Project Management in Organisations: A Critical Assessment

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Managing Projects in the Organisation
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Table of Contents
Introduction................................................................................................................................3
1) Provide a critical assessment of the usefulness of project management tools and
techniques...................................................................................................................................3
2) Prepare a plan for the implementation of the project and specify the relevant steps that
must be followed and how the plan is going to be implemented. Communicate the project
plans with appropriate colleagues and stakeholders..................................................................6
3) Critically evaluate your ability to manage a project. Use feedback from others to evaluate
your own ability to plan and implement a project, identifying strengths and weaknesses.
Create a self-development plan to improve your own performance in managing projects.....11
Conclusion................................................................................................................................19
Reference list............................................................................................................................20
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Introduction
In the present scenario, with the growing competition in the market, it has become highly
significant for the business organisations to ensure improving its productivity and
performance. In order to do so, it is necessary for the business organisations to improve the
productivity of its employees by providing them with effective training and development.
Providing proper training helps in improving the performance of the employees, it also helps
in enhancing their overall morale and satisfaction. As a result, it increases the productivity of
the organisation along with adhering to the quality standards. The employees being the most
significant resources of the company, it is necessary to keep them updated with the latest
advancements and technology; thereby, being able to fulfil the market demands as well as
meeting the organisational objectives (Osburn et al., 2015).
In this context, the case study of Amazon Inc has been considered. With the increased
competition in the business of e-commerce, it is necessary for the company to ensure the
effectiveness and productivity of its employees in order to sustain its position in the market.
In this report, a project management plan will be developed in reference to training and
development program in Amazon Inc. Additionally, the report will critically discuss the
significance of different project management techniques and tools. Finally, a self-
development plan will be developed; thereby, analysing the ability of successfully managing
a product.
1) Provide a critical assessment of the usefulness of project management tools and
techniques.
In order to carry out a project effectively, every business organisation adheres to certain
project management techniques and tools. Some of the key techniques and tools are explained
below:
Agile
As per the findings of Torrecilla-Salinas et al., (2015), it has been observed that the agile
technique is considered one of the most used and renowned project management techniques.
It makes use of the “sprint approach”, which means, the project that is being carried out can
be broken in the shape of a cycle or sprint. In the view of the fact that, the term agile refers to
the capability of moving speedily as well as swiftly responding to the changes. Additionally,
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this technique allows collaboration and flexibility. On the other hand, Taibi et al. (2017)
stated that, the agile project management technique fails in numerous cases owing to its
unrealistic anticipations; thereby, being one of the biggest disadvantages. It has been further
witnessed from the discussions of Torrecilla-Salinas et al., (2015) that, agile is generally
considered a set of tools, processes or practices; however, in reality it is a culture and mind-
set. This model or technique is most suitable in the instances when new changes are being
implemented in an organisation. It allows a lot of freedom to the project managers, which
further allows the mangers to carry out the different functions of the project effectively and at
a minimum cost.
PRINCE 2
“Project in Controlled Environments” or PRINCE 2 is another significant project
management technique, which mainly comprises of different processes and principles. It is
considered quite an equipped technique wherein, the project is split into a number of stages
and levels. These significant levels posses their individual set of stages that needs to be
followed accordingly. As opined by Parker et al. (2013), the standardness of this project
management technique allows the project managers to make use of it in any sort of project
regardless of its nature; thereby, allowing the managers to take suitable actions in order to
successfully complete the project. However, this technique or methodology is not always
considered the best fit. As per the findings of Parker et al. (2013), strong and effective
leadership is considered one of the key factors of success when carrying out a project. The
PRINCE 2 technique, on the other hand, states that the managers working for the project only
exist in order to report to the project team members and are not accountable for the everyday
activities of the project. It further asserts that, the managers must only suggest ideas when
enormously necessary. This may have negative impact upon the quality and standard of the
project due to lack of support and guidance.
However, the organisations operating in UK can positively adopt this technique of project
management as it adheres to the organisational culture that works in UK. For instance, this
methodology promotes having a core project board of members and no inclusion of the
subordinate employees working for the project. Amazon Inc, when operating in UK can make
use of this project management methodology, as it will facilitate the company in fitting itself
effectively in the organisational culture of the business in context to UK, while
implementing the projects.
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Waterfall
According to Stoica, et al. (2016), this project management technique is considered the oldest
and simplest methodologies. The waterfall is also referred to as SDLC (Software
Development Life Cycle). This technique significantly focuses upon making solid and
effective plans and successful implementation of those in context to the concerned project. It
follows a sequential method wherein, one task or level needs to be completed prior to starting
the next level. This further allows the business organisation to ensure that no mistakes are
made in the entire process of project completion and monitor the development of the same in
a more effective and successful manner.
In addition to the above project management techniques, there are a number of tools that are
significantly used in order to carry out different project in an organisation. Some of the most
significant tools are “ProofHub”, “LiquidPlanner”, “Zoho Projects”, “BaseCamp”,
“ClickUp”, and so forth. These software or tools facilitates in easing up the entire process of
the project as well as increases its effectiveness. The key features of some of the most
significant project management tools and its effectiveness for the businesses are discussed
below:
ProofHub
It is considered one of the most versatile and flexible tools of project management. It is used
by some of the largest business organisations. It allows the companies in sharing feedbacks
freely without any encumber owing to its online proofing feature. In addition to this, it makes
the management of different tasks easy and less stressful for the managers (Botma, 2018). It
further facilitates the managers in availing visual pictures of different projects by making use
of Gantt charts with the help of this tool.
LiquidPlanner
This project management tool is considered to be most effective for the mangers as it
provides them with a better process or way of planning and executing work. It further offers a
receptive approach towards the management of the project by treating them as evolving and
living constructs (Cailliau et al., 2016). This tool further allows the managers to prioritise the
functions of the project as per the scheduled timeframe. It also allows the project managers to
access statuses and data instantaneously.
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2) Prepare a plan for the implementation of the project and specify the relevant steps
that must be followed and how the plan is going to be implemented. Communicate the
project plans with appropriate colleagues and stakeholders.
Project Title: Training and development project for increasing employee productivity within
Amazon Inc.
Scope
Project’s Deliverables and Scope
With the implementation of the particular project within the organisational premises of
Amazon, the human resource department as well as the other business professionals shall be
able to develop employee creditability with the suitable sets of training and development
approaches. The project shall deliver success only when employees within the entire
organisational premises are able to understand their shortcomings and coordinate with the
project schedules accordingly with the expectations of the stakeholders as well as meeting
business objectives (Kivilä et al., 2017). The scope of project and the corresponding activities
shall be first to determine the major gaps within the organisational workforce of Amazon and
then develop cumulative strategies that shall help the project initiators and supervisors of HR
department to train and develop them for the cause of the project.
Aim and objectives of the project
The particular project shall be implemented upon the aim to train and develop organisational
workforce of Amazon Inc. in meeting business objectives.
The aim of the project will be backed with these objectives:
To determine the possible gaps and shortcomings of the organisational workforce of
Amazon Inc.
To plan and frame appropriate strategies in order to train and develop the employees
of Amazon Inc.
To implement the framed strategies and incorporate the use of appropriate project
management tools in successfully meeting the aim of the particular project within
specified timeframe
Project’s Structure
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As the project is based upon the implications and functions of HR department of Amazon
Inc., the project shall be implemented based upon the functional project management
structure (Harrison and Lock, 2017). The project manager, supervisors, and other
coordinators will be chosen from the HR department of the organisation. The implementation
of training and development events shall be framed accordingly to functional expertise of
selected stakeholder for the particular project, who will be responsible in incorporating their
roles and functions for enhancing employee productivity within the organisation.
Resource and Costs Structure
Resources Cost per hours (£) Utilised hours Total Costs (£)
Project management and
employee performance
development tools
40 5 200
Research upon skills and ability
gaps
30 10 300
Conducting seminars and
training events
100 30 3000
Analysing and reviewing results
of performance development
40 20 800
Project Documentation 50 2 100
Grand Total 260 67 £4400
Table 1: Resource and Cost considerations
(Source: Created by the learner)
Project Implementation through PM tools
The overall implementation of the project shall be conducted under the supervision of above
mentioned stakeholders that will be aligning the project management expertise in order to
successfully achieve the aim and identified objectives of the particular project. Among the
various project management tools, the project stakeholders can consider using a PID model
such as Prince2 approach (Hinde, 2018). The demonstration of Prince2 approach with the
criteria of the particular project is depicted as follows:
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Figure 1: Prince2 project management framework
(Source: Alvarez-Dionisi et al., 2016)
The entire implementation of any project management scheme through Prince2 project
management methodology within the organisational premises includes deployment of
corresponding activities as per the defined goals and objectives of the project with the help of
7 significant stages (Ilin et al., 2016). The particular project to be held within the premises of
Amazon, which is to train and develop employees in order to increase workforce
productivity, shall be implemented with through these seven stages:
Starting the project
The project manager, supervisors, coordinators and staffs from the HR department of
Amazon Inc. shall held a corporate meeting where they shall be discussing upon the needs of
conducting training and development project within the organisational premises. This shall be
remarked as the initial stage of the project where mainly the business professionals will be
focusing to develop rationale for the entire events that are to be conducted within the
particular project (Hinde, 2018).
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Project initiation
As per the provided scheme of Prince2, the project supervisor shall direct the HR managers
and other business professionals within the HR department of Amazon to identify the
potential gaps of the organisational workforce in terms of existing skills, abilities, knowledge
and expertise (Kerzner and Kerzner, 2017). With the identified aspects of workforce
creditability of the organisation, the participated stakeholders of the project shall then finalise
upon deciding the training and development strategies, tools, systems and other resources
with which the entire project will be able to achieve its developed aim and objectives.
Directing the project
Various implications to project management such as costs and time considerations, risk
analysis, setting control strategies and other aspects will be the main focus of the particular
stage of project management approach. Meetings will be held in association with the project
manager, supervisor, coordinators, volunteers and entire staffs of HR department of the
organisation. In the project stage of project management, the concerned stakeholders shall be
finalising the training and development approaches, tools and others with which the
employee performance within the organisation in enhanced (Cooke, 2016). Motivational
seminars with the help of motivational approaches such as Maslow’s hierarchy of needs,
Alderfer’s two theories of motivation and others will be arranged in order to increase the
concern of personal and professional development. Appropriate training methods through
direct and indirect approaches shall be performed among the employees that shall be
supervised by the concerned project management team.
Control Stages
In this stage, it is the role of the project management team to oversee that the each of the
desired stages of chosen project management methodologies are being addressed sequentially
and timely, so that there are least scope of not achieving goals and objectives of the particular
project. The PM team shall focus on health and safety aspects of the employees, as they are
the project participants that shall be trained and developed to increase organisational
productivity. The activities defined at each stage of Prince1 shall be evaluated by the project
manager, so that the entire team is able to come up with solutions in case of any risks
identified. The implementation of training sessions and seminars shall be closely monitored
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in case of any risks associated with lack of skill development among the participated
organisational workforce, are not left unidentified.
Manage product delivery
Employees that are participating the particular training and development session organised
within the premises of Amazon Inc. will be provided with forms and other feedback tools, as
they represent the product line of the particular project. Skill tracking, knowledge
enhancement and experience shall be measured under the supervision of identified project
stakeholders. Any issues to management of employee during the entire project management
session shall generate risks, which will be threatening enough for the entire project. Various
activities shall be framed with respect to motivate the organisational workforce during the
project implementation, so that interest and urge of building productivity and experience is
witnessed among the participants of T&D project. This is major aspect of the project that
shall determine the achievement of project aim and objectives.
Manage Stage boundary
The stage boundary for training and development project (T&D) shall be to examine the
development among participated workforce of Amazon after a certain timeframe during the
implementation of the project. The employees that show least progress shall be sent to
another cycle of T&D project however, any limitations witnessed post second project
implementation shall affect the employment of the candidates. The implementation of the
project shall allow the HR department as well as the key stakeholders of the organisation to
squeeze out effective and efficient employees that shall aid the particular organisation in
meeting respective business objectives.
Project Closure
The project shall be closed after implementation and evaluation of skill enhancement with a
final meeting among the project stakeholders, where they shall be discussing to provide
recognition and appraisals to the candidates that were able to develop the existing skill and
ability sets, through being included within the particular project.
Work Breakdown Structure and Gantt chart
Activities Start Durati Closure
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date on date
Meeting among project stakeholders regarding aim and
objectives of the project
3.5.19 5 8.5.19
Proposing techniques to train and develop organisational
workforce
8.5.19 5 13.5.19
Setting budget and timeframe 13.5.1
9
3 16.5.19
Allocating Project Management resources and tools 16.5.1
9
12 28.5.19
Implementation of project 28.5.1
9
10 7.6.19
Conducting training and development sessions 7.6.19 20 27.6.19
Risk and Control analysis 27.6.1
9
5 2.7.19
Reviewing employee performance and skill enhancement 2.7.19 5 7.7.19
Eliminating under developed candidates 7.7.19 2 9.7.19
Project Review and documentation 9.7.19 2 11.7.19
Project Closure 11.7.1
9
1 12.7.19
Table 2: WBS
(Source: Created by the learner)
3) Critically evaluate your ability to manage a project. Use feedback from others to
evaluate your own ability to plan and implement a project, identifying strengths and
weaknesses. Create a self-development plan to improve your own performance in
managing projects.
In order to manage a project, following skills are required. I have taken feedback from my
subordinates, seniors and co-workers to identify level of competency in each skill and
knowledge acquired by me.
Communication: Project managers spend most of their time in communicating with
team members and supervisors (Schwalbe, 2015). I have excellent command over
communication skill, as I can convey goals, vision and issues effectively. I can
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