Project Management Assignment Sample
Introduction
DDM Magazine is a famous media publication in the US that promotes content related to celebrities, men’s lifestyles and fashion. The tagline of the magazine reads, “We make dads even cooler!” Although the magazine has been a popular choice among the fellow citizens, it has recently felt the urge to increase its subscribers. Therefore, the authorities of DDM Magazine have decided to conduct a virtual conference project for adding more subscriptions. The main objectives behind conducting this conference are to create its own distinct image in the magazine market that can give it a competitive advantage. The project is planned to be conducted for duration of 6 months. A budget of £350,000 has been allocated for the project (Ahmed, 2019). The project is aimed to be completed within the projected time and budget. DDM Magazine aims to get more payments from people for the subscription during this conference.
Rationale of the chosen approach and methodology
The conference project of DDM Magazine needs to follow a project management approach as it is a lengthy project and requires certain insights about the objectives of the project. The waterfall delivery approach is chosen as the appropriate one for this project whereas PRINCE2 is identified as the appropriate methodology. The waterfall delivery project management consists of certain sequential development processes that flow like a waterfall (Chawla et al. 2018). The approach defines all the phases of a project, namely “analysis, design, development, and testing.” The conference project of DDM Magazine is going to last for 6 months, and therefore, all the parts of the project such as planning, choosing of venue or budget preparation need to be divided into a specified period of time. The waterfall approach helps the organizer finish one of these phases before initiating another one.
Figure 1: Tools of the Waterfall project management approach
(Source: Chawla et al. 2018)
On the other hand, the PRINCE2 methodology of project management or projects IN Controlled Environments is a standard imposed by the UK government for completing any project in the private sector in the UK or any other country. This methodology seems useful in the DDM conference project as it clearly defines different stages of a project before the initiation (Chen et al. 2019). Questions related to the objective of the project, it’s starting and ending time, and the duration all are asked before initiating any project. These questions can be answered effectively with the PRINCE2 methodology as the project manager takes a written approach to the project with the help of it. As per the PRINCE2 framework of project management, a project needs to be organized and well controlled at its start, middle as well as at end.
The activities that are necessary for a project are defined by several roles described in the PRINCE2 methodology. The first and foremost role described here is the role of a project manager. The project manager takes the entire responsibility for planning and organizing the project. This role of the project manager is also a requirement in the waterfall approach of project management (Chofreh et al. 2019). From the perspective of the DDM conference project, here the project manager needs to look into important matters such as determining the duration of the project or allocating an estimated budget. Furthermore, the project manager is also responsible for choosing a proper venue and managing catering services in the project. Similarly, the methodology is relevant for defining the scope of a project such as the aim of the project and the way by which it can be achieved.
In the case of the DDM project, the objective is to add more customers as its subscribers. Moreover, most projects in today’s scenario consist of different groups of people like customers, suppliers, and users. Hence, achieving the objective is not always easy, especially with different groups of people involved in a project. With the help of the PRINCE2 methodology, the project manager of the DDM conference project can provide a common language to different groups of people. Customers and suppliers are brought together with a contact which is a part of the contract management. The methodology recognizes the need for a good relationship between customers and suppliers and thus makes the project successful. The scope of the project identified in the PRINCE2 methodology proves to be essential for the waterfall approach as the logical design based on the scope is created at the start of the project to analyze it (Hair and Sarstedt, 2021). The logical design is transferred into a physical design once this process completes. Hence, all these features of the approach and the methodology seem to be relevant and useful at the same time for the DDM virtual conference project.
Significance of the chosen approach and methodology in the project
The waterfall approach of project management is selected for the DDM conference project by the project manager. The main reason behind choosing this over the agile one is its ease of applicability on any project. A simple structured project like this one is best suited for the waterfall approach because of its liner and flowing design (Ika et al. 2020). The visual presentation of the project with the help of the approach makes it easier to understand the steps for achieving the project objectives. Other reasons behind selecting this approach include the model the extremely rigid model of the waterfall that organizes the steps in a sequential stage for the project. The stages involved in the DDM project like planning, allocating resources and determining the duration of the project follow are easily understood by the people involved in a project when the waterfall approach is taken. Moreover, the waterfall approach can prove to be useful for the project manager of DDM to maintain discipline throughout the project. Reports of the project’s progress and missed deadlines can be analyzed briefly with the approach to eliminating any risk in the future (Larsson and Larsson, 2020). The most important reason behind many magazine companies selecting the waterfall approach is its capability of comprehensive documentation. One of the main characteristics of the approach is to review and document every phase of a project before moving to the next one. This makes the understanding of each task completed in the phases greater for the manager.
Subsequently, the DDM management team has selected the PRINCE2 methodology of project management for several reasons. PRINCE2 methodology is considered a high standard method for managing a project by magazine companies around the world because of its more flexible and adaptable nature than the PMBoK methodology. The reason behind the adaptability and flexibility of the methodology is its years of practice in project management (Larsson and Larsson, 2020). The disciplines that are important to drive a project are the basis of the PRINCE2 methodology. Furthermore, it gives importance to the direction of the project. With the implementation of this methodology, the project manager of the DDM conference project finds it easier to provide a common language for all the members of the project as PRINCE2 is a well-known and understood methodology around the world. Transparent communication with stakeholders is very important for the success of a project and the PRINCE2 methodology makes it easier. The DDM conference project is a long-term project and therefore, it needs to meet the objectives at every phase of the project. The PRINCE2 methodology ensures that fact by its capability of timely reviews of progress at each step of planning, organizing, evaluating and executing.
Potential limitations of the chosen approach and methodology
The waterfall approach to project management has many reasons to be considered in a project. In the case of the DDM conference project, it has been seen that the project manager has preferred the waterfall approach to the agile one because of its ease of use in different phases of the project. However, significant in using at one stage can cause limitations to other stages. The waterfall methodology approach to project management emphasizes the planning of the project, and therefore, can be less flexible as the project progresses. These changes in the nature of the approach can cost the DDM management more time and investment at a later stage (Müller et al. 2019). Sseveral other limitations of the waterfall approach that can make the project manager consider the agile approach over it. One such potential limitation that can arise in the future is the longer delivery time of results following a chronological approach. The iterative approach followed by the agile method is more time-efficient compared to the chronological followed by the waterfall method (Müller et al. 2019). The time-consuming nature can further lead to missing the deadline of the project as in case a phase of the project is delayed, other phases are automatically delayed.
Figure 3: Top challenges of project management
(Source: Tereso et al. 2019)
On the other hand, the DDM conference project has chosen the PRINCE2 methodology of project management over the PMBoK one because of its thorough documentation process that makes the process risk proof. However, there are some potential challenges associated with the PRINCE2 methodology also that can cause damage to the entire project. One of the main disadvantages of this methodology is that it focuses on documentation throughout the stages of the project making it complicated. Therefore, some companies prefer the PMBoK method over this one to avoid documentation (Chofreh et al. 2019). The DDM project manager needs to invest a huge time in planning a proper schedule for the conference using the PRINCE2 methodology; otherwise, it will be of no use. Another limitation can be created by the rigid process of the methodology that is to apply the same set of stages across all projects [refer to appendix]. Although this is capable of saving time and money, at the same time can force the organization to use the same set of project stages across the project even if it is not required. Therefore, more flexible project methodologies such as the PMBoK methodology can be a better choice for many companies. Lastly, the major limitation of the PRINCE2 methodology is that it cannot be applied without proper training in the principles and product stages (Chofreh et al. 2019). A senior and experienced leader is needed to guide other people involved in the project, however, these leaders do not have much time to invest in the training process. Hence, the PRINCE2 project methodology appears to be useless in most cases.
Conclusion
The DDM Magazine Company has planned to conduct a virtual conference project for increasing the number of customer engagement with the brand. The project is planned by following certain stages of project management like planning, scheduling, evaluating, and executing those plans. The main objective of the project is to add more subscribers to the magazine, and therefore, all the principles of the project are designed according to that. The project is proposed to be held for 6 months giving a chance to the project manager to focus on each area of the project more carefully. The project manager has divided the aspects of the project into similar periods of duration for ease of control such as 14 days for choosing the conference venue, or 21 days for arranging catering facilities.
However, managing such a big project is not an easy task, and hence, needs to follow an appropriate project management approach and methodology. Here, it can be seen that the DDM conference project has followed the waterfall approach and the PRINCE2 methodology of project management. The waterfall approach has proved to be the appropriate one because of its well-defined structure that helps to catch any design errors at any stage of project management. Moreover, the project manager has chosen this one over the agile approach because the total cost of the project can be accurately calculated with its capability of defining the objectives clearly in the first phase. On the other hand, the project manager has selected the PRINCE2 methodology of project management over the PMBoK one as it is a widely used project management methodology that creates a common channel of communication for all the people in the project. It can further help the project to be immensely successful.
Recommendations
The virtual conference project of the DDM magazine is aiming to attract more towards the brand for subscribing and thus increasing its customer base. Therefore, the project is of utmost importance for the project manager and the team. Managing the project effectively to achieve the desired outcome is a very difficult job. The project manager needs to keep a lot of things in mind and implement certain project management approaches and methodology to ensure its success. There are many things to learn for the project manager as the project progresses. Some factors may be familiar but most of them would be learnt in sue time. Hence, a project manager needs to follow certain rules or guidelines while conducting a project. First, the project manager needs to communicate all details of the project to the stakeholders as well as the client so that no drawbacks are faced in the future. Even a minute detail of the project can impose a threat in front of the organization if not properly communicated to all (Tereso et al. 2019). In the case of the DDM conference project, the venue of the project, and the duration of the project need to be briefly elaborated to the members involved in the project.
Another important thing that the project manager needs to keep in mind every time is that only giving orders to team members is not essential, but listening carefully to others’ perspectives is also important (Wu et al. 2021). The more a project manager listens to the team members it becomes easier to understand their needs. In the context of the DDM Magazine project, the project manager needs to listen to the team members and understand their point of view about the project that can reduce the chance of any error. Perhaps the most important role that the project manager plays in conducting a project successfully is to determine the proper project management tool. In order to conduct a project successfully, it is very important to invest in a project management tool that best fits the project (Tereso et al. 2019). From the perspective of the DDM Magazine project, the project manager has implemented the waterfall approach and PRINCE2 methodology of project management to get the desired result of the project. The reason behind using these tools is that both these are closely related to each other and work together to analyze the stages of a project to achieve the objectives.
References
Ahmed, S., 2019. A review on using opportunities of augmented reality and virtual reality in construction project management. Organization, Technology and Management in Construction: An International Journal, 11(1), pp.1839-1852.
Chawla, V., Chanda, A., Angra, S. and Chawla, G., 2018. The sustainable project management: A review and future possibilities. Journal of Project Management, 3(3), pp.157-170.
Chen, T., Fu, M., Liu, R., Xu, X., Zhou, S. and Liu, B., 2019. How do project management competencies change within the project management career model in large Chinese construction companies?. International Journal of Project Management, 37(3), pp.485-500.
Chofreh, A.G., Goni, F.A., Malik, M.N., Khan, H.H. and Klemeš, J.J., 2019. The imperative and research directions of sustainable project management. Journal of Cleaner Production, 238, p.117810.
Hair, J.F. and Sarstedt, M., 2021. Explanation plus prediction—The logical focus of project management research. Project Management Journal, 52(4), pp.319-322.
Ika, L.A., Söderlund, J., Munro, L.T. and Landoni, P., 2020. Cross-learning between project management and international development: Analysis and research agenda. International Journal of Project Management, 38(8), pp.548-558.
Larsson, J. and Larsson, L., 2020. Integration, application and importance of collaboration in sustainable project management. Sustainability, 12(2), p.585.
Bibliography
Tereso, A., Ribeiro, P., Fernandes, G., Loureiro, I. and Ferreira, M., 2019. Project management practices in private organizations. Project Management Journal, 50(1), pp.6-22.
Wu, C., Wu, P., Wang, J., Jiang, R., Chen, M. and Wang, X., 2021. Ontological knowledge base for concrete bridge rehabilitation project management. Automation in construction, 121, p.103428.
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