Project Management: Communication, Methodologies, and Recommendation

This project management report delves into the critical role of communication and the selection of appropriate methodologies in project success. It begins by emphasizing the need for structured and effective communication between project managers and team members, highlighting both written and oral communication methods, and the significance of trust and a positive work environment. The report then compares three project management methodologies: Agile, Waterfall, and PRINCE2, evaluating their strengths and weaknesses. Agile is presented as iterative, flexible, and suitable for smaller projects, while the Waterfall model is described as a linear, structured approach with a focus on upfront planning. PRINCE2 is characterized as a process-based methodology emphasizing organization and control. Ultimately, the report recommends the PRINCE2 methodology for the project, emphasizing its adaptability and process-driven approach, and concludes by summarizing the key findings and reinforcing the importance of communication and methodology selection for project success.

Project Management

Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
1. Explanation of the need for effective and structured communication between project
manager and team members........................................................................................................1
2. Comparison between three different methodologies and recommendation of best to sponsor
.....................................................................................................................................................3
CONCLUSION................................................................................................................................5
REFERENCES................................................................................................................................6
Appendix..........................................................................................................................................6
Project 1...........................................................................................................................................6
(A)................................................................................................................................................6
B) Budget and Work breakdown structure................................................................................11
REFERENCES..............................................................................................................................17

INTRODUCTION
Project management is the activity related to planning, directing, organising and controlling of
different project associated activities for its effective performance and completion within
stipulated period of time. This concept is wide in nature and enables in effective decision making
in relation to all attached scenarios of the project. The role of communication and using correct
methodology is very important from the perspective of making project successful.
Communication help to build coordination in different departmental activities whereas
methodology improves the working strategies (Demirkesen and Ozorhon, 2017). It is the role of
project manager that ensure the effective presence of these both aspects within a project. The
current project discussed in report is related to assistance of students in understanding of the
ways that how firm ascertain suitability within their business and surrounding environment. This
is the third part of project that focuses over describing communication and methodology
importance towards attaining precision in work.
The aspects cover in report includes description of need regarding effective and structured
communication between project manager and team members and comparison between three
different project management methodologies i.e. Agile, Waterfall and PRINCE2 on the basis of
their strengths and weaknesses along with recommendation of best to sponsor.
MAIN BODY
1. Explanation of the need for effective and structured communication between project manager
and team members
Communication is the aspect related to transfer of message from one party to another. This is the
most important factor in every type of project. No project will be going to start without the
presence and application of effective communication techniques and processes. There is different
type of communications that will be used within a project at different levels i.e. written, oral etc.
Each and every type of communication has their own importance within carrying of project
functions. Written communication is used by the higher authorities to provide information to
project manager. Whereas, oral communication is used by project manager for disseminating
information to team members. This communication builds the connection between all project
parties and provides the opportunity to work in right direction towards successful completion of
project. In the current project of assisting students, role of communication is prime. This will
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help the project parties to collect true and relevant information in relation to project subject i.e.
techniques followed for maintaining sustainability within business and external environment.
Also, the usage of effective communication techniques further aid in dissemination of true
information in same sense to students (Fleming and Koppelman, 2016). There are many other
needs of adopting effective communication while carrying any project. All these ae defined
below:
Effective communication between project manager and other parties help to create trust
that enables better allocation of roles and duties according to project objectives. This will also
allow the project manager to give right direction so each activity related to different departments
will be performed properly. The trust of parties upon project manager working aid in creation of
positive attitude and friendly working environment. Here, all staff members associated with
project perform activities with full engagement and high motivation that provides positive end
result. Good communication in between project manager and departmental parties also aids in
development of innovative and creative culture where everyone provides own ideas towards
effective performance of their related activities. This provides the different number of
alternatives to project manager for selecting the best one according to the project nature. This
practice simultaneously saves the time of project manager and creates the perception in mind of
the staff that they are valuable part of project and always perform work in the right direction for
accomplishing project objectives.
The role of communication structuring is also main along with adoption of effective
techniques. The adoption of best structure like two-way communication or flat communication
provides the freedom to all staff members where they can share their views and work properly
through building of strong team.
In current project, the communication technique used by project manager to communicate with
different parties is related to oral transferring of message. Also, the structure selected to adhere is
flat where two-way communication is allowed. The mentioned communication process is best
from the perspective of every type of project along with current one i.e. assisting students by
gathering the information upon sustainability techniques followed by organisations. Here, oral
communication provides the opportunity in fast and easy transfer of information relating to every
aspect like roles, objectives, new changes, involvement of other personnel’s etc. On the other
hand, flat structure provides an opportunity regarding two-way communication where parties can
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easily consult to project manager in the situation of confusion. This is helpful in the direction of
minimising stress level among workers along with chance of mistakes. The process followed or
adopted is also supported by the two different of communication theories includes libertarianism
or free press theory and cognitive and behaviour theory. Free press theory supports the structure
of current communication process where everyone is free to communication at different levels.
On the other hand, cognitive and behaviour theory supports the nature of oral communication
technique where information is transferred through understanding of their psychology. The
integrated benefit of both must be ascertained in future as building of effective and efficient
working teams (Kerzner, 2017).
2. Comparison between three different methodologies and recommendation of best to sponsor
The role of methodologies is optimum in the direction of handling projects successfully.
There is different nature of methodologies having their own separate function according to the
attached characteristics. In the current project, three different methodologies are analysed to
recommend best to sponsor i.e. Agile, Waterfall and PRINCE2. The analysis of these also
contains the information related to their strengths and weaknesses. The detailed of analysis of all
three along with recommendation of best one is presented below;
Agile: This is the methodology that promotes continuous repetition of testing and
development activities during the lifecycle of project. This allows the team to break the project in
different stages for better management. This process is further associated with constant
collaboration with stakeholders, continuous improvement and repletion of all such possible
activities at every stage. There are number of strengths and weaknesses associated with this
methodology which is defined below:
Strengths
 It proposes iterative approach of development
 This allows the client for early looking at project so decision can be made regarding any
changes
 It is good to apply on small projects
 This will help to fix the error in mid of project
 In this, testers and developers work together
Weaknesses
 This is considered as unstructured model
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 In this difficult to ascertain development time for large projects
 Level of planning is very less in application of this model
Waterfall model: This is considered as liner project management approach where requirements
of stakeholder and customer are gathered at the beginning of project so the effective planning
will be done for completion of their requirements. This has five different phases that includes
requirements of project, designing, implementation, verification and maintenance (Kivilä,
Martinsuo and Vuorinen, 2017). This working on the framework where each phase is completed
before continuation of the next one. These are never repeated again unless the major failure
comes into the light in the stage of verification and maintenance. The associated strengths and
weaknesses of this model is presented below:
Strengths
 This model is considered secure because of the planning involvement.
 All sorts of projects short or long will be estimated and completed
Weaknesses
 Client can see the project in end only so no changes can be made in mid of the process
 The whole project is tested at the end so id error finds in last stage then needed to
perform all activities from starting.
 Testers work separately from developers
 User acceptance is performed at the end of project
PRINCE 2: This is process based approach that includes organisation and control over the
whole project from starting to end (Martens and Carvalho, 2017). This includes thorough
planning of each stage before its starting and concludes after tying up of all loose ends. This is
working on seven different principles includes project has business justification, team learn from
every stage, roles and responsibilities are clearly defined, work is planned in stages, project boars
have exceptional manage, focus on quality and use of tailored approach for each project
(PRINCE2, 2020). Associated strengths and weakness are defined below:
Strengths
 Build good communication
 Everyone is accountable for their own work
 Steps are adaptable in nature
Weaknesses
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 Requires high experienced staff
 Expensive in nature
It is recommended to adopt PRINCE2 methodology in current project. This help in collection
of deep information about the techniques used by organisations for maintaining sustainability at
different stages. This also provides the opportunity to get the information about external
environment conditions along with internal abilities to cope with same.
CONCLUSION
It has been concluded from the above report that communication is must for every
project. The one which is best to adopt is oral communication between the project manager and
different parties. This help in fast transfer of information. The structure which is best to adopt is
flat because help two-way communication. PRINCE2 is best methodology as followed process
based approach and flexible in nature.
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REFERENCES
Books and Journals
Demirkesen, S. and Ozorhon, B., 2017. Impact of integration management on construction
project management performance. International Journal of Project Management. 35(8).
pp.1639-1654.
Fleming, Q. W. and Koppelman, J. M., 2016, December. Earned value project management.
Project Management Institute.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kivilä, J., Martinsuo, M. and Vuorinen, L., 2017. Sustainable project management through
project control in infrastructure projects. International Journal of Project
Management. 35(6). pp.1167-1183.
Martens, M. L. and Carvalho, M. M., 2017. Key factors of sustainability in project management
context: A survey exploring the project managers' perspective. International Journal of
Project Management. 35(6). pp.1084-1102.
Online
PRINCE2. 2020. [Online]. Available Through: < https://www.prince2.com/eur/prince2-
methodology >
Appendix
Project 1
(A)
Table 1 PID
Title of Project Visiting of companies carrying out sustainability project in
Uganda
Estimated budget £60,000.00
How might you break down
this number into key
categories?
This number will be classified into varied categories by
considering number of students with different
specializations.
Start date 15-02-2020
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Finish date 20-02-2020
Project Sponsor QAHE
Project Manager OHANNA JOLIE
0044744895892
[e-mail]
Main objectives (essentially a
short list of key business
reasons why this project is
being undertaken)
Project is undertaken to assist students in understanding
about ways in which firms are bringing sustainability in
their business and surrounding environment. students will
come to know about ways in which different techniques are
used by the firms to bring sustainability.
Overall suggested approach
(some major points
describing how you will go
about achieving the above
objectives). NOTE: This is
about the PROCESS you will
use and main steps you will
take to achieve your goal.
In order to achieve goal first of all locations will be
identified where project related to sustainability is operated
by the business firm (Gray, and et.al., 2008). Then contact
will be established with the company senior officers and
approval will be taken from them in respect to tour of the
site. Senior officer of the University will visit site and will
gather information about the sustainability initiatives that
are taken at the working place by the company. Finally,
approval will be taken and accordingly information will be
given to the QAHE administration. List of the students will
be prepared that are prepared to go to Uganda. After
preparation of list tickets will be booked for the students
and on their behalf up to 2000 payment for each student
will be made by the University and remaining amount will
be paid by students themselves. Finally, students will be
taken to Uganda through flight and after approaching
foreign nation airport then will be taken to hotel. Next day,
students will be taken to site and in this way entire project
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will be carried out.
Any major risks that you
would like to highlight to the
sponsor at this early point in
the project
Main risk is that students can do any careless activity due to
which they can injure themselves or company property can
be damaged.
Reference(s) for
templates/ideas used to
develop this
Gray, R.M. and et.al., 2008. Project Management: The.
In Managerial Process”, McGraw-Hill.
Stakeholder analysis
Stakeholder analysis is the process of identifying all the people who are involved within
the project and also influence it. Thus, by following Mendelow's Stakeholder matrix, different
stakeholders are as mentioned below:
Stakeholde
r
Impact Influenc
e
What is important to the
stakeholders
How could the
stakeholder
contribute to the
project
How could
stakeholder
block the
project
Strategy for
engaging the
stakeholder
Parents High Medium They are chosen as they permit
their children to visit Uganda,
which is organized by the
QAHE, they want to let their
children to explore new things
i.e. creates awareness related to
sustainability (D’Agostino and
et.al., 2020).
They can provide
good sort of
knowledge to all
the children bout
different experience
which they used to
possess.
By not
allowing
their
children to
go in the
tour.
By showing
different
benefit to
them about
the project.
Students Mediu
m
Moderate They are those persons who are
chosen to go for a field trip so
that they will understand
By going into the
trip.
By not
going into
the trip.
By showing
different
benefit to
them about
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different ethical and
environment issues. They are
completely favour with the
project because they will learn
new things and also explore
then same in their near future
as well.
the project.
Team leader Mediu
m
Moderate Another important stakeholder
who will lead the core team
and also provide guidance
related to campus. The team
leader creates medium impact
upon the entire project and is
completely in favour with the
project because team leader
assign to lead the entire team in
forward direction (Cuppen,
2016).
By guiding children
in their different
activity.
By
delegating
complex
guideline to
student.
By clarifying
their role at
starting stage
itself.
Core team Mediu
m
Moderate Core team is the group of
students and faculty who
provide support during an
entire project. Further, core
team is also interested within a
project and also organize the
trip in better manner.
Moreover, the core team
consist of 30 students and some
faculty who helps to make trip
successful.
By making a
different strategy of
the trip beforehand
itself.
By not
measuring
the
effectivenes
s of different
strategy
beforehand.
By clarifying
the roles and
responsibility
.
Project High High Project sponsor is another By providing fund By not By clarifying
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Sponsor important stakeholder who
sponsor the trip and also,
provide fund to project
manager so that they will enjoy
trip. Further, the impact of
project sponsor is highly
effective because they are
person who provide fund and
in this case scenario, QAHE is
the project sponsor. For this
project the budget is
£60,000.00 and £2,000.00 for
each student.
for the trip. providing
adequate
fund for the
trip.
different
expenses of
the trip
beforehand
itself.
Project
manager
High High Project manager is another
important stakeholder who
manages entire project and
provide guidance to complete
the project in specified manner
(van Niekerk and Getz, 2019).
Moreover, project manager
also creates positive impact
upon project because through
leadership skill, they may
easily lead the entire project in
right direction.
By executing
leadership skill and
guiding core team.
By not
clarifying
different
thing which
need to
perform at
the trip.
By giving
freedom to
make
decision
accordingly
during trip.
References D’Agostino, D. and et.al., 2020. Multi-stakeholder analysis to improve agricultural water management
policy and practice in Malta. Agricultural Water Management. 229. p.105920. van Niekerk, M.
and Getz, D., 2019. Generic Stakeholder Management Strategies.
Cuppen, E., 2016. 15 Stakeholder Analysis. Foresight in Organizations: Methods and Tools, p.208.
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