Introduction of Lean Project Management in Future Projects
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This memorandum introduces the concept of Lean Project Management and its implementation in future projects. It discusses the benefits, critical success factors, and steps to ensure success. It also highlights the training requirements for employees.
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1Memorandum Memorandum DATE: [To be Filled] TO:All the staffs FROM:Director in Charge SUBJECT:Introduction of lean project management in the future projects of the firm. Introduction: We desire to undertake government tasks in near future and thus the consultancy will be using Lean Project Management principles in its project management processes in order to upgrade its skills and making the firm eligible to take up the government tasks. The details of the implementation process have been attached herein. The staffs’ cooperation will be desirable in bringing the required change.The aim of the Lean Project Management concept is delivering maximum value to the customers and the response time should be quick and the service reliable. Benefits of Lean Project Management Implementation: The implementation of the Lean Project Principles will affect the top managerial posts, the employees, project manager and project team, customers and the government. To get a clear understanding of the process it is necessary to analyse how the above individuals will be related to the project. The top managerial posts include the corporate operating authorities, division managers, resource manager and others(Noori, 2015). These officials are responsible to develop the strategies required for the effective implementation of the work. On successful completion of the project under the above said heads, the professional stand of the individuals will be enhanced in the company. The project team consists of the
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individuals those who are wholly dedicated to this specific project and their team lead is the project manager. The efficiency of the project team determines the rate of success of the process and the team will be benefitted if LPM strategies are implemented because this process is capable of reducing time and the resources can be used rationally(Alhuraish, Robledo & Kobi, 2017). The project manger can learn a lot from his team if he works closely with them and can build a rapport.The internal customers of the consultancy firm are the employees who are required to understand the importance of the project going to be implemented. Some of the aspects of LPM that will be beneficial for employees are the availability of centralized environment to bring in improvements in the project, 24*7 access to the workand the workflow is provided with automated notifications. The external customers are the clients and they will be highly benefitted with the LPM principles as it gives customer satisfaction the maximum priority. The government in this case is an important stakeholder, as the project manager needs to deal with the various government regulators and departments to understand the requirements essential for the Lean Project Management Process. Critical Success Factors: Critical Success Factors (CSF’s) are those factors that are required for accomplishing the success of the business. The firm has identified some of the critical success factors that the organization needs to focus on, to implement the Lean Project Management Principles. The proposed CSFs for the firm are as follows: Management leadership and the support of the management Top managerial commitments Work culture of the organization Communication between the employees and the higher authorities
Training and skill development Firm’s financial ability Measurement framework Top management leadership and the support of the higher officials is a crucial and vitalsuccessfactorinleanprojectmanagementimplementation.Themanagementis responsible to take an initiative in order to define and communicate the change in vision and the employees informed of the importance of the project going to be implemented and the pros and cons if any in the process. Good leadership boosts skills and enhances the knowledge amongst the work environment (Lande, Shrivastava & Seth, 2016). The support framework plays an important role for analysing the service performance and ensures proper planning for implementing the Lean Project Management.The involvement of management andtheircommitmentaretheprimaryprerequisitesinaccomplishingthedesired improvement in the productivity of the firm. To be successful in project lean management implementation, a committed management is essential to provide support to the firm. The work environment is one of the imperative factors that are associated with successful implementation of the Lean Project Management in the firm. Organizational culture refers to the values, social customs, core beliefs and norms that are a parameter of the actions of the individuals in the firm and their behaviour with their peers. Collaborative culture is a vital condition for transferring of knowledge. Lack of communication in any organization leads to misunderstandings, which is detrimental to the growth of the firm. In order to bring in a significant change in accordance to the Lean Project Management it is necessary to communicate the scope of the new initiative at every level of the organization(Abu Bakar, Subari & Mohd Daril, 2015). It is required to establish the communication between all the existing value streams. Training and educating the employees is a crucial part of lean project management success. Some of the tools and techniques related
to the implementation process require expertise and thus the employees would be trained in such skills. Supervisory skills of the workforce need to be upgraded for the process and the individuals would be trained to develop problem resolving potential. Financial ability of the firm is a parameter that determines how much the firm can invest on the new initiative. The changes acquainted with the new process require investments and the training been given to the employees is an added cost to the firm(Laureani & Antony, 2018). Ample funding is needed for the adopting and subsequently implementing of the lean project management. Implementation of successful lean project management is governed by some crucial factors. A detailed understanding of the factors will be beneficial for the firm. The CSF’s recognised in the firm must be taken care of while taking the steps in implementing the process. Measurement framework serves as a data collection system that provides useful informations about a specific activity(Gonzalez Aleu & Van Aken, 2016). An initiative such as the lean project management will be nothing more than a management fad, if it is not measured. Measurement would enable the organization to track the rate of progress of the lean implementation and would help in determining the benefits and effectiveness related to the same.Based on the measurement framework the organization can control, improve, compare and evaluate its own performance. Steps for Ensuring Critical Success Factors The required steps to put CSF in place in the organization are: Demonstrating active leadership styles by setting appropriate example to epitomize the desired behaviour for the implementation of the lean project management. Initiative needs to be taken to define and communicate the change required. Setting goals and defining the values related to these targets.
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Change of the thought process of the management and employees regarding acquiring knowledge and learning new things. Every level of the firm must have the information of the new initiative and the employees should know the importance of the lean project management. Adequate funding is required to implement the project. Steps should be taken for long-term effectiveness of the lean project management. Formal mechanisms development to aid and support autonomy in the firm. Following new practises and principles and adopting essential changes in the work culture. Developing mechanism for identifying the parts wasting the resources of the firm and finding remedies according to it. Creating a culture that is able to promote creativity and sharing. Developing a collaborative culture for significant transfer of knowledge between the groups as well as the individuals. Ensuring that the work environment is apt for the lean project management. Addressing the cultural issues if any in the organization. Establishing measurement structure and information technology system. Establishing a system for measuring service process performance. Establishingmechanismstocapturefeedbackfromtheemployeestothetop management for improvement in the process. Encouraging the employees to communicate with the management in case of any difficulty being faced by them. Lean project management involves five main principles that are value, the value stream, flow, pull and perfection. Lean project management is nothing but developing a strategy for the improvement in the production of any firm and owes its roots to the mass
production setting in the automobile industry(Anholon & Sano, 2016). It focuses on the managing the wastes of any form in the firm and eliminates the same from the process. The outcome of the lean project management is that less effort, capital and space are required and the time is reduced and the quality enhanced with decrease in the cost. In implementing the leanprojectmanagement,avaluestreammappinghelpsinanalyzingtherateof improvement. The vital aspect is organizing the firm and this might need flexible work structure(Brioso, 2015). The other significant changes that need to be considered standard work, single minute exchange of dies, maintaining total productivity and proofing of the mistakes. Further inclusions can be advance supply and demand via just in time pull systems. Integration between lean project management and production planning and respective control systems such as MRP is also relevant. The mindset could be achieved by strategic planning and detailed discussion. Organizational culture and changing the leadership styles could help implementing the process. There are many models available to change the management process but the cultural approach must be taken. Lean refers to the cultural principles and these are not just mere tools. The sustainability of the project is dependent on the work culture and the collective response as a whole. Many of the tools of the lean project management are sophisticated regarding their requirement of a specific culture that includes strong intrinsic motivation for the successful implementation of the process(Anholon & Sano, 2016). Thus in order to implement the project a significant change in the leadership is required through coaching unlike giving directions only. In the lean project management human principles are equally valuable as is the elimination of waste. Training Requirements: Certain training requirements are essential in order to incorporate the lean project management.Thesixsigmafactorsareeffectiveineliminatingcommunicationgaps,
unstructuredtargetsandmistakenstrategiesintrainingtheemployees.Thesix-sigma mistakes that are normally committed are: Is the organization well designed for delivering results? Have focused goals been created for all employees? Are all teams working towards achieving the overall organizational goals and objectives? Are the roles of all employees defined based on capabilities, skills and interests? Does the organization recognize and encourage innovation, ideas, and ownership? Is the organizational reward structure in perfect alignment with the performance scale? The understanding of the employees can be analyzed by regular assessments according to their performance. The employees grasping the change faster must be recognized and rewarded to build the motivational environment. Strategic educational sessions with the management staffs will help remind the employees of the organizational goal. The project managers play an important role in incorporating a work culture that includes transparency in the communication of the organization. The employees would be updated of the future plans and targets of the company(Netland, 2016). The important plans should be communicated in time. The goals of the team should be aligned with the goal of the company to achieve the overall target of the firm that is implementing the project. In the training process, employees shouldbemotivatedtoproduceeffectiveperformanceandaddingvaluetothefirm irrespective of the process being undertaken such as increase in pay, incentives, opportunities and promotion.The employees should be given ample scope to improvise themselves and
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should be supplied with guidelines to accomplish the goals of the company. Lean sigma standards in any firm are geared to follow the right direction because it adds quantifiable value to the workforce. The benefits related to the lean project management will be the best way to assess its successful implementation. The management technique has various advantages and is ahs an positive impact on the growth of the firm. The demands on timelines and the budgets, usage ofnewresourcesandtheprocessofcustomization,complicatedstrategiesandstrict regulationsarethefactorsthateffectivelycontributetotheproject.Toexcelinthe competitive environment the project teams should be able to detect maximization in the value andincreasingefficiencyandminimizationofthewastes(Cooper,2017).The implementation of the lean management project is challenging succumbing to the various principles inculcated in the process and needs to be assessed to curb waste and avoid faults. Some of the benefits of the lean project implementation are: Increase in the productivity Improve in the quality Smoother operations in the organization Reduction in the operating costs Standardization of the workflow by removing waste Decentralization of the process by improving the responsibilities by introducing flexibility towards improvements Just-in-time invention to remove waste Emphasis on teamwork, mutual trust and peer development
Assessment Method: Higher quality of the work is an important lean management project impact. The principles rely on the trust and respect of the individuals involved in the process and can be achieved by putting emphasis on the communication and the performance of the team (Biazzo, Panizzolo & de Crescenzo, 2016). When working as a team enhances the team spirit, everyone related feels empowering to focus on the areas that need more value, and thus high quality will be obtained. In addition to the above thing, the effective collaboration and powerful coordination will help the organization to avoid rework thus proving that the project has been implemented well. The collaboration of the team is a supporting framework of the management. It requires that all teams have equal contribution in the continuous process of improvement. One of the best ways to assess that LPM has been successfully adopted within the premises of the firm is analyzing the utilization of the tools and the software that enhance communication and are powerful weapons to solve problems. Successfully implemented LPM would allow information transfer between the cross-functional teams and they would be able to access the information whenever required(Nicholas & Steyn, 2017). The usage of the appropriate technology is a vital element to leverage the advantagesof Lean Project Management. The achievement of the desired goals depend on the understanding and the application of the concept and it has a significant impact on the organization as it helps in taking quick decisions without jeopardizing the end results. When the employeesare acquainted with the outcomes and they know that, they will be benefitted for the work they are doing, their speed of resolving issues increases. The decentralized nature of decision-making and the contributions allow the process to move towards its expected end quicker. A project team prompt in resolving issues and tracking the financial condition of the firm is a proof that the firm has successfully implemented lean project management. The increase in the production rate of the firm on
implementation of the project lean management will make it eligible to get the government tasks. The rates of production are the basis of measurement of the applicability of the project as it is the only parameter that yields profit. Increase in production decreases the risk involved in losing profit and thus contributes to the growth of the firm(Sunder, 2016). The minimal waste production, May it be actual material waste or procedural waste increases the efficiency of the project. As Lean Project Management involves specific principles, it would help in gaining profits. Conclusion: Theimplementationoftheleanprojectmanagementwillnotonlyincrease productivity but also help to handle risks. Owing to the concepts of the strategies of the Lean project management is a effective task management tool. The commitments made, the actual processing on them can be checked, and thus it helps in time management. The team requires to find out where exactly the project is being worked upon that is tracking the progress of the project and the portions which require maximum productivity. The organization can closely track their progress in accordance to the commitments allowing the decision makers to recognize the potential and the risks if any in the process. The Lean Project Management would help understand the progress of the firm; the teams will be able to understand their potential and work in improving themselves. The successful implementation of the project will help the firm to get the government tasks and as the value delivered, will be the priority it will accomplish the targets that have been set and customer satisfaction. A positive work environment and freedom to communicate with the officials will bring transparency in the firm.Lean project management practitioners strive to inculcate perfection in their work and thus leading the company towards its goal and reaching the targets that it has set, the primary being eligible to get the government tasks.
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