Project Management, Leadership and Skills: Planning and Control Report

This report delves into the critical aspects of project management, leadership, and employee motivation. It begins with an abstract outlining the report's focus on employee motivation within an organization, using a case study of two employees, Tom and Harriet, at XYZ Company. The report explores various motivational factors, the roles of managers and leaders, and the application of motivational theories like McGregor's Theory X and Y and the Goal Setting Theory. It provides a detailed analysis of these theories, including the characteristics of Theory X and Theory Y individuals and their implications for managing employee performance. The report further examines the importance of leadership styles, differentiating between transformational and transactional approaches. The role of communication in fostering motivation is also highlighted. Finally, the report discusses practical techniques for employee motivation, such as job enlargement, job enrichment, and job rotation, offering a comprehensive overview of strategies to enhance employee engagement and project success.

Running head: PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND
CONTROL
Project Management, Leadership and Skills: Planning and Control
Name of the Student
Name of the University
Author’s Note

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
Abstract
This report deals with employee motivation in the organization. A case study pf Tom and Harriet
in XYZ Company has been depicted in a report. This report deals with various factors of
motivating in the organization. The role of manager and leader in maintaining proper employee
motivation has been discussed in the report. The use of motivational factors in improvising
performance of an employee in a project has been depicted in the report. The use of various
theories in motivation including Mcgregor’s Theory X and Y and Goal Setting Theory has been
discussed in the report. The concept of theory X and theory Y has been provided in the report.
The description of Theory X and theory Y people have helped in managing employee
performance. The theory X people are demotivated and not ready for work. On the other hand,
theory Y people are motivated and willing for working on the project. The case study of Tom
and Harriet has been properly integrated with a theory that helps in understanding application of
theory. The goal setting theory describes setting goals for employees by managers. The proper
role of the managers and leaders in motivating the employees are depicted in the report. This
report throws light in motivating both employees in the case study for doing work. The factors
affecting employee motivation has been discussed. The approaches for employee motivation has
been focused in the report. These approaches have helped in providing motivation to employees
in the organization. Job enlargements, job enrichment and job rotation approaches have helped in
providing proper motivation to employees. The impact of leadership styles has been provided.
The two types of leadership styles including transformational and transactional leadership style
has been discussed in the report. The transformational leadership style helps in developing
followers and providing skills and knowledge for their growth. Transactional leadership style
deals with improvising relations between leader and followers.

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
Table of Contents
Introduction..................................................................................................................................4
Concept of Motivation.....................................................................................................................4
Theories of Motivation....................................................................................................................5
McGregor’s Theory X and Theory Y..........................................................................................5
Leadership........................................................................................................................................8
Role of Communication in motivation..........................................................................................10
Techniques of Employee Motivation.............................................................................................11
Conclusion.....................................................................................................................................13
References......................................................................................................................................14

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
Introduction
Motivation helps in inspiring, encouraging and stimulating different individuals and
teams for achieving large accomplishment. Motivation helps in creating an environment, which
enhances teamwork and taking initiatives for reaching towards common goals and objectives.
The motivation level has to maintain within team members allocated to a project.
This report explains the role of motivation in project management. A case study of two
employees working in XYZ Company has been described and requirement of motivation for
them is depicted. The role of leadership and communication in project management has been
explained in the report.
This report outlines the impact of motivation on these two-employee including Tom and
Harriet. Different theories on motivation and leadership have been explained in the report.
Concept of Motivation
Motivation is a conceptual element in project management field. The implication of
anxiety and depression during work results in inefficiency in performance. As commented by
Lazaroiu (2015), motivation helps in encouraging and enhancing the performance of an
employee in the team. The use of motivation factor creates opportunity in maintaining elements
and components in project management. Motivating factors are important creating a sense of
urgency and motivation among employees of an organization. In this case, Tom is a new
graduate and having casualness in behaviour including coming late to office. The second
employee, Harriet is an experienced project manager who has shown no interest in this project
and not willing to work on this project. Therefore, there is a need for motivation and proper
leadership for them to work properly on this project.

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
As mentioned by Berson et al. (2015), employee motivation has been a challenging task
for leaders and managers in the organization. Unmotivated employees are not ready to give their
effort on any task and jobs. They used to avoid working and present at a workplace. Motivated
employees are more persistent to work and creative towards new activities and ideas. Employee
motivation requires more attention by a manager of the company to enhance their strategy to
improve skills of employees.
Theories of Motivation
McGregor’s Theory X and Theory Y
This theory identifies two specific kinds of group of people having different subordinates
at a workplace. As commented by Ristic, Selakovic and Qureshi (2017), Theory X team
members are characterized as individuals who require constant attention and are not willing to
work. As mentioned by Gunawardena (2016), they are willing to participate and do not require
controlling environment. Different decision and policies related to an organization are the waste
without communicating with workforce ad gathering their feedback before implementation. This
helps in increasing chances of success in implementing policies and decisions.
Roles and Responsibility
A project manager who is willing use Theory X motivation approach will create a proper
work environment. In case of Theory X, project manager have to dictate all decisions. As
mentioned by Graves, L.M., Sarkis, J. and Zhu (2013), the responsibility of project manager is
increased in the team. This might cause anxiety to a manager. In this case, Tom and Harriet both
fall under Theory X, as they are not willing to work on this project. Apart from this, motivation
provided by Theory Y create a participative atmosphere including healthy relation between

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
manager and employees. Within role of project manager, Theory Y helps in maintaining a proper
assistance from project team for obtaining the best possible alternative to implement a project.
As mentioned by Cunningham (2016), Theory X and Y helps in identifying the gap that
is found between different types of individuals in the workplace. A motivational approach has
been taken for team member under theory X. In this case, the project manager has to take
different measures for maintaining work motivation of Tom and Harriet. As suggested by
Rehman and Karodia (2014), both employees are not willing to work on a project. This has
created a problem in a team for completion of different tasks within the deadline.
Figure 1: McGregor’s Theory X and Theory Y
(Source: Cunningham 2016, pp. 23)
On the other hand, Lau and Roopnarain (2014) argued that individuals in a project team
have to be attentive towards decision-making approach. Theory X individuals have to be
attentive towards environmental circumstances that are controlled by a project manager. The
Theory Y team members have minimal need of these initiatives for control. A participative

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
environment is required for theory Y team members. The motivation factor for theory Y requires
being balanced leadership styles for maintaining them in the workplace.
Goal Setting Theory
As mentioned by Mikkelsen, Jacobsen and Andersen (2017), Goal setting theory explains
the role of motivation and goals in enhancing performance of employees in an organization. This
theory explores influence of motivation on a performance of employees in an organization. As
per view of Kuranchie-Mensah and Amponsah-Tawiah (2016), the Meta-reviews of goal setting,
theory depicts that use of providing the goal to employees helps in maintaining a positive
approach to their performance. The feedback from employees helps in maintaining the
relationship with them. The use of goal setting process motivates the employee for finishing the
goals. The project manager has to provide specific goals to employees. Specific goals help in
measuring the efficiency of employees in an organization. In this case, both Tom and Harriet
have to be allocated to specific goals that motivate them to complete their goals. As commented
by Porter, Riesenmy and Fields (2016), goals need to be difficult and must be attainable. The
difficulties in achieving goals help in increasing performance of an employee in the team.

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
Figure 2: Goal Setting Theory
(Source: Kreye 2016, pp.1253)
Difficult goals are not acceptable by employees of an organization as it becomes difficult
for increasing performance of employees. As mentioned by Cunningham (2016), most goals are
effective when there is a deadline for completion. As mentioned by Ryan (2017), due dates fill in
as a control instrument and increment motivational effect of objectives.

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
On the other hand, Kuppuswamy et al. (2017) argued that combining goals with financial
rewards motivate different employees for establishing difficult goals. In many cases, they use to
negotiate with a senior member for achieving same goals again. As commented by Kreye (2016),
this theory focuses on various subsets of performance indicators, which ignores aspects of job
performance.
Leadership
As mentioned by Marthouret and Sigvardsson (2016), leadership is a process that helps in
influencing others for accomplishing an objective of an organization for making it more cohesive
and coherent. Leadership skills are accumulated by an individual for providing the proper
implementation of strategies in a team. There are mainly two leadership styles in an
organizational context:
Transformational leadership styles
As mentioned by Mikkelsen, Jacobsen and Andersen (2017), this style of leadership
focuses on development of followers. Managers focus on growth of value system and
motivational level of moralities with enhancing their abilities. Transformational leadership
focuses on leader become wider interests of employees, once they generate awareness for
purpose and assignment of a group, so when they blend employees to appear beyond their own
self-interest for good of a group.
As stated by Köhler (2016), these leaders encourage followers for improvising problems
using different perspectives and provide encouragement communicate a vision and stimulate
emotion for improvement.
Transactional Leadership Styles

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
Transactional leadership focuses on the connection between follower and leader. This
helps in meeting specific goals and performance criteria of employees. As per the view of Saleh
(2017), transactional leader helps in validating relationship between reward and performance
then exchange it for the response that encourages subordinates for improving performance.
As commented by Muslim, Dean and Cohen (2016), transactional leadership helps in
exchanging role between managers and other employees in an organization. Transactional
leaders help in motivating subordinates by use of contingent rewards and appreciations. As
commented by Lu, Shih and Wang (2016), Transactional leadership depends on contingent
reinforcement and positive unexpected reward and negative dynamic or detached types of
administration by-exemption. Sukoco (2017) reported that value-based pioneers rouse supporters
through trade; for instance, achieving work in return for rewards or preferences. As per Lee and
Raschke (2016), value-based pioneer helps in concentrating on undertaking finishing and worker
consistency and these pioneers depend intensely on organizational rewards and disciplines to
affect worker execution.
In this case, the manager has to use transformational leadership style for motivating Tom
and Harriet in the organization. Both employees are not willing to work properly on the project.
Therefore, the manager has to develop their skills and motivate them for engagement in the
project. As mentioned by Baba (2017), this leadership style might help in maintaining a good
relationship with both of them and develop their skills that might enhance their performance.
Role of Communication in motivation
As commented by Ahamed and Sunderasan (2016), communication plays an important
role in motivating team members in a project. The project managers have to keep a clear

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
communication with team members of a project. The responsibility of project manager is to
maintain a transparent communication with all stakeholders of the company that helps in
clarifying all issues in the project. A proper management project helps in maintaining team
members to enhance the performance of a project. As mentioned by Robinson (2016), a good
communication in a team helps in proper management and sharing of views and thoughts of team
members related to completion of a project. The project manager has to communicate with team
members for maintaining proper transparency in the team. A proper communication between a
project manager and team members creates a transparent channel between them. This helps in
motivating and enhancing the quality of work delivered by them. In this case, a project manager
has to communicate with both Tim and Harriet regarding issues faced by them. As mentioned by
Jackalas, Martins and Ungerer (2016), a proper communication with them might help in building
a strong bond between them. Communication can play a motivational factor for team members in
the project. The effectiveness of communication can be seen in the performance of employees in
a project. It helps in enriching the quality of performance among employees. As mentioned by
Ruksana and Ahmed (2017), a good manager properly communicates with team members that
increase their morale. It is essential for employees are aware of the organization’s goals and
understand their roles and responsibility.
As commented by Wojtaszek (2016), a motivated workforce is always ready to work on a
project and help in the development of the company. In this case, Tom and Harriet are
demotivated people and requires the huge amount of motivation for enhancing their skills and
attitude towards work. Therefore, a manager has to communicate with them for understanding
their thoughts and motivating them. Different decision and policies related to an organization are
the waste without communicating with workforce and gathering their feedback before

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PROJECT MANAGEMENT, LEADERSHIP AND SKILLS: PLANNING AND CONTROL
implementation. This helps in increasing chances of success in implementing policies and
decisions. On the other hand, Sharma and Sharma (2016) argued that miscommunication might
also lead to misunderstanding among team members and creates a havoc situation in the team.
Employees might be engaged in gossip with other employees. This decreases the quality of work
done by them in a project.
Techniques of Employee Motivation
Three types of approaches for employee motivation are discussed below:
Job Enlargement
Job enlargement deals with enlarging and extending the type of job that an employee has
been performing for a long time. The change in a type of job helps in developing skills and
knowledge of employee in an organization. The employee feels energetic and motivated for
approaching towards a new type of job. This removes boredom of an employee by performing
the same type of task repeatedly. As commented by Sekhar, Patwardhan and Singh (2016), job
enlargement approaches eliminate repetitiveness of task for an employee. In this case, Tom and
Harriet can be allocated to different types of task that might help in enhancing their motivation.
Harriet is not comfortable with the project she is working and making different excuses for not
doing that. Therefore, assigning a new task to her help in increasing her confidence and
motivation for completing that project.
Job Enrichment
As commented by Kala (2017), job enrichment focuses on providing control over their
tasks that help in taking more responsibility for a task. Various projects are being partially done
by another team member. Therefore, an employee has to consult repeatedly for gaining complete