Project Management Life Cycle Analysis

This assignment requires a detailed analysis of the project management life cycle, including its different phases and stages. The student needs to discuss suitable leadership styles for leading project teams and determine the level of complexity in managing projects. Additionally, they must identify factors that can affect successful project execution, such as risks, uncertainties, and ambiguities. The assignment also involves referencing various books, journals, and online resources related to project management life cycle analysis.

MANAGING
PROJECTS

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1) Characteristics of project....................................................................................................1
2) Scope Statement.................................................................................................................1
3) Gantt chart .........................................................................................................................2
4) Project budget.....................................................................................................................3
5) Responses to risk................................................................................................................3
6) Quality methods.................................................................................................................3
TASK 2............................................................................................................................................4
Skills required by project team...............................................................................................4
Leadership..............................................................................................................................5
Project management cycle......................................................................................................8
Administration and control problems.....................................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Project refers to any undertaken work which is carried out by either individual or a group
by using research and design for accomplishing the predetermined aims and objectives.
Managing project is the process through which a manager or leader tracks the executing
activities of project. Hotel Communications Ltd is the taken firm for this project assessment
which is a UK based company providing IT services to the hospitality sector of UK. This report
will discuss the scope, risks, quality, funds, , characteristics, Gantt chart etc. of a project. This
report will further outline the activities required to successfully manage new projects in order to
ensure the execution on time and within the allotted cost. This report will also outline the
activities which are necessary for successful execution of project. Also, the necessary skills
which are required by the project managing team will be explained in this report. In the end,
required leadership, process and project life cycle stages which are associated with the life cycle
of project will be discussed in this report.
TASK 1
1) Characteristics of project
Hospitality sector is a very wide industry which provides the accommodation, food,
transport services to the people who come to a particular place for business or entertainment
purpose. The firm Hotel Communication Ltd. Has taken the project of installing CCTV and
security system in the newly constructing City Tower hotel. There are several characteristics of a
project which will be discussed further in this report. First characteristic is that A project is
temporary i.e. it has a fixed start and end. Second characteristic is that a project has a definite
time period to execute. Third characteristic is that a project develops unique deliverables which
can be product, service or result. Fourth characteristic is that a project develops the qualities for
performing a service. Last characteristic is that a project is executed step by step along with a
progressive elaboration.
2) Scope Statement
Scope of the project refers to the opportunities for dealing with the project in an effective
manner. Scope is used by the project managers for identifying the anticipated outcomes obtained
from the project (Aloini, Dulmin and Mininno, 2012). It is a collective statement which is
provided by the team members who are involved in the project. The scope of taken project i.e.
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installing the CCTV and security systems is very wide as it ensures the security and safety of the
customers of the hotel. The project scope is helpful for the project managers in evaluating the
success rate of the undertaken project.
3) Gantt chart
It is a tool which is used in the production control. This tool is developed in the year 1917
by an American engineer and socialist Henry L. Gantt. This tool is used in the project
management for providing the graphical representation of the schedule of the project which is
helpful for the project manager in planning, coordinating and tracking the work or progress of
the project (Basu, R., 2014). Gantt chart is the graphical visualisation of a project in which the
horizontal lines states the time frames for executing the work and vertical lines represent the
executed tasks of the project.
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4) Project budget
Project budget is the estimated cost or expenses which occurs from the initial to final
stage of project. Sufficient amount of budget is required by the project team for implementing
the CCTV, security system in the hotel. This budget includes the materials cost, workers cost,
operating costs etc. Without sufficient funds, the project can delay in time and even the quality of
the services can effect.
5) Responses to risk
Risks are always associated with any project. While implementing the CCTV and
security systems in hotel, various risk such as cost, time, strategic risks etc. can occur which can
impact the project completion. These risks can be eliminated by properly using the available
resources. The risk of extra cost can be eliminated by the project manager through effectively
utilising the available equipments and by purchasing the low cost equipments. Strategic risk can
be eliminated by developing a backup strategy which can be used in case the determined strategy
fails.
6) Quality methods
The quality methods are used by the business firms for determining the quality or
products or services provide by them. Project manager checks the quality for ensuring that the
products are up-to the mark or not.
Project evaluation: In this method, a systematic and organized assessment is carried out
after the completion of project. This assessment is done for analysing whether the objectives are
aligned with the project or not. Such assessment is done during the installation of CCTV and
security systems in the hotel.
Monitoring: This method states that the project must be monitored properly from the
initial stage (Chen and Tsou, 2012). Project manager can use this method for tracking the
progress of the project to achieve the desired goals and objectives.
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Controlling: In this method, the project manager controls the activities of their team
members based on the given task. The project manager assigns the work and then regulates the
work progress which is executed by the team members.
TASK 2
City Towers is opening their new hotel in the Dockland areas of London and the
responsibility of installing IT services such as CCTV cameras, software, radio, communication
etc. are given to Hotel Communications Ltd. The firm is supplying IT infrastructure to the
hospitality sector of UK from a long time. Hotel communications Ltd. Is supplying their services
mainly to lower end clients but this time the firm got the opportunity to work with a five-star
hotel. In order to make this new project successful, various skills, leadership-styles and strategies
are used by the project manager of the firm which will be discussed below:
Skills required by project team
The skills plays a major role in the working of employees which assist them to work with
the required efficiency. These skills are helpful for the project manager and his team to perform
better at the work place (Doherty, Ashurst and Peppard, 2012). Leaders and team members of
Hotel Communications Ltd. must have several skills for effectively executing the allotted project
in the specified time period. Some of these skills are given below:
Time management: It also plays a major role in executing the work efficiently. The
project team needs to have time management skills which helps them to manage the assigned
time properly for completing the work. By managing the time, project team of Hotel
Communications Ltd. can deliver the project within the deadline which will ensure the
satisfaction and better experience of client.
Leadership: Leadership skills are essential for managing the project and team in an
effective way. Through these skills, project manager can assign the work based on the skills of
employees which will also help the members in performing their work in effective manner
(Nicholas and Steyn, 2017). The project manager of Hotel Communications Ltd. must be
equipped with such skills using the training programs provided by the firm.
Communication: This skill is helpful for team project in effectively communicating the
information and ideas to the project team with full professionalism. The project manager and
team of Hotel Communications Ltd. needs to interact with each other for a proper two way
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communication. For example: Project manager needs to communicate with members for
resolving their issues and problems to ensure successful execution of project.
Problem solving: Through this skill, the project manager can solve the issues and
conflicts among the team members (Opelt and et. al., 2013). When the issues of team members
are resolved early, then they can perform with the required speed and accuracy in doing their
task. The project manager and team of Hotel Communications Ltd. needs to communicate with
each other for resolving the issues and problems.
The project team of Hotel Communications Ltd. Must have these above discussed skills
for ensuring the successful execution of the taken project. Also the project manager needs to
make several teams like, maintenance team, installation team, purchasing team etc. for dividing
the work.
Leadership
Leadership styles required by the Project team
There are several styles which can be used by the project managers of Hotel
Communications Ltd. In executing the assigned project. Some styles will be discussed below:
Autocratic: In this leadership style, the project manager has the authority or power to
provide the instructions to team members regarding the work which needs to be done. Also they
have the authority to take decision by their own without considering the members (Pasian,
Sankaran and Boydell, 2012). This style is proved helpful for manager when they need to make
quick judgements. Through this style, the project manager of Hotel Communication Ltd. can
provide the guidelines to team members for executing the assigned work on time. For example:
when the technical team is facing issues in choosing the suitable person for installing the
cameras, then project manager can states the work to them so that the dilemma can be resolved.
Authoritative: This style states that the project managers need to share their vision and
goals with the team and has to take the input and ideas from their team members (Reiss and
Rayner, 2012). Through this style, project managers can take the ideas of their team members
which will raise the motivation level of workers as their ideas are considered by the project
manager. For example: The project manager of Hotel Communication Ltd. Can use this style for
taking the ideas and suggestions from members in the decision making process. The project
manager can use this style for motivating the purchasing team to select the places where CCTV
cameras can be installed.
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Transformational: This style is used by the project managers for handling the changes
within the team. In this style, team managers can inspire their team members by using new and
positive styles so that the members can adapt to the changes in the organisation (Rose and
Schlichter, 2013). For example: The project managers of Hotel Communication Ltd. Can use this
style for setting the higher targets and challenging expectations in order to get improved
performance from the employees at the workplace. The project manager can assign the work of
choosing the place also to the purchasing team for setting their higher targets.
Affiliative: This style can be used by the project managers for encouraging their team
members for achieving the desired project aims and objectives. Through this style, the project
managers can promote cooperation among the team for maintaining harmony in the working
environment of team. Through this style, team members feel motivated and encouraged in their
working. The project manager of Hotel Communication Ltd. Can motivate their workers through
this style for effectively finishing the assigned work. For example: This style can be used when
conflict rises among the purchasing team and installation team. With the help of project
manager, both teams can coordinate with each other.
Leadership skills required by the Project manager
There are several skills which are necessary in a project manager for managing the team
and its members properly. These skills are discussed below:
Motivation: This is a major skill through which the project manager encourages and
motivates their team members in performing their work with the accuracy required. The project
manager needs to motivate the team members by using rewards, compensation, appreciations etc.
so that the team members can execute their work properly without any problem. The project
manager of Hotel Communications Ltd. Can provide the rewards and appreciation to their team
members for motivating them in their work which will improve their performance and
productivity.
Training: It is another important skill which is provided by the project manager to the
team members. Through the training, team members get the opportunity for polishing their
existing skills and qualities which assist them to perform better at the workplace. Through the
training, employees feel motivated in doing their work and can execute the work in the
predetermined deadlines (Tsai and et. al., 2014). The project manager of Hotel Communications
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Ltd. Also needs to provide the training sessions to their team for enhancing their skills and
capabilities.
Innovative: The project manager needs to have the creative and innovative thinking for
resolving the workplace problem of their team and for implementing new and innovative ideas in
the team. Through this skill, the project manager of Hotel communication Ltd. can determine
new ideas for effectively executing the tasks assigned. Through new ideas implemented in the
working, the team members of Hotel Communications Ltd. will feel motivated and inspired by
the project manager.
Communication: The project managers should have such skill so that they can interact
with their project team in an effective manner. Through this communication, manager and team
members can share their ideas and suggestions for the working as well as they both can share
their issues and problems with each other for determining the proper solution of the problems.
Through effective communication, the project manager can act as the link between higher and
lower level employees as well as between the project team and client. Through the
communication skills, project manager of Hotel Communications Ltd. Can gather the required
information from the City tower hotel for executing the undertaken project.
Through these above discussed leadership styles and skills, the project team can
effectively finish the work assigned to them in the given deadlines. Even the team can perform
with the required efficiency for achieving the project objectives and goals.
Project management cycle
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Source: Project Management Life Cycle. 2017
The Project Life Cycle refers to the structures process of executing the project. This is
generally followed by the project managers in which 4 steps are given for executing the taken
project. This cycle provides the framework to project managers for executing the project in an
efficient manner. These four stages of this cycle will be discussed below: Initiation: It is the first step in which the required information is gathered for finishing
the project. The major aim of this step is to evaluate the feasibility of completed tasks by
gathering the feasible data. For instance: In this stage, the project manager collects the
data regarding required costs, resources, time, workers etc. for finishing the undertaken
project of implementing IT services in the City Towers hotel. Planning: It is the second stage in which blueprint is developed for carrying out the
activities and work. The questions such as scope, cost, quality etc. are determined in this
stage. If any step in this stage went wrong, then it can impact the whole project. For
instance: the project manager needs to determine the work along with the deadlines to
execute. If the CCTV and communication system needs to be installed in 1 month, then
purchasing team needs to buy these cameras as soon as possible and give them to the
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Illustration 1: Project Management Life Cycle

installation team for installing. Through this, the services can be installed in the given
time and cost. Execution: It is the third stage in which the execution of work starts based on the
blueprint and collected data from above stages. The project team needs to communicate
with each other for getting the clear understanding of their roles (Wang and Yang, 2012).
The project manager must allot the work to team members based on their capabilities and
skills. Through this, the members can perform according to the instructions provided by
the project manager. For example: the project manager can specify the number of
cameras which are going to be installed in the hotel so that the purchasing team can
purchase the required cameras.
 Closure: In this last stage, the completed project is delivered to the client after closing.
Several documents are also provided to the clients such as blueprints, gathered data,
occurred costs etc. which are used for the execution of the work. The teams are
dismantled after the project is executed.
Administration and control problems
There are various administration and control problems which can effect the Hotel
Communication Ltd. In successful completion of the taken project. Some of these problems are
discussed below:
Improper understanding of goals: Goals enables a person to plan a course of action for
accomplishing them efficiently. These goals enables the project team to execute their work in the
pre-specified deadlines. If such goals are not clear in the project team then they will could not
perform their work properly. The project manager of Hotel Communication Ltd. Needs to
communicate with their employees for providing the clear understanding of goals so that they
can perform their work with the required speed and efficiency. For example: If the purchasing
team does not know which camera and equipments to buy, then the installation team could not
install the equipments and the project will delay. So project manager needs to provide them
guidelines regarding the cameras to buy.
Low skills and competencies: Skills plays a essential role which enables the workers or
employees to finish their allotted task. Individuals are differentiated based on these skills. If the
project team lacks such skills then it can lead to delay in work or failure in work (Thamhain,
2013). These skills can be improved by providing training sessions from the management of
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firm. For example: When the installation team does not know how and where to install the
cameras, then there is no need of them in the installation team.
CONCLUSION
From the above discussed project assessment, it has been concluded that for effectively
managing the products, project managers should have several skills such as leadership,
communication, problem solving, time management etc. so that they can assist the project team
in executing the assigned project. The project manager also needs to determine the aim, scope,
budget, risk etc. which are required for completing the work in an efficient manner. The project
manager also must have suitable leadership styles for leading the project team. Through the
project life-cycle, project manager can determine the level till the project is executed. The
manager also needs to determine the problems which can effect the successful execution for the
taken work.
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REFERENCES
Books and Journals
Aloini, D., Dulmin, R. and Mininno, V., 2012. Risk assessment in ERP projects. Information
Systems.37(3). pp.183-199.
Basu, R., 2014. Managing quality in projects: An empirical study. International journal of
project management.32(1). pp.178-187.
Bond and et. al., 2015. Managing uncertainty, ambiguity and ignorance in impact assessment by
embedding evolutionary resilience, participatory modelling and adaptive management.
Journal of environmental management.151. pp.97-104.
Chen, J. S. and Tsou, H. T., 2012. Performance effects of IT capability, service process
innovation, and the mediating role of customer service. Journal of Engineering and
Technology Management. 29(1). pp.71-94.
Doherty, N. F., Ashurst, C. and Peppard, J., 2012. Factors affecting the successful realisation of
benefits from systems development projects: findings from three case studies. Journal of
Information Technology. 27(1). pp.1-16.
Nicholas, J. M. and Steyn, H., 2017. Project management for engineering, business and
technology. Routledge.
Opelt and et. al., 2013. Agile contracts: creating and managing successful projects with Scrum.
John Wiley & Sons.
Pasian, B., Sankaran, S. and Boydell, S., 2012. Project management maturity: a critical analysis
of existing and emergent factors. International Journal of Managing Projects in
Business.5(1). pp.146-157.
Reiss, G. and Rayner, P., 2012. Portfolio and programme management demystified: managing
multiple projects successfully. Routledge.
Rose, J. and Schlichter, B. R., 2013. Decoupling, re‐engaging: managing trust relationships in
implementation projects. Information Systems Journal.23(1). pp.5-33.
Thamhain, H., 2013. Managing risks in complex projects. Project management journal.44(2).
pp.20-35.
Tsai and et. al., 2014. An Activity-Based Costing decision model for life cycle assessment in
green building projects. European Journal of Operational Research.238(2). pp.607-619.
Wang, J. and Yang, C.Y., 2012. Flexibility planning for managing R&D projects under risk.
International Journal of Production Economics.135(2). pp.823-831.
Online
Project Management Life Cycle. 2017. [Online]. Available Through:
<https://www.mavenlink.com/resources/what-is-the-professional-services-project-life-
cycle>.
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