5Z7V0002 Faculty of Business and Law Assignment Sample
Module code and Title: 5Z7V0002 Faculty of Business and Law Assignment Sample
Introduction
A project that is based in multiple countries across the world is called global project management. Regarding global projects, multiple project teams and people are spread across different countries and each of them is working on a single project (Wiewiora et al. 2020).
In this report, different elements of global project design are considered with respect to a new communication system after Covid-19 pandemic. A proper approach formulation regarding project management using Agile and Hybrid project management procedures are also highlighted in this report. Apart from this, recommendations for delivering a successful project management are provided in this report.
Main elements of a Global Project to design a new communication system
The four basic elements that are required for a global project design schema with respect to a new communication system are as follows: resources, money, time and scope. As noted by Mantel and Meredith (2009), resources of a global project management refer to having HRM resources, financial resources, material resources and time resources. A proper project budget is also essential with respect to a successful completion of a project by maintaining goal-oriented workflow management. A project budget is a total estimated cost that is required for any global project activity over each project phase (Nicholas and Steyn, 2020).
It is essential because it helps to estimate cost functions for each project step and ensures that funds are available at the right time to ensure smooth project flow management. In the scope of a project management schema, time management is an approach to use time efficiently in order to complete projects smoothly. According to Wajcman (2019), time management is essential with respect to meeting scheduled deliveries and concluding all of the work by or before completion date.
Finally, scope of a global project is essential with respect to project planning and project goals. Project scope is a part of project planning which involves determining and listing documents for project goals, tasks, costs and deadline (Bastos et al. 2018). Therefore, a proper project scope is essential with respect to maintaining a successful project completion in a new communication system.
Regarding a new communication system after the pandemic of Covid-19 it is essential for a global project to have these above mentioned project resources. Covid-19 pandemic has led to lockdown scenarios for countries which lead to maintaining social distance norms and work from home systems. During a global project it is essential to have people around the world who are competent enough to be incorporated in any project scheme (Bushuyev and Verenych, 2018).
In this scenario, different equipment like laptops and computers are required to connect people around the world. This requires multiple software like Google meet, Microsoft teams and Skype to arrange online meetings and business meet ups. After this thing, the requirement is a fund that helps in making such arrangements by using online frameworks and online bank transactions are the key for this scenario. Business HR management has this job to ensure these transactions are made efficiently and safely with different co-workers of a particular project (Ciccarelli et al. 2022).
It is important for a global and virtual communication project to maintain a proper time to complete all essential tasks. As a consequence, setting reminders for all essential tasks is one of the most important things to incorporate by creating some daily planned activities. In terms of maintaining a proper project scope, it is essential to maintain significant goals that are relevant and use them properly to get desired outcomes.
Formulation of communication design using Agile or Hybrid Project Management
Agile
Figure 1: Agile Project Management (Source: As inspired by Thesing et al. 2021)
The Agile methodology of project management refers to breaking down a project into different parts and segments to complete them properly. Agile method involves multiple conversations and agreements among stakeholders to make a continuous improvement of a project scenario (Soeteman-Hernandez et al. 2019). Once the work begins, a general life cycle of a project like planning, executing and evaluating are maintained in order to complete the overall task. An overall Agile method contains tasks like:
- Individuals and interactions over process and tools.
- Working on software for comprehensive documentation.
- Customer collaboration for contract negotiation.
- Responding to change over following multiple plans.
Agile methodology contains multiple advantages like making superior quality products, customer satisfaction, improving project predictability and reduced risks. Agile method is a framework that does not require all of the requirements to gather at the beginning of the project. Requirements can be changed and altered throughout the entire project structure and therefore it is advantageous for any kind of project management.
The Agile method is beneficial for this new communication strategy using social distance after Covid-19 pandemic because in this framework requirements can be changed. Multiple disadvantages of agile method are poor resource planning, fragmented output and difficulty in management.
Hybrid
Figure 2: Hybrid Project Management (Source: As inspired by Lalmi et al. 2021)
Hybrid project management is a schema that encourages two or more project methodology to club them together and then perform a project management process. According to, Reiff and Schlegel, (2022), Traditional Hybrid project management refers to clubbing two methods that are Agile method and Waterfall method, together. An overall Hybrid methodology process is described below:
- Choosing any two methodologies in order to club them together and here these two methodologies are Agile and Waterfall model.
- Identify the advantages and disadvantages of the Agile and Waterfall model and concentrate on the advantages more than their disadvantages.
- Discussing and identifying how to use these models in a clubbed format.
- Regularly revaluate and adjust this entire framework by learning from mistakes of entire workflow management.
In this instance, a hybrid model of Agile and Waterfall model is beneficial for maintaining project management in a new communication system after Covid-19. Since, hybrid models concentrate on advantages of two models and try to reduce weaknesses of these models therefore it is beneficial.
Justification for selecting Hybrid Project Management for communication design.
Figure 3: Waterfall Agile hybrid model (Source: As inspired by Thesing et al. 2021)
Using Agile and Waterfall models of project management are the right option for project management like communication design during the pandemic of Covid-19. Thesing et al. (2021) established that Waterfall model is too rigid and the agile model is too loose. It is essential to balance the disadvantages of Agile and Waterfall models and highlighting the advantages of both. Using the Waterfall and Agile model both there is an advantage of collecting requirements at the beginning and then changing them according to requirements.
In this case, combining these two models ensure higher customer satisfaction by maintaining proper project management. This hybrid ensures avoiding rigid steps that end up in an expensive approach of project management. In this scenario, it is beneficial for project management because it requires less cost than agile technology. Hybrid Agile Waterfall model ensures the effectiveness of project completion by the process of build, design, correction and test (Nelson, 2020). Regarding this instance, it will be beneficial to use this hybrid model rather than just the agile model of project management.
Critical analysis of main environmental issues that affect project implementation
There are multiple issues during Covid-19 pandemic that are affecting project implementation in this era of new communication systems using modern day technologies. During this Covid-19 pandemic, across the world there is a situation of human health that is affecting a global project management system. Due to Covid-19 the future of project management is changing continuously and it has also affected productivity of projects. Remote working is the new scenario of project management that is hampering project effectiveness.
There are multiple issues of connectivity, collaboration during remote working and accountability of the project. For instance, if the remote working system is executed properly then there can be multiple advantages and they are increased productivity and reducing turnover rates. Using online platforms during remote working is beneficial with respect to accessing the global top talents who are beneficial for project management (Soto-Acosta, 2020).
This helps to hire global talents for a company that can improve their revenue and profit margins. Improved work and life balance is another impact that can happen with respect to remote working procedure incorporation in project management. Therefore, maintaining a working home procedure or remote working companies and project managers can ensure to establish a highly skilled and qualified team globally.
Project implication strategy of different companies across the world is facing a major issue of supply chain management and that is a major problem for project management. Lockdowns and border closures are two things that happened during Covid-19 pandemic and this impacts a global project management schema. Supply chain issues lead to major problems like not having raw materials and workers for business project management (Paul et al. 2021).
This is a major problem for project completion and maintaining a good work culture and with respect to global project management it is much more difficult. In order to make a bright future of project management different HR and project managers must get proactive to support the potential threat of supply chain issues. Another problem for managing a global project during and after Covid-19 is the cost implications.
According to Paul et al. (2021), there are few problems of multiple countries regarding their low amount of GDP during Covid-19 and therefore project managers can sense a limited amount of cash-flow. Project investors are also restricting themselves to invest in different projects in the market during Covid–19 because of the low amount of revenue. This can hamper an overall project structure and workflow management due to having a lack of money.
The major problem during Covid-19 in a global project management is communication gap among project investors, shareholders, stakeholders, management and workers. As observed by Kaushik and Guleria (2020), due to this pandemic, people are maintaining working from home culture and using digital tools and software’s to connect with other people. During this instance, it is difficult to manage global and complex projects using online digital media to connect with other project partners who are spread globally.
There are also some issues of productivity of working from home culture that can hamper the entire project management structure. As there is a risk of overworking in working from home culture therefore that is not good for employees. They suffer working overhead at some times which affects their productivity and concentration and the outcomes of the project are affected.
Another effect of Covid-19 in global project management is an increased amount of cost around the globe regarding supply chain issues. During this case scenario there are multiple cases of cost increment of raw materials in different countries. That is why project managers are feeling difficulty to maintain a centralised cost optimization process that can impact a project.
Example of environmental issues from existing practices
During Covid-19 there were multiple lockdowns in UK and therefore their entire GDP suffered. In 2020 there was a significant drop in their GDP during the first wave of Covid-19 and during the second wave also their GDP suffered. The GDP of UK in 2021 was 3,186,859.74 million (WORLDBANK, 2022). Due to lockdowns and social distance norms of Covid-19 there were serious supply chain issues that hampered the entire economy of the UK and their GDP decreased.
In this scenario, their inflation rate was also increased and therefore few companies suffered regarding their business and profitability. UK inflation rate hits a 40-year high of 9.1% in 2022 and it is further increasing (NPR, 2022). This made an impact in the business sectors of the UK and shareholders are taking back their shares and not investing any more money in further projects.
Companies are suffering due to this scenario and their revenue with profit overhead is decreasing. As the inflation rate of UK touched a 40 years high and that is why their shares also fell in share market (Reuters, 2022). This overall scenario is highlighting the environmental issues and their effect of Covid-19 in UK market which are very threatful for a new project management schema.
SWOT Analysis of implemented Project Communication System
| Strengths
● Implemented “hybrid” project communication strategy helps in documenting detailed explanations of projects so that employees feel more motivated and encouraged to perform business operations. ● Hybrid project management helps in creating a strong communication among stakeholders of organisation and develop strategies according to the needs of a project. |
Weaknesses
● Weaknesses in project management can occur due to two factors including external factors and internal factors. ● Most significant project management issue in hybrid project management is mainly caused by improper activity of project managers and their distance with normal employees and workers. ● Hardjati and Febrianita (2019) studied that communication helps in building a strong interpersonal relation among employees and managers. ● Nevertheless, distance among project managers and employees are a major weakness for developing strong project management communication. |
| Opportunities
● Hybrid project management communication system helps in developing strong communication among stakeholders including suppliers, inventory managers, employees and project managers. ● Once communication among stakeholders is strengthened, business managers gain advantages by building trust through project communication strategy. |
Threats
● Insufficient engagement among employees, stakeholders and managers is a major threat to development of business through implementation of hybrid project management strategy. ● Lack of involvement among stakeholders and managers is responsible for inadequate and insufficient project management objectives that create a negative influence on organisation. |
Table 1: Internal Factors (Source: As inspired by Hardjati and Febrianita, 2019)
Analysis
Hybrid project communication strategy helps in updating stakeholders through email and messages for making aware of decisions taken by management for expanding business opportunities. Hybrid project communication matrix helps organisations to implement a certain project management communication methodology. Adopted project management methodology helps in delivering better results. Wiewiora et al. (2020) mentioned that effective communication within project management helps in transferring knowledge among employees through peer-to-peer learning strategies.
This improves culture of an organisation and enhances the potentiality of the workforce. Another most important weakness of project communication is its inconsistency. This inconsistency is also responsible for lack of transparency in business processes. This inconsistency is mainly caused when project managers fail to deliver adequate and enough information on implemented changes within workplace.
Lack of technological awareness is another major weakness of hybrid project communication systems. Uncertain situations such as COVID-19 pandemic or other natural disasters cause disruption within communication and to overcome this situation, organisations are required to implement technological advancements within communication system.
Strategic project communication helps in setting clear goals and objectives that are required to be achieved for enhancing business opportunities and gaining competitive as well as financial advantages. Coelho et al. (2018) inferred that effective communication helps in developing strong relationships with consumers and identifying their needs. Strong communication strategy in project management develops good relations between organisation and consumers which helps in identifying needs of consumers and developing products according to their needs.
Inefficiency of leadership is another significant threat that harms hybrid project management and communication within project management. Gardiner (2005) opined that project managers are required to act as leaders to address employees on effectiveness of communication within project management. Inefficiency in leadership directly affects employee engagement and motivation. Not collecting enough feedback is another threat that resists organisation to work on existing communication processes and make it even more effective.
Models and Theories
A theory or a model mainly consists of concepts and casual relationships that relate to concepts. Currently, project management includes several global trends such as technological advancements, and considering these factors project management takes a leading role in enabling and facilitating involved changes (Koskela and Howell, 2002).
Theory of project management involves three major components including “theory of planning, theory of execution and theory of controlling.” Theory of planning process is structured into ten core processes among which most important are resource planning, cost estimation and project plan development.
Project Planning Model
Figure 4: Project Planning Model (Source: As inspired by Koskela and Howell, 2002)
Project planning model mainly contains a number of phases which are required to go through to become successful. Project planning model has three parts including basic project planning, project model and management, execution of projects and project evaluation and feedback.
Planning project model helps in ensuring quality improvement of project by maintaining effective communication among employees. Through project planning model organisations can identify needs of a situation and develop project management strategies accordingly to ensure achieving business objectives.
Theory of Planning
Theory of planning is referred to as the initial stage of project management where project managers aim at developing and implementing strategies for execution of a project. During this phase, project managers build strong communication among stakeholders for making project management objectives more clearly to them. In theory of project planning communication is regarded as non-hierarchical and this is primarily based on interactions between subunits. Theory of planning includes a strong causal connection between actions taken by management and outcome of a project.
Theory of Execution
This phase mainly focuses on identifying the process through which a project is executed. This theory of execution presents a logical set of different connected activities and a discipline process that enable an organisation to take adequate measures and make them work. Project execution also identifies effectiveness of project. Maylor (2010) mentioned that without having a proper planned approach to project execution, strategic goals are tough to be attained. During execution of a project, project managers aim at incorporating different project management strategies such as waterfall, agile or hybrid to ensure effectiveness of project.
Theory of Controlling
Theory of controlling is last phase in project management where project managers mainly ensure effective outcome of projects that would help organisations to achieve business objectives. Controlling theory is also considered as communication theory as in this phase project managers communicate with different individuals who are associated with project management.
Recommendations for delivering a successful project
A successful project requires involvement of stakeholders and maintaining an effective communication for ensuring adequate outcomes of project. If a project fails to acquire essential components, it may affect growth and development of organisations. Due to this, project managers are required to follow some recommendations for practising project management strategies to deliver a successful project.
Developing scope statement
Scope statement is regarded as a formal documentation that aims at identifying deliverables that are excluded and included from a project. Scope statement acts as a key document as it helps in negotiating objectives and deliverables and also helps in clarifying assumptions. Thesing et al. (2021) asserted that a good project statement includes project objectives, project milestones, key requirements, project deliverables and limitations and exclusion of projects. Deliverables in project management defines scope of that project and how it would be beneficial for development of organisation’s business. Scope statement helps in identifying key requirements that a project needs to meet.
Conducting stakeholder analysis
Stakeholder analysis is a technique that is used for evaluation of needs and requirements of individuals who are associated with this project. Stakeholders of an organisation include its employees, consumers, suppliers and investors who share different interests. Some stakeholders are provided with higher power in organisation along with significant interest.
These individuals have higher interest in project while other stakeholders have low interests. Therefore, it is essential for organisations, especially management of organisations, to conduct a stakeholder’s analysis to collect feedback from them. Dissatisfaction of powerful stakeholders would be a major problem for a project manager because of his higher influence on business.
Establishing and communicating project plan
Project planning is quite different from project schedule as project planning is considered as a formal approach or document that helps in defining project management process for execution and controlling of project. In project management plan, project managers explain the process through which project management procedure would be executed. Project management planning includes an overall representation of different processes that are implemented for execution of a project.
Reviewing work breakdown structure
Reviewing “work breakdown structure” (WBS) is one of the most essential components within project management. Work breakdown structure is a graphical representation and a visual format that helps in breaking down entire project into small deliverables which can be added within project schedule. Abdi et al. (2018) mentioned that work breakdown structure may not have a direct impact on smaller projects but in larger projects, work breakdown structure is highly effective.
Representing a work breakdown structure helps project managers to identify and organise key work streams that are needed for tracking and reporting project status. WBS also helps in keeping track of issues, risks and actions by following a collaborative tool for maintaining log of project managers.
Conclusion
From this study it can be concluded that project management plays a significant role in developing business opportunities of an organisation. This study has focused on Covid-19 pandemic as an environmental issue that has affected communication within project management. It has discussed two project management strategies such as agile and hybrid and has justified effectiveness of hybrid project management.
This study has further represented a critical analysis of environmental issues that are impacting project implementation and disrupted practices of such environmental issues. It has discussed a detailed SWOT analysis of project communication and has developed models and theories accordingly. Lastly it has established recommendations for a successful project management for achieving business objectives.
References
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