Project Report on Marketing and Recruitment of University Courses

This report presents an executive summary of a project focused on the promotion and recruitment of university courses, specifically the creation of marketing materials for a workplace skills program. The project aimed to promote the program within the local community and recruit applicants for the September intake, including an interview and assessment process. The report details the application of various project management tools and techniques, such as project life cycle, QUAD chart, and stakeholder analysis. It assesses the project management abilities demonstrated throughout the project and includes recommendations for future improvements. The project's phases are outlined, covering initiation, planning, execution, and closure. The report also includes an analysis of stakeholder engagement and communication strategies. The report provides an overview of the project management tools and techniques used, along with an assessment of the project's success and recommendations for future projects.

Planning and
Management in work
place

EXECUTIVE SUMMARY
The report is based on Project of Promotion and recruitment of University Courses is based
on creating Marketing Material for skills for workplace program, promotion in local community
along with recruiting four applications to interview addition to assessment process for September
intake. It includes various tools and techniques of project management. It also assesses and
comprises reflection of project management abilities with the project along with
recommendations for future

Table of Contents
EXECUTIVE SUMMARY...............................................................................................................
Table of Contents...............................................................................................................................
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
Phase 1.........................................................................................................................................1
Phase 2.........................................................................................................................................4
Phase 3.........................................................................................................................................6
Phase 4.........................................................................................................................................9
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................13

INTRODUCTION
Project refers to any tenure that includes sequence of activities which are to be completed
for achieving certain result. In other words, project is said to any temporary endeavour having
definite initiation and end. Similarly, project management is delineated to a discipline to apply
particular principles addition to processes for initiation, planning, implementation as well as
management of ways that new practices and modifications are implemented properly for goal
attainment (Garcia-Zamor, 2019). For gaining insight about concept, Project of Promotion and
recruitment of University Courses is based on creating Marketing Material for skills for
workplace program, promotion in local community along with recruiting four applications to
interview addition to assessment process for September intake is selected.
The report includes assessment of project management tools and techniques including
project lifecycle, Quad, Stakeholders Analysis and many more. It also highlights ways project
plans is communicated with suitable stakeholders and detailed implementation of the plan.
Further, it assesses and comprises reflection of project management abilities with the project
along with recommendations for future.
MAIN BODY
Phase 1
Project is said to a task which needs huge time, efforts and resources to achieve specific
outcomes. It is a piece of work which is planned to execute in pertaining environment. It has
individual definable purpose with end results. Working in a project requires performing
something different and unique that have not done yet. It is ad hoc of equipment, people,
resources and facilities which are put in one place to achieve goal (Gallego, Ortiz-Marcos and
Ruiz, 2021). The project of Promotion and recruitment of University Courses includes working
on creation of marketing materials, promoting it with local communities and recruiting
applications for the program. For this project, administration of university has adopted certain
tools and techniques that are as defined:
Project Life Cycle: It is a tool that is designed for assisting responsible people with guidance
to achieve success from beginning to finishing of a project. It acts as a way to view the whole
project which establish sequence of activities for completion, maintaining focus and developing
better defined process at high level (Kerzner, 2017). For the project of Promotion and
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recruitment of University Courses, project life cycle benefits by providing effective structure for
delivery, enable to track progress, simplify working for team, offer consistent results, easily
oversee different elements associated with the project and gain insights for status. The tool
structure basic foundation of practices and actions which require performing irrespective of any
type of specific work involved. Limitations of project life cycle to the project of Marketing
Material is that the tool includes high uncertainty and risks, limited feedback process at each
stage, integration happens, involves high cost, create stressful environment and suppress
creativity.
Initiation phase is beginning stage of any project. In this, idea of a project is seeded,
explored and elaborated. Main objective of initiation stage is examining feasibility of the project.
Along with this, initiation stage helps project managers to make decision about requirements and
beneficials of the project (Rosales, 2017). In context to project Promotion and recruitment of
University Courses, initiation stage includes taking major decisions which set out directions
along with resource requirements. In this, business case is developed, feasibility study is
conducted, project charter is established, team members along with project office are established
and final review of whole stage is carried out.
Group Formation: It is termed to actions through collective efforts to form group of people
sharing common goals. For the Promotion and recruitment of University Courses, group
formation is important as it begins with understanding related to the ways people work alone as
well as together. In the project, key purpose of forming a group is to attain goals with the help of
task performance (Robert, 2009).
To form a group for the project, professionals at university uses Belbin model that
determines dedication and contribution of each individual in context to creating ideas, execution,
planning for team in order to accomplish the team objectives and contribute in accomplishment
of the group goals (Velayudhan and Thomas, 2018). In aspect to the Project of Promotion and
recruitment of University Courses, group includes certain roles that are as defined:
Group Roles Roles Meaning
Action oriented
Shaper These are challenging, thrives to pressure and dynamic in
nature. In the project, shaper has courage for overcoming
obstacles.
Complete These are conscientious, perfects, painstaking and
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roles finisher polishes. Within the project, they polish and scrutinise
practices for errors and set high standards of working
(Wysocki and Orłowski, 2019).
Implementer These are efficient and turn ideas into actions. In the
project, they are required to plan strategies and
implementing it effectively.
People oriented
roles
Team worker These are perceptive, diplomatic along with co-operative
in nature. In the project, team worker listens as well as
averts friction.
Coordinator These are confident and mature. Within the project, they
identify talent and clarify goals among group members.
Investigator of
resource
These are enthusiastic, outgoing addition to develop
contacts (Allen, 2021). For the project, they make use of
inquisitive nature for bring ideas to the group.
Cerebral
oriented roles
Plant These are imaginative, critical problem solver, creative and
free thinkers. In the project, they are good to solve issues I
unconventional manner.
Specialist They are dedicated, single minder as well as self-starting.
Within the project, they provide special skills, competence
as well as knowledge.
Monitor-
Evaluator
These are strategic, discerning addition to sober in nature.
In the project, they make impartial judgements, weighs up
options and provide logical eye.
Quad: Successful project do not happen by chance as they require careful planning, proper
resourcing, proven quality control metrics, proactive management, effective design, etc. it is a
technique to deliver project that is named as QUAD that is quality, utilise, accomplish and
design which are essential pillars of success (Hendrychová, Svobodova and Kabrna, 2020). For
the project of Promotion and recruitment of University Courses, QUAD Chart is effective
technique as it enables what to be performed prior starting of work. It engrosses, project scoping,
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measures of success, stakeholders and desired outcomes. In context to project of Promotion and
recruitment of University Courses, QUAD Chart is as prepared:
Title of project: Promotion and recruitment of University Courses
Purpose
 Creating marketing material for skills at
Workplace program.
 Attracting four applications.
 Promoting the material in local
community.
Customers
Key stakeholders for the project of Promotion
and recruitment of University Courses:
 Team project VINGZ,
 Local Community
 Potential students,
 Advertising standards authority
 Staff of UWTSD.
Desired End Results
 Designing and providing marketing
materials as well as run local
campaigns.
 Recruiting at least four applications for
skills of workplace course.
Measure of Success
 Delivering the material through
promotional flyer, social media
platforms, questionnaire and feedback
from students.
 Recruitment of four application with
potential skills and talent to change
mindset for people in workplace
programs.
QUAD refers to summary of a project that is visual and descriptive. For the project of
Promotion and recruitment of University Courses, QUAD chart benefits in structuring while
project into manageable pieces in order to define what to be perform prior starting. It is a very
simple tool but extremely effective tool used for a variety of planning and communication
purposes that explains what a project is all about (Paul, 2001). The quad chart presents a brief
snapshot of a study across four quadrants of a single PowerPoint slide - thus the name quad. It
includes Project Scoping, Stakeholders and Stakeholder Analysis, Desired Outcomes (Critical
Success Factors), and measures of Success (Secondary Benefits). The upper left quadrant
summarizes science issues, approaches and data used. The upper right quadrant is about the
project plans, milestones and progresses. The lower left gives some examples of significant
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results and findings. The last quadrant shows the relation of your project with other projects and
general science community. However, limitations of the tool for the project are that it fills a slide
with way too much information at once and designing a QUAD Chart requires professional
person that restricts its usage in accurate manner.
Phase 2
Planning Phase is the second stage of project life cycle in which set of plans are devised to
assist team or group through execution and closure of project. Outcomes of the stage are project
plans, procurement requirements along with cost estimations. It is crucial stage to manage any
project as planning is heart or core of activity cycle or project and provides directions to
stakeholders about where as well as how to undertake practices (Al Farizi and Latief, 2018). For
project of Promotion and recruitment of University Courses, professionals and manager of
university create set of plans for providing direction and schedules to manage resources, time,
changes, cost, risks, quality and other related concerns. Planning benefits the project by
identifying desired goals, avoiding missed deadlines, reducing risks and delivering agreed result.
The stage includes each component that are essential and related to execution of project.
Stakeholders Analysis is a tool that involves assessment of system as well as potential
changes in it as it is associated to relevant together with interested parties. Through the
information on stakeholder’s analysis, project managers evaluate interest as well as powers
related to each stakeholder (Cavka, Staub-French and Poirier, 2017). For the project of
Promotion and recruitment of University Courses, stakeholder’s analysis and ways to ways to
communicate information are as follows:
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Figure 1: Self-Created, 2021
(Source: Self-Created, 2021)
High power and high interest: For the project of Promotion and recruitment of University
Courses, stakeholders categorised as having high power along with high interest are UNWTSD
and Advertising Standards Authority for making decision about working and tasks. To engage
stakeholders such as staff of UNWTSD, key actions are proving branding addition to facilities.
While in case with Advertising Standards Authority, actions that will be taken includes verbal
and nonverbal communication strategies for enforcing advertising standards (Harvey, 2010).
High power and low interest: Community and Dr. S. Khan are stakeholders for project of
Promotion and recruitment of University Courses. They have high powers in decision making
addition to low interest in activities of project to develop skill (Kitsios and Kamariotou, 2019).
To engage community, actions which will be taken includes tacit encouragement. While actions
to be taken for engaging Dr. S. Khan in the project are authorising powers and resources.
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Low power and high interest: Potential students of university and other educational
institutions is the stakeholder that have low power in decision making for the project but have
high interest in tasks and activities of the project. Bringing some humours is communication
strategy through which serious conversations about project working could be executed with the
stakeholders. Key actions required for engaging potential students in the project are
advertisement, inform them for recruitment process, student finance addition to communicating
about courses (Joseph, 2012).
Low power and low interest: Team VINGZ is the stakeholder associated to the project of
Promotion and recruitment of University Courses that have low power and low interest in
activities of project. Team VINGZ is responsible to work on the project with other stakeholders
and deliver outcomes. Team VINGZ will be engaged in the project through undertaking actions
such as allocation of tasks, developing marketing materials, supporting one another, recording
issues and addressing them on time.
Phase 3
Execution phase is about carrying our details of project charter for delivering services to
stakeholders. It is core stage of project management lifecycle as it begins after consent of
stakeholder and all activities are put in action (Bruaset and Sægrov, 2018). Execution depends on
planning phase as all the planned work as well as efforts of group in the phase are derived from
planning stage. In case with project of Promotion and recruitment of University Courses,
execution phase is concerned with building deliverables that meet satisfaction of stakeholder.
Herein, team manager and leader achieve success through allocating resources addition to
keeping members focused towards assigned tasks. There are certain documents that project
manager responsible for Creating Marketing Material for skill of program create at the stage so
to ensure staying on track are as follows:
Work Breakdown Structure: It refers to visual representation which organises working
of group into manageable sections. In project management, work breakdown structure is
deliverable linked breakdown into smaller components of a project (Hart and Halden, 2019). Use
of the tool in Project of Promotion and recruitment of University Courses, benefits by boosting
productivity, detailing steps of work, fostering accountability and identifying risks in better
manner. The work breakdown structure for project of Promotion and recruitment of University
Courses is as follows:
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Figure 2: Self-Created, 2021
(Source: Self-Created, 2021)
Gantt Chart: It is a kind of bar chart that is used in a project for illustration of schedule
(Faust, 2020). For the project of Promotion and recruitment of University Courses, benefits of
using Gantt Chart is that it helps in planning put tasks along with visualise project timeline,
Gantt Chart for project of Promotion and recruitment of University Courses is as follows:
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Network Diagram: It is said to a chart having series of boxes as well as arrows (Chand,
2019). In the project of Promotion and recruitment of University Courses, use of network
diagram is for mapping out schedule addition to work sequence together with track progress at
each stage. Network diagram for the project is below:
Phase 4
Closure phase in project management cycle confirms completion of delivery of project for
meeting satisfaction of stakeholders as well as communicating final disposition addition to status
to whole team. In case with project of Promotion and recruitment of University Courses, project
closure ensures that all stakeholders addition to participants involved in it are informed about
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follow-on tasks. Key elements on the stage are monitoring and evaluation. For monitoring the
project, mentioned below are some frameworks used in risks analysis by project manager:
Risk Analysis: It includes identification along with analysing issues and challenges which
ca impact adversely on key initiatives of project (Kelliher, Shanahan and Whiteoak, 2017). One
of technique to analyse risk is SWOT Analysis which is the framework to analyse strengths,
weaknesses, opportunities and threats of a project. In context to project of Promotion and
recruitment of University Courses, SWOT Analysis is as follows:
Strength:
 Time working abilities are the
greatest abilities to the project in
order to bring efficiencies and
productivity in the project to
accomplish the projects per the
determines objectives.
Weakness:
 Increasing cost: Managing the project
cost is a huge difficulty wherein the
university has to identify sources fund and
allocate them in best functions in order to
finance and operate different activities.
Opportunity:
 Digital strategy is one of
opportunity for the university to
promote the marketing material for
attracting application in limited time
frame.
Threat:
 Increasing competition: With rising
competition in the marketplace, wherein
candidates easily switch their job
application to the program of university
who deliver better growth opportunities
and benefits to the candidates.
Iron Triangle: It is also termed to project triangle or triple constraint that is related to
constraints in management of a project (Esztergár-Kiss and Tettamanti, 2019). Success of
managing a project is linked with potentials of constraint parameters in cost, scope, quality
addition to time that are known as iron triangle. In the project of Promotion and recruitment of
University Courses, leaders handling team require balancing act among key factors which
constraint entire project delivery. Factors of iron triangle in context to project of Promotion and
recruitment of University Courses are as follows:
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Scope: It is said to total amount of work that is involved in project delivery (Li and Lu,
2019). For the project of Promotion and recruitment of University Courses, there is high scope as
it requires working for planning material, creating material and promoting it to improve skill of
people for the university program.
Cost: It is delineated to sum of all resources that are essential in delivery of work. For the
project of Promotion and recruitment of University Courses, required resources are human
resources, intellectual resources, material resources and financial resources.
Schedule: It reflects time forecasted as well as allotted to delivery of project. In context
to project of Promotion and recruitment of University Courses, it will be delivered in the month
of September and requires time of approximate 4 months.
Evaluation
It has been evaluated that there were huge applications about taking part in skill
development program of the university were received (Martyniuk-Pęczek and Rembarz, 2017).
Project of Promotion and recruitment of University Courses was a successful one as this
enhanced brand image of the university and developed a sense of belongingness among members
of group. To promotion and recruitment of University Courses, various formative and summative
assessments were included in the project. Formative assessments are methods that professors of
university use for conducting process evaluations of comprehensive, academic progress and
learning needs of student so to develop their skill set for some program. Survey is an
investigation method for collecting data from a predefined group of respondents to gain
information and insights into various topics of interest. For the project, online and offline survey
are conducted so to analyse requirement of project for skill development among students for a
program.
The purpose of creating marketing material for the skill of program for university reached
to mass candidates that bring the effectiveness of the project, wherein the team members feel the
project was able to effective communicate with assigned specific task that best suits the skills
and competencies. The stakeholders played huge role in contribution towards devising and
promoting effective marketing material to influence large number of students for applying for the
University courses.
The whole team of the project performed as per allotted roles and achieved great
contribution in goal attainment. All team members make development over the determined
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project task. Wherein the overall project objectives were being divided into different group, the
overall team performances were satisfactory as the team work helped to utilize the available
resources and results the best outcome from the assigned project objective in the work assigned.
As a project manager of project to promote and recruit people for University Courses, I
have contributed in providing directions to each group at all stages of project life cycle. My skills
including communication skill, performance management skill, data collection skill, decision
making skill, problem solving skill and many more were used in satisfied manner. My Belbin
team roles have guided me for achieving success of project in short term. In contrary to skills of
Belbin Team Roles, I have analysed that my creativity skill, time management skill and
analytical skill lacks at some level. To develop these skill shortages, I will take some online
courses, coordinate with superiors in completion of deadlines and interact more with others.
Besides that, I also needs to emphasis on improving my leadership abilities so that I am able to
scrutinize and direct the employees in order to check the progress of each task assigned
CONCLUSION
From the report, it is concluded that planning and management are essential in success of a
project. Key project management tools that benefit in successful attainment of objectives are
project life cycle, Quad, Group formation, stakeholder’s analysis, risk analysis and iron triangle.
In initiation stage, essential set of plans are devised for further working. In planning stage,
stakeholder’s analysis is conducted to determine power and interest of various stakeholders in
the project. WBS, network diagram and Gantt Chart are essential tools in execution phase.
Project implementation includes converting all paperwork that is plans into real actions. It si
recommended to improve skillset including leadership skill and time management skill to deliver
project on time. For improving these skills, it has been recommended to take online courses,
interact more with people, learn to direct and use motivational techniques.
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