Introduction
Project management can be referred to as a discipline of applying specific principles, and processes for initiating, planning, executing as well as managing the way the changes or initiatives are implemented in an organization. In simple words, it is the process of managing the project from the start through the end of the project to achieve desired outcomes (Hickson and Owen, 2022). The present report describes the project management process of GreenReach architectural company. The company is currently facing numerous problems while delivering a project and is unable to identify the best methodology for managing projects. This report also evaluates various approaches through which the company can become more agile and benefits customers. Moreover, this report also evaluates different steps to be taken to ensure effective quality for its projects. In addition to that, this report develops a proper Gantt chart for different project activities to be carried out and a proper budget is formulated.
Part A – Consultancy report
GreenReach current business structure
GreenReach has adopted a partnership business structure as analyzed from the case study. A partnership business structure is formed when 2 or more people partner or join together to run a business. So, each partner has an equal share in profits and losses. GreenReach has partnered with a material company that supplies raw materials to the company for the Olympic Games and also for the multi-million contract project for developing a new port in Vietnam. Thus, it can be said that the type of partnership business structure GreenReach has is a general partnership as the business is run by two or more partners (Subrahmanya and Krishna, 2021). It is considered one of the most common legal entities to form a business. So, all partners in this type of business structure are responsible for carrying out business operations and are subject to unlimited liability for debts (Lerner, 2022).
One of the major benefits of such a type of business structure is that partners do not need to pay income tax as well as all losses and profits are passed to the individual partners. In addition to that, such a type of partnership can be dissolved at any time. Thus, this type of business structure has been adopted by GreenReach with the primary reason that when the project completes, it will be easy for the company to end the partnership (Bloomenthal, 2020). In addition to that, another major advantage of adopting this type of business structure is that GreenReach can easily share its financial burdens with its partners as it can divide or split its project expanses with its partners. Besides, acquiring loans for starting large projects will also be easy for the company.
Figure 1: Types of Business Structures.
(Source: EDUCBA, 2022).
Project management methodology suitable across the organization.
Selecting a suitable project management methodology can prove as a guide for a company to organize as well as execute its project to ensure high quality and high performance. In simple terms, it is a framework that can help GreenReach to manage its projects in the best possible manner. Various project management methodologies are available to the company such as waterfall methodology, agile methodology, JIRA methodology, scrum methodology, and Pricne2 methodology (Lotfi et. al. 2022). But based on the business structure and projects carried out by GreenReach, the Prince2 methodology can prove to be a suitable project management methodology for the company. The basic reason behind choosing this methodology is that it is the most proven approach to managing projects and can be used for any kind of project. In addition to that, the Prince2 methodology also promotes an effective communication process during the project and can also be adapted to suit the needs of different types of projects.
On the other hand, this methodology also provides effective project as well as business support and also ensures quality management, project control, risk management, management techniques, planning, and organizing (Hojas and Del Toro, 2022). One of the major benefits of using the Pricne2 methodology is that it complements the PMBOK guide and is a complete project management methodology. This methodology is the most advanced project management methodology that can prove suitable for executing huge projects with little or no chance of errors when implemented effectively. Moreover, this type of methodology can prove effective as it encourages the involvement of stakeholders and customers in the process of decision-making (Buehring, 2021). This methodology can also prove suitable for GreenReach as this methodology uses a common language and promotes consistency and, most importantly, has an in-built mechanism for the process of continuous improvement.
Figure 2: Pricne2 Project Management Methodology.
(Source: Infinity, 2022).
Potential organizational structures
Various organizational structures can be implemented by GreenReach, but the company needs to select the best organizational structure that can enhance the project management operations of the company and suits the nature of the business. As GreenReach is an architectural company, it executes projects internationally and locally. So, in this case, the most suitable organizational structure recommended for the company is a hierarchical structure (Zhang et. al. 2022). The reason behind this is that the hierarchical organizational structure follows a proper direct chain of command from project managers to staff through project executives at both team and department levels. Also, in this structure, top management is the decision-making authority, thus there is a clear line of authority that minimized confusion and involved proper reporting. On the other hand, some of the major disadvantages of hierarchical organizational structure are sometimes directions or chains of commands can be quite complex, slowing down the decision-making process. Besides, this structure majorly involves the top-down process of communication (Sun et. al. 2022). So, any problem or issue at lower levels cannot be conveyed to the top level.
Another type of organizational structure suitable for GreenReach is the network organizational structure. This type of organizational structure can go beyond the company’s internal structure, and this can prove effective for the company to manage projects at both local and international levels. Besides, this type of structure can also prove suitable for the company in effective utilization of resources, open communication, and establishing strong partnerships. In addition to that, this organizational structure can give the company more agility and flexibility and also encourages partnerships for starting large projects (Van Borkulo et. al. 2022). Besides, this approach also involves employees in the process of decision-making and taking initiative. One of the major disadvantages of network organizational structure is that it enhances the complexity while managing projects that are mostly offsite.
Increasing agility and its risks and benefits
Becoming more agile can prove helpful for GreenReach in managing and executing projects and can bring customer satisfaction as well. GreenReach is an architectural company, so the company needs to enhance its agility to achieve success and profits as well. One way to become more agile is by focusing on the main project priorities. So, the company needs to prioritize its project and project-related activities more effectively (Gerster et. al. 2021). Thus, the company needs to establish proper priorities for the project. For example, GreenReach can choose a project based on its importance and delivery dates. But the risk linked to this approach is that employees may fail to work on priority-based projects and may fail to understand the importance as well. On the other hand, the skills and knowledge of the staff may not be up to the mark and may lack the required skills and knowledge to work on priority-based projects. Moreover, to become more agile, GreenReach can simply automate its project management processes. In this case, the company can make use of effective project management software such as ClickUp, Notion, Teamwork, Confluence, and so on to automate its process of project management. Moreover, GreenReach can also use information dashboards for establishing real-time communication channels. So, this will allow the company to set proper collaboration and develop an understanding of the steps to be taken and strategies to be developed to meet project outcomes (Radhakrishnan et. al. 2022). The risk associated with project management automation is that the process of automation can be very lengthy, and identification of the required project management processes to automate can be difficult. While automating the process, there is always a risk of mismanaging a huge volume of data, and any error in the data can prove costly to GreenReach.
Customers benefited from the new approach
A new approach can benefit the customer of GreenReach in numerous ways. One of the major benefits of the new approach to customers is that it is faster-time-to-market. This means that the agile approach allows projects to end at a faster rate. The reason behind this is that the company effectively prioritizes activities or tasks. By prioritizing tasks, GreenReach knows what needs to be done to complete the project on time or before time (Aghina et. al. 2021). So, completing projects on time or before can save a huge amount of money for customers and time as well. Becoming agile also ensures that project quality is well-established throughout the project. So, delivering high-quality projects can also prove beneficial to customers. It can result in high customer satisfaction, and customers will be delighted. In addition to that, the agile approach reduces confusion as it puts customers, employees, company, and project managers on the same side as it encourages regular communication and collaboration. In addition to that, the agile approach encourages customers to provide feedback and receive updates regularly. So, customers can participate in the decision-making process and can make adjustments accordingly (Wang et. al. 2022). Besides, this approach also ensures transparency and visibility which can also prove beneficial to customers in different ways. Transparency and visibility will allow customers to keep a check on different project deliverables and activities carried out during the project.
Steps for ensuring project management quality
GreenReach can follow the below-mentioned steps to ensure project management quality.
- The first that GreenReach can take is to make quality management pragmatic. The prime focus of the company should maintain quality throughout the project (Wang et. al. 2022). Quality can be maintained by clearly defining and meeting project requirements and the requirements of stakeholders and customers as well.
- The second step involves planning for quality. Here, while planning the quality, the company should plan how it will manage the quality of the project. This may include-
- Tools and techniques applied.
- Planning roles and responsibilities for maintaining quality.
- Types of software testing environments needed.
- How and when to measure the quality of the project.
- Tracking issues and defects and
- Validating project deliverables.
- The third step involves starting the project with a prime focus and commitment toward project quality management. In this case, by conducting tests and inspections regularly across the project lifecycle, the project managers are more likely to identify defects at the point of origination. This can save time and money later.
- The fourth step involves investing in quality management logically. Here, the amount of time that is spent on quality should be able to be commensurate with project complexity and size (Lotfi et. al. 2022). Besides, GreenReach should remember that there is a cost for quality, and this cost is not more than the benefit.
- The fifth step involves conducting appropriate tests. This involves software testing and project testing, and these tests need to be conducted properly. Besides, the company should ensure end-to-end testing is performed.
- The sixth step involves protecting the time for testing. Testing mostly occurs at the end of the project. Thus, the company needs to make sure that appropriate time is allocated for testing, and if not, testing time is cut. This can create problems during the project.
- The final step involves the discussion of the fixing dates with project sponsors. Here, the company should apply its experience, knowledge as well as creativity to deliver the project in the desired timeframe and quality (Adeola and Ganiyu, 2022). Besides, the project manager should also know when to negotiate scope, tradeoffs, risk, and quality.
Ensuring confidentiality
Ensuring project confidentiality can be an important but challenging process for the company. The project should be managed in such a manner that it should ensure confidentiality. While delivering the project, project managers should leverage advanced modes of communication. The quality data or information that is highly sensitive should be managed properly and held with only authorized personnel (Fan et. al. 2022). However, communication is a primary project function, so the company needs to allocate such primary communication responsibilities to a person that is experienced in answering queries, providing project progress reports, and reporting. While managing the project, the company must implement the project confidentiality policy and should also set proper rules and regulations while handling project information, and should also avoid second-guessing (Tao et. al. 2022). In addition to that, to ensure project confidentiality, the project manager should be able to reduce risk related to information leakage, and data breaches and can ensure regulatory and confidentiality compliance.
Approaches to reduce problems in communication and its benefits to customers
Any communication problems within the project management can prove to be disastrous to the project. So, the company needs to address and reduce communication problems during the project as it can result in project success and prove beneficial to customers as well. One of the best methods to reduce communication problems is by developing an effective communication strategy across the organization (Ertürk Yavuz and Gürsoy, 2022). Here, GreenReach can apply a two-way communication process that allows communication from top-to-bottom and bottom-to-top levels. This can prove beneficial to customers as this approach enhances the quality of the project and reduces misconceptions related to the project and customers can also become an important part of the communication process. GreenReach should communicate with customers, employees, and stakeholders periodically, and this is the best way to minimize communication problems. Proper communication policies should be established within and outside GreenReach. This can surely increase the level of customer satisfaction as they feel valued and involved in the project. Regular feedback is also another approach to reducing communication problems. Feedback regularly is a healthy sign for establishing effective communication. This approach can prove beneficial to customers as it encourages customers to provide opinions and can also evaluate the progress of the project (Bidder et. al. 2022). Moreover, customers can provide feedback at any time, and this method can encourage customers to communicate with project executives and project managers at any time and can also address their issues.
Part B – Gantt chart
A Gantt chart is one of the most popular and useful tools to show different activities that are involved and need to be carried out during the project. Developing a proper Gantt chart is important for delivering the project timely and effective. Besides, the Gantt chart shows when and how different activities are carried out from the start to the finish date of the project (Padmakusumah et. al. 2022). GreenReach can make use of the Gantt chart to determine activities and can allocate resources accordingly to deliver the project. The project with the help of a Gantt chart can ensure the project quality and maintain the project progress effectively. It can be analyzed that in the current project, different task categories are developed through the PMBOK process and training is offered to staff through phases 1 and 2. Another important task of this project includes interviewing senior managers and IT managers.
On the other hand, the start date of the project is 1-12-2022 and the project finishes on 15-04-2023. It can be analyzed that the actual time allotted for the project is 4 months, but the project is estimated to exceed one month extra. The reason behind this is national holidays such as Christmas that fall from 23-12-2022 to 04-01-2022. So, these holidays can be a major reason behind the delay of the project by one month. Thus, it needs to be adjusted in the Gantt chart. The Gantt chart for this project has been developed below.
| Task Name | Duration | Start | Finish | Predecessors | Resource Names |
| Initiation | 17 days | Thu 01-12-22 | Fri 23-12-22 | ||
| Project kick-off | 3 days | Thu 01-12-22 | Mon 05-12-22 | S1,C1 | |
| Interview the office manager | 4 days | Tue 06-12-22 | Fri 09-12-22 | 2 | OM,S1,C2 |
| Interview the senior project manager | 2 days | Sat 10-12-22 | Mon 12-12-22 | 3 | SPM,S1,C1,C2 |
| Interview the customer | 3 days | Tue 13-12-22 | Thu 15-12-22 | 4 | EC1,S1,C2 |
| Interview the IT manager | 2 days | Fri 16-12-22 | Mon 19-12-22 | 5 | ITM1,C1,C2 |
| Interview supplier | 4 days | Tue 20-12-22 | Fri 23-12-22 | 6 | S1,C1,C2 |
| Planning | 16 days | Sat 24-12-22 | Fri 13-01-23 | 6 | |
| Establish PMO | 11 days | Sat 24-12-22 | Fri 06-01-23 | 7 | PMO,C1,C2 |
| Establish a change control board | 5 days | Sat 07-01-23 | Thu 12-01-23 | 9 | PMO,C1,C2 |
| Execution | 40 days | Fri 13-01-23 | Thu 09-03-23 | 9 | |
| Develop internal PMBOK process | 22 days | Fri 13-01-23 | Mon 13-02-23 | 10 | SPM, C1 |
| Define team R&R | 9 days | Tue 14-02-23 | Fri 24-02-23 | 12 | SPM, PMO, C2 |
| Team training phase 1 | 5 days | Sat 25-02-23 | Thu 02-03-23 | 13 | C1,EXT1 |
| Team training phase 2 | 5 days | Fri 03-03-23 | Thu 09-03-23 | 14 | C2,EXT1 |
| Monitoring | 14 days | Fri 10-03-23 | Wed 29-03-23 | 14 | |
| Project summary KPI plan | 8 days | Fri 10-03-23 | Tue 21-03-23 | 15 | C1,S1 |
| report write up | 6 days | Wed 22-03-23 | Wed 29-03-23 | 17 | C1,C2,S2 |
| Closure | 6 days | Thu 30-03-23 | Thu 06-04-23 | 17 | |
| Management board meeting | 2 days | Thu 30-03-23 | Fri 31-03-23 | 18 | M1,C1,C2 |
| Project write-up and filling | 4 days | Sat 01-04-23 | Wed 05-04-23 | 20 | C1, C2 |
Figure 3: Network diagram.
Part C – Budget Creation
Based on the project activities that need to be carried out, the estimated project cost of the entire project is £237,689. Moreover, the cost of total resources has been estimated to be £215,989, and the fixed cost of the project has been estimated to be £21,700. It can be analyzed that the cost of fixed will remain the same throughout the project, but the cost of resources may vary depending on the project activities. On the other hand, some variable costs can be minimized to reduce project costs. This can be done by reducing spending on the activities like marketing and travel. Also, conducting online interviews instead of face-to-face interviews can reduce time and money.
It can also be analyzed that one of the major expenses of this project is the cost of resources. So, carrying out activities such as board meetings, employee training, development of internal PMBOK, report filling, report write-up, R&R, establishing PMO, project kick-off, change control board, KPI plan, and interviews is a huge expense. Thus, it has been estimated that the total cost of these activities involved in the project is £215,989. But the project manager must reduce some variable costs to minimize the total expenses of the project.
Conclusion
Managing the project effectively is the prime concern of the project management company. The type of business structure adopted by GreenReacah is the business structure of the general partnership. It can also be concluded that the Pricne2 methodology can prove a suitable project management methodology for the company and can implement hierarchical or network organizational structure within the organization. To become agile, various approaches need to be developed and various steps need to be followed to establish project management quality. The entire project costs £237,689, and the project will also exceed by one month instead of 4 months due to holidays.
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