Project Management: Theories for Communication Process and Critique of Methodologies

This article discusses the theories for communication process in project management and critiques different methodologies. It emphasizes the importance of communication and provides insights into agile, waterfall, and PRINCE2 methodologies. The article concludes with a recommendation for the PRINCE2 methodology for successful event organization.

Project Management

Table of Contents
Introduction......................................................................................................................................1
I. Theories for communication process..................................................................................1
ii. Critique of methodologies..................................................................................................3
Conclusion.......................................................................................................................................6
References........................................................................................................................................7

Introduction
The practice which is related with initialisation, developing plans, controlling and closing of
work for achieving particular goal in given time frame is referred to as project management. This
involves utilisation of techniques, tools and skills through which objectives of project can be
attained (Braglia and Frosolini, 2014). To understand concept of project management, QAHE is
taken into consideration who about to host an Olympics event in London are named HEI (Higher
Education Institutions) Games. The budget for event is £20k per university and it is anticipated
that around 10 HEI’s will be participating but if more joins then budget will be managed
accordingly. This report comprises of need of communication among different members related
with project and methodologies which can be used for smooth execution of event.
I. Theories for communication process.
There is a two-way process where messages are in form of opinions, ideas and thoughts
which are transmitted among team members for creation of shared understanding is referred to as
communication. This is dynamic process which initialises with conceptualisation if ideas in
which sender transit message to receiver through distinct mediums (Bucero and Englund, 2015).
By having effectual communication the ways in which event has to be organised can be analysed
and strategies can be formulated accordingly. In addition to this, details about participating
HEI’s can also be attained so that appropriate analysis is developed and ensure that relevant
arrangements are made by managing budget required for Olympics. The communication theory
which can be utilised by QAHE for handling this event is illustrated beneath:
A Mathematical Theory of Communication: This theory is proposed in 1948 by Claude
E. Shannon and is also known by Shannon-Weaver model. It is being developed for carrying out
efficacious communication among receiver and sender. With respect to QAHE different
stakeholders or team members need to organise an event so interaction has to be precise and in a
continuous manner so that each and every aspect can be taken into consideration. This theory
involves different elements, they are specified beneath with respect to HEI games: Sender: It illustrates ways with respect to which QAHE team members can interact as
well as convey message to others. There has to be a appropriate means that will provide
them with effectual communication (Burke, 2013).
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 Encoding: When interaction is carried out with different HEIs, then it becomes important
for organisers of event to analyse signs, symbols and body gestures with whom they are
interacting. This aids them to create an hypothesis with respect to whether they (HEIs)
are interested within event or not.
 Message: When encoding is done, then sender will deliver message for giving
information to stakeholders about details related with event. This message can be given in
different ways either by online communication or written ways (Fleming and Koppelman,
2016). It enables QAHE to analyse what has been done and what is required more.
(Source: Communication Theory, 2016) Communication channel: This implies that a medium has to be chosen via which
messages can be transmitted. The reason behind this is that availability of each member
and sponsors is mandatory so that work done by them can be identified and further
strategies can be discussed (Kerzner and Kerzner, 2017). Decoding: The message attained will be interpreted by receiver so that exact meaning
behind conversation can be understood. Like budget per HEI is £20k, if this instructions
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Illustration 1: Shannon-Weaver Model of Communication

is interpreted by sponsors as budget for event is £20k then it would lead to various issues
as it won’t be possible to carry out as per required standards. Receiver: This implies people, sponsors and HEI’s to whom message is for, the team
members will comprehend that so that overall objective i.e. carrying out Olympics can be
attained by QAHE. Noise: Initially message is transmitted through different channels, there is a possibility
that distraction may occur or someone might alter the message while is sent (Kerzner,
2013). This will leads to huge trouble. For this, messages have to be encoded so that they
are not altered and must be cross verified by team members of QAHE. Thus, it will be
better to opt for regular meetings as different aspects can be discussed through this. Feedback: It is last step which make sure that receiver or HEI’s have attained message
and accordingly they can give acknowledgement (8 benefits of implementing agile
methodology in your project, 2017). This will enable them to have effectual
communication and formulate a trust between different people involved in project.
The above theory illustrates communication which takes place among team members, HEI’s
and organisers of event. This enables them to formulate the strategies according to budget and
convince Universities to be a part of Olympics. The concern here is interaction which takes place
and way in which it is interpreted as this will lead to ensure that appropriate information is
shared with each individual involved within and they render their services as per responsibilities
allotted (Meng, 2012). This will lead QAHE to have a successful event and carry out all the
activities on time as per desired standards.
ii. Critique of methodologies.
The systematic and theoretical analysis of methods that are applied for particular study is
referred to as methodology. As QAHE is about to host an event, Olympics within London, thus it
becomes important to identify appropriate methodology by which tasks can be conducted. In this
context different methodologies are specified beneath:
Agile methodology: This implies iterative approach which can be used for delivering
project throughout entire lifecycle is denoted by agile methodology. Here, QAHE can break
down tasks involved into different stages so that it can be divided appropriately within team. It
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will enable them to have clear insight about what they have to be done (Communication Theory,
2016)
.
(Source: 8 benefits of implementing agile methodology in your project, 2017)
Agile methodology will provide QAHE with options for formulation of plans, executing
them, evaluating as well as releasing desired outcomes.
Strengths:
 Budget can be managed in an appropriate manner as tasks can be prioritised and will also
allow having quick response about work that is being carried out by different teams.
 Feedbacks can be attained from team members as per activities conducted by them and
strategies can also be developed with respect to problems faced by them.
Weaknesses:
 The major problem is that actual budget cannot be analysed so it might create problems
to teams while working on any particular aspect.
Waterfall methodology: This implies sequential design process that is being utilised in
development processes where there is a steady flow in the ways tasks are conducted (Ramazani
and Jergeas, 2015). This will allow QAHE to gather information and process it accordingly so
that on time results can be derived.
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Illustration 1: Agile Methodology

Strengths:
 In this, teams are divided on the basis of single task and when it is completed other is
done. This leads to avoid confusion for team members of QAHE & HEI’s within
different strategies that have to be utilised in distinct tasks.
 This is an easy method which will furnish QAHE with step by step instructions for
making Olympics event successful.
Weaknesses:
 Single task has to be completed before starting other and outcome attained from that acts
as input to next tasks (Walker, 2015).
PRINCE2 (Projects in Controlled Environment) methodology: In this, focus is kept on
controlling project from initialisation till its completion and each stage within this is structured.
This provides QAHE with certain principles according to which they can carry out their tasks
with high accuracy. Furthermore, it will provide them with different themes along with processes
that will aid them to carry out their operations in a required manner as per desired standards
(Braglia and Frosolini, 2014).
Strengths:
 Each task can be tracked and broken up from its initialisation till it is completed. This
will lead QAHE to ensure that event can be organised as per desired standards.
 This enables to avoid misconceptions as each aspect of event can be standardised which
implies enhanced interaction between teams (Bucero and Englund, 2015).
Weaknesses: Here, team members need to look at reports or logs while carrying out their activities
which can be time consuming.
Comparison between Waterfall , Agile and Prince2 Methodology
Basis Agile Method Waterfall Method Prince2 Method
Prioritization
of features
If any kind of issues are
addressed then on basis
of priorities they can be
Priority is not given, the
tasks have to be covered as
per ways they are decided
Predictive plan is
emphasised that comprises
of bigger plans, i.e.
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resolved by team
members of QAHE.
which means that it will be
a complete success or
failure.
success of Olympics and
having more sponsors
(Burke, 2013).
Feasibility Feedbacks can be
attained through which
improvisations can be
made within ways tasks
are conducted.
In case if any problem
takes place then, it has to
be started from starting
which implies this is not
feasible.
Feasibility is high as here,
as per requirements
alterations can be made in
project.
From above discussion, it is recommended that Prince 2 methodology is apt for QAHE to
hold an event in London. The reason behind this is that, it will enable them to formulate
strategies, focus on goal and make changes if something is required. Furthermore, its weakness
will act as strength for this as by going through guidelines again and again scope for mistakes
can be eliminated (Fleming and Koppelman, 2016). This denotes goals and objectives can be
attained as per desired standards and on time.
Conclusion
From above, it can be concluded, that while organising any kind of event interaction plays
critical role as without this it is not possible to attain goal. Strategies, budget, teams and other
aspects have to be communicated so that on time activities can be accomplished. Prince 2
methodology will provide them with an apt way to conduct their operations through which
enhanced outcome can be achieved.
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References
Books & Journals
Braglia, M. and Frosolini, M., 2014. An integrated approach to implement project management
information systems within the extended enterprise. International Journal of Project
Management. 32(1). pp.18-29.
Bucero, A. and Englund, R.L., 2015, October. Project sponsorship: Achieving management
commitment for project success. Project Management Institute.
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Meng, X., 2012. The effect of relationship management on project performance in
construction. International journal of project management. 30(2). pp.188-198.
Ramazani, J. and Jergeas, G., 2015. Project managers and the journey from good to great: The
benefits of investment in project management training and education. International
Journal of Project Management. 33(1). pp.41-52.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
Online
8 benefits of implementing agile methodology in your project, 2017. [Online]. Available through:
<https://medium.com/@arun_87007/8-benefits-of-implementing-agile-methodology-in-
your-project-b3552debeb0d>.
Communication Theory, 2016. [Online]. Available through:
<https://lewisscottjdm.wordpress.com/2016/11/20/communication-theory/>.
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