Project Management Report: Structures, Roles, Analysis

This report provides a comprehensive analysis of project management, focusing on critical evaluations of project organization structures, stakeholder analysis, risk analysis, and the role of a project manager. The report begins by examining different project organizational structures, including functional, matrix, projectized, and divisional structures, and their impact on resource allocation and project success. It then delves into the importance of stakeholder analysis, outlining the steps involved in identifying, assessing, and engaging stakeholders to ensure project alignment and mitigate potential conflicts. Furthermore, the report explores risk analysis, detailing the process of identifying, evaluating, and controlling potential risks that could affect project outcomes. Finally, it critically evaluates the role of a project manager, highlighting essential skills such as decision-making, leadership, and communication, and their significance in driving project success. The report concludes by emphasizing the importance of these elements in achieving organizational goals and objectives efficiently.

Project Management

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
1. Critical evaluation of project organisation structures and the allocation of the right
resources.................................................................................................................................3
2. Evaluating the stakeholder analysis and risk analysis........................................................4
3. Critical evaluation of role of project manager....................................................................7
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
The present study is based on efficiently managing the report. The report will help to
understand and evaluate the need of appropriate project by the organization and optimum
utilization of the resources in order to achieve the objective and goals effectively and efficiently.
The report will also help in explaining the stakeholder analysis and risk analysis which helps, in
choosing the best opportunity and option available to them, in addition to this role of manager,
skills and attributes will also be explained in the report.
MAIN BODY
1. Critical evaluation of project organisation structures and the allocation of the right resources.
Project organisation structure is an effective way to function all the activities in the
organization in an appropriate manner. Project organisational structure is important for the
organization which helps in maintaining coordination which eventually helps in achieving higher
goals and objectives. Project organisation structure can be further classified into functional,
matrix, projectized and divisional structure (Introduction to Project Management Organizational
Structure, 2019).
organisation is following the hierarchical structure where authority in addition with
responsibilities are also assigned to each level for prompt decision making and efficient project
quality. The organisation is following the structure in their different fields that is :
Functional structure: The functional organization structure has various hierarchical
department in the organization who perform effective organizational functions like sales,
marketing, finance, administration, design, information technology, human resource, operation,
etc. Each department of the organization perform various different functions in order to achieve
higher goals and objectives of the company (Fernandes, Ward and Araújo, 2015). Each
department of the organization perform different functions to achieve common goal.
Projected structure: The projectized organizational structure is a place where employees
are assigned to different projects and accomplish the set project on time. The project
management of the organization work in a systematic manner and use of effective
communication channels to transmit information to achieve common goal. The project manager
has all the authority and responsibility.

Matrix structure: Matrix organizational structure is a combination of divisional and
functional organizational structure. The employee of the organization is accountable to two
heads of the organization i.e., boss and manager or supervisor (Lock, 2016).
Divisional structure: Divisional organizational structure is chosen by multinational
corporations who have wide market base. Divisional structure helps in effectively organizing the
activities of the business which mainly includes market, demographics, segmentation, etc. this
can be further classified into international division, retail division, etc.
Project organisation structure helps in optimally utilizing the resources in an effective and
efficient manner. It helps in allocating various resources and also focuses on reducing cost and
achieving economies of scale, which eventually leads to higher profit and sustainable growth of
the company. Project organisation structure helps in specializing the activities to attain long
term growth of the business . It helps in better coordination and synchronization of activities in
an effective and efficient manner (Riol and Thuillier, 2015). Project organisation structure helps
in implementing the activities in an efficient manner by creating a positive working environment.
Project organisation structure helps in fostering the interaction and better communication within
the organisation. Fostering better communication between employer and employee helps in
transmitting various information to achieve greater heights. It also helps in minimizing the
wastage in the operations of the business.
The project organisation structure helps in reducing overlapping of the work, reducing
conflicts and minimizing disruptions. An effective organizational structure helps in providing
proper guidance and give clear directions to resolve carious issues by giving necessary solution
to the problem. It helps in optimally utilizing the resources which leads to long term sustainable
growth and development of the business (Describe the Four Types of Project Organizational
Structures, 2019). It helps in allocating the resources in an efficiently in the right time and the
right quantity without any delay. The project organisation structure helps in increasing the
success of the organization by motivating each team members. Project organisation structure
helps in improving the decision, operation in multiple market, streamlining operations, increase
sales, boost employee relation, performance and productivity and optimum utilization of
resources.

2. Evaluating the stakeholder analysis and risk analysis
Stakeholder analysis: There is essential need for analysis and evaluating the stakeholder
of the company. As stakeholder are the person on which whole enterprise depends and each and
every function and activity of the business is directly or indirectly affected by the stakeholders
itself. There are different people holding different position in the project which are considered to
be the stakeholder of the company. The stakeholders include customers, shareholders, creditors,
suppliers , employees and other parties which have some or little stake in the organization
whether directly or indirectly.
Stakeholder analysis is considered to be the essential techniques for identification of the
stakeholders and also analyzing the needs. This technique is also used to identify all the essential
and key stakeholder of the company who have shown interest in the issues for which the project
is concerned .
Analyzing the stakeholders includes some major steps which are requited to perform, in
order to make effective and efficient analysis of the stakeholders concerned with the project. The
stages are explained as follows:
Identifying the stakeholder:
It is the stage where the researcher need tom identify who are their stakeholders which
are directly er indirectly concerned with their project, this could be done with the help of
brainstorming so that they can identify the appropriate and reliable outcome and also interest that
is positive or negative in the given project .
Assessment of importance:level of impact and influence on each of the stakeholders .
Assessing that how they can engage stakeholders in best and possible manner.
These all are the steps which are considered to be the most essential which are used in analyzing
the stakeholder for the project given. The stakeholders are also categorizes as the relevant
parties to the project and the major heads are influencers, government, users and providers.
Stakeholders analysis is generally done because of the resolving the conflicts, business s
administration and also helps in decision making and is considered to be the process of the
assessing system and also potential changes to it as they are related to the relevant and interested
parties

stakeholder analysis helps in identifying each of the stakeholders as it helps in describing
the needs and wants in respect to the project band also in the decision making regarding they
are primary that key or directly involved in the project or secondary who are indirectly involved
in the project .
There are several elements which are involves in the stakeholder analysis. Analysis
which help in effective and efficient analysis which includes identification of the major
stakeholders and these stakeholders can be at various level that is local, regional or national,
investigation for their roles, powers and their desire to participate in the project will also lead to
clarify their level of interest into the project.
This analysis is considered to be the most important and key part of the stakeholder
management and its consist of the weighing and balancing of all the competing demands of the
firm by each who have claim on it.
This analysis is generally used during the preparation phase of the project in order to
assess the attitudes of the different stakeholder regarding their potential changes. This also can
be done once or ion regular basis so that it is possible to track the changes in attitudes of the
stakeholders over time.
Risk analysis is considered to be the process of identification and analysing the potential
issues which could cause negative impact on key business initiatives and critical projects so that
it can help the organization in avoiding and mitigating those risks. Risk are generally identified
so that organization s are capable of hedging their position from, risks which are responsible for
causing any severe loss to them. For analysis the risk the organization need to perform some of
they steps which are explained below:
Step 1:Identification of the hazards: for identifying the hazards it is necessary to understand the
difference between the hazards and the risk as hazard is basically something which is potential of
causing the harm and risk is considered to be the likelihood of the potential harm and being
realized.
Step 2 Deciding who might be harmed and in which way
Step 3 Evaluating the risks and also deciding the measures to control the risks
Step 4 recording the findings

Step 5 Reviewing the assessment and update as and when necessary
These are considered to be the some step which help in analyzing and assessing the risk
effectively and efficiently.
Risk analysis are considered to be the management tools as these helps in analyzing the
risks so that organization can hedge their position for better and effective performing of activities
in order to achieve their organizational goal and objectives This also helps in deciding the best
opportunity available to them m by efficiently and effectively analyzing the risk associated with
each of the alternatives. As opportunity consisting higher risk can be eliminated and the
opportunity which is consisted of lower risk can be selected in order to avoid the severe loss.
Since the concept of higher risk and higher return is considered by the organization as
any opportunity containing higher risk are capable of generating higher profits. The decision is
depended on the situation in which organization exists.
3. Critical evaluation of role of project manager
Project manager:
Project manager is one of the key managerial person of the project management plan.
Project manager is a person who analyses and monitors each activities of the project and develop
effective controlling measures for the purpose of ensuring effective completion of overall
project.
Role of project manager:
Project manager plays following essential role in the project management:
 The project manager develops effective plan for the project that helps in achieving the
overall objectives and goals of the business.
 Project manager also plays role of a leader (Kliem and Ludin, 2019). They engage each
human resource of project in the most effective way and inspires them to work with the
full efficiency as well.
 In addition, they also play a role of mediator as they communicate all the instructions of
top level authorities to members and queries and feedbacks of members to top level
authorities.
Skills and Roles of project managers:

In order to ensure the effective completion and management of overall project
management activities, following skills and attributes are needed in the project manager:
 Decision making power: Decision making power is the most important attribute and role
required to be performed by the project manager. For the purpose of managing the overall
project activities in effective manner, project managers need to take several decisions
regarding a range of areas (Taherdoost, 2018). For this purpose, manager needs to have a
critical thinking towards each essential areas of the project management plan.
 Leadership quality: As the project manager also plays a role of leader by leading the
overall team of project, an effective leadership quality is also required in the project
manager. With the help of this skill, the project manager will help in motivating the
overall team in such a way so that each set goals and objectives of project could be
achieved effectively.
 Communication skills: Communication skill is also one of the most important skill of a
project manager. The project manager communicates each plan of the higher level
authorities of project and all other major information of required for effective completion
of project to other members (7 key competencies needed to be a successful Project
Manager. 2018). With the help of effective communication skills, the project manager
will be able to provide each essential information effectively. Further, with the help of
this skill, they will also be able to motivate their team for completing their tasks in the
most efficient way as well.
 Cost controlling attribute: Cost management is one of the major task for each project
manager. In order to this, a project manager needs to develop effective cost control
attributes for improving their management techniques. For this purpose, they need to
develop skill of estimating costs and developing their more effective controlling
measures as well.
 Risk management: Risk management refers to analysis of various future risks,
evaluating their results over the completion of project and developing strategies and plans
in order to eliminate the negative effect of the risks. With the help of effective risk
management attribute, a project manager can improve the strength of overall project in
responding various risks that may arise in the future and improve the efficiency of
performance of overall project activities as well.

In this order, it can be evaluated that the project manager plays a vital role in the project
management, further, there are several skills and attributes that are required to be in the project
manager for managing overall project activities.
CONCLUSION
From the above report it can be concluded that thee is need to efficiently evaluate the need of
appropriate project by the organisation and optimum utilisation of the resources in order to
achieve the objective and goals effectively and efficiently. The report also concluded the
stakeholder analysis and risk analysis which helps,in choosing the best opportunity and option
available to them, in addition to this role of manager, skills and attributes are also covered under
the report.

REFERENCES
Books and journals
Kliem, R. L. and Ludin, I. S., 2019. Reducing project risk. Routledge.
Taherdoost, H., 2018. How to lead to sustainable and successful IT project management?
Propose 5Ps guideline.
Lock, D., 2016. Introduction to Project Organisation Structures. In Gower Handbook of People
in Project Management (pp. 135-144). Routledge.
Riol, H. and Thuillier, D., 2015. Project management for academic research projects: balancing
structure and flexibility. International Journal of Project Organisation and
Management. 7(3). pp.251-269.
Fernandes, G., Ward, S. and Araújo, M., 2015. Improving and embedding project management
practice in organisations—A qualitative study. International Journal of Project
Management. 33(5). pp.1052-1067.
Online
7 key competencies needed to be a successful Project Manager. 2018. [Online]. Available
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successful-project-manager/>.
Introduction to Project Management Organizational Structure. 2019. [ONLINE]. Available
through:<https://www.nutcache.com/blog/introduction-to-project-management-
organizational-structure/>
Describe the Four Types of Project Organizational Structures. 2019. [ONLINE]. Available
through:<https://bizfluent.com/info-8373584-describe-types-project-organizational-
structures.html>