University Project: BSBWORK502 Project Management & Team Effectiveness

This project management assignment, focusing on BSBWORK502, addresses key aspects of leading and managing team effectiveness. It includes short answer questions covering strategies for clear requirements, team engagement, communication approaches, and role modeling. The assignment also delves into strategies for involving others in decision-making, the importance of open communication, and the stages of group development (forming, storming, norming, performing, adjourning). It further examines difficult behaviors in organizations and mitigation strategies, work allocation, and mentoring/coaching processes. Part 1 of the project includes a detailed project plan with a Work Breakdown Structure (WBS), outlining tasks, durations, resources, and costs for organizing an event. The plan encompasses project initiation, planning, execution, and closure phases, including a communication plan. The project summary highlights the organizational objectives and the benefits of the event, as well as the target groups and stakeholders. The assignment provides a comprehensive overview of project management principles, team leadership, and practical application through a detailed project plan.

Running head: PROJECT MANAGEMENT
BSBWORK502 Lead and Manage Team Effectiveness
Name of the student:
Name of the university:

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Assessment task 1- Short answer questions
Answer to question 1
There are different strategies that are to be implemented by the project manager while
ensuring clear requirements and responsibilities to all the project team members and the
strategies are as follows:
 Using performance measurement matrices to measure the skills and abilities of
the project associates
 For all related project management knowledge areas using key performance
metrics
 Establishing open clear communication by avoiding scope creep and choosing
appropriate team and supporting systems
Answer to question 2
In order to keep the project members engaged to their job roles and responsibilities the
three supports that are to be provided are as follows:
 Motivation, incentives and rewards based on performance
 Professional leadership to govern the project towards the goals and objectives
 The other supports are timely employee empowerment and conpensation
Answer to question 3
The different types of communication approaches that would help the project manager to
easily communicate to the project team members and stakeholders are enlisted below:

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 Open communication
 Vertical communication
 Horizontal communication and diagonal communication
Answer to question 4
In an organization there are different ways through which a project manager can ensure
that he or she is considered as a role model. Firstly, the behavior and approach of the team
members to their project manager will make the person understand that whether they are
admiring the motivation and leadership of the person or not. The trust of the team members to
their managers also reflects what they feel about the manager.
Answer to question 5
Being a workplace leader different strategies are used to involve others in the decision
making process. The list of strategies is as follows:
 The organization should conduct mandatory survey where all the members should
response
 The organization should maintain a suggestion box where all the team members
are allowed to give suggestion regarding new decision making
 The organization should allow the team members to choose their desired training
and development program. It will let them to take part in the organizational
decision making
Answer to question 6
The line of communication needs to be open each time for all project team members
because it provides the project team members an interactive platform where they can share their

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point of thinking, creative ideas and innovation to the project manager. During the project
ongoing phase this interaction is crucial to keep the project manager clear regarding current
status of the project and how future success can be obtained from the project outcome.
Answer to question 7
The stages of group development are as follows:
Forming: This is the very initial meeting among the members. In this period they
introduce each other by sharing information about their interest, background and experiences.
The members get to know about the project on which they will be working for. They learn
regarding the main objectives, aims and goals. Team leaders make them aware about the project
roles and responsibilities.
Storming: In this phase they start working together. The team members compete with
each other for idea acceptance and status. The different opinions are all considered in this phase
to design the way through which the team members will support and guide the team associates.
Norming: In this phase the project team members start working as a professional team.
With the implementation of this phase they start working as a team instead of individuals. The
other components that are considered in this phase include confronting issues, emergence of
clear roles and responsibilities, skill development, new procedure establishment etc.
Performing: This is the fourth phase which finally encourages the project team members
to work for their assigned job roles successfully. The performances of individual lead the project
towards success. The effective team performance helps the project manager to lead the
preliminary objectives and goals.

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Adjourning: This is the last phase of team or group development in project manager. In
this phase the team members start moving to different directions as soon as the project comes to
an end or completion. In order to achieve next endeavor the support that are required by project
managers are also offered in this last phase of team development.
Answer to question 8
Different types of difficult behavior are there which can occur in the business
organization and needs to be mitigated immediately. These difficult behaviors are as follows:
Downers: These types of people are also known as negative Nancy’s and Debbie
downers. They can spoil any type of healthy atmosphere by saying something bad to someone
inside the organization. They also always keep themselves involved in complain, critique and
judge. In other words these people are not at all predictable from the common organizational
thinking perspectives.
Tanks: These people mostly behave like explosive, handful and bossy in nature. They
generally want to follow their own direction to reach the success point. In other words, they are
mainly focused to achieve their goal regardless the oath or direction they are following to reach
the goal.
Answer to question 9
Work allocation
Responsibilities of the managers or supervisor: The project manager or supervisors are
responsible to develop project implementation strategies considering the defined project goals.

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They should define meaningful protocols as well policies including the project execution
schedules.
Responsibilities of the project team members
The team members should have clear understanding regarding project objectives and
purposes. They need to ensure accurate balance between the non project work and project work.
They must contribute maximum in positive motivation and successful open communication.
After identifying project deliverables and related constraints they should identify the project
risks.
No, the policy and procedures does not state any requirements regarding the need for
work extenders continuous period of overtime due to the work allocation.
Mentoring/Coaching:
From monitoring and coaching the performance of each individual team members will
get improved and thus the overall team performance will also get improved. Mentoring shows
correct direction to project team members so that they can successfully avoid internal team
conflict and communication barriers.
Mentoring relationship is as follows:
 Developing relationship of trust
 Defining team members roles and responsibilities
 Establishment of short term and long term project goals
 Team collaboration for solving problems

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Mentoring process
 Investigation
 Identification
 Planning
Conflict resolution
 Clarification regarding the disagreement
 Establishing proper common project goal for both the parties
 Discussion regarding the ways through which common project goal can meet
 Determining project success barriers
 Determining responsibilities of the project team members
Answer to question 10
Technique that will be used to reward a team member who does a great job is
-Reward the group as a whole for completing a project ahead of schedule
Part 1
a) Project plan
WBS Task Name Duration Start Finish Resource Names Cost
0
Organizing
event planning
schedule
80 days Thu
12/20/18
Wed
4/10/19 $20,752.00
1 Project
initiation 27 days Thu
12/20/18
Fri
1/25/19 $6,640.00
1.1 Identifying
project objectives 5 days Thu
12/20/18
Wed
12/26/18
Project manager, event
management team, Finance
manager
$3,120.00

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1.2
Identifying
current risks
operational gaps
6 days Thu
12/27/18
Thu
1/3/19 event management team $960.00
1.3
Highlighting
the topic to be
discussed in the
event
5 days Fri
1/4/19
Thu
1/10/19 operation manager $1,400.00
1.4
Listing name
of the event
participants
6 days Fri
1/11/19
Fri
1/18/19 accommodation[1] $0.00
1.5
Project
document
outlining
3 days Mon
1/21/19
Wed
1/23/19 operation manager $840.00
1.6
Distribution
of roles and
responsibilities
2 days Thu
1/24/19
Fri
1/25/19 HR manager $320.00
2 Project
planning 24 days Mon
1/28/19
Thu
2/28/19 $7,752.00
2.1 Accommodation
plan
3 days Mon
1/28/19
Wed
1/30/19
accommodation[1],Finance
manager $672.00
2.2 Catering plan 5 days Thu
1/31/19
Wed
2/6/19
catering [1],event
management team, Finance
manager
$1,920.00
2.3 Listing VIP
guest list 6 days Thu
2/7/19
Thu
2/14/19 HR manager $960.00
2.4 Sending
invitation 5 days Fri
2/15/19
Thu
2/21/19 operation manager $1,400.00
2.5 Organizing
event details 4 days Fri
2/15/19
Wed
2/20/19
event management team,
Project manager $1,600.00
2.6 Streamline
processes 5 days Fri
2/22/19
Thu
2/28/19 Project manager $1,200.00
3 Project
execution 22 days Fri
3/1/19
Mon
4/1/19 $4,840.00
3.1
Developing
new
organizational
norms
6 days Fri
3/1/19
Fri
3/8/19 HR manager $960.00
3.2
Developing
new policy and
procedures
5 days Mon
3/11/19
Fri
3/15/19 operation manager $1,400.00
3.3 Changes plan
in the event 6 days Mon
3/18/19
Mon
3/25/19 Project manager $1,440.00
3.4 Final design 2 days Tue Wed operation manager $560.00

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of the event
program 3/26/19 3/27/19
3.5 Hiring host
for the event 3 days Thu
3/28/19
Mon
4/1/19 event management team $480.00
4 Project closure 7 days Tue
4/2/19
Wed
4/10/19 $1,520.00
4.1 Stakeholder
signoff 2 days Tue
4/2/19
Wed
4/3/19 HR manager $320.00
4.2
Final
document
presentation
5 days Thu
4/4/19
Wed
4/10/19 Project manager $1,200.00
1.1 Project summary
In order to meet the organizational objectives in terms of competitive advantages and
higher revenue the project manager should focus on organizing an event where they would be
able to discuss regarding the
1.2 Benefits
1.3 Target group or stakeholders
 Project manager or project supervisor
 Finance manager
 Operation manager
 HR manager
 Event Organizer

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1.4 Task Breakdown
Organizing event
planning schedule
Project initiation
Identifying project
objectives
Identifying current
risks operational
gaps
Highlighting the
topic to be
discussed in the
event
Listing name of the
event participants
Project document
outlining
Distribution of roles
and responsibilities
Project planning
Accommodation plan
Catering plan
Listing VIP guest list
Sending invitation
Organizing event
details
Streamline
processes
Project execution
Developing new
organizational
norms
Developing new
policy and
procedures
Changes plan in the
event
Final design of the
event program
Hiring host for the
event
Project closure
Stakeholder signoff
Final document
presentation
Figure 3: Task Breakdown structure of the project
(Source: Created by author)
1.5 Cost
Task Name Duration Resource Names Cost
Organizing event
planning schedule 80 days $20,752.00
Project initiation 27 days $6,640.00
Identifying project
objectives 5 days Project manager, event management
team, Finance manager $3,120.00
Identifying current
risks operational gaps 6 days event management team $960.00
Highlighting the
topic to be discussed in
the event
5 days operation manager $1,400.00
Listing name of the
event participants 6 days accommodation[1] $0.00

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Project document
outlining 3 days operation manager $840.00
Distribution of roles
and responsibilities 2 days HR manager $320.00
Project planning 24 days $7,752.00
Accommodation
plan 3 days accommodation[1],Finance manager $672.00
Catering plan 5 days catering [1],event management team,
Finance manager $1,920.00
Listing VIP guest
list 6 days HR manager $960.00
Sending invitation 5 days operation manager $1,400.00
Organizing event
details 4 days event management team, Project
manager $1,600.00
Streamline
processes 5 days Project manager $1,200.00
Project execution 22 days $4,840.00
Developing new
organizational norms 6 days HR manager $960.00
Developing new
policy and procedures 5 days operation manager $1,400.00
Changes plan in the
event 6 days Project manager $1,440.00
Final design of the
event program 2 days operation manager $560.00
Hiring host for the
event 3 days event management team $480.00
Project closure 7 days $1,520.00
Stakeholder signoff 2 days HR manager $320.00
Final document
presentation 5 days Project manager $1,200.00
1.6 Deadlines
The task is required to be completed within 80 days and must not exceed the more than
100 days.
b) Communication plan
Who When How Regularity of

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communication
Project manager
along with project
team members
Initiation phase Regarding project
objectives and goals
Weekly
Project team
members with
project supervisor
Planning phase About the project
progress period Weekly
Project manager and
operation manager
Initiation phase Discussion regarding
project operation that
are to be accomplished
throughout the project
period
Monthly
HR manager and
team members
Project initiation and
planning phase
Rules, policy and
procedures
Weekly
Project team
members with
project manager
Initiation phase Current financial
status of the project
Monthly
c) Team communication
To
The project team members

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This is to inform you that, we are planning to improve the current status of the
organization by developing the HR policies and procedures. You are required to keep in touch
with all the project activities in a weekly basis. In addition to this, you should also design and
develop communication strategies, new ideas, progress, feedback, decision making approaches.
In each and every phase of the project development you are needed to deal with all the items.
I would want you to follow all the rules and regulations to accomplish the project
activates.
-Project manager
Part 2
a) Implementation and Review
Introduction
This project depicts the importance of design, development, organization and planning of
an event where the project manager can discuss regarding team development, communication
and other needful aspects. The assumptions, objectives, goals and constraints of the project will
also be discussed in this event. The company uses traditional data management system and it was
becoming a quite difficult job from the organization perspectives. In order to resolve the issues
of manual information system the organization is willing to implement an Information System.
Though, the focus of the project is not implementation of Information System rather it is all
about the event where a discussion will be going on regarding Information System
implementation and its benefits.

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Summary of the outcomes
The four phases that are considered for this project include project initiation, planning,
execution and project closure. Each of the phase, delivers particular project outcomes. It is
expected that with successful delivery of the project, the organization will be able to manage all
their data maintaining confidentiality and other organizational facts as well. At the project
planning phase, the guest who will be invited for the event are all enlisted and invited as well.
The project closed with stakeholder signoff and submission of the final document.
Lesson learnt
From the project details it has been learnt that in order to design, develop and implement
any project it is mandatory for the project manager to focus on some of the project factors in
terms of communication plan, risk management plan, procurement management plan, inventory
management program and stakeholder management plan. If any of these factors are not followed
professionally or accurately then the entire project will fail to meet the expected project
outcomes. Before pointing out the target consumers the project manager should ensure the list of
risks that may interrupt the project success.
Conclusion and recommendations
From the overall discussion it can be conclude that the project manager needs to focus on
the topic and other aspects those will be discussed in the event. It is expected that if the above
mentioned factors are all properly managed and maintained by the project manager then it will
successfully deliver expected outcome. Apart from this, other project management factors
include time and cost management. Based on complexity of the project activities should be
subdivided accordingly and the time as well as cost must be assigned to those activities

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depending upon its complexity. If the subdivisions of the task are not done accurately then the
entire project outcome will be in vain.
Recommendations are as follows:
 Implementation of encryption security aspects
 Arrangement for training and development program
 Professional scope management
Project review
 I faced issues throughout the project plan development period regarding the usage of
Microsoft Project (MS project), needed to be clarified by the project supervisor.
 The performance of project team members will show degree of difficulties that are faced
by the project team members
 Ambiguous contingency plan is the restriction that has been encountered and requires
approval
 The scores gained from performance measurement matrix shows the responsibilities are
clearly understood by project team members
 Except support I have provided leadership and motivation to the team members to resolve
conflicts
 Being positive, trustworthy, inspiring and encouraging by nature I can become a role
model for the project team member
 In order to gain the team agreement on project goals the strategy that has been developed
is- involving all the team members in organizational decision making

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 Consultation with the stakeholders is the best possible legislation which a project
manager is required to take into consideration while working on a project
 There actual resources of the project are still not resolved. In order to resolve this issues
professional consultant are required to be consulted.
b) Feedback
To
The supervisor,
This is to inform you that the task distribution was done well and the way team members
accomplished their responsibilities and supported each other was extremely appreciable. Apart
from this, the time management was done appropriately on an individual basis. Skills and
knowledge of each and every team members are measured with the help of performance
measurement matrices. Overall, it can be said that project manager and the project team members
need to accomplish the assigned roles and responsibilities considering the project objectives and
goals.
-Thanks and regards
- <Please Fill>

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