A Customizable Model for Improving IT Project Success: Literature Review

This literature review evaluates project management tools, leadership styles, and organizational structures and how they determine the success of an Information Technology project. The success of IT projects depends on the use of PMTTs contingently. Different kinds of projects require different project management tools and techniques. A specific type of project requires a specific type of leadership style. Effective communication between the project members or organizational structure helps ensure project success.

A customizable project management, organization structure and leadership style model for
improving IT project success – Literature review
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Introduction
Every company has its own set of methods or techniques and practices that it uses to accomplish
the objectives of a project with the aid of a project manager and project structure. However, not
all the tools and techniques used are useful for the project management. Some of the project
managers do not carry out their roles effectively. Therefore, no leadership style could be said to
be the best for project management. This depends on the project. When planning to do a project,
forming a project structure or project team is necessary in order to accomplish the task through
effective communication. The hierarchy of the team cannot also be specified because the
structure depends on the project roles assigned. This literature review evaluates these three
constraints and how they determine the success of an Information Technology project.
Analysis and Evaluation
Project management tools analysis
A survey was done to analyze project management and how project management tools influence
the success of a project. The respondents identified the critical aspects that determined the
success of their projects. From the analysis, the outcome was that only a selected number of tools
are used in project management (White and Fortune, 2002). There are traditional and
nontraditional project management tools. Another survey was conducted in Project Management
Institute (PMI) to evaluate the use of project management tools. The findings of the survey
identified the commonly used tools, their level of usage, how they are used, their adequacy and
how training of the tools is offered (Fox and Spence, 1998). The commonly used tools are Gantt
charts, Critical Path Analysis, Logic Network, Pert charts, Product Breakdown structure (PBS)
and Work Breakdown Structure (WBS). Gantt charts and PERT charts are the most used tools

for project management that could be used manually or by use of commercial software. PERTS
and CPM differ in terms of how times of tasks are computed. The PMI offers tutorials for its
users. The level of usage depends on the business needs the user specifies. Project management
tools have evolved to web-based systems. Hosting project management applications has also
become a trend (Maserang, 2002).
Project management tools like CPM and PERTS help in planning during project initiation,
budgeting, management of time using Gantt charts and preparations for future projects due to the
plans previously made using the tools. This saves on costs and time (O’Brien, 2017). However,
tools that require commercial software are costly. Small projects do not need project
management software because the software might complicate the project.
Leadership styles analysis and evaluation
Having different project management techniques requires different management styles as well. A
research done to determine if each project type requires different leadership style produced
findings showing that a specific project requires a specific leadership style. The main leadership
styles according to Ahsan, Muhammad and Yasin, (2016) include laissez-faire, transformational
and transactional. Each style is effective depending on the stage in the project’s life cycle.
The diagram below shows the leadership styles, types of project team and project life cycle
according to Tuner and Muller, (2006).

The most used leadership style is the transformational leadership. This is because it has a strong
relationship with team members (Nixon et al., 2012). Project management has evolved from
defining success as using performance on time, budget and functions to satisfaction of
customers. It has become more about managing the workers and not the work itself. This stresses
on the broad use of the transformational leadership.
Organization structure analysis and evaluation
In order for a project to be successful, coordination between the project team is important.
Organizational structure helps project members maintain communication and coordination of
complex tasks. Communication is important for any project because it updates team members
about what has been done and what has not been done. It involves the team members in decision
making. Involving stakeholders in the project helps them understand of the project (Kerzner,
2013). The organizational structure should align with the project constraints. Changes in the
project constraints such as resources might change the structure during the project life cycle.
The structure could be project based, matrix based or functional based depending on adaptation
of the roles and responsibilities assigned to each team member. The structure has to be designed
in a way that it allows collaboration between the team members. Project charts are used to better
understand the different roles of each team member. These charts however do not show how the
processes will be carried out. They only show the membership hierarchy. The two design aspects
for an organizational structure are the level of specialization of the project and the need for
coordinating project elements. These factors maximize the effectiveness of the structure.

A good organizational structure helps determine the skills required for an organization. It is
important for an organization to clearly state the duties and responsibilities of each team member
(Huber, 2011).
A successful organization is based on effective organizational strategies. Effective organizational
strategies are determined by leadership styles and project structures. Organization structure and
project success are linked based on the ability of the organization allow scalability and
flexibility. The changing nature of project strategies due to its environment makes project
structures changeable (Williams, 2015).
Their contribution to successful IT projects
The success of a project could be measured by the appreciation from the project team, users,
sponsor, manager and stakeholders.
Planning and having project managers contribute to the success of projects. Having the support
of top management also helps increase chances of projects’ support. This stresses the importance
of quality leadership in for successful projects. A leader who inspires team members and is
creative helps to improve the success of a project. Leaders should work together with the project
structure in order to encourage teamwork and cultivate shared values (Valmohammadi and
Roshanzamir, 2014). Each leader has a unique style of project management. Some are assertive
while others are open. Good leadership involves effective goal setting for project success.
Transformational leadership focuses on motivating members, self-fulfillment is realized and
confidence is build. The leaders coach team members. Motivated team members help in
delivering successful projects. Allowing team members to make decisions on their own as in the

case of laissez-Faire leadership style does not effectively ensure project success because the
leader delays to respond to issues. Late response might lead to poor project deliverables.
The table above shows leadership styles (Turner and Muller, 2006).
The figure 3 above shows the research model for analyzing the competencies of leaders and how
they influence project success (Turner and Muller, 2006).
Project success is determined by time, quality of work and client satisfaction. It is the duty of the
project members to ensure that project deliverables are done on time. The team should also
ensure that the products meet clients’ expectations and that the products are of good quality.
From theses constraints it can be concluded that organization influence project success. The
structures enhance administration; clarify roles of the respective team members, relationships for
project success. Project members that communicate effectively with the leaders openly

outperform employees in strict environments (Sekaran and Bougie, 2013). Employee training
and learning depend on communication in the organization structure. Organizational structures
align the focus of the team towards the project. When an administrator analyses the project
structure they are able to point out skills and resources available and which ones need to be
sourced. The actual effect of project structures on project success has not been confirmed by
researchers. Further investigations about the subject still have to be done.
Project management tools facilitate efficient and effective delivery of IT projects. Project
management tools and techniques (PMTT) reduce training need, improve the predictability of
projects, facilitate communication and most importantly improves project success. Different
PMTTs are used during the initiation, planning, execution and termination phases of a project
life cycle. Project leaders and project structure should have adequate skills on the use of PMTT
for them to be effective in project success. Project leaders should choose the PMTTs that suite
their projects by themselves. Inappropriate use or misuse of PMTT could lead to project failure.
Gantt charts, CPM and WBS are considered Critical Success Factors of a project. When a project
leader understands the chosen PMTT tool, project quality could be improved, customer
requirements could be met exceedingly, project costs can be reduced, communication in the
project structure becomes effective, and key indicators of performance could be derived
(Miloševic, and Iewwongcharoen, 2004).
Conclusion
The success of IT projects depends on the use of PMTTs contingently. When selecting a PMTT,
the project leader should consider the type of PMTT required for the project and why that tool
instead of others. Different kinds of projects require different project management tools and

techniques. A specific type of project requires a specific type of leadership style. Because the
success of IT projects is determined by the organization structure, it is necessary to use the
transformational style of leadership. Effective communication between the project members or
organizational structure helps ensure project success. Project leadership is still a research topic
and being debated on as a human behavior that determines project success. The direct impact has
to be measured. The scope of this report is beyond the explanation as to how leadership style
directly impacts project success. Researches done on leadership have shown that leadership is
important for effective management. Its direct implications on success of a project have not been
clearly defined. This is due to other external or internal factors that determine project success.
Project management, leadership styles and organization structures are not the only determining
factors of project success. However, leadership style is still considered an effective tool for
management that could determine project success or failure due to membership involvement.

References
Ahsan N., Muhammad M. G. and Yasin M., 2016. The Impact of Project Leadership and Team
Work on Project Success, International Journal of Humanities and Social Science
Fox, T.L. and Spence, J.W., 1998. Tools of the trade: A survey of project management
tools. Project Management Journal, 29(3), pp.20-27.
Huber, A. J., 2011. The Strategy Implementation Capability (SIC) Scale: A Learning Based
Measure of How To Make Strategy Implementation Effective. Effective Strategy
Implementation, pp. 43-90.
Kerzner, H. 2013. Project Management: A Systems Approach to Planning, Scheduling and
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Maserang, S., 2002. Project Management: Tools & Techniques.
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Nixon, P., Harrington., M. and Parker D., 2012. Leadership performance is significant to project
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216
O'Brien, C., 2017. What Are the Benefits of Using Project Management Tools?
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and Sons.
Turner, J. R. & Müller, R. (2006). Matching the project manager's leadership style to project
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White, D. and Fortune, J., 2002. Current practice in project management— An empirical
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