Project Management Report: University Student Recruitment Program

This report examines project management strategies for promoting student recruitment for a university program with the goal of accelerating the September intake. The report details the project phases, including initiation, planning, execution, and monitoring and evaluation. It covers the use of various marketing materials such as digital media, brochures, and newspapers to reach the target audience. Key findings include the importance of project cycles, tools and techniques, and cost considerations. The report also incorporates Belbin team roles, quad charts, WBS, Gantt charts, and SWOT analysis to evaluate project effectiveness. The monitoring and evaluation phase utilizes the Iron Triangle to assess scope, cost, and time constraints. The conclusion provides recommendations for future project management endeavors, emphasizing teamwork, time management, and cost control. This report is a valuable resource for understanding the complexities of project management within the context of student recruitment.

Planning and Management in
workplace

EXECUTIVE SUMMARY
This report covers the project management in context of accomplishing the objectives of
promoting the student recruitment for university program of the organization in order to
accelerate the September intake, thus, the organisation conducts the project phases by deploying
different stages of the phases involving the marketing material and the desired tools and
techniques to accomplish the objectives.

Table of Contents
EXECUTIVE SUMMARY.............................................................................................................2
INTRODUCTION...........................................................................................................................4
MAIN FINDINGS...........................................................................................................................4
Phase 1: Project Initiation............................................................................................................4
Phase 2: Project planning.............................................................................................................7
Phase 3: Execution Phase..........................................................................................................10
Phase 4: Monitoring and Evaluation..........................................................................................11
CONCLUSION & RECCOMENDATIONS.................................................................................15
REFERENCES..............................................................................................................................17

INTRODUCTION
Businesses starts with new project in order to support improve the existing business
function and adopt new ways to manage the business activities. As per the changing business
environment, the requirements of the businesses keep on changing wherein the business might
need to adopt approach the best suits the business environment. These involves implementing
policies and strategies based on the changes in the external and internal business environment.
This report covers different marketing material and promotional activities to promote the
interview activities and manage the successful student recruitment for university program in the
organisation. Wherein, marketing is an effective tool that helps to promote the business activities
and convey the marketing objectives to the targeted customers. The marketing material involved
the tools used in promotional activities in order to covey the final message to the customers. This
report covers the planning and project management that involves project initiation, project
planning, quad charts, WBS, Gantt charts and other, project evaluation in order to determine the
successful project management objectives. Carrying out these different project will help of
evaluate the effectiveness of the objectives accomplished by the organisation that what and how
the organisation implements different tool and techniques at each project phase in order to
accomplish the project objectives. These involves right from discussion of the objectives
analyzing the techniques and tools to project evaluation of measuring the development in the
project objectives (Azhar, 2017).
MAIN FINDINGS
Phase 1: Project Initiation
The project objective revolves around working on promoting and accelerating the student
recruitment for university program process in the organisation by right promoting the marketing
objectives of the interview process conducting in the organisation. It involves choosing different
market materials such as digital media, brochures and newspaper in order to deliver the
marketing objectives to the targeted geographical location. Thus, accomplishing the project
objectives it involves determining different project phases and cycle in order to accomplish the
set of targeted objectives. Project cycle is determined by developing each of the stages crucial for
accomplishing the project objectives (Bell, 2019).

In the project initiation phase, the organisation conducted the meeting in the group defining the
project object and discussing touch points of the project. While discussing in the group, the
following points were being concluded such as the tool and techniques, the objectives, the
methods in order to carry out further development of the project the cost incurred and so on.
Wherein the tool involved while addressing the project objectives as digital media, newspaper
and brochures. Using digital media in order to promote the student recruitment for university
program process of the company to accelerate the intake of the candidates in the month of
September, the digital media tool is an effective tool that helps to reach out the large number of
people with just a click, digital media such as LinkedIn that helps to serve the organisation for
not only to promote the student recruitment for university program process of the organisation
but also helps to engage with them. Similarly, brochures and newspaper and brochures of the
project will help the business in order to deliver daily updates of the company to the targeted set
of people (Bilderback, 2020 ).
The limitation of the project objectives involving the tool techniques is that it would incur cost
for execution of each of these projects, it might also take long time than decided for monitoring
and evaluation of the development in the project objectives. Other drawback involved in the
project objectives is risk involved od determining the surety over whether the project will
effectively address the main purpose and objectives involved after the huge cist incurred in the
project execution (Burdett and Barker, 2017).
Belbin team roles:
Belbin team role was defined by Dr Meredith Belbin that determines the dedication and
contribution of each individual be it developing the ideas, execution, planning for the team in
order to accomplish the team objectives and contribute in accomplishment of the group goals.
Action Oriented Roles
Shaper
Shaper defines ideas and
purpose of the project.
Implementer Implementer follows all the

ideas taken by the shape and
emends them as per determined
objectives.
Completer Finisher
Compete finisher ensures that
the objectives are accomplished
and monitor the development of
the project.
People Oriented Roles
Coordinator
Maintain coordination and
cooperation among the team
members to achieve efficiencies
and productivity in the group
goals.
Team Worker
Team worker ensures to
contribution of each individual
in order to develop and maintain
tea working spirit.
Resource Investigator
Identifying the required
resources and tools.
Thought Oriented Roles
Plant
Planting the cause root of the
real project objectives
Monitor-Evaluator Scrutinizing the changes
required in the team work

Specialist
Applying the skilled abilities
into farming and implementing
the team objectives
Quad chart:
Purpose:
This project aims at rendering the marketing
objectives to the skilled candidates in order to
attract the pool of candidates for intake
employees in the month of September.
Stakeholders:
The Stakeholders of the project involves the
candidates wherein the business will take
recruit the most skilled and appropriate
candidate for the specific job position.
Wherein after the project success the business
will be profited by the skilled labour in order
to carry out the business functioning and
accomplish the project objectives.
Tools:
Involving tools such as digital media such as
LinkedIn that will helps the business in
reaching out the large number of the
candidates and effectively engaging with
them. Apart from the digital media tools,
tradition methods are also involved such as
newspapers and brochures in order to render
updated information to large numbers of
candidate for the interview process.
Measures of success:
By the end of the project objectives, the
number of candidates who gave the job
interview of the organisation compared as per
the standard number of the candidates
appeared for the interview process (Chou,
2018).
Cost incurred – 200 Euros
Phase 2: Project planning

Priority Stakeholders Stakeholders
perceptive
Action
High Office staff(internal
stakeholders)
To deliver effective
marketing objectives
to the candidates in
order to attracts the
pool of candidates in
order to accomplish
the objectives of
recruiting the skilled
workforce for the
respective job roles.
For delivering the
marketing objectives
the organisation is
wants to use digital
and traditional
methods in order to
promote and
advertise the
marketing objectives
of the company.
The digital media
platforms and
traditional platforms
will help the business
in order to conduct
effective promotional
and marketing
objectives. The
business organisation
implements and
executes different of
the project planning,
implementing,
execution and the
monitoring
functioning in order
to accomplish the
project objectives by
implementing the
favourable techniques
of promotion.
High Candidates(external
stakeholders)
With the promotional
techniques of the
student recruitment
for university
program of the
vacancy for the
month of September,
the candidates must
Delivering the
marketing objectives
to the candidates via
online platforms
helps build strong
engagement with the
candidates can apply
for different job

apply for the desired
job role that best
matches their skills
and abilities. Digital
media platforms such
as LinkedIn which
helps to engage with
the large number of
candidates
irrespective of the
location (de Menezes
and Escrig, 2019).
position by just
looking at the job
profile, the company
also delivers the
benefits and the perks
that the candidates
can have with the job
opportunities.
Planning phase:
The worker in the organisation work together by discussion various approaches that can be
effectively added in order to accomplish the project objectives. After implementing and deciding
over the tool used such as digital platforms and traditional tool in order to accomplish the
marketing objectives of the business. wherein the working staff of the organisation initiates
further plans in order to formulates and execute the further development of the project
objectives. Apart from that the working staff in the group discusses the formulates the cost
incurred and the time period of each project objectives. The planning phase also clearly defines
the work performed by each individual by segregating the work and staff into different units and
delivering the responsibilities in order to accomplish the pre-determined project objectives. The
managers and the group leaders delivers different task and objectives in the project. The manager
also determines the set of benefits to the organisation and the candidates. Wherein the candidates
will be offered befits packages, working environment, good working relationship, holiday
packages, expose to the different advanced technologies and others that helps to attracts the
candidates for the student recruitment for university programs process offered by the company
(Egloffstein and Ifenthaler, 2017). Wherein, these student recruitment for university program

process helps the business in order to accomplish in order to achieve the desired number of the
candidates in the workplace in order to manage organizational objectives.
Cost incurred - 400 Euros
Phase 3: Execution Phase
WBS:

GANTT CHART:
Phase 4: Monitoring and Evaluation
MONITORING
In order to evaluate to developments of the project objectives it becomes important in order to
measures the each of the project techniques and tools. Monitoring the developments in the

project objectives helps to analyze the effectiveness of the project objectives and determines the
further requirements in order to implement other favourable strategies or the corrective actions
that needs to implemented in order to ascertain the project objectives.
Iron triangle is used in order to monitoring and evaluates the development of the project
objectives. Iron triangle determines the constraints of the project. Wherein it has three main
elements wherein the scope determines the techniques and the total workings of the project
objectives, the cost is defined by the total number of the resources involved in the project and the
time is defined by the total time period involved in the project management (Fleming, 2020).
Figure: Iron triangle
Scope: The manager and the group leader determines tools and techniques involved in the
project objectives. With the major purpose of promoting and advertising the marketing
objectives to the candidates in order to accomplish the project objectives. Using the tool that
would help to save the cost incurred in the project objectives involves using digital tools that
would be cost effective and engaging with the large number of the candidates.
Resources: The manager ascertain and determines the total cost involved by planning out the
most effective techniques and tools that utilizes the least resources and getting the maximum
output from the project management activities. The total cost incurred for carrying the project
objectives is 600 Euros and the standards cost estimated was 575 Euros that brings the success of
the project that the project cost does not increases the standard project cost (Ford, 2017 ).
Time: The time period evaluated for the completion of the project is 5 months.

SWOT analysis to determine the effectiveness of the project objectives, the strengths,
weaknesses, threats, opportunities are discussed below:
Strengths
Team work: The team working skills helps the business organisation order to rightly manage and
complete the project at the right time of time. 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.
Weaknesses
Time management: The time for each project activity is been determine wherein each project
task and activity is expected o to be completed as per the pre-determined project objectives.
Increasing cost: Managing the project cost is a huge difficulty wherein the business has to
identify sources fund and allocate tem inti the best business functions in order to finance and
operate different business activities (Janipha and Ismail, 2018).
Threats
Increasing competition: With rising competition in the marketplace, wherein candidates easily
switches their job application to the organisation who deliver better packages, growth
opportunities and benefits to the candidates.
Risk involved: The risk involved is another factors that is a threat to the businesses, wherein the
business pends huge amount in order to accomplish the marketing objectives, thus, there lies
always the probability of the challenges in the business environment that might educes the
changes of accomplishment of the project objectives, in such case the business might face losses
(Krebs and et.al., 2020).
Opportunities
Online platforms: Online platforms helps the business in order to reach out the large number of
the target candidates, wherein the business scan deliver the marketing message and promote the
offerings of the company conveniently. Online platforms also reduce the financial burden of the

business wherein the business does not have to spend on unnecessary advertising activities in
order to promote the offerings of the company.
EVALUATION
With the help of the project objectives, the organisation received the entries of approximately
1000 candidates who appeared for the interview process. The candidates who appeared for the
interview process, wherein the maximum number of the students were as per the job
requirements mentioned in the marketing message of the company (Li and et.al., 2020).
The marketing message reached to the large numbers of the candidates that bring the
effectiveness of the project, wherein the employee feel the project was able to effective
communicate wherein they were assigned the specific task that best suits the skills and
competencies, such as the human resource managers was assigned to interact with the
candidates, the marketing manager carried the marketing objectives and managed the marketing
activities effectively by influencing the large number of candidature.
With the help of the project, it improved the skills and objectives of the employees, wherein the
employees were able to manage the project objectives that different changes are been
implemented, how to improve communication skills and other soft skills by working in the team
projects, improved technical skills that also helps the organisation in order to enhance the
productivities at work and improve the skills and competencies of the employees in the
workplace (Martínez-Aires, Lopez-Alonso and Martinez-Rojas, 2018).
With helps of the survey performed in the project, wherein the candidates where asked questions
such as:
Where did they get to know about the interview?
How well the marketing objectives were able to convince the candidates?
What are the positive points that the candidates found out about the interview process?

What were the negative points that the candidates found about the interview process?
The team was able make development over the determined 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.
Refection:
As being the project manager of the group, I found different weakness as there must be proper
time management between each activities in order to accomplish the set of objectives prior to the
target, the team worker must practice effective communication in order to reduce the conflicts
and chaos and deliver the smooth and right objectives to each individual that helps to bring
efficiency in the project objectives. Besides that, I need to focus on improving the leadership
abilities so that I am able to scrutinize and direct the employees in order to check the progress of
each task assigned (Naik, 2016).
CONCLUSION & RECCOMENDATIONS
Thus, the above report clearly draws the idea and concept of making the successful
project. Wherein, these involve combining different tools, techniques, group discussion in order
to manage the project objectives. These starts right from analyzing the requirements and purpose
of the project then planning out benefits and the definition of the project lifecycle, limitations,
objectives of the project, group discussions, after the planning process defining the quad charts,
other phases involves stakeholder analysis, WBS, Gantt chart then to crashing into the last phase
of the project involving the project evaluation which involves monitoring the development in the
project process, implementing changes to the addresses errors and issues in the project process.
As the project manager, I would deliver certain recommendations that will help to improve the
project objectives, these are as:
Focus on communication: The organisation should focus on improving communication
between the candidates and the organisation. Wherein the organisation can deploy human

resources manager who can frequently interact with the desired candidates. The human resources
manager can talk specifically to each candidate, evaluating their performances both their soft
skills and technical skills, managing the interview process of these candidates and selecting the
most desirable candidates by matching with their job profile.
Find right project management tools: The organization can also use the cloud based resources
in order to store and manage cloud based technologies of the important information about
different candidates and the student recruitment for university program process which will helps
to bring efficiencies in the business functions.
Get things on paper: Writing down all the points on the paper helps the business to analyze and
determine the errors and the shortcoming of the paper, wherein the manager must write down
even smallest of the conversation that helps to keep the records and developments in the project
functioning.
Feedback: Feedbacks play an important role in order to determine the effectiveness of the
project objectives. Feedbacks must be taken from the employees pertaining to the employee
performances, the technologies, the working of the project plan the changes to implemented. The
managers should frequently ask feedbacks from the employees to the development of the project
so that right changes can be implemented in the project at the right time that also reduces the
uncertainty in the functioning of the project.

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