Project Activity Management - Dissertation Example

Table of contents Introduction 2 0 Task Project proposal 2 2.0 Task 2: Planning 3 WBS for JS Marketing 4 3.0 Task 3: Execution 4 3.1 Project scope and definition 5 3.2 Agreement 5 3.3 Communication 6 3.4 Project activity management 7 3.4.1 Tracking 7 3.4.2 Controlling 8 3.5 Support 9 3.6 Performance measurement 10 3.7 Good practice recommendations 11 4.0 Task 4: Evaluation 12 4.1 Initial project selection 12 4.2 Project process 12 4.3 Team communication 13 4.4 Group function 14 Bibliography 15 Appendices 16 Introduction Hellgriel (2001) defines a project as a set of linked activities that have a desired set of results. In order for a project to be as success, there is need to properly manage all the processes involved. Against this background, this report has been designed to analyse critically the factors involved in project management practices in the setting up of a new consumer to consumer (C2C) site for a local niche market. The report is divided into four tasks including the following: Task 1: project proposal as well as preliminary scope statement, Task 2: planning, Task 3: execution and Task 4 deals with evaluation of the project. 1.0 Task 1: Project proposal JS Marketing specifically deals with marketing organically produced foodstuffs to a niche market comprised of the elderly and the affluent within the surrounding geographical area. However, as our business is expanding, we have realised that setting up a C2C site is a strategic initiative which can lead to growth of our customer base given that they may have the opportunity to interact and share their ideas about the products we offer among themselves. This can help us to improve our product offerings since we will be in a better position to fulfil the needs of the customers. On the other hand, the customers already existing can also refer new customers to our products. As such, we are proposing to set up a new C2C site for our local niche market. In order to effectively carry out this project, we propose that we must set up a team of five individuals and this team will take a leading role in defining the tasks that need to be fulfilled in order for this project to be a success. We also anticipate that this team will carry a thorough research about the needs and interests of the customers as well as identify the resources needed in order to implement this particular project. The main objective of this project is to promote connectivity among the customers so that they can freely share their ideas about the products we offer and we believe that there are long term benefits for this initiative. Therefore, we propose that this project can kick off on the 1st of July 2010 and we anticipate that it will be completed in eight weeks time. 2.0 Task 2: Planning As a team we have agreed that project management principles have to be applied in this initiative so that it can be a success. Basically, “project management is a combination of steps and techniques for keeping the goals and objectives, budget and schedule in order so as to achieve the desired outcome,” (Fox, 2008, p. 38). In this particular case, we have agreed to set up a C2C site in order to appeal to the interests of the consumers with regards to the products we offer to this niche market. Our project requires information and technology (IT) infrastructure in the form of computers as well as software in order to achieve the set goals. The boundary of the project is specifically limited to the five team members and we are supposed to report to our project manager. Each member in the team has a particular task to fulfil and we have also agreed that we should meet periodically in order to map the way forward in undertaking this project. The initial outline of the project plan is comprised of the following stages. Carrying out research about this particular project and team formation are supposed to be the first stage and we expect that it will take about three weeks. The second stage deals with training of the team members to be in a position to effectively undertake the project which is expected to last for three weeks while the third stage deals with software development and it can take up to one week. Project implementation is the last stage. Thus, the work breakdown structure (WBS) of this particular project involves the identification of the software to be used as well as dividing the tasks into smaller components as illustrated in the diagram below. This is followed by identifying the particular people who will perform the actual tasks in the project. WBS for JS Marketing project of setting up a new C2C site for customers The project initiation schedule is outlined in the document below. Task Duration Team formation 1 week Research about customer information and task assignment to team members 2 weeks Training of team members 2 weeks Software development and upgrade 1 week Implementation and controlling 2 weeks Basically, from the table above, it can be noted that there are mainly five tasks that have to be completed within a time frame of eight weeks. Each member of the team is supposed to carry out a particular task and my main role will be related to team formation as well as delegating tasks among the members involved given that I am the project leader. 3.0 Task three: Execution In order to execute this project successfully, key aspects of project management principles have to be implemented. This section of the report outlines various processes that are going to be taken into consideration from the onset of the project until it is completed. Each member of the team has a particular task to perform in this project. 3.1 Project definition and scope The main scope of this project is to upgrade the information and technology infrastructure of JS Marketing in a bid to set up a site that supports C2C communication among the niche market of customers who buy organic food products which we offer. This has been necessitated by the fact that the internet has significantly improved the way different organisations operate as well as relate with their customers given that it is now easier to gather information and process it. This project has been carefully chosen for the benefit of the customers as well as the organisation in the long run. Therefore, the project manager in this particular case has a pivotal role to ensure that the project is carefully executed so that its goals and objectives are attained. The success of the project mainly depends on the project manager’s ability to identify major activities involved as well as determining the sequence of events to take place (Burke, 2007). It is also anticipated that the project manager should take a leading role in coordinating this particular project and this can be achieved through holding periodic meetings with the stakeholders involved. Meetings are important because they allow the members to freely express their ideas towards the execution of the project. In our case, the project manager will coordinate all project activities and meetings. 3.2 Agreement The other key aspect that has to be taken into consideration to ensure that the execution of this project is a success is to ensure that there is agreement and consensus among the team members involved. In order for this project to be a success, agreement among the project team members as well as other stakeholders with an interest is a virtue. According to Fox (2008), without clearly outlined goals, objectives and agreement among the stakeholders, the results can be shattering. It can be observed that no project can be successful without agreement among the stakeholders involved. There is need for all the people involved to agree on the goals and objectives of the project so that they can also the same vision which can lead towards its success. Therefore, measures are put in place to ensure that there is agreement among all members involved so that their efforts can be directed towards the same direction. 3.3 Communication In as far as project execution is concerned, it can be noted that communication plays a pivotal role in order to ensure that all people involved in this particular project are aware of their role expectations. According to Kritzinger, Bowler & Goliath (2003), no project can properly function without a good communication system. Thus, communication that is effective, timely delivered and which is an ongoing process throughout the project is imperative in this particular case. All communication systems will be coordinated by the project manager and various channels of communication will be utilised in this particular case. For instance, use of emails is advocated given that this communication system is fast and effective. Communication will also be used to deal with problems as well as conflicts that are likely to be encountered during the course of the project. It is the duty of the project manager to communicate all schedules to the team members so that they stay abreast with the developments that may take place during the course of the project. In most cases, schedules must be given realistic time limits so as to avoid cases where cases like shortage of time are reported. Feedback from the team members should be assessed by the project manager so as to ensure that all activities are going according to schedule. It is also important to ensure that there are open communication channels among all the members involved so that there is mutual understanding among them. It is envisaged that effective communication especially by the project leader will significantly contribute to the success of the project. 3.4 Project activity management After carefully taking into consideration the above mentioned factors, it becomes imperative for the project manager to take a leading role in executing the project. Given that the work has already been broken down, it becomes easier for the project leader to ensure that each team member is performing his or her expected task. All activities are supposed to be coordinated by the project manager though some people are also delegated to oversee different tasks in the project. However, everyone should report to the project manager in order to ensure that that the efforts of the team members are directed towards the attainment of the set goals and objectives of the project. Ad hoc meetings can be carried out during the course of the project in order to map out areas that may need attention so as to ensure that the stated goals are achieved. However, members of the project will mainly communicate among themselves through the use of emails as well as verbal communication. In order to ensure that each phase goes according to plan, it is important to ensure that tracking and controlling are put into place. 3.4.1Tracking There will be need for the project manager to track all the processes taking place in order to ensure that they going according to schedule. This method is very effective given that proper changes can be made along the course of the project should the need arise. The other advantage is that project leaders are in a better position to keep pace with all the developments that may be taking place in the project. This allows them to respond positively to any changes that may need to be effected. The manager should always take a leading role in ensuring that the all tasks are executed according to plan. Failure to do so may negatively impact the expected outcome of the project. As a leader, the project manager should follow up on every step that is taken into consideration by the team members to ensure that it is in compliance with the standard expectations. This enables the manager to effect necessary changes in order to ensure that the project is a success. 3.4.2 Controlling In as far as execution of this particular project is concerned, it can be noted that controlling is another very important element that has to be taken into consideration. It is the responsibility of the project manager to control the behaviour of the team members in order to ensure that the project goals are achieved. According to Rossouw (2003), implementing control mechanisms in a project entails that there is need to track the strategy being implemented and making adjustments as deviations occur. Thus, controlling is meant to ensure that the project is moving towards the desired direction as well as to measure the performance of the organisation in terms of project implementation. We therefore anticipate that we will put control measures at every stage of the project in order to ensure that all set objectives of the tasks identified are achieved within reasonable time limit as reflected in the project schedule. The other advantage of controlling the project processes is that risks likely to be encountered during the execution of the project can be dealt with accordingly. Lack of understanding among the stakeholders involved is one great risk that can derail the progress of the project. In order to avoid this particular risk, it is imperative to involve all the members of the project in various decision making processes so that they can have a sense of belonging to this particular project. In some cases, the other likely risk that can be encountered is related to limited resources such as the money to train as well as hire system developers for this new initiative. In order to deal with this probable risk, we have a task committee in place that is responsible for drawing up a supplementary budget in the event that our coffers have dried up. We also believe that if we constantly monitor progress taking place, it becomes easier for us to stay on course since we can make necessary changes should the need arise. Another risk that we may anticipate to face is related to lack of knowledge among the members involved in this project. Likewise, any change initiative is often characterised by new ways of doing things in an organisation. In order to deal with this particular risk while executing our project, we believe that implementation of coaching and mentoring strategies is effective. It is imperative to provide basic training to the members of the project so that they can gain the required knowledge that can enable them to undertake different tasks that are seen as challenging. In this regard, training can be in the form of coaching or mentoring and these strategies are effective in that they are meant to impart new knowledge in the members involved so that they can keep pace with the changes that may take place within the course of the project. 3.5 Support According to Orr (2004), the success of any given project is determined by the support from the management as well as stakeholders involved. In executing this particular project, it is therefore important for the project manager in particular to canvass for support from the stakeholders involved so that they also develop a sense of belonging to it. Support from other stakeholders involved helps to remove the obstacles likely to be encountered such as resistance to change by the people involved in this particular project. If the managers lack support, this entails that they do not have the authority to implement the policies as well as the decisions that are necessary in as far as completion of the project is concerned. The leader must also support the efforts of the subordinates so that they are driven towards the attainment of the set goals. This can be done through motivation as well as continuous assessment of their efforts where proper measures are put into place in order to ensure that they are working towards the attainment of the set objectives. 3.6 Performance measurement In order to monitor the performance of the given project, various methods can be implemented by the management. First and foremost, it is imperative to monitors that costs are controlled within reasonable as well as desired levels during the execution of this particular project. The moment loses are first encountered, it can be seen that something would have gone wrong hence the need to make changes to the performance of this particular project. The set budget for the project is going to be used as the standard method to measure the level of performance of the project with regards to the attainment of the set goals and objectives. Another strategy that is going to be implemented in order to measure performance of the project is related to obtaining feedback from the members involved. Their level of satisfaction with regards to the work being carried out bears testimony about the extent of success or failure of the project. Therefore, periodic assessments of the performance of the team members ought to be taken into consideration in order to make sure that the goals of the project are achieved. It is also important to get feedback from the targeted people particularly the customers who will benefit from this new system. Through feedback, people involved in a particular project are better positioned to know the steps that can be taken in the event that something wrong has taken place. 3.7 Good practice recommendations The success of any project depends on the strategies chosen in executing it. In short, the section below summarises the measures we are going to take in order to successfully execute our project. Project definition: from our initial meeting, we agreed to clearly define the project in a bid to create mutual understanding among the members involved. Tasks are also defined and duties are assigned to different team members who are responsible for carrying out various activities. Put measures to deal with risks Whilst risk in a project is inevitable in a project, it can be dealt with amicably if there are measures in place that are meant to address different problems that are likely to be encountered. Therefore, we have ensured that certain measures will be taken into consideration should we encounter any threat or risk to the project. There is also need to train the members to be able to deal with problems they may encounter during execution of their tasks. It is anticipated that if the project is under control, there are likely chances that the set goals can be attained. Viable control measures should be put in place It is envisaged that continuous assessment of the project will be put into consideration in order to ensure that all tasks are going according to plan. This allows the organisation to proactively respond to areas that are critical in the operations of project. The project manager also has a task to monitor as well as to control the progress and performance of the team members in the execution of the project. Feedback has to be obtained from both angles in order to ensure that the implementation process of the project is viable. 4.0 Task 4: Evaluation This section of the report critically evaluates my personal experiences in undertaking this particular project. I am going to outline the problems I encountered as well as to suggest the measures that can be implemented in order to overcome such obstacles. 4.1 Initial project selection criteria I have realised that coming up with an idea for a project is quite a challenging task. The main problem I noticed is that there is no unanimity among the people involved in the project about the idea of the project they can pursue. The problem is that there is a tendency by the team members to differ in their opinions with regards to the idea that can be pursued. However, I have also realised that involvement of all members in the decision making process is a viable strategy given that all people involved are given the opportunity to express their views and ideas in a free environment. Mutual understanding is promoted if the members of a team freely share their ideas. In our case, I am the one who initiated the idea for this particular project but at first it was rejected by the other members of the team. We only reached a consensus after sitting down and discussed this particular issue. 4.2 Project process Carrying out a project is a process which requires concerted efforts by all team members. I realised that it is quite difficult to fast track this process by skipping other important elements of the project. As a leader, you should always be alert about the different processes characterising the project. A leader should monitor and control all activities where feedback can be given in time of need. As a leader, I realised that it is important to interact with all team members in the execution of the project in order to ensure that there is mutual understanding about the goals that have to be achieved for the project. In order for the project to be a success, there is need to carefully implement each stage from bottom to top so that there is no important element of the project that is overlooked. In order to be successful in a particular project, I have realised that there is need to follow detailed schedule so as to ensure that everything goes according to plan. Failure to observe this important rule is likely to impact on the outcome of the project. For instance, the intended goals may be missed. 4.3 Team communication Virtually, there is no project that can succeed without proper team communication. I have learnt that communication is the back bone of success of every project initiative. Communication allows the members involved to share their ideas as well as views such that their efforts can be pulled towards the same direction. Team communication also enhances mutual understanding among the people involved in that particular project. Where there is mutual understanding, there are less conflicts and people involved are likely to be motivated to put optimum effort in their performance which can positively contribute to the attainment of the desired goals and objectives of the project. It is also important for the team leader to control all communication processes in a project in order to ensure that activities involved can be coordinated. When communication channels are clearly defined, it is also easy to control the behaviour as well as activities of the other team members given that the lines of authority will be clearly spelled. Thus, through effective communication, each member in the team is aware of what is expected of him or her and their efforts are directed towards the attainment of the same goals and objectives. It is my strong belief that communication plays a pivotal role in the execution of any given project given that it enables the people involved to share their ideas towards the attainment of the desired goals of the project. 4.4 Group function In as far as the function of the group is concerned in a project, it can be noted that collective action by the team members is very important since this can lead to the success of the project. Combined effort of different people involved in a project is very effective compared to individual effort. Therefore, if people work as group, there are high chances that they can achieve their intended goals compared to individual effort. In a group, it is also possible for the members to generate new knowledge which can then be shared among the members. This enables them to keep pace with the changes that my take place during the course of implementing the project. In a group, it is also possible for the other members of the team to learn from the others since they are primarily concerned with achieving the same goals. Over and above, I have learnt that in order for a project to be a success, there is need for the people involved to pull their efforts towards the same direction so that they can meaningfully contribute to its effectiveness. There is also need to have consensus as well as mutual understanding among the people involved so that they can share the same vision about the goals that have to be achieved. I have also learnt that a project is a step by step process which can never be fast tracked. The commitment of the people involved in this project is also necessary since they are the ones who can decide its success of failure. A clearly defined project plan which outlines all the schedules to be undertaken is also important in as far as project success is concerned. Group support is also very important since it enables the people involved to pull their efforts towards the achievement of the desired goals. I also think that it is very important to have an agreement first before embarking on a project. Bibliography Burke, R 2007, Introduction to project management: one small step for the project manager, Burke Publishing, London. Fox, W 2008, A Guide to Project Management, JUTA, CT. Hellriegel, H et al 2001, Management, Oxford, CT. Jones, R 2007, Project Management survival: A practical guide to leading, managing and delivering challenging projects, Kogan Page, London. Kritzinger E., Bowler A. and Goliath D (2003), Effective Communication: Getting the message across in business, Afritech: CT. Orr, I 2003, Advanced project management: A complete guide to the key processes, models and techniques, Kogan Page, London. Rossouw, D 2003, Strategic Management, NAE, CT. Prince2 methodology overview (n.d.). Available at: http://www.prince2.com/prince2-structure.asp Accessed on 10 May 2010. Project Management Benchmarking Forum: (n.d) Available at: http://www.pmsolutions.com/ Accessed on 10 May 2010 Appendices Our main meeting was held on the 15th of June 2012 and the following major points were agreed by all members present. It is important to set up a customer to customer site in order to improve communication among the customers as well as the organisation. We agreed that we need to develop the software that can support this new system. Elections were held and each member was assigned a task to fulfil. We agreed that each member will meaningfully contribute in the preliminary research for the study. It was also agreed that the project will kick off on the first of July 2012. In order to save time, we agreed that instead of meeting physically, we can use teleconferencing method to carry out our meeting Read More