MOD004451 Project Management Sample

Introduction

Project management is referred to as the process of planning, procuring, executing and completing an overall project to achieve the objective of any organization. Different tasks and duties are assigned in this process which are able to increase the effectiveness of a team to increase their productivity while performing critical tasks (Daniel and Daniel, 2018). With the help of effective project management, an organization is able to increase their efficiency in completing their task and producing better quality of output which is desirable for them to grow.

The current report is based on GreenReach which is a successful architectural cooperation in the international market. It has expanded to different nations and captured a successful market by satisfying the customers and understanding their needs. This consultancy report will explain a brief summary of the business structure of GreenReach, Appropriate project management methodology that can be used by the organization. An overview of the different organizational structures with their pros and cons will be made. Efforts which can increase the agility of the organization with different benefits and risks associated with it will also be explored. Benefit to the customers of these approaches and the key steps to ensure better quality in project management. An effective project plan will also be developed for this consultancy report.

Part A

Business structure of GreenReach

GreenReach is a global organization which has decentralized its business structure that is helpful for organizing the different divisions of the company that are spread into various countries. The power of making critical decisions is delegated to different managers and key players in the middle level of the company which regulate the overall organizational practices and aspects which are related with the performance of the business. This structure is understood as a flexible approach towards the business practices which is necessary for them to grow and enhance their success (Dinnik et. al. 2019). Differences have been experienced by the organization due to such factors which provides a significant influence on the overall sustainability of the business in the industry. Instability in the business environment has been experienced due to several factors which are leading towards the changes that are made in the decision making process of the business. It is necessary for the organization to develop better strategies and procedures which can be effective for the business to grow.

The organization focuses on the completion of Sustainable construction projects by reducing the harmful emissions which are released into the environment and using renewable materials. These practices are considered as innovative which provides the business with better opportunities to become world leaders in the construction industry. However, several issues and challenges have arisen in the current organizational structure of the business (Dong et. al. 2019). The Confusion among different departments of the organization and leading towards significant change in their operational success which is a major consideration for the organization to focus and improve their overall service. GreenReach is significantly acquiring a large pool of projects which are difficult for the organization to manage. It is necessary for the company to have control over their different projects for satisfying their customers and increasing their overall motivation levels in the industry. A standardized approach for all the different offices that are spread into different nations needs to be developed by the organization to stay focused towards their organizational goals and achieve better results that can be effective for them to enhance their overall practices and gain better advantage.

Project management methodology

Methodologies for project management are considered as the set of principles and rules that are effective for or managing the key constraints which are related with a project to produce better outcomes. These methodologies are effective in providing a better approach to the project teams in order to follow a certain path which can be helpful for them to sustain in the business environment (Filippetto et. al. 2021). There are a wide variety of project management methodologies which are developed by authors in order to provide different businesses with unique solutions related to their project management issues. With the help of these methodologies, organizations can improve their performance and generate higher productivity which is ideal for them to grow in the market. These are as follows:

Agile

This project management methodology is commonly used by different businesses as it values particular interactions of individuals on different processes and tools (Rezania et. al. 2019). It is an effective methodology which can be useful for businesses in dynamic situations which can stabilize their overall ability to make appropriate decisions. It is a flexible approach which promotes direct collaborations and interactions with the higher management that provides better clarity and trust between the team which is effective for better quality of output.

Lean

The main purpose of this project management methodology is to provide better value to the customers by utilizing minimum resources (Garavaglia et. al. 2020). And effective use of waste materials is made in the organization with the help of this approach that is useful in eradicating the waste materials and focusing on the sustainability of production processes of the organization. With the help of this strategy, companies are able to achieve better profitability and gain positive insides regarding their success in the business environment.

Figure 1: Methodologies of Project Management

(Source: EPM Project Management Methodologies Untangled, 2021)

Waterfall

It is the traditional project management methodology which is useful for downward flow of the progress of a company (Ranf and Herman, 2018). A single direction of the business is focused in this methodology with a rigid structure for reducing the cost of experimentation and innovation in the business environment. It may certainly not be suitable for contemporary business organizations which are related with unique types of business issues and challenges that are difficult to face and require a new approach towards better solutions.

Kanban

The Kanban methodology of project management is similar to the Agile Framework but is slightly different as it focuses on the visualization of the project workflow system that is helpful for reduction of the problems and challenges which are generally faced by the organization. The detection of these issues can be made in the early stages of the project initiation which helps the businesses to regulate their organizational activities and achieve higher quality of output which is necessary for them to grow and sustain in the business environment.

Out of these different project management methodologies, the Agile Framework is considered as effective which can be used in the overall organization to give better control to the management of their projects. This methodology is considered as useful for the business as it is able to handle the different issues which are faced by GreenReach in different nations (Hidalgo, 2019). Depending on the business environment of these countries, it is necessary for the company to adopt a flexible approach which can allow them to make significant changes in their strategies on the basis of the requirement of the situation. This practice can be beneficial for them to sustain in the business environment and enhance their overall success practices which are considered as efficient for them to grow and achieve better productivity in the industry. The uncertainty which is generally related with Complex projects can be mitigated with the help of this agile framework which can be adopted by the organization to produce better results in the industry.

Organizational structures

Different organizational structures have been developed over a period of time which provides better suitability to the businesses in order to conduct their business practices in a specific manner. With the help of these structures the organizations can identify their needs and adopt certain practices which are efficient for them to enhance their overall quality of output. These structures are explained as:

Functional organisation

In this organizational structure, hierarchy of different business departments and functions is followed which provides a better control over the organizational activities of a business. There are different departmental heads which are allowed with the authority to control the activities and practices which are generally related with these aspects (Jovanovic and Beric, 2018). An effective coordination is expected in this organizational structure due to the quick problem solving available for the employees from their immediate superiors that are set in a hierarchy. Although this organizational structure may require the expertise of external specialist for better guidance which is considered as a weak point of the functional approach.

Matrix organisation

The Matrix organizational structure is considered as a hybrid structure that promotes sharing of authority and creates a flexible environment for the project members to communicate their thoughts (Ribeiro et. al. 2021). Innovative solutions and practices can be achieved with the help of this organizational structure which is considered as beneficial for the companies to enhance their overall results and achieve higher quality of output. However, the administrative costs are comparatively higher in this organizational structure due to complexity in the relationships of reporting.

Projectile organization

This is a special organizational structure which is dedicated towards the project divisions which are a part of the business. The project managers are allotted the overall responsibility of making the ultimate decisions which are related with the performance of a project team (Kerzner, 2018). A vertical coordination of the project is undertaken with the help of this organizational structure which is helpful to stay dedicated to the overall aims and objectives which are included in a project. Also, a lower growth of the team members can be experienced in this approach as they will be dedicated to a particular project and may not get the overview of different activities that generally go through a business.

Figure 2: Types of Organizational Structures

(Source: The 3 Key Types of Project Management Organizational Structure, 2022)

Better agility for the organization

GreenReach may adopt a flexible approach towards their project practices which can be helpful for them to mitigate the rapid risks and challenges which generally arise among the project teams (Wedekind and Philbin, 2018). These practices can improve the agility of the business in order to enhance their performance in the market and achieve better success which is necessary for them to or Jane fluency in their business operations around different departments. A better collaboration of new and advanced Technologies can be focused by the business in order to properly monitor the different issues which are having a negative influence on their business environment (Wu et. al. 2019). The use of agile project management methodology can improve the productivity of the business organization to effectively achieve better results in the business environment. By using such strategies, they can enhance their overall success and provide better support to their project teams for achieving the organizational goals and improving their overall success in the industry.

There are certain risks and challenges which may be associated with this approach as it may sometimes increase the external costs which may reduce the overall profitability of the business. It is important for the business to effectively manage their financial position in order to stay protected from the threat of such losses that can have a negative influence on their overall growth (Mas et. al. 2020). The applicability of new and effective strategies to bring certain changes in the organizational activities which can certainly create a negative influence on the employee satisfaction levels. With the help of effective motivation and support, the business can improve the performance levels of their members and motivate them to stay connected with their quality of output. With the help of these changes in the organizational structures, the business is able to mitigate the contemporary risks which are having a negative influence on their Global success.

Benefits of new approach for customers

The customers can benefit from this approach as they will be able to get the solutions to their problems efficiently. The new changes and improvements in the business structure can enhance their ability to provide quality services to their clients which can be ideal for them to complete their projects (Odusanya et. al. 2021). Trust is considered as an essential part of the construction business which can be developed by the organization by consistently providing unique results to the customers and increasing their overall sustainability which is necessary for them to obtain better results in the industry. It is necessary for the business to take care of their customers to receive better feedback from their side which can enhance the overall brand image of the organization in the Global market. GreenReach will be able to tackle such issues with better productivity which will help them to provide innovative solutions to their clients and reduce the problems and issues which are generally faced by them.

With the Help of this approach, better success can be achieved by the organization which is desirable for them to attain better practices that are crucial for them to increase their success. By ensuring the applicability of an Agile Framework in the business environment, the thread of such issues and challenges can be mitigated by the organization to produce ideal results and increase the relatability of their organization to the customer needs which will allow them to gain their trust.

Steps to ensure quality in project management

Project management is referred to as a complex business area which requires the use of a stepwise approach which is helpful for a successful completion of the projects which are taken by the business (Mavi and Standing, 2018). The completion of these projects must be made in significant steps which are efficient for the organization to enhance their overall quality of outcome.

Initiation

This is the primary stage of any project which defines the need for this project to be done and is helpful in converting an idea into a meaningful objective which is to be achieved by the project. The key elements of a project are decided in this phase in order to get an overview of the overall achievability of the project goals and what outcomes can be expected by the project teams that will be helpful in satisfying the needs of the organization.

Planning

This is a stage where the company needs to be careful as the planned activities are followed by the team members in order to achieve the overall aims and objectives. A detailed schedule of the project is created with the help of proper research and analysis that is useful for the business to have a control over their different activities which requires due consideration by them (Mesároš et. al. 2020). Smart objectives are promoted in this stage which are helpful to maintain the relevance of the goals which are set by the organization for better achievability.

Execution

This is the main stage for any project as the planned activities are successfully executed with the help of the efforts of the team members. All the allocated resources and the team members collaborate in order to complete the project objectives and increase the quality of output which is set by the management. With the help of these activities a better clarity is expected in the execution stage which is helpful for increasing the productivity of the team members.

Figure 3: Steps in Project Management

(Source: 5 Phases of Project Management – A Complete Breakdown, 2022)

Monitoring and controlling

This is an important stage where monitoring practices are undertaken by the business management to have a control over their project activities in order to achieve higher quality of output. Different Tools and techniques are used by the managers for ensuring better quality in the project success which is necessary for them to enhance their results.

Closing

In the last stage, the final delivery is made and the project objectives are achieved, however an effective analysis on the overall issues and challenges which were faced by the organization are analysed (Naoum et. al. 2018).  The associations with different dealers and suppliers are closed at this stage which is an important task for the business.

Part B

Gantt chart is considered as a powerful tool which is used for or representing different practices which are associated with the project management. With the help of a quality Gantt chart the overall process of project completion can be effectively understood and better conclusions can be developed (Nicholas and Steyn, 2020). The above Gantt chart is showing the different tasks and activities which are associated with the organization including the interviews of IT managers. The time which is selected for the project completion is 4 months which is sufficient for the organization to complete its project activities in an efficient manner. However, certain barriers can arise for the business due to different national holidays which are falling between the time periods of the project which may have a negative influence on its overall success. A certain delay can be experienced in the completion of organizational tasks which is not suitable for the project teams to achieve their objectives.

Part C

The estimated costs of the activities which are associated with the project is £237,689 which can fluctuate on the basis of the overall management of the project team. £21,700 is estimated as the fixed costs of this project and £215,989 are costs of total resources which are used in the project completion. It is found that the fixed costs are stagnant in the overall project completion process but the cost of the resources keeps on fluctuating on the basis of the situation constraints (Nusari et. al. 2018). However, better measures can be adopted by the organization to reduce the external cost which main reduce their profitability. A specific API can be set by the management to improve their cost effectiveness and achieve better results in completing their organizational activities. The reduction in variable cost can be considered as a critical aspect which may be followed by the project managers to increase their success in completing the project under the estimated budget.

Conclusion

It has been concluded from the above assessment that project management is a critical area which requires proper consideration and Management by the team members to achieve desirable results. It is necessary for the organization to identify the suitable strategies   and project methodologies which are essential for them to enhance their quality of output. By using such strategies they are able to mitigate the risks and achieve better results that are critical in their overall sustainability in the industry. The use of Gantt charts and budgeting is necessary for the organization to prepare effective plans that can be followed to increase their quality of output.

References

Daniel, P.A. and Daniel, C., (2018). Complexity, uncertainty and mental models: From a paradigm of regulation to a paradigm of emergence in project management. International journal of project management, 36(1), pp.184-197.

Dinnik, D.I., Grigoryeva, N.S. and Galoyan, Y.E., (2019), August. Improving project management of socio-economic development of the region with the use of soft computing. In International Conference on Theory and Application of Soft Computing, Computing with Words and Perceptions (pp. 214-220). Springer, Cham.

Dong, N., Fu, Y., Xiong, F., Li, L., Ao, Y. and Martek, I., (2019). Sustainable Construction Project Management (SCPM) Evaluation—A Case Study of the Guangzhou Metro Line-7, PR China. Sustainability, 11(20), p.5731.

Filippetto, A.S., Lima, R. and Barbosa, J.L.V., (2021). A risk prediction model for software project management based on similarity analysis of context histories. Information and Software Technology, 131, p.106497.

Garavaglia, E., Anzani, A., Maroldi, F. and Vanerio, F., (2020). Non-invasive identification of vulnerability elements in existing buildings and their visualization in the bim model for better project management: The case study of cuccagna farmhouse. Applied Sciences, 10(6), p.2119.

Hidalgo, E.S., (2019). Adapting the scrum framework for agile project management in science: case study of a distributed research initiative. Heliyon, 5(3), p.e01447.

Jovanovic, P. and Beric, I., (2018). Analysis of the available project management methodologies. Management: Journal of Sustainable Business and Management Solutions in Emerging Economies, 23(3), pp.1-13.

Kerzner, H., (2018). Project management best practices: Achieving global excellence. John Wiley & Sons.

Mas, A., Mesquida, A.L. and Pacheco, M., (2020). Supporting the deployment of ISO-based project management processes with agile metrics. Computer Standards & Interfaces, 70, p.103405.

Mavi, R.K. and Standing, C., (2018). Critical success factors of sustainable project management in construction: A fuzzy DEMATEL-ANP approach. Journal of cleaner production, 194, pp.751-765.

Mesároš, P., Mandičák, T. and Behúnová, A., (2020). Use of BIM technology and impact on productivity in construction project management. Wireless networks, pp.1-8.

Naoum, S.G., Herrero, C., Egbu, C. and Fong, D., (2018). Integrated model for the stressors, stress, stress-coping behaviour of construction project managers in the UK. International journal of managing projects in business.

Nicholas, J.M. and Steyn, H., (2020). Project management for engineering, business and technology. Routledge.

Nusari, M., Al Falasi, M., Ghosh, A. and Isaac, O., (2018). Impact of transformational leadership on project management assets. International Journal of Management and Human Science (IJMHS), 2(4), pp.38-51.

Odusanya, S., Ochoa, J.J., Chileshe, N. and Ahn, S., (2021). Linking complexity factors and project management approaches to performance: an embedded single case study of IT-enabled change projects in Australia. International Journal of Managing Projects in Business.

Ranf, D.E. and Herman, R., (2018). Knowledge management contributions in project management. Land Forces Academy Review, 23(4), pp.288-293.

Rezania, D., Baker, R. and Nixon, A., (2019). Exploring project managers’ accountability. International Journal of Managing Projects in Business.

Ribeiro, A., Amaral, A. and Barros, T., (2021). Project Manager Competencies in the context of the Industry 4.0. Procedia computer science, 181, pp.803-810.

Wedekind, G.K. and Philbin, S.P., (2018). Research and Grant Management: The Role of the Project Management Office (PMO) in a European Research Consortium Context. Journal of Research Administration, 49(1), pp.43-62.

Wu, G., Hu, Z. and Zheng, J., (2019). Role stress, job burnout, and job performance in construction project managers: the moderating role of career calling. International journal of environmental research and public health, 16(13), p.2394.

5 Phases of Project Management – A Complete Breakdown. (2022). [Online]. [Accessed through]: <https://kissflow.com/project/five-phases-of-project-management/>

EPM Project Management Methodologies Untangled. (2021). [Online]. [Accessed through]: <https://www.column5.com/en-us/blog/bid/178246/EPM-Project-Management-Methodologies-Untangled>

The 3 Key Types of Project Management Organizational Structure. (2022). [Online]. [Accessed through]: <https://www.column5.com/en-us/blog/bid/178246/EPM-Project-Management-Methodologies-Untangled>

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