This memo discusses the importance of implementing Lean project management principles for government works. It explores the benefits gained by stakeholders, critical success factors, and steps for achieving a Lean mindset. Training requirements and methods for adopting the Lean approach are also discussed.
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Running head: MEMO Lean project management Name of the Student Name of the University Author’s Note
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1 MEMO Memo To:The staffs From:Board of directors Cc:File Date:17-05-2019 Re:Importance of Lean project management Initial reason of implementing Lean project management The paper mainly reflects on one of the major PM consultancy that wants to undertake government works but are generally informed that they require to reflect on the utilization of Lean project management based principles for undertaking the project work. According to Sunder (2016),lean project management is defined as the procedure that applies the lean concepts including the lean construction, lean thinking, lean manufacturing that are related to project management. Therefore, the board of directors generally requires to introduce the lean project management based principles within the future projects for properly evaluating the eligibility of the entire government work. Furthermore, it is found that there a number of other reasons, due to which also the principles of lean project management are generally implemented (Brioso, 2015).The lean PM method mainly utilizes data driven related methodologies for managing the entire projects by properly focusing on continuous work that will further be helpful in improving the entire procedure. The approach steps in context to lean management that
2 MEMO generally emphasizes quality, empowered team, undertakes data analysis as well as assist in improving the customer value. In addition to this, it is found the waste is generally eliminated with the help of proper utilization of employee time, materials as well as various types of financial resources. Benefits gained by the stakeholders with the implementation of LPM The benefits that are achieved by the stakeholders of the consultancy organization with the implementation of lean project management are illustrated below: Greater visibility:The most important as well as major component of the lean as well as visual work management is that it helps in increasing the visibility of the project stakeholders that further helps in improving the work progress by prioritizing the project tasks, term plans as well as risks and status of the project (Sohi et al., 2016).Moreover, the team members as well as other stakeholders can be able to get more information about the project. Greater control:Knowledge is mainly considered as power and due to process access of the knowledge, the team members can be able to properly manage the resources as well as risks of the project quite effectively. The project team members are mainly empowered with the help of the knowledge and can be able to make appropriate decisions that further results in much more agile as well as appropriate development of the system for accomplishing the project goals. Better products:With the help of the principles of lean project management, it is found that more number of control options will be available that will further be useful for the project stakeholders as they can be able to meet the goals as well as objectives of the project for the delivery of the products to the different customers (Ansah, Sorooshian & Mustafa, 2016).When
3 MEMO proper knowledge about the needs of the customer are required then proper control can be achieved over the development system for delivering proper quality of products. Faster project:With the help of LPM principles, it is found that the stakeholders can be able to know about proper knowledge related with the development system of the products that further helps the stakeholders to make appropriate decisions that is good for the business in a very much less time so that the entire project can get completed quite effectively for successfully accomplishing the project goals as well as objectives. Betterresources:Theprojectstakeholdersgenerallyachievebenefitsduetothe availability of proper resources for the accomplishment of the project (Dave, Kubler, Främling & Koskela, 2016).In addition to this, it is found that it is quite easier to proper acquire the available software based tools, spare parts as well as people who will generally work with the project for achieving benefits. Increases employee collaboration:Lean project management principles mainly helps increasing collaboration within the project team. It is mainly found that proper management of the lean project mainly involves empowerment of all the teams who generally contribute within the entire continuous procedure so that issues related with collaboration can be resolved quite effectively (Brioso, 2015).One of the best way to achieve proper streamlined as well as open collaboration within the project stakeholders with the help of proper tools as well as software that generally helps in providing the facility of proper communication as well as problem solving. CSF needed within the organization for successful implementation of LPM
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4 MEMO The critical success factors that are generally helpful in proper implementation of the lean project management are generally illustrated below: Committing the lean program:Managerial commitment is considered as one of the significant success factors irrespective of the size, location as well as other factors that are related with the project. It is quite necessary for the managers to get involved within the lean project implementation. This further involves proper communication, listening various types of suggestions as well as different types of learning that can make the entire project much better. Training the workforce:The second critical factor that is considered to be important for the successful implementation of the lean project management is providing proper facility of training to the entire workforce (Rivera & Kashiwagi, 2016).Without proper knowledge that is associated with lean project, it is found that the plant is not able to properly succeed with its proper implementation. Importantly the managers are the ones who generally requires proper training as well as education. Moreover, in the initial stages of the lean project management, it is found that external consultancy related firms as well as corporate resources are generally needed for building the entire knowledge. Furthermore, proper accumulation of the local knowledge is found to be much more important than the continued utilization of the various types of consultants. Allocation of the resources and sharing the profit:It is found that the allocation of resources generally helps in proper implementation such that it helps in sharing proper gains with all the employees are generally considered critical for the success of the entire project. It is considered to be quite difficult for the entire organization to properly turn the lean without providing properfacilityof coachingaswellasdistributedtaskforce withinthe entire organization (Tauriainen et al., 2016).It is considered to be important for dedicating the entire
5 MEMO budget for undertaking the required transformation. Moreover, the gains that is achieved due to improvements can be shared quite effectively. Rewards as well as recognition related schemes are generally considered to be effective within the early stages but the managers generally take care when the designing related reward as well as recognition schemes are important as well as sensitive. Utilization proper tools and methods:The application of various types of lean tools as well as methods are generally considered to be important. It is found that the most specific tools as well as methods that are generally utilized as per the survey mainly includes visualization, team concept, problem solving, waste reduction, daily management, value stream as well as proper mapping (Eaidgah et al., 2016).It is found that there are a number of methods that are associated with the lean project management principles and are considered to be the important critical success factors. Proper tools and methods are considered to be important in order to successfully implement the lean project within the plant but there are generally not considered to be sufficient. Steps proposed for ensuring CSF in place and achieving the mindset of LPM within the staffs It is found that there are a number of steps thathelps in makingsure that the implementation of critical success factors is generally helpful in properly achieving the mindset of LPM. The steps are elaborated below: Proper performance of the project team:It is found that if the project team performs properly in context to the lean project management then it can be ensured that the critical success factors are in place and it is playing an important role in achieving the mindset of lean project
6 MEMO management (Erol, Dikmen & Birgonul, 2017).The team members who are associated with the project are provided with proper facility of training and as a result they are capable of managing the lean project quite effectively. In addition to this, they also accumulate local knowledge effectively so that proper performance of the project is generally gained. Presence of resources:The resources are properly allocated within the project that further helps in showcasing the CSF are generally in place and it is quite beneficial in achieving the lean project management successfully. In addition to this, it is analyzed that proper coaching is provided to the team. Moreover, the recognition as well as reward based schemes that are utilized are generally considered to be significant and thus in order to involve the resources effectively, it is quite necessary to set proper reward as well as recognition system within the project effectively. Proper use of tools and techniques:The utilization of proper tools as well as techniques are considered to be important and it is found that the project manager recently uses value stream, daily management, proper mapping and more including the waste reduction (Wagner, Herrmann & Thiede, 2017).It is analyzed that appropriate use of proper tools as well as techniques are found to be important as well as beneficial for successfully achieving the project goalsaswellasobjectives. Description of the training requirements for individual staffs: The different types of training requirements that are generally required for the individual staffs are generally elaborated below: Cross training:Cross training is considered as one of the important technique that is mainly utilized for properly developing the workforce related techniques. With the help of the
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7 MEMO training, the employees generally undertake a number of actions (De Carvalhoet al,. 2015). Moreover,flexibilityidconsideredasoneofthefundamentalflexibilityfortheentire organizations. Flow chart:It is considered as one of the important technique that helps in properly representing the entire procedure for properly understanding the entire procedure and for determining the various types of opportunities for appropriate improvement. Error proofing:Error proofing technique related knowledge is generally provided during the entire training sessions so that the defects within the project does not occur as defects are generally considered as one of the important contributor of the waste. Proper tools and techniques:It is identified that proper tools as well as techniques are generally required in order to properly determine the expectations of the customers and for providing them proper training so that they can be able to meet the expectations as well as goals of the entire project (Balzer et al., 2016). Bottleneck analysis:Knowledge about the bottleneck analysis should be provided within the training sessions is needed for properly determining the procedure where the entire capacity related with the capacity is less available. Training team:Proper training team must be assigned for undertaking the entire training sessions effectively so that the training team can be capable of providing proper knowledge associated with the lean project management so that the lean project can be implemented quite effectively (Braglia, Frosolini, Gallo & Marrazzini, 2019). Methods used for adopting the LPM approach for tendering government work
8 MEMO There are a number of methods that are generally helpful in assessing when the consultancy has properly adopted the lean project management based approach so that the entire project can be tender for the government related work. The methods that are used for ensuring successful implementation of LPM approach are generally elaborated below: Presence of adequate resources:If the lean project management principlesare generally followed within the project then very much less initiative is generally piled up on the regular workload of the people who are in the higher authorities. In addition to this, if the full time workers within the lean project generally involved within each and every initiative of lean by undertaking all the regular work effectively then it can be ensured that the lean project management are properly implemented (Pitta, Venkateswaran & Thomas, 2018). Trained staffs and clients:If the staffs who are associated with the lean project management are trained and they know how to properly manage the work of the project effectively by understanding the needs as well as requirements of the clients then it can be ensured that the lean project management are implemented effectivelyBrowning and Ramasesh (2015).However, if the staffs do not know the techniques of communicating with the clients then it is generally creating a lot of problems as well as issues which reflect that the lean project management are not implemented with the project. Proper assigned responsibilities:If the responsibilities are assigned clearly within the entire project then it can be ensured that the lean project management are properly implemented. With the successful implementation of the lean project management, the responsibilities of the project team are assigned quite effectively and as per which they work that further helps in suggestingthatthework thatisassociatedwith theprojectgetscompletedsuccessfully (Svensson et al., 2015).In addition to this, it is analyzed that as lean project management is one
9 MEMO of the bottom up approach, it is considered to be quite crucial for the people to feel very much empowered for making the necessary improvement in order to make their job much better. Proper communication of the results:It is found that it is quite critical that the results of the project are properly communicated especially when the lean initiatives are generally undertaken, Thus, if the results of the project are properly communicated then it can be ensured that the leanproject managementare implementedsuccessfullywithin the entireproject effectively. Greater control:Knowledge is considered as power and it is analyzed that if the project team members are able to manage the project effectively by getting proper control on the project them it can be ensured that the undertaken project has implemented the concept of lean project management quite successfully (Antony, Setijono & Dahlgaard, 2016).Moreover, if the project work will be controlled by properly prioritizing the project tasks as well as risks and challenges that are generally linked with the work of the project. Faster project:With the proper utilization of lean project management, the project stakeholders can generally get to know about the various steps that are associated with the development as well as about the requirements of the clients and therefore they can be able to properly implement the entire project quite successfully. If the project objectives are achieved faster by the project stakeholders, then it can be ensured that the undertaken project has properly implemented the concept of lean project management successfully in order to get proper guidance and for achieving success within the project (Tortorella et al., 2016).
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10 MEMO References Ansah, R. H., Sorooshian, S., & Mustafa, S. B. (2016). Lean construction: an effective approach for project management.ARPN Journal of Engineering and Applied Sciences,11(3), 1607-1612. Antony, J., Setijono, D., & Dahlgaard, J. J. (2016). Lean Six Sigma and innovation–an exploratory study among UK organisations.Total Quality Management & Business Excellence,27(1-2), 124-140. Antony, J., Rodgers, B., Coull, I., & Sunder M, V. (2018). Lean Six Sigma in policing services: A case study from an organisational learning perspective.International Journal of Productivity and Performance Management,67(5), 935-940. Balzer, W. K., Francis, D. E., Krehbiel, T. C., & Shea, N. (2016). A review and perspective on Lean in higher education.Quality assurance in education,24(4), 442-462. Braglia, M., Frosolini, M., Gallo, M., & Marrazzini, L. (2019). Lean manufacturing tool in engineer-to-orderenvironment:Projectcostdeployment.InternationalJournalof Production Research,57(6), 1825-1839. Brioso, X. (2015). Integrating ISO 21500 guidance on project management, lean construction and PMBOK.Procedia Engineering,123, 76-84. Brioso, X. (2015). Teaching lean construction: Pontifical Catholic University of Peru training course in lean project & construction management.Procedia Engineering,123, 85-93. Browning,T.R.,& Ramasesh,R.V. (2015).Reducingunwelcomesurprisesin project management.MIT Sloan Management Review,56(3), 53.
11 MEMO Dave, B., Kubler, S., Främling, K., & Koskela, L. (2016). Opportunities for enhanced lean constructionmanagementusingInternetofThingsstandards.Automationin construction,61, 86-97. De Carvalho, M. M., Patah, L. A., & de Souza Bido, D. (2015). Project management and its effects on project success: Cross-country and cross-industry comparisons.International Journal of Project Management,33(7), 1509-1522. Demirkesen, S., & Ozorhon, B. (2017). Impact of integration management on construction project management performance.International Journal of Project Management,35(8), 1639-1654. Eaidgah, Y., Maki, A. A., Kurczewski, K., & Abdekhodaee, A. (2016). Visual management, performancemanagementandcontinuousimprovement:aleanmanufacturing approach.International Journal of Lean Six Sigma,7(2), 187-210. Erol, H., Dikmen, I., & Birgonul, M. T. (2017). Measuring the impact of lean construction practices on project duration and variability: A simulation-based study on residential buildings.Journal of Civil Engineering and Management,23(2), 241-251. Hussain, M., & Malik, M. (2016). Prioritizing lean management practices in public and private hospitals.Journal of Health Organization and Management,30(3), 457-474. Othman, A. A. E., & Khalil, M. H. M. (2018). Lean talent management: a novel approach for increasingcreativityinarchitecturaldesignfirms.Engineering,Constructionand Architectural Management,25(10), 1355-1375.
12 MEMO Pitta, S., Venkateswaran, A., & Thomas, L. (2018). CRT-163 Improving Cardiac Catheterization LabWorkflowUsingNewerTools:LEANManagement.JACC:Cardiovascular Interventions,8(2 Supplement), S27. Rivera,A.,&Kashiwagi,J.(2016).Identifyingthestateoftheprojectmanagement profession.Procedia Engineering,145, 1386-1393. Sohi, A. J., Hertogh, M., Bosch-Rekveldt, M., & Blom, R. (2016). Does lean & agile project management help coping with project complexity?.Procedia-Social and Behavioral Sciences,226, 252-259. SunderM,V.(2016).LeanSixSigmaprojectmanagement–astakeholdermanagement perspective.The TQM Journal,28(1), 132-150. Svensson, C., Antony, J., Ba-Essa, M., Bakhsh, M., & Albliwi, S. (2015). A Lean Six Sigma programinhighereducation.InternationalJournalofQuality&Reliability Management,32(9), 951-969. Tauriainen, M., Marttinen, P., Dave, B., & Koskela, L. (2016). The effects of BIM and lean construction on design management practices.Procedia engineering,164, 567-574. Tortorella, G. L., Marodin, G. A., Fettermann, D. D. C., & Fogliatto, F. S. (2016). Relationships between lean product development enablers and problems.International Journal of Production Research,54(10), 2837-2855. Wagner, T., Herrmann, C., & Thiede, S. (2017). Industry 4.0 impacts on lean production systems.Procedia CIRP,63, 125-131.