Managing Projects: Challenges and Strategies

This assignment delves into the complexities of managing projects, focusing on organizational challenges encountered in global projects. It examines various perspectives and research on effective project management strategies, including those relevant to developing countries and sustainable development. The discussion covers topics such as integration mechanisms, virtual teams, and time-related incentive contracts.

TABLE OF CONTENTS
TASK 1............................................................................................................................................3
INTRODUCTION...........................................................................................................................3
1). Characteristics of a project....................................................................................................3
2). Scope statement of a project along with its importance........................................................3
3).Gantt Chart .............................................................................................................................4
4). Things to consider while developing project budget.............................................................5
5). Responses to the risks that may be taken during project managements................................5
6). Quality methods used for the successful completion of project............................................6
CONCLUSION................................................................................................................................6
TASK 2............................................................................................................................................6
2.1 Introduction...........................................................................................................................6
2.2 Skills and competencies of project manager.........................................................................7
2.3 The Project Process and project life cycle............................................................................8
2.3.1 Conceptualisation Stage.....................................................................................................8
2.3.2 Development stage...........................................................................................................12
2.3.3 Implementation Stage:.....................................................................................................17
2.4 Leadership...........................................................................................................................17
2.5 The risk analysis of project.................................................................................................17
2.6 Conclusion...........................................................................................................................18
REFERENCES..............................................................................................................................19

TASK 1
INTRODUCTION
In order to initiate, plan, execute, control and close the work an effective project
management plan is required (Cusworth and Franks, 2013). This plan helps in achieving the
desired goals and objectives to meet out the success at the specified time. This methodological
approach later assists in planning and guiding project processes from idea to culmination. The
present report covers the basics of project management along with their importance in the work.
1). Characteristics of a project
Below are the key characteristics of a project work:
Specific: The project is required to consist minute detailing such as structure, goals, benefits,
milestone, costs, etc. All these elements are required to be defined clearly.
Measurable: The project is needed to be measurable in context to the benefits and
achievements. They can be in any terms that is either monetary or non-monetary.
Achievable: The undertaken work is effective only it it is achievable. Setting imaginary goals
will only harm the resource such as time and money. Hence, it is necessary to set realistic goals
and objectives (Artto, Ahola and Vartiainen, 2016)
Relevant: It is essential that the undertaken project should bring relevant benefits to the selected
concern. If it will be not so then it will result in the wastage of the resources.
Time bound: The final thing that is considered as a crucial feature of an effective project is that
it should be time-bound. All the tasks are required to be performed in the scheduled deadline.
2). Scope statement of a project along with its importance.
It is the most crucial tool that is introduced in the project to outline its transferral. The
purpose of a scope statement is to render a baseline understanding of the undertaking. They are
different depending upon the type of work that is implemented. Further, it relies on the
organisation. This statements covers the project objectives, goals, sub-phases, tasks, resources,
budget and schedule (Huemann and Silvius, 2015). It is important in a work as it defines the
boundaries of a project. It has direct impacts on the tome and resources that are to be used in
accomplishing the undertaking.

3).Gantt Chart
Calculation of critical path:
1+3+6
Project Duration:
2+1+8= 11 days
In accordance with the above chart given, it can be stated that to complete the project, it
will take up to 11 days when all the critical path is considered. In order to 10 days can be saved
in the undertaking and it can be completed as per the plan developed (Martinelli, Waddell and
Rahschulte, 2017)

4). Things to consider while developing project budget
In order to develop an effective budgeting plan, there are certain factors which are
required to be considered. There are mainly two approaches which can be used for this, namely:
top-down and bottom-up approach. As per the top-down approaches, there are mainly two types
of cost, explained as follows:
 Direct costs: In this the investments associated with the direct factors such as labour,
materials, travel, etc. is calculated (Hietajärvi, Hietajärvi and Haapasalo, 2017)
 Indirect Costs: They are those which should also be included for the budgeting such as
office space rent, administrative, equipment cost, etc. (Pinto and Patanakul, 2017)
5). Responses to the risks that may be taken during project managements
There are always some risks associated with a project life cycle. An effective project
manager thus take impelling steps associated with the issue that may had or can be raise while
doing the undertaken work. Below present the common risks along with the actions that can be
taken that can take place while executing the project:
 Ineffectiveness in the scope statements: Scope statements are required to be clearly
defined with controllable changes. Also, appropriate estimates and dependencies should
be done (Tang, Zhang and Zhou, 2017).
 Cost management issues: It is essential to perform accurate cost forecasts. In addition to
this, while undertaking a foreign project it is essential to maintain the exchange rate
variability effectively.
 Ineffective change management plan: For this, project management team is required to
discuss the change with the all the stakeholders to avoid any conflicts. In addition to this,
clearly stated change goals should be prepared (Laudon and Laudon, 2015)
 Risks associated with various stakeholders: Effective communication should be there
with all the stakeholders. It will help in identifying their issues with the undertaken work.
Further, concerned entity should pay attention on the stakeholder motivation.
 Resources: Effective budgeting is the tool that will help in getting rid off any issues
associated with the resources. Also. human resources should have required competencies
and abilities (Aarseth, Rolstadås and Andersen, 2013)

6). Quality methods used for the successful completion of project
In order to check success of a project, it is essential to assure quality in it. There are
basically three parameters of it, they are:
 Project Evaluation: This is generally performed to check the monetary benefits
associated with the undertaking work. There exist different tools that can be used to
evaluate a project. These techniques involve net present value, internal rate if return,
benefit-cost ration, payback period and accounting rate of return.
 Project Monitoring: In order to bring changes in the ineffective practices it is essential
for the managers to consistently monitor the project. there are some techniques that can
be used to monitor the project, they are pulse meetings, observation, variance reports,
reviews on work, etc. (Rezania, Rezania and Burga, 2016).
 Project Control: For successful completion of a project, it is required to assess all the
risks associated with it and then prepare a control plan. Some common techniques that
are used for controlling are conducting regular meetings, earned value analysis and
critical path analysis (Jacobsson, Jacobsson and Söderholm, 2016).
CONCLUSION
From the above report, it can be concluded that project management plays a crucial role
in bringing effectiveness to the work. It has been observed that there exist different factors which
are required to be consider in order to manage the undertaking. In the present section, quality
methods that can be used are mentioned. Along with this, risk that can enter while performing
the project work and ways to remove them are also discussed in the report.
TASK 2
2.1 Introduction
Companies focus on gaining profit and for this process, they aim at delivering projects
that will enable to achieve their desired goals and objective. In this context, it includes
implementation, proper planning, monitoring and follow up This is generally done by manager
and they have to make sure that step by step processes are followed so that the project can be
achieved. In this context, this task will contain the various aspects of project management that
will help and guide Hotel Communication limited to deliver the information technology to the
newly established hotel City Towers.

2.2 Skills and competencies of project manager
Both competencies and skills are analysed by the project manager at the time when they
are hiring employees who are supportive for the project (Cusworth and Franks, 2013). It is
important to have workers who have certain set of skills and capabilities so that they are able to
support the project. Below given are the skills and competencies that are included for the project
manager to possess:
Analytical and problem solving skills: The project manager must have analytical and problem
solving skills (Artto, Ahola and Vartiainen, 2016). It helps the project manager to solve both
complex and simple problems by making precise decision that are sensible given the
available information.
Leadership Skills: In order to lead a team, the project manager must have efficient leadership
skills. He should motivate and guide the employees on the right path and in right direction
so that the team can accomplish their desired goals and objectives.
Technical Skills: The project manager must have technical skills in order to implement, execute,
monitor and evaluate project activities effectively and efficiently (Huemann and Silvius,
2015). The project manager must have appropriate knowledge and skills to use variety of
tool and technology in order to make the project successful.
Communication and negotiation skills: It is important for the project manager to have
communication skills so that they are able to covey all the employees who involved in the
project about the activities (Laudon and Laudon, 2015). When there is proper coordination,
then it becomes helpful to reduce the rate of risk that can be caused. Steps by step plan are to
be implemented and when there is communication, then it becomes helpful to complete the
work in effective manner.
Time Management Skills: In accordance with the schedule that is formed, it is important to make
sure that all the activities are completed with the speculated time period and this is possible
when project manager is able to understand the requirement and prioritize the tasks. When
the activities are not completed within time, then the initiative that is taken will not be
completed.

Change Management skills: There are situations which changes are made in between the project.
It is important that the manager is flexible and accept the changes and adjust with it. In case,
manager is not able to understand the requirements, then it is essential that appropriate steps
are taken with the help of which the change can be implemented.
Planning skills: For the implementation of the project, it is important that proper steps are taken
in which all the activities are scheduled properly so that they are completed and project
goals are attained (Rezania, Rezania and Burga, 2016). When the project manager is not able
to form proper activities, then it becomes difficult for them to divide the work as per the
capabilities that each of the employee possess. This way it can be stated that project
manager is able to put on their efforts to complete the project in effective manner.
2.3 The Project Process and project life cycle
In this process the project management plan will be prepared for Hotel Communication
limited which will help them to supply the information and technology facilities to the City
Towers. The project management process follows the project life cycle stage which is comprises
of four stages which are provided below:
 Conceptualisation Stage
 Development Stage
 Implementation Stage
 Termination stage
The description of activities are as follows:
2.3.1 Conceptualisation Stage
This is the first stage of the project life cycle in which the project manager collects the
relevant information and data. The data related with the stakeholders need, outcome of project,
requirements of resources, project activities, etc.
Project Title
The title of the project is “Installation of information technology and communication
infrastructure in the City Towers Hotel, London”.
Goals and objectives

The goals and objectives of the project will aid the project manager to conduct the project
efficiently. In this context, the goals and objectives of the project are as follows:
 Delivering and installation of information technology and communication infrastructure
in the City Towers Hotel
 Establishing information technology for booking and marketing
 To improve the entertainment facilities by installation of TV and Radio provisions in the
rooms of City Towers Hotel.
 To improve the security facility by installing the CCTV cameras in the premises. Installing precise information technology facilities in the meeting and conference rooms
of the hotel.
Key Stakeholders
Stakeholders plays vital role in project management. In this context the key stakeholders are
shown below in the table:
Key stakeholders Stakeholder Parties Information needs to be
consider
Customer or project client City Tower Hotel Ensuring to deliver the high
quality and durable products
that will enhance the quality of
project.
Sponsor of Project City Tower Hotel Ensure to provide an effective
system within the Hotel that
will aid in growth and
development of the
organisation.
Champion of Project Hotel Communication limited The organisation aims to
provide high quality products
at affordable price. This will

assist the organisation to
sustain in the competitive
environment efficiently.
Project Manager Tim Cook Improving the project
management skills and
efficiency in order to conduct
the project effectively and
efficiently.
Scope of the project
 The marketing strategies and activities will be improved at City Tower Hotel
 The effectiveness will be promulgate with the help of modern booking system.
 The guest entertainment services and facilities will be improved in the City Tower Hotel The commercial visitors will be increased as the conference rooms and meeting halls will
be installed with high technology in the City Tower Hotel.
Project Charter
Project Charter
Project Name Installation of information technology and communication infrastructure in
the City Towers Hotel, London.
Project
Description
New hotel City Towers required information and communication services in
their hotel. The Hotel Communication limited will aim to provide the
effective quality of products and services to the Hotel. The project will help
the project manager to conduct the activities systematically and appropriately.
Project
Manager
Tim Cook Date Approval 01/11/17

Project Sponsor City Towers Hotel, London Signature
Business Case Expected Goals
A new hotel, City Towers, is to be constructed
in the Docklands area of
London. As part of the specification of the
construction Hotel Communications Ltd has
been given the contract to install, test and
commission the IT and communication
infrastructure for the hotel. Specific aspects of
the remit include the provision of IT
facilities for marketing and booking, TV and
radio provision for hotel rooms, CCTV, and
appropriate IT facilities in meeting rooms and
in a conference centre.
 Delivering and installation of
information technology and
communication infrastructure in the
City Towers Hotel
 Establishing information technology for
booking and marketing
 To improve the entertainment facilities
by installation of TV and Radio
provisions in the rooms of City Towers
Hotel.
 To improve the security facility by
installing the CCTV cameras in the
premises.
 Installing precise information
technology facilities in the meeting and
conference rooms of the hotel.
Team Members Milestones
Name Role Key
Milestones
Start Date End Date
Andrew Bell Information and
Technology Expert
Starting
project
01/11/17 23/11/17
Simon Gibbs Communication and
wiring expert
Business
Requirement
23/11/17 13/01/18
Harry Osborne Technical Associate Design 13/01/17 17/02/18

Peter Parker Supervisor Development 17/02/17 02/04/18
Kelly Jones Financial Advisor Testing
Deployment
2.3.2 Development stage
Budget analysis of the project
In order to conduct the project effectively, the allocation of budget must be allocated
appropriately and precisely for each and every activities of the project. To make the project
successful, the project manager decide the total budget for the project which is £265000. The
allocation and distribution of budget is described below:
Tasks Budget (£)
Initial planning 12000
Gathering resources and preparing budget 83000
Designing system 76000
Development of System 46000
Testing of System 28000
Closure and Transfer 20000
Total Project Budget 265000

The above chart helps in describing the allocation of budgets in different activities of the project.
The cost will be lowest in the initial level of project and highest in gathering resources and
preparing budget.
Financial Plan
The financial plan will aid in analysing the budget which will be required by key persons who
will participate in the project management activities. The total budget is 138000 pounds and the
allocation is described below:
Stakeholders Budget (£)
Project manager 23000
Team Members 25000
IT Expert 20000
Financial Associate 14000
12000
83000
76000
46000
28000
20000
Initial planning
Gathering resources and
preparing budget
Designing system
Development of System
Testing of System
Closure and Transfer

Supply Chain Manager 17000
Technical Associate 20000
Supervisor 18000
Team Leader 19000
Total 138000
From the above financial plan, it can be understood that team members requires ample amount of
money in order to conduct and make the project successful and effective. Financial associate
requires less cost as compared to any other persons. This implies that the role of financial
associate is limited.
Gantt Chart
In accordance with the scenario, it can be stated that Hotel Communications Ltd, is planning to start
up a new hotel for this purpose, it is important for them to develop the activities that will be planned with
Project manager
Team Members
IT Expert
Financial Associate
Supply Chain Manager
Technical Associate
Supervisor
Team Leader
0 5000 10000 15000 20000 25000
23000
25000
20000
14000
17000
20000
18000
19000
Budget (£)

the help of which the project can be completed (Tang, Zhang and Zhou, 2017). It requires to have
proper planning so that the expansion of the business can be done in effective manner. In this context,
below given are the activities and the total budget that will be incurred by the firm for their new initiative:
Activities Name of the
activities or task
Duration (in
days)
Preceding
activities
Budget (in GBP)
1. Initial stage 22 days 12000 GBP
1.1 Finding of an suitable place
for expansion
8 - 3000
1.2 Setting up goals and
objectives
6 A 4000
1.3 Setting up strategies and
tactics for attaining the goals
8 B 5000
2. Gathering resources and
preparing budget
50 days - 83000 GBP
2.1 Making analysis of condition
of market
18 B,C 20000
2.2 Determining the budget 8 D 33000
2.3 Designing the layout 14 E 20000
2.4 Considering the resources that
will be required
10 E,F 10000
3. Implementation stage 34 days - 150000 GBP
3.1 Dividing roles and
responsibilities
6 G 30000
3.2 Setting up new hotel 17 H 30000
3.3 Delivering new type of
services and facilities
3 G,I 60000

3.4 Making use of promotional
techniques
8 J 30000
4. Closure stage 45 days - 20000 GBP
4.1 Making comparison of project
status
14 K 10000
4.2 Performance analysis 19 K,L 5000
4.3 Changes required changes 12 M 5000
Total time and cost of the project 151 days - 265000
In accordance with the above plan, it can be stated that the total budget that will be take is
265000 GBP. Further, the time in which the set up initiative that will be taken is 151 days. It is
important to make sure that all the activities that are included in it are covered so that they are
able to attain the set goals and objectives. The total duration of time within which the project is
to be completed is low and so there are changes that the activities set can hinder. It is essential
for the project manager to make sure that they have effective planning so that they are able to
arrange for resources with the help of which the project can be completed.

Calculation of critical path:
1+2+4+5+7+8+10+11+13+14
Revised Project Duration:
8+6+18+8+10+6+3+8+19+12 = 98 days
In accordance with the above chart given, it can be stated that to complete the project, it
will take up to 98 days when all the critical path is considered. In order to 53 days can be saved
by the project management and it can be completed s per the plan developed.
2.3.3 Implementation Stage:
In this stage the project is implemented by the project manager. The project is
implemented in a way that it will aid the project manager to accomplish the goals and objectives
effectively and efficiently.
2.4 Leadership
It is important to have leadership so that they are able to direct and guide employees in
order to achieve the goals and objectives. All the employees possess certain set of skills and
capabilities. Leaders need to understand the type of skills that each of the worker possess and
make them divide the work so that they are able to perform with their full efficiency (Martinelli,
Waddell and Rahschulte, 2017). All the workers within the team need to have proper
coordination and this is possible when they interact with each other and understand the skills and
capabilities that each of employees possess.

2.5 The risk analysis of project
There are different set of issues that can be faced by the project manager. When there is any type
of problems faced, then it becomes to carry out the project effectively and efficiently. In this
context, it is responsibility of project manager to makes sure that they eliminate constraints and
make proper analysis so that employees will be able to put on their full efforts to complete the
project (Jacobsson, Jacobsson and Söderholm, 2016). With this respect, below given are the
issues that can be faced by the cited firm for their project:
Quality risk: It is identified that there are different type of materials that are required to
make the project and that also in speculated time period.
Efficiency of team members: There are many tasks that have to be performed by each of
the workers and it requires to have proper coordination so that they are able to complete the task
in effective manner.
Increase in cost: It is essential that there are proper planning made in which the total cost
for each of the activities may not increase (Cusworth and Franks, 2013). However, when cost
increases, then it becomes difficult for the project manager to manage the other activities with
the minimum cost left out.
Technical problem: There are many type of innovative services that are firm is planning
to implement. It is important that they are able to make sure it is properly enacted in effective
manner.
Contingency risk: The issues that are unknown or problems that are can not be predicted
are considered to be contingency risk. This can create serious issue for the project. This is one of
the major concern of the business and it is important for the project manager to take up
appropriate steps so that they are able to reduce the risk (Artto, Ahola and Vartiainen, 2016).
2.6 Conclusion
There are different types of phases that are included and these are required to be
considered properly in order to meet the objectives. Main focus of the cited firm that is Hotel
Communication Ltd is planning to start up a new hotel called City Towers. Further, they also
focus on developing customers with high quality of services so that the rate of satisfaction level

can be raised. There are four different type of phrases that are included and they are initiation,
planning, implementation and closure.
Among these phrases, main focus of the first phrase is to understand the requirement of
developing or understanding the need of the project. When the firm is able to identify the need
and the requirement, then they develop plan that will help to enact the project. Then it includes
planning, in which proper schedule is develop that will help in setting up the activities that will
be included to achieve the project in effective manner (Huemann and Silvius, 2015). Then it
comes implementation in which the plan formed is put into action. It requires to have proper
support from the side of employees and it also need proper communication. The last stage is
closure in which all the activities set are completed.

REFERENCES
Books and Journals
Aarseth, W., Rolstadås, A. and Andersen, B., 2013. Managing organizational challenges in
global projects. International Journal of Managing Projects in Business, 7(1), pp.103-
132.
Artto, K., Ahola, T. and Vartiainen, V., 2016. From the front end of projects to the back end of
operations: Managing projects for value creation throughout the system
lifecycle. International Journal of Project Management, 34(2), pp.258-270.
Cusworth, J. W. and Franks, T. R., 2013. Managing projects in developing countries. Routledge.
Hietajärvi, A. M., Hietajärvi, A. M. and Haapasalo, H., 2017. Managing integration in
infrastructure alliance projects: Dynamics of integration mechanisms. International
Journal of Managing Projects in Business, 10(1), pp.5-31.
Huemann, M. and Silvius, G., 2015. Call for papers: International Journal of Project
Management: Theme:“Managing projects & sustainability”. International Journal of
Project Management, 33(4), pp.719-720.
Jacobsson, M., Jacobsson, M. and Söderholm, A., 2016. Towards a multi-perspective research
program on projects and temporary organizations: Analyzing the Scandinavian turn and
the Rethinking effort. International Journal of Managing Projects in Business, 9(4),
pp.752-766.
Laudon, K. C. and Laudon, J. P., 2015. Management Information Systems: Managing the Digital
Firm Plus MyMISLab with Pearson eText--Access Card Package. Prentice Hall Press.
Martinelli, R. J., Waddell, J. M. and Rahschulte, T. J., 2017. Projects Without Boundaries:
Successfully Leading Teams and Managing Projects in a Virtual World. John Wiley &
Sons.
Pinto, J. K. and Patanakul, P., 2017. Managing Projects. The Oxford Handbook of Management,
p.219.