Project Management: Meeting Structure and Reflection

This assignment outlines the structure and importance of project management meetings. It includes specific meeting rules such as punctuality, cancellation notice, and leadership hierarchy. The document details the meeting process, emphasizing collaboration and problem-solving. A final section provides insights into the value of meetings for mitigating risks, addressing challenges, and ensuring project success through effective communication and teamwork.

Riverina Agriculture and Lifecycle Show(RALS)
Project Report
Student Name:
Student ID:

Riverina Agriculture and Lifecycle Show(RALS)
Project Name
Ticketing System for Riverina Agriculture and Lifestyle Show (RALS)
Project Team
Project Team: RALS Project Team
Team Name Contact Information
Email Details Phone Details
a– Finance [e-mail] 444-787-8765
b – Development [e-mail] 444-787-8765
c – Administrative &
Management
[e-mail] 444-787-8765
d – Sales [e-mail] 444-787-8765
e – Support [e-mail] 444-787-8765
RALS Ticketing System – Overview
RALS is a ticketing system of future and the design has been supported by Globex as well. The proposed
ticketing system involves manual operations the ticketing system has certain methodologies. The
organization, Virtucon under Globex has planned to work on the advanced ticketing system.
Description of the Project
The project will showcase all the valuable and the non-valuable resources of the ticketing system. The
project will highlight various methodologies and in this way, a detailed overview of the whole modern
concept of ticketing system can be achieved. The customers are allowed to enter the system at their
own convenience and the e-ticket will be sent to the email id of the customer.
Team Charter
Allocation of Roles and skill set
Name Skills Responsibilities
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Riverina Agriculture and Lifecycle Show(RALS)
A Financial Assign each and every expense related to the project
activities
B Coding Develop code for the e-ticket application
C System Designing Involves design of the user interface
D System and Application
Testing
Testing of code, testing of performance of the
application
E Support and Maintenance Providing support, updating and up gradation of the
application
F Project Management Overall management of the project in accordance
with the project requirements and the project
resources
Team Communications – Meeting Details
Time and Location
The meeting time has been scheduled to 9:30 am and it will be conducted once in a day in the meeting
room.
Steps
The meeting will be initiated by the Project Manager and he will send a Welcome message via email to
the respective members of the meeting. There he will discuss the ongoing progress of the project
activities. Therefore, at first the approval of all the member s will be required and then only the Project
Manager can start discussing on the assigned project.
The meeting will be conducted keeping in mind to acquire the best outcome from the project.
Information Exchange
The points discussed in the meeting will be noted down by all the team members and it will be the duty
of all members to complete their respective tasks in round-robin fashion each and every week.
Rules and Guidelines
• A confirmation must be sent to the Project Manager to ensure the initiation of the project and
the project activities associated.
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Riverina Agriculture and Lifecycle Show(RALS)
• The notes accumulated in the meeting must be distributed among the peers.
• The moral values should be maintained while conducting business activities.
Team Values
All the team members should finish their jobs with full responsibility within the given stipulated
deadline. The issues aroused during execution of the project must be raised so that the issues can be
resolved and the project activities can be carried on.
Code of Conduct
The team values should be maintained all throughout the project meeting. The set of principles must be
valued upon while conducting the project activities.
Meeting Rules and Regulations
• The meeting must initiate sharp at 9:30 AM.
• At the time of cancellation or any kind of schedule change in the meeting, the
Project Manager must send a notice prior to one day beforehand.
• In absence of the Project Manager, the Head of the Department must conduct the
meeting.
• The meeting notes must be prepared in accordance to project activities discussed
in the meeting.
Learning Cycles
Organizer
• The Project Manager must collect data on the ongoing progress of the project and must prepare
guide based on the project status report.
• The actions should be performed based on the report made.
• The Project Manager must postpone or cancel the meeting if any disruptions occur within and
the Project Manager must inform this via email prior to one day.
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Riverina Agriculture and Lifecycle Show(RALS)
• All the decisions made in the meeting must be in accordance with the project needs and the
activities.
Scribe
• The recorder should assure that the meeting has been conducted focusing strictly on the project
activities
• A project confirmation report correspondence to the meeting must be shared and must be sent
to the Project Manager.
Communication Plan
Stakeholder List and Metrics
Stakeholder Data to be Shared Result to be Shared Area of the Exchange
Project Client/Sponsor Current status of data
and data which is still
pending
data Status – 7 a days 7 a days to be
exchanged and
transferred to the data
SharePoint address
Program Manager Current status of data
and the project
activities which are still
pending (Panna, 2005)
data Status -7 a days 7 a days to be
exchanged and
transferred to the data
SharePoint address
Project Manager The specifications
associated with the
data requirements and
the changes in
accordance with data
requested by opposing
person
Elaboration of data
requirements and
Stating Change
Requests
to be exchanged and
transferred to the data
SharePoint address
Customer/End-User Computerised Ticketing
System
Release for usage On RALS online site
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Riverina Agriculture and Lifecycle Show(RALS)
Communication Plan Details
Name of the Project: Ticketing System for Riverina Agriculture and Lifestyle Show (RALS)
Team
Member
Details
Name Skills
A Financial
B Programming
C System Designing
D System and Application Testing
E Support and Maintenance
F Project Management
A.
Commitm
ents.
Inclined to the accepted set of rules and regulations to successfully complete the project
activities by performing all the project activities.
B. Team
meeting.
Time: 9:30 AM
Area: Meeting Room
Recurrence: Daily
Meeting
Agenda
The meeting agenda to be set up in accordance with the project status and it provides the
platform for discussion on how to perform project activities.
Risk
Managem
The risks and threats correlated with the RALS project must be addressed by the Project
Manager and he and his associate team members must take initiatives and perform duties
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Riverina Agriculture and Lifecycle Show(RALS)
ent mitigating those risks.
Conflict
Resolution
The issues or questions or oppositions if aroused in the meeting the Project Manager must
listen and examine them and then should take decisions to solve the conflicts rose within.
Dispute
Resolution
The issues related to RALS project should be kept forward by the concerned member and
the Project Manager should take the decision accordingly. The project methodology must
be followed all throughout to maintain the consistency in the project activities.
C.
Meeting
Rules
• The meeting must initiate sharp at 9:30 AM.
• At the time of cancellation or any kind of schedule change in the meeting, the
Project Manager must send a notice prior to one day beforehand.
• In absence of the Project Manager, the Head of the Department must
conduct the meeting.
• The meeting notes must be prepared in accordance to project activities
discussed in the meeting.
D.
Meeting
Process
The meeting will be initiated by the Project Manager and he will send a Welcome message
via email to the respective members of the meeting. There he will discuss the ongoing
progress of the project activities. Therefore, at first the approval of all the member s will be
required and then only the Project Manager can start discussing on the assigned project.
The meeting will be conducted keeping in mind to acquire the best outcome from the
project.
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Riverina Agriculture and Lifecycle Show(RALS)
Project Reflection
• A team meeting is an important aspect, it provides a way to sequentially conduct all the
project activities, it also assists to solve the risks and threats aroused within the project. Also, it
solves the critical questions or the critical problems aroused. For this reason, the meeting is
conducted on a daily basis between the Project Manager and the colleagues. The team members
or the colleagues discuss the issues that can affect the project and try to solve those issues and
the Project Manager also takes part and assist and also help in decision making. Various kinds of
issues and difficulties associated with project execution must be addressed and must be mitigated
otherwise it can lead to project failure. Thuss team meeting assists in mitigating those issues and
embellish the opportunities so that the project activities can be performed in agile and effective
manner.
• There are various aspects correlated with the project activities and each aspect is
important, they must be equally considered and should give equal importance, failure of each
aspect can lead to the project failure as a whole. The project if failed, the team members as a
whole will be held responsible. Even the Project Manager will have to take the responsibility of
the same. That is why it must be noticed that the project activities are being executed following
the project methodologies properly. If the project activities get executed properly then the whole
project will turn out to be a successful one for sure.
• The project activities must be performed as per the project requirements. The
requirements of the project must be conveyed to the team members and they should understand
them properly. Then they should act in accordance with the project activities only. The
accomplishment of each and every task in a successful manner showcases that the project is
progressing well. Also if the clients acknowledge and praise the ongoing project performance it
further assists in the project proceedings.
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