• Posted on September 15, 2024
• Anshu vyas

Introduction 

Project management is a significant process that involves planning, organizing, staffing, and monitoring key activities to ensure projects can be completed. The project managers must manage the project by making the best use of their skills, knowledge, and abilities. Moreover, in the current report, themes and content have been developed for the Youtube channel for making herbal tea projects (Liang et. al. 2021). With the growing health and wellness trend, there have been drastic changes in the global tea market, especially among herbal tea consumers. For promoting this project, a YouTube channel is used as most people are making use of social sites to get information and have entertainment.  

This report will highlight key information related to the project of herbal tea, involving the feasibility of its products, scope, strategy, and the way team members are structured. Similarly, it also includes a risk management plan, project control system, and key tools of project management that can be used by managers to handle projects. 

Feasibility study, scope, strategy of project, WBS

Feasibility of the project

Feasibility is an important process of assessing the success or failure of the project. To analyze the feasibility of the Herbal tea project TELOSS will be utilized, such as:

Technical feasibility: The present project of promotion of herbal tea through the use of YouTube channels involves making use of digital technologies and several social media channels like Facebook, Twitter, and Instagram. All these resources are quite accessible as through the use of smartphones and computers, the content and video for YouTube can be developed and people can be aware of the herbal tea and its key benefits for them (Nguyen, 2020).  To control the risk of project failure, it could be engaged in taking feedback from consumers related to the channels and their meaningful content.

Economic feasibility: The project herbal tea will not cost more than the expected benefits, to develop content and videos on the YouTube channel Herbal Tea. Generally, there is no cost to open a Youtube channel but to develop innovative content and videos, the firm might invest $240 minimum (Kuzmin et. al. 2021). But, through having attractive content, video transcripts, and editing, it could be able to add millions of people within the organization and significantly increase the overall profit margin. Such as, the average rate per 1,000 views is around $1-2 that is being engaged by the promoter. To control the cost and benefits, the managers will monitor the total expenses and focus on improving the number of views to increase revenue.

Legal feasibility: To promote the herbal tea project via a YouTube channel involves the implementation of copyright so that the individuals have the right to advertise and gain profit by promoting products through the channel.  Similarly, it involves legal law to ensure the privacy and security of the personal information of individuals so that no harm can be caused to anyone while completing the project (Yu et. al. 2020). In the context of controlling the risk and stakeholders like consumers, employees suppliers, or regulatory bodies, all legal laws are abided by and ensure the well-being of stakeholders. 

Figure 1: TELOS Feasibility Study

(Source: Lisa Jo Rudy, 2021)

Operational feasibility: Yes, the project of herbal tea by YouTube channel is workable on a day-to-day basis, as more and more people view the channel, liking and sharing it will increase the viewing, likes, and key revenue earned from it. The outcome will also be acceptable to end users, as the content and video are about herbal tea which has several key benefits on health, likewise improving skin care, digestion, and many more (Arabian et. al. 2020). The project manager has continuously reviewed what new needs to be added to the content and video to make it more attractive, and meaningful for people.

Social feasibility: Yes, the project of herbal tea will meet the requirements of stakeholders as it involves increasing consumption of herbal tea which is good for the health of individuals. Likewise, presently, with increases in awareness among people about their health and well-being, the global herbal market was valued at US$ 3,962.7 million in 2023. Similarly, it is expected that herbal tea sales will increase by 7.3% to US$ 7,693.5 million (Kuzmin et. al. 2021). The video has specified the benefits and the way it must be made and consumed by people to stay fit and healthy for a longer time frame. Finally, key performance indicators such as: like, share, and comment, stakeholder’s matrix will be used to control the process.

Scheduling feasibility: The project of posting content and videos on your YouTube channel of herbal tea will be completed within a set time frame which is approximately 3 months. The script the YouTube will be made in 1 month and 1 and a half months the video and content will be designed to engage the consumers and increase sales of herbal tea (Yu et. al. 2022). Several key techniques will be utilized by the managers to control the scheduling like developing critical paths, budgeting, and benchmarking related to what, when, and how tasks must be completed in the best way. 

Scope of project

The scope of the Herbal tea project is widened as it involves the use of a YouTube channel to inform consumers about Herbal tea, its key benefits, and the way it is being made. Through this video, they will be offered key details about the ingredients that are being utilized in making herbal tea and the way they help improve the health and well-being of individuals (Sarkaya et. al. 2021). The project will involve different stakeholders, like suppliers, the digital marketing team, content creators, project managers, and video developers to successfully implement the project. The time frame is also 3 months. Project Management Assignment Sample 2024

The strategy associated with the Herbal project

Create my YouTube channel: First of all, efforts have been laid on deciding to create my own YouTube channel on which necessary details about herbal tea, the way it can be made and others could be posted. 

Set aim and decide on target market: The strategy has been planned to set the objective of developing a YouTube channel and offering herbal tea, and the target audience is all the people who are concerned about their health and well-being. Similarly, all adults between the ages of 18-55 and who are interested in the consumption of tea will also be influenced to buy herbal tea for their health (Nicholas and Steyn, 2020).

Figure 2: Youtube marketing strategy

(Source: Digitalschool, 2022)

Developed quality video content: Afterwards, necessary steps will be undertaken to develop quality video content for YouTube channels herbal tea to influence the maximum number of people to have it. The content will involve using special signs, and symbols to attract individuals and increase sales. 

Collaborate with YouTube influencers: Moreover, efforts will be led to collaborating with any of the YouTube influencers that could influence people to try herbal tea rather than others as they are more beneficial for their health and are cost-effective (Frederico, 2021). 

Work breakdown structure

It contributes to segregating the different activities into smaller tasks to specify how the project will be completed and managed effectively. The WBS of herbal tea is as follows:Project Management Assignment Sample 2024

Figure 3: Work breakdown structure of the project

(Source: Self-made)

The project team has structured and organized

Structure and organised of the project

In the herbal team project, the individuals and team members are organized and structured in a hierarchical order, that is, from top to bottom the management of the project is being done. It specifies the top managers of the company provide orders related to what, when, and how tasks must be completed. It offers necessary guidelines and directions about the steps that they need to undertake to accomplish a project in the best possible way by making the best use of resources. The organization of authority lays efforts on ensuring management level effectively understands its relationship with each other and helps firms to quickly and efficiently make decisions. Moreover, there are several key benefits of the hierarchical structure of the project team of the Herbal tea project, such as:

1. It results in better defining of authority and responsibilities among the team members for completing tasks.
2. Promote clear and transparent communication among the team members that results in motivating them to productively work for the benefit of the project.
3. It involves clear specifications to individuals to whom they have to report about the key tasks, and activities which they need to be performed. 

Discuss key stakeholders managed, communication plan 

Stakeholder management 

Stakeholders are the individuals that are interested in the firm and they might be affected or not affected by the key operations of the enterprise. In the context of herbal tea projects, there are several internal and external stakeholders, likewise, internal are employees, owner, top management, and top head, while external are consumers, suppliers, communities, government, and trade associations (Albats et. al. 2020). To understand how different stakeholders are being managed, the stakeholder’s matrix is as follows:

Figure 4: Stakeholder matrix

(Source: Self-Made)

High power, High interest: Some of the stakeholders have high power as well as high interest in the project like top management, and investors of the YouTube channels that have devoted their whole energy to deciding the key content, and videos that must be posted. Top management and the developer of the channel have more power as they have only decided to start the channel and increase the popularity of herbal tea (Zamri et. al. 2023). Similarly, they have more interest in it as they want to get higher returns through the YouTube channels and increase their profit margin. Thereby, to manage the top management, and investors, the managers will emphasize closely listening and managing them to make them happy. 

Along with it, digital teams like video creators and content developers have more power and interest as they have devoted time and energy to designing the YouTube channel and informing people about herbal tea and its key benefits.  

High power, Low interest: However, few stakeholders have more power but less interest in the project, likewise the government and consumers. The reason is, that consumers have the power to impact like, share, and comment on the YouTube channel but have less interest in its success and key benefits of the channel. Similarly, the government also has high power to affect the channels that lead to implementing all the legal rules and regulations to implement the project (Belyaeva et. al. 2020). But I have a low interest in the way it will be a success or failure. To manage these stakeholders, the project managers have tried to satisfy their needs likewise, offering interactive, creative, and engaging content to consumers to influence them to be part of the firm. It has also managed them by personalizing the content, stating the benefits of herbal tea and key ingredients that are used to develop the tea. 

Low power, Low interest: While there are stakeholders who have low power as well as low interest in the project like suppliers of herbal tea, they have low interest in the project as they are offering sustainable and quality ingredients that can be used to make tea. So, they are only interested in their money rather than the growth of the project (Bahadorestani et. al. 2020). Similarly, they have less power related to the way the herbal tea project can be promoted to the consumers, as no one has consulted them related to the way the project will be completed. These stakeholders are managed by the project managers. 

High interest, Low power: Finally, some stakeholders have high interest but less power to proceed with the project of Herbal tea. Such employees or team members who are associated with a project, and have an interest in the project’s Youtube channel with more likes, shares, and comments, will get higher wages or salaries and other benefits (Martinsuo and Geraldi, 2020). However, they are provided with less power and authority to make decisions related to the way content must be made, videos will be posted and other associated steps related to the project will be undertaken for its success. To manage all these stakeholders, the manager has emphasized consistently offering them information about the project. 

Communication plan for stakeholder management 

Stakeholders name	Key message	Engagement actions	Channel	Frequency
Government	About starting a YouTube channel	Satisfied their needs	Email	1-2 in month
Top head management	To inform the progress of the project (Layton et. al. 2020).	Managed closely	Email and through meetings	Daily
Content creator and Video editor	To share information about what types of content must be created and key target audience.	Managed closely	Email and through meetings	Daily
Eemployees	About  the benefits of promoting herbal tea project through a YouTube channel	Informed them	Email and through holding meetings.	Daily
Consumers	Informing them about the way herbal tea contributes to improving their health (Yu et. al. 2020).	Satisfied their needs	Through Youtube channel.	Daily
Suppliers	To get a supply of key ingredients that are used to manufacture herbal tea regularly.	Minimum efforts	By emails and Chabot’s.	2-3 times in a week

The role that organization and national culture play in promoting project

The way culture impacts of project  

Both organizational and national culture play significant roles in promoting projects as in the current scenario, employees or team members like to work for projects in a friendly, interactive environment. Through working in such an environment, they emphasize sharing their ideas, views, and key innovative suggestions that could be implemented by the project head to complete the project (Layton et. al. 2020). This implies, that such an environment leads to higher workforce engagement and more productivity from employees. 

Moreover, it is necessary to have a clear purpose, expectation, and roles and responsibilities that need to be performed by each of the team members in organizational culture to promote collaboration and coordination among them. Similarly, through having a clear delegation of tasks, authority, and responsibilities, the employees feel motivated and inspired to work for the benefit of the company (Noorhani et. al. 2021).  In short, a business environment is significant for the growth and success of a project as it forces the key values, beliefs, behavior, and attitudes of the team members.

Risk management plan for the project

Risk registers 

Key risk	Its impact	Like- hood	Owner	Risk mitigation strategy
Budget risk	There are chances that the project of Herbal tea through YouTube channels might extend the set budget which will increase financial risk or cost (Hillson and Simon, 2020).	5	Project manager	The project manager needs to effectively consider every expense associated with the project and try to minimize them.
Schedule risk	There are high chances of schedule risk happening as there are certain activities that are not performed in a specific timeline which leads to delays in the project.	4	Project manager	Project manager by making use of their skills and abilities needs to schedule activities, monitor their key progress, and develop a critical path to track them (George, 2020).
Technological risk	The project of promoting herbal tea through YouTube channels is solely based on technology so involves higher risk and impacts the video content, likes, and sharing (Oehmen et. al. 2020,).	3	Project manager	The project manager needs to emphasize adapting to new technologies to successfully implement the project and minimize risk.
Environment risk	There are several changes in the external environment, like preferences of people, technology, and others that adversely impact projects.	4	Project manager	To mitigate the risk of changes happening in an external environment, the project manager needs to monitor the same.
Legal risk	There are various legal risks associated with projects like privacy and security, copyright, and many more.	2	Project manager	Project managers must ensure that all legal laws are being abided by to avoid any type of harm and legal penalties (Ricardianto et. al. 2023).

Project management software

Network diagram 

Figure 5: Network diagram

(Source: Self-made)

Critical path analysis

The network diagram, the critical path or shortest path will be 1,2,3,4,6,7,8, and 9 to complete the YouTube project on Herbal Tea recipes. 

A project control system that has been adopted for the project

Project control system 

The project control system is a significant process that involves collecting and analyzing key facts, and data associated with the project to keep schedule and cost on track. In the present project of herbal tea development also, four key elements are being utilized to control the project, likewise:

Resources: The project managers control the number of resources associated with the project like equipment, digital technologies, software, and people to effectively complete the project.  It monitors the number of people working on the project, the key outcome of using technologies and equipment on the project, and many more (Munir et. al. 2020).  

Time: Then the project is controlled based on the key time that is utilized in completing any particular activity associated with herbal tea promotion by use of a YouTube channel. In short, track the total time being taken to complete any activity to do it in the minimum time possible. 

Capital: Afterward, the manager has emphasized monitoring the capital being utilized in developing content and videos of Herbal tea and the key return that will be gained through the same (Olson and Wu, 2023). 

Scope: Finally, the scope of the project is being controlled by checking all the key activities are implemented as planned, and that the content on YouTube is promoted to the maximum number of people that are having a high interest in drinking new herbal tea. 

Furthermore, some of the key performance indicators like consumer satisfaction, retention, profit margin, and revenue from Herbal tea will be utilized to control and monitor the project and promote its success (Munir et. al. 2020). Setting benchmarks and KPIs contributes to improving the performance and controlling the project of Herbal tea. 

Project management tools, methods applied in the project, advantages, and limitation 

Project management tools

In the project of Herbal tea promotion by use of YouTube channels, there are different project management tools and methods that are being utilized like Gantt chart, network diagram, work breakdown structure, Agile, and Prince 2 methodologies are being utilized to complete the project. Such as:

Gantt chart: It is one of the important project management tools that specify how projects can be managed and activities are organized. In short, it helps in proper planning, project scheduling, and tracking of activities (Ferreira de Araújo Lima et. al. 2021). However, proper knowledge is required to implement the Gantt chart.

Work breakdown structure: Through the use of this methodology, the project manager can segregate big activities into small tasks to complete the project in the best way. The key benefit of making use of the work breakdown structure is, that it contributes to offering a visual representation of key activities. However, more time and resources need to be invested by the managers to develop WBS. 

Project management methods 

Agile methodologies: Similarly, in this project, the manager has included an agile methodology that has contributed to dividing the project into multiple phases with a motivation to make continuous improvements at each stage. In this, the project manager focuses on different stages from planning, evaluation, and execution to collaborating with project goals (Layton et. al. 2020). Several key benefits have been gained by the project manager of Herbal tea through making use of the agile methodologies, likewise:

Figure 6: Agile methodology

(Source: Nvisia, 2024)

• Contribute to satisfying the needs of consumers: The major priority of the project is to make more consumers happy and satisfied by delivering the project in the way they are expecting. Likewise, designing the YouTube channel in such a way that has innovative and engaging content that creates awareness among people and motivates them to buy herbal tea to improve their health and well-being (Tsurkan et. al. 2020).
• Adaptability: Agility models contribute to making necessary changes in the key activities at each of the phases to make improvements in the project and offer a seamless experience to consumers. In this, all the team members of herbal tea focus on adapting to changing requests, even if clients have slight differences in their respective preferences.
• Contribute to collaboration: The managers of Herbal Tea by making utilization of the agile methodology can promote collaboration with its employees and clients by consistently taking feedback from them (Habermann and Schmidt, 2020). This methodology has offered the opportunity for team members to think of more innovative and creative ideas to solve the problem effectively. 

However, the integration of agile methodology led to some of the key consequences on the herbal tea project, which are illustrated as follows:

• Lack of documentation: By making use of the agile methodology in Herbal tea, there are fewer requirements for documentation like record keeping, plan-keeping, and billing statements (Noorhani et. al. 2021). Hence, it results in the limited availability of documentation that is required to manage a project successfully.
• Less predictable: by use of agile methodology, the key outcome of the Herbal tea project is less predictable as continuous improvements are being made based on consumer feedback and other requirements (Peña and Muñoz, 2020). This has confused the minds of people related to what, when, and how tasks must be done. 

Reflect 

Performance of project 

It can be suggested that the overall project of making herbal tea on your YouTube channel is successful which can be evident by the key comments that have been gained on the channel. Likewise: some people have commented on good content, and other yummy recipes and requested to again tell of the key ingredients that are being utilized in making herbal tea for the people (Daniel et. al. 2022). 

Figure 7: HERBAL TEA||HERBAL FOODS

(Source: YouTube, 2022)

Although till yet, there are only 53 subscribers, 96 views in 2 weeks, and 9 likes with more likes and comments, there will be an increase in the number of views and the project will be successful. To view how the herbal tea project is promoted by the use of a YouTube channel, the link is attached, such as: https://www.youtube.com/watch?v=YqHg93JxQ6M.  Apart from this, the project through including the lines of enjoy it, more like, comment and share has influenced the people who like videos to promote it to their friends, family and other members so that it could gain more viewers and maximum return can be gained.

Figure 8: HERBAL TEA||HERBAL FOODS

(Source: YouTube, 2022)

Reflection on the management of the project by a team

Lessons learned during the process and contribute to group work 

It can be reflected that all the team members have tried to dedicate the necessary efforts to design the layout, content, and script of the YouTube channel to make people aware of the receipt of herbal tea and its key benefits. Some of them have decided how likes, shares, and comments can be increased while others have focused on designing the background of the videos (Ika and Pinto, 2022). 

Through the project, I have learned a lot of things likewise, managing a project involves complex tasks and activities as the manager needs to plan key activities, make the best use of resources, and control and monitor the progress of the project to complete the same. I have learned that there are several risks of budget, schedule technology, and many others that need to be identified by the project managers and find the best way to overcome them. Moreover, it is quite essential to manage different stakeholders and activities of a project to ensure that the best use of resources is done and the objectives of the project are successfully met (Larsson and Larsson, 2020). 

I have personally contributed to deciding the aim, target audiences, and some of the key content that can be utilized to promote herbal tea recipes through the use of YouTube channels. Based on this, I have decided to improve my decision-making and creative skills to more extent. Such as:

Personal development plan 

Skills	Method to improve	Key evaluation	Time frame
Decision-making skills	I have planned to improve my decision-making skills by learning from my superiors, analyzing different alternatives, and selecting the best one (El Khatib et. al. 2020).	When I can make a decision and what is its outcome?	2-3 Months
Creative skills	I have decided to work on my creative skills through meditation, and devoting time and energy to thinking innovative ideas.	When I can critically think about different aspects.	4 Months

Conclusion 

From the above report, it can be concluded that the project management of Herbal tea is successful as it has focused on making use of different project management tools like agile methodology, Gantt chart, and others. Similarly, the managers have emphasized identifying several risks and finding ways to minimize the way it can be reduced to more extent. Finally, it can be summarized that managers have focused on effectively managing several stakeholders and engaging them in designing content and videos of Herbal Tea on Youtube channels.

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