Analyzing the Project Benefits of Using Important Management Documents

This report discusses the importance of documentation in project management, highlighting the benefits of using key documents such as project business cases, project charters, project communication plans, project schedules, project budgets, and work breakdown structures. These documents are essential for providing structure, clarity, and effective time and resource management, ensuring that project objectives are met within the defined timeframe. The report concludes that project management is significantly facilitated by the use of these documents, which contribute to the systematic completion of projects by clarifying objectives and outlining the course of action, ultimately leading to improved project outcomes.

Management
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Table of Contents
Introduction.....................................................................................................................................3
Main body........................................................................................................................................3
Question: Project management is characterized by using different important documents. What
are the project benefits of using such documents?......................................................................3
Conclusion.......................................................................................................................................4
References.......................................................................................................................................5
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Introduction
Management is a broader term which basically is the process of planning and organising
activities for the effective and timely completion of tasks. In this report, the concept and activity
of project management is discussed which is the process of leading the job roles of a ream in
order to accomplish all the determined goals within the decided time frame. The purpose of this
report is to develop the understanding regarding importance of documents in the process of
project management.
Main body
Question: Project management is characterized by using different important documents. What
are the project benefits of using such documents?
The activity of project management is supported with relevant and essential documents
which ensures effectiveness in the overall process. Project documentation is crucial in order to
perform the activity in a systematic way. Following this process using appropriate documents
ensure positive and efficient performance of project manager. The supporting documents and
their importance is stated below:
Project business case: This is the document which supports the aims and objectives and
basically states the requirement of a project. It includes basic case and outline of the whole idea
defining its objectives and the course of action that is to be followed. This document is important
as it is to be presented before the senior authorities for the purpose of asking for approval. This is
a critical document which focus upon covering all aspects describing viability and feasibility of
the overall project. This is a foundation document for the overall project which aims to develop
understanding regarding the requirement and purpose behind initiating a project.
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Project Charter: This is a crucial document which is mainly prepared for the purpose of defining
formal authorization for a project. It includes all the relevant information which is required
stating the key expectations from the initiation of a project. It includes a systematic breakdown
and address every key element on a basic level (Rowe, 2020). The importance of a project
charter is that it make effective use of components like decided time-frame, budget and proper
allocation of resources to elements as well as metrics to make judgement for the final outcomes
of the project.
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Project communication plans: It provides the techniques and approaches that are to be followed
while communicating the plans and vision of the project to relevant team members. This mainly
includes the meetings and criteria of channels that will be adopted for the purpose of exchanging
ideas and information. This document is crucial as it establish clarity among team members
regarding the procedures that are to be followed while communicating with peers which makes
the overall process effective and results in potential outcomes (Santalova and et.al., 2018).
Project schedule: This is a document which is highly crucial in the process of project
management which provides a structure for the purpose of time management. This document is
important in order to provide proper schedule clearly stating deadlines for task of projects. This
also provides clarity to the staff and all stakeholders in accomplishment of tasks. This document
is extremely important for the purpose of setting appropriate guidelines and frameworks assisting
the completion of tasks (Kerzner, 2018).
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Project budget: This is one of the most important document in the activity of project
management as it set out the funding requirements according to which resources of funds are to
be determined. It includes overall expenses and how much it is required to spend with proper
allocation and specified needs. The document of budget facilitate the process of delegating funds
in order to develop a better understanding (Kerzner, 2019). This document set the limits and also
helps in determining overall accuracy so that process of spending could be accomplished
according to project requirements. It defines the limits of spending which helps in bringing cost
minimisation (Pace, 2019).
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Work breakdown structure: This document provides a representation of the whole job roles
which covering all the relevant details. A breakdown structure is important in order to execute
the project completion as it state the requirement of deliverables required and then bifurcate
those into smaller sections and elements. This helps in management of different aspects of
project ensuring the availability of all requirements which are essential in order to complete the
project.
Conclusion
From the above information, it has been concluded that the process of project
management is facilitated with the help of using related documents. These documents are
relevant for the systematic completion of project as without supporting documents there will be
unclarity of objectives as well as course of action.
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References
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
Pace, M., 2019. A correlational study on project management methodology and project
success. Journal of Engineering, Project, and Production Management, 9(2), p.56.
Rowe, S.F., 2020. Project management for small projects. Berrett-Koehler Publishers.
Santalova, M.S. and et.al., 2018, April. Information hindrances and communication barriers in
project interactions. In International Conference Project “The future of the Global
Financial System: Downfall of Harmony” (pp. 273-281). Springer, Cham.
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