  • Implement the new system and track its effectiveness.
• KPIs: Employee satisfaction with the performance management process, goal achievement rates, manager effectiveness in providing feedback, and improvement in employee performance.

Example 3: Employee Wellness Program Launch

Goal: Create and launch a wellness program to boost employee morale and reduce absenteeism.

Steps:

• Identify Needs: Start by surveying employees to understand what wellness programs they value, such as gym memberships, mental health support, or flexible work hours.
• Set Objectives: Aim to improve employee wellness participation, say by 30% in the first quarter, and decrease absenteeism by 15% within six months.
• Plan & Allocate Resources: Budget for external wellness providers, time for HR to manage the program, and software to track employee participation.
• Launch the Program: Begin with an internal campaign to promote the wellness program, using email communications and informational sessions.
• Track Progress: Use employee feedback and participation data to assess how well the program is being adopted.
• Evaluate Success: Review attendance records and employee surveys after six months to determine if absenteeism has decreased and make adjustments as needed.

Skyrocket Business Growth With Streamlined HR Processes

Project human resource management is a critical function that helps you plan, execute, and monitor everyday HR initiatives. Building strong working relationships, optimizing daily HR processes, and prioritizing key objectives help you achieve better business outcomes. 

Another thing I’d like to recommend is shifting to a project management software solution.

This has proven effective for HR managers time and again. Platforms like ProProfs Project ensure that initiatives are delivered effectively, resulting in a more engaged, productive, and diverse workforce.

Not only can this lead to significant cost savings, but it can also improve overall business efficiencies. 

Why don’t you try and see the difference yourself? ProProfs offers a free plan with all paid features for small teams. You can sign up to get started.

Learn More About Project Human Resources Management

What are the four main processes for project human resources?

The 4 main project human resource management processes are –

1. Plan Human Resource Management: This is the first stage where the project manager identifies the roles, responsibilities, and skills required for the project. The goal is to create a clear plan for how the project team will be structured and organized.
2. Acquire Project Team: Once the planning is in place, the next step is to acquire the right people. This involves selecting, recruiting, and assigning individuals to fill the roles defined in the planning stage.
3. Develop Project Team: In this process, the focus shifts to improving the competencies, interaction, and overall performance of the project team.
4. Manage Project Team: The final process involves tracking team performance, offering feedback, and resolving conflicts to keep the team working effectively toward goals. It’s also about monitoring individual and team performance and making necessary adjustments.

2. What does a human resources project manager do?

An HR project manager is responsible for planning, executing, and managing HR-related projects. They oversee initiatives like implementing HR software, improving onboarding processes, or launching employee development programs.