Project Management: Gantt Charts, Zoho, and WBS Analysis

This project management assignment provides an overview of project management tools, with a focus on Gantt charts and Zoho CRM. It explores the strengths and weaknesses of each tool, emphasizing their roles in project planning, scheduling, and cost estimation. The assignment includes a work breakdown structure (WBS) example for organizing a theatre company tour, demonstrating how to decompose project tasks. The analysis covers project simulation tools, project scheduling tools, and project cost estimating tools. The document also provides a comparison of Gantt charts and Zoho CRM, highlighting their suitability for various project sizes and types, and their impact on customer engagement. References to relevant academic sources support the discussion.

Project Management

Contents
Introduction:..........................................................................................................................................2
Project Management tools:....................................................................................................................2
Selection of the planning tool:...............................................................................................................3
Strength and weaknesses of Gantt chart and Zoho planning tools:........................................................4
Work Breakdown Structure:..................................................................................................................6
Gantt chart:............................................................................................................................................7
References:............................................................................................................................................7

Introduction:
The management of the project involves the set of activities which have to be performed
simultaneously with the initiation of the project to the completion of the project. The
objective of the project can be achieved with the implementation of planning, executing, and
controlling process (Henriksen, & Røstad, 2010). The development of the project required a
set of project tools which helps in enhancing the project management process. The traditional
way of project management is equipped with some flaws like ambiguity in the project design,
risks analysis and controlling techniques, ambiguity in the information and process structure,
and other which can be resolved with the use of project management tools (Zwikael, &
Globerson, 2004).
Project Management tools:
There are wide varieties of project management tools. Each tool is equipped with some
unique features. The transformation of planning approach is changed from top down
approach to bottom up approach (Project management Guru, 2013). The bottom up planning
technique is used for improving the estimation of cost and time associated with the
completion of the project. The decomposition of the activities in smaller groups increases the
capability of handling and managing it (Clark, 1989). The development of the scope helps in
planning of the resources and the activities required for completing the project within time
and budget. The following are some of the project management tools:
 Project simulation tool: The project simulation tool is used for analysing the outcome
of the project. The accuracy can be achieved in estimating the cost and budget
associated with the completion of project activities on time.
 Project scheduling tool: The Gantt chart plays an important role in analysing the
scheduling of activities for the completion of the project. The allocation of activities
within the time limit helps in getting better deliverables. The identification of the
activities helps in analysing the risks associated with each activity so that the
proactive risks mitigation plan.
 Project cost estimating tools: These tools are used for estimating the cost associated
with every activity which is scheduled in the project schedule prepared for the
completion of the project. The balance should be made between the activities and the
availability of resources so as to manage cost associated with it.

 Asana project management tool: This tool is used for managing the to-do list of the
tasks. It helps in easy searching of the file for retrieval.
 Workflow tool: It is used for tracking the tasks associated with the development of the
project.
 Gantt chart: The preparation of the Gantt chart helps in showing the completion of the
activities with the horizontal bar graphs which represents the duration of the activities.
 BaseCamp project management tools: It is used for managing cooperation between
team members for the completion of the activities within allocated time.
 Zoho tool: It is an efficient tool for managing coordination of activities from start to
end of the project.
 Active Collab: It is a powerful tool for managing time, expenses, and task associated
with the project completion.
Selection of the planning tool:
Gantt chart and Zoho planning tools are efficient in managing time and cost of the project.
They work on managing the activities, time, and budget of the project (Atkinson, Crawford,
& Ward, 2006). The periodic monitoring of the project activities helps in completing the
project within the baseline (Muller, 2014). The visual representation of the timeline activities
can be efficiently done with the use of Gantt chart. The duration of completing the activities
is clearly mentioned in the Gantt chart of the project. The scheduling of the activities can be
efficiently done with the help of it. The Gantt chart is the visual representation of the work
breakdown structure, timeline associated with the activities, dependencies associated with the
progress of the project, setting priorities to the activities, scheduling of baseline with the
alignment of the resources, development of the critical path management, and others. It gives
the clear understanding and clarity in the management of activities (Yang, 2013).
Zoho CRM is the efficient tool for the management of daily activities related with the sale of
the product. It is suitable for both small and large projects. It focuses on the customer
engagement program for increasing the sale of the product. The updating of price associated
with the product can be easily done. The balance can be developed with the management of
the customer relationship and performance of the product sale (Bendoly, Perry-Smith, &
Bachrach, 2010). It is equipped with the tracking feature for the enrolment of the customer
history, sale cycle management, and customer engagement program. The mobile application
of the Zoho CRM helps in remaining updated always with the transaction in the sale of the

product. It gives the clear visibility of activity management program, deliverables of the
project, collaboration and cooperation among customers, improving the services of the
customers, and others. The visibility of the product sale helps in analysing the profitability
ratio of the organization. The improvement in the activities can be done by analysing the sale
of the product.
Strength and weaknesses of Gantt chart and Zoho planning tools:
Particulars Gantt chart Zoho planning tool
Strength The complexity of the project
can be minimized with the
development of the diagrams
and graphs (Passenheim,
2010).
The organization of the
business thoughts for
achieving the business
objective.
The development of the time
frame for the activities
The visibility of the project
activities can be enhanced
The large and small projects
can efficiently make use of
Zoho CRM tool.
It is used for automatic
monitoring of the sale of the
product
It focuses on the customer
engagement program.
The daily activities related
with the sale of the product
can be easily updates.
It is equipped with the
tracking feature for the
enrolment of the customer
history, sale cycle
management, and customer
engagement program.
Weaknesses The amount of work done by
the labour cannot be
estimated with the size of the
bars used in the diagram.
The negative aspect of the
Zoho CRM is that it can be
equipped with obscure which
cannot be resolved and give

It is difficult to update the
charts periodically.
For large project it is
inefficient to handle the
activities in one sheet of the
paper.
false result.

Work Breakdown Structure:
Organizing a tour for the theatre company
Analysis of the
proposal for
organizing a
tour
Selecting
organizing
committee and
agreement with
the co-sponsor
Selection of
hotel dates,
location, and
travel plan
Developme
nt of the
Event tour
master plan
Implementa
tion of the
master plan
Managing
contingenci
es
Setting of the
meeting
agenda
Analysis of the
target audience
Determining
the
implementatio
n method used
Development
of the tour
management
team
Signing
agreement
with the
project
sponsors
Division of
roles and
responsibilities
Selection of the
hotel
Selection of the
duration of the
tour
Booking of the
hotel for
required date
Management
of the travel
plan
Selection of the
hotel
Time table for
planning
activities
Analysis of the
meeting
objective and
the methods
used
Analysis of the
Technical and
social risks
associated with
the tour
management
Development
of the
procedures and
policies
Preparation of
the budget
Coordination of
activities
Marketing
strategies used
for the theatre
success
Management
of the technical
and social risks
associated with
the tour
Approval from
the participants
of the theatre
company
Identification
and mitigation
plan for the
potential
problems
Reviewing of
the planning
activities
Financial report
preparation of
the project

Gantt chart:

References:
Atkinson, R., L. Crawford, & S. Ward, (2006) ‘Fundamental Uncertainties in Projects and the
Scope of Project Management’, International Journal of Project Management, 24 (8) pp.687-
698.
Bendoly, E., J. E. Perry-Smith, & D. G. Bachrach, (2010) ‘The Perception of Difficulty in
Project-Work Planning and Its Impact on Resource Sharing’, Journal of Operations
Management, 28 (5) pp.385-397.
Henriksen, B., & C. C. Røstad, (2010) ‘Evaluating and Prioritizing Projects – Setting Targets:
The Business Effect Evaluation Methodology (BEEM)’, International Journal of Managing
Projects in Business, 3 (2), pp.275-291
Zwikael, O., & S. Globerson, (2004) ‘Evaluating the Quality of Project Planning: A Model
and Field Results’, International Journal of Production Research, 42 (8) pp.1545-1556.
Clark, K., (1989) ‘Project Scope and Project Performance: The Effect of Parts Strategy and
Supplier Involvement on Product Development’, Management Science, 35 (10) pp.1247-
1263
Muller, G. (2014). Sample project plan. 1st ed. [ebook]. [Accessed 18 Sep. 2016].
Passenheim, O. (2010). Project management. 1st ed. [ebook]. [Accessed 18 Sep. 2016].
Project management Guru. (2013). Project management estimating tools and technologies.
1st ed. [ebook]. [Accessed 18 Sep. 2016].
Yang, G. (2013). Event management planning guide. 1st ed. [ebook]. [Accessed 18 Sep.
2016].