Project management principles and practices

Project Management

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Describe the major components of the strategic management process.

Many organizations develop a strategic management process as a way of defining who they are as a company. This process also provides the opportunity to determine long-term goals and the measures taken to achieve these goals.

Once the organization's mission is in place; strategies will be implemented via selected projects. Regularly evaluating the projects and how they relate to the ever-changing world of business (both within the organization and externally), allows the project manager to gain a clear picture of whether or not the company is maintaining its competitive edge.

How are projects linked to the strategic plan?

Implementing various projects allows the project manager as well as all contributors, to have a tangible, measurable expression of the strategic plan. The ability to measure the projects' success, offers leadership the power to ensure the efficiency of the projects and/or make any necessary changes to the projects and/or the strategic plan.

Why does the priority system described in this chapter require that it be open and published? Does the process encourage bottom-up initiation of projects? Does it discourage some projects? Why?

The priority system is in place to make certain all projects are in line with the organization's goals. It must be open and published so that all involved in the project are on the "same page" and working toward the greater good of the company.

Ultimately leadership has the final say over whether or not a project will be put into operation. Knowing this may discourage some from contributing his/her ideas about projects they believe will be beneficial, but it gives others the drive to communicate a well-thought out proposal.

Discuss the pros and cons of the checklist vs. The weighted factor method of selecting projects.

The checklist method of selecting projects simply differentiates between the objectives that are absolutely crucial to the success of the project and those that will provide benefit but are not necessary. Its simplicity makes it easier for the project team to understand the objectives.

The downside to this uncomplicated method is if a suggestion does not qualify as essential" to overall success, it will be eliminated from consideration.

The weighted factor method, though a more complex system, eradicates inefficient projects while clearly identifying and conveying project goals. This method helps the project manager to comprehend the selection process and how it affects the ultimate outcome.

Chapter 3

What are the relative advantages and disadvantages of the functional, matrix and dedicated team approaches to managing projects?

The functional approach is used when it is the responsibility of one section of the organization to play the leading role in completing the project. This approach makes use of the company's basic structure when deciding on the best methods to complete the project.

With the great flexibility in terms of the use of staff resources, the project manager can elect to use individuals to share his or her expertise for a particular portion of the project then resume his or her primary job functions.

Even though this method appears straightforward and simple to use, there are some disadvantages associated with it.

Due to the fact that each individual contributor has a primary organizational function other than the project, they may be mentally preoccupied with those commitments, which could delay the completion of the project as well as lessen the overall morale of the team.

The matrix approach employs the idea of individuals working on the project and their normal day-today functions simultaneously. Having one leader in charge of the project and another responsible for the daily operation of the company, promotes efficiency, focus and flexibility.

It has been said that it is difficult for one body to have two heads and this situation is no different. It takes time for the two leaders to mesh and work together as one unit. In the meantime, there may be some conflict about who does what and with what resources are these things to be done. This can be stressful for everyone and could potentially slow progress.

The dedicated team approach consists of individuals who are devoted solely to the project. This can be an extremely effective method because there is no competition between the needs of the project and various areas of expertise. This makes for a unified team, focused on a quick and efficient completion of the project.

With the ease of this method, come some drawbacks. It can be costly to employ individuals on a full time basis for an assignment with a definite end.

Total concentration on the project can in some ways cause the team to feel like a separate entity from the organization, which can have two effects, 1. limit the amount of specialized know-how brought to the project and 2. once the project is complete, make it difficult for the team to integrate with the other members of the company.

3. Under what conditions would it be advisable to use strong matrix instead of a dedicated project team?

The efficient use of resources and the successful completion of the project, are the short- and long-term goals to consider when deciding which team type best suits the company's need. If the majority of the work involves individual projects, then the company may find a dedicated project team more beneficial. If there are more standard functions and few projects, then the skill of the functional leader and project manager through a strong matrix may be valuable.

What do you believe is more important for successfully completing a project -- the formal project management structure or the culture of the parent organization?

Whether clearly defined or implied, every organization has a culture, the system of principles that portray its personality. It may be necessary to employ a formal project management structure, but allowing the culture to serve as the foundation of the decisions made when executing the project, will help ensure victory.