Module 6 - Project Management Review

 

Module 6 FAQ Review

Material provided by NWTC Project Management with Terri Brown.

Edited by __Mischief

1. What is a project stakeholder and why are they important?

A stakeholder is any individual, group, or organization that can affect or be affected by a project. They can have a positive or negative influence, and their interests can range from financial gain to environmental concerns. Stakeholders are crucial to a project's success because their needs and expectations directly impact the project's direction and outcomes. Neglecting to identify and manage stakeholders can lead to misaligned goals, resistance to change, and even project failure.

2. How can I identify and prioritize stakeholders?

Stakeholder identification is an ongoing process that starts with a project's initiation. Tools like the Power/Interest Grid help categorize stakeholders based on their level of influence (power) and their level of concern (interest) in the project. This allows project managers to prioritize stakeholders and tailor communication strategies. For instance, high-power, high-interest stakeholders require close management, while those with low power and low interest need less frequent updates.

3. What [does] a stakeholder register and why do I need one?

A stakeholder register is a living document that provides detailed information about each stakeholder. It goes beyond the Power/Interest Grid by including details such as:

• Contact information
• Level of support (active, neutral, opposed)
• Potential impact on the project
• Key issues and concerns
• Engagement strategies and tactics
• Relationships with other stakeholders

This register helps the project team track stakeholder engagement, anticipate potential challenges, and adjust strategies as needed.

4. How does culture influence project communication and stakeholder engagement?

Culture significantly shapes how people communicate, negotiate, and make decisions. In diverse project environments, cultural differences can lead to misunderstandings, misinterpretations, and even conflicts. Project managers need to be culturally sensitive, adapt their communication styles, and be mindful of nuances like language, context, and candor to ensure effective collaboration and stakeholder engagement.

5. What are the stages of team development and how can they help me manage my project team?

Tuckman's stages of group development (Forming, Storming, Norming, Performing, Adjourning) provide a framework for understanding team dynamics. By recognizing these stages, project managers can anticipate potential challenges, address conflicts effectively, and facilitate the team's progress towards high performance. Understanding that teams go through periods of conflict and uncertainty can help manage expectations and guide interventions.

6. What are virtual teams and what are the key considerations for managing them?

Virtual teams are groups of individuals who collaborate primarily through electronic communication and digital tools, often across geographical boundaries. Managing virtual teams presents unique challenges:

• Building Trust: Establishing trust is more challenging when communication is mostly virtual.
• Communication: Clear and frequent communication is paramount, leveraging both synchronous (real-time) and asynchronous (email, messaging) tools.
• Cultural Sensitivity: Be mindful of cultural differences, time zones, and communication styles to ensure inclusivity and effective collaboration.

7. How does emotional intelligence (EQ) contribute to project success?

Emotional intelligence is the ability to understand and manage emotions, both in oneself and in others. Project managers with high EQ are better equipped to:

• Build Trust: Create a positive and supportive team environment through empathy and understanding.
• Resolve Conflicts: Effectively address disagreements and conflicts with team members and stakeholders.
• Communicate Effectively: Tailor their communication style to different audiences and situations.
• Motivate and Inspire: Encourage team members to perform at their best.

EQ is a crucial skill for navigating complex project environments and building strong relationships with stakeholders.

8. What is change management and why is it important in projects?

Change management focuses on the human side of change. Projects often introduce changes to processes, systems, or ways of working, which can lead to resistance if not managed effectively. Change management strategies include:

• Communication: Clearly articulate the reasons for the change, its benefits, and how it will impact stakeholders.
• Stakeholder Engagement: Involve stakeholders in the change process to foster a sense of ownership.
• Training and Support: Provide necessary training and resources to help individuals adapt to the change.
• Addressing Resistance: Identify and address resistance proactively through open communication and problem-solving.

Effective change management ensures smoother transitions, reduces resistance, and increases the likelihood of project success and sustained adoption of new initiatives.

_________________________________________________________________________

Summary

Being a leader in any scenario requires group thinking strategies to coordinate how the project should be managed. I believe in a firm understanding for group dynamics and if it isn't happening, it is okay to say no to it. A project manager can only do their role in the proper working environments. I enjoyed the touch on the subject for culturally sensitive workplaces. It isn't what I personally believe in, because we don't bring our culture in the business areas, we make money there. When culture is a sensitive subject, it means they don't want to do business with us, they don't want to prosper with diversity themselves, and they do not want to change. The future is innovatively changing every day, and it requires business strategies and conducting professional demeanor over self. They are a representative of the product and its processes. I thought this factor in America should be recognized as not typical since many Americans put their personal identity behind the customer service mask. They are optimally trying to encourage more other or diverse crowds to engage in what they can provide to mainstream marketing because they understand to appeal to a broader and general audience. 

__Mischief

Project Management Activity

Project Management Activity - Wedding Planner Request in a Software Developer Field

A young couple have decided to plan a wedding and need help. Overwhelming plans, a reduced time schedule of 6 months, but the budget wasn't mentioned. Here is a quick sample of a project management exercise to use as a critique of what you would do in this area of expertise and not to mention out of your element!

Shylock	Don’t worry. My sister’s wedding planner was great. Let me give her a call. [Shylock calls the wedding planner Brooke.]
Wedding Planner	Hello Shylock and Erma!
Shylock	We want everything to be perfect.
	There is so much to do! Invitations, food, guests, and music.
Shylock	Oh no, we haven’t even booked a place!
Erma	And it has to be done right. We can’t print the invitations until we have the menu planned. We can’t do the seating arrangements until we have the RSVPs. We aren’t sure what kind of band to get for the reception, or should it be a DJ? We’re just overwhelmed.
Shylock	My sister said you really saved her wedding. I know she gave you over a year to plan.
Shylock	But I’ve always dreamed of a June wedding, and I’m not willing to give that up. I know it’s late, but Brooke can you help us?
Wedding Planner	Take it easy, guys. I’ve got it under control. We’ve a lot of people and activities to get under control. You guys really should have called six months ago, but we’ll still make this wedding happen on time.

Much work has to be done before June. First, Brooke figures out what work needs to be done. She starts to put together a to-do list:

• Invitations
• Flowers
• Wedding cake
• Dinner menu
• Band
• Reception venue preparation
• Transportation

Since many different people are involved in the making of the wedding, it takes much planning to coordinate all the work in the right order by the right people at the right time. Initially, Brooke was worried that she didn’t have enough time to make sure that everything would be done properly. However, she knew that she had some powerful time management tools on her side when she took the job, and these tools would help her to synchronize all the required tasks.

Questions

Please answer the following questions about the business case:

1. List some activities to accomplish the above to-do list and organize them under major deliverables in WBS.
2. What method should Brooke estimate (bottom-up, top-down) the time for these activities? Explain.
3. Discuss what tools that Brooke can use to manage the schedule.

Photo by Los Muertos Crew

_________________________________________________________________

WBS Deliverables - organized by category from client objectives, listed using a number system.

1. Invitations

• 1.1 Create a bridal registry (department store, package deals, bridal events, etc.) of places you want to receive gifts from, coordinate with party selections, and reserve any major event or venue to host with if applicable. 
• 1.2 Create a groom and bride party list. 
• 1.3 Create a guest list. 
• 1.4 Create a faith service, chapel, or court date for the event. 
• 1.5 Create a website for event scheduling with RSVP, event calendar, bridal registry upload, link request with an affiliated Microsoft email account, and list a gallery of images with information pages of the young couple. 
• Create postcards to send links once the guest list is complete (privacy to website, option for scratch-offs to reveal the link name).
• Send postcards to guest list. 

2. Flowers

• 2.1 Find local greenhouse selections and prepare a budget. 
• 2.2 Request materials if personally growing (option for the short duration if equipment can be rented). 
• 2.3 Update website to include the theme with flower selection. 
• 2.4 Prepare day of selection with display at an acceptance party for those that returned an RSVP for the bride and groom party (acceptance party event number 1 of ). 
• 2.5 Prepare thank you card and small gift for greenhouse staff. 

3. Wedding Cake

• 3.1 Find licensed wedding cake bakery and request order amount, theme, style, and date for event. 
• 3.2 Update budget. 
• 3.3 On website, request suggestions from guest list on food allergies that you can consider in the cake selection. 
• 3.4 Prepare thank you card and small gift for bakery staff.

4. Dinner Menu

• 4.1 Find licensed chef, restaurant selection, or a venue in particular to serve a reception meal for two events. 
• 4.2 Coordinate with venue, request catering options, request venue licensing policy, and plan for any known food allergies.
• 4.3 Find variations, prepared meal selections, and adjust budget selections to list on the website for guests to select in their RSVP website link. 
• Prepare thank you card and small gift for chef staff.

5. Band

• 5.1 Post an advertisement in digital media outlets, local newspaper listings, local talent hubs to post for auditions at the acceptance party. 
• 5.2 This can also include DJ.
• 5.3 Create a set list for playtime with each audition, if less, coordinate the event to host a round robin judge for different categories: cake, dinner, dance, personality, dance 2.
• 5.4 Prepare thank you card for all auditions and prize payment for runner-up (incentive) to battle the band at a deciding venue for the main wedding event. 

6. Reception Venue Preparation

• 6.1 Search for hosting locations for the event in June and get creative for back-up plans since June is a busy season to host any event. 
• 6.2 Handicap accommodations, Emergency Procedures, and Permit License (if any required to purchase)
• 6.3 Seasonal calendar conflictions and post to website.
• 6.4 In selecting a venue - criteria to respond for is to host the two events on separate occasions or to select separate venues that match the criteria requested. 
• 6.4.1 Acceptance Party (Bridal Party for groomsmen, bridesmaids, other titles of importance to accept roles and participate in calendar events as a requirement of commitment level) location will host a small gathering of exclusive involved participants who will support event and be treated to an evening of exhibit and register for the wedding meal (allergen concern) online, vote for best cake display, and music selections for the categories provided with the RSVP link as a tab for "Vote Here" - just follow the instructions as it coordinates the agenda. 
• 6.4.2 Wedding.

The main event will be planned as a "Day" agenda and an "Evening" agenda. Each will have separate requirements and schedules, along with further breaking down into the groom's party and the bridal party. 

• 6.4.3 Day

                6.4.3.1 Bride and Groom follow their separate schedules.

                6.4.3.2 Follow day event agenda with venue.

                6.4.3.3 Repair and maintenance plan for emergency.

                6.4.3.4 Follow day exit agenda with venue. 

               6.4.3.5 Proceed to intermission with pamper house preparations for the evening.                    Outfit change, intimate congratulations, into the evening agenda. 

• 6.4.4 Evening

               6.4.4.1 Arrive to the venue hosting the main event - a live band and meal with the                 bridal party as an evening of planned activities.

                6.4.4.2 Prepare the music set list, opening requests. 

                6.4.4.3 Welcome Guests

               6.4.4.4 Congratulate the couple - introduce speakers following the evening agenda                 set for dinner party activities into the end of the evening where dinner will be                         concluded. 

                6.4.4.5 Prepare a survey to conduct for guest feedback and raffle prizes when                         registering to your event. 

             6.4.4.6 Prepare gift baskets to bridal party and for competitions in evening activities. 

7. Transportation

7.1 Conclude evening with safe sobriety checks, ride home procedures, and prepared planning procedures as needed. 

7.2 If clients want to reserve for a stylish entrance or transition for a safe ride program by renting a bus to transport based on guest list participation for it. 

7.3 Review any insurance documentation, waivers, and insurance to list for medical purposes during the care of guest safety provided by website link to upload forms required for the services. 

7.4 Prepare a thank you card and small gift for the transportation company. 

__________________________________________________________________________

Brooke should use a top-down method since most of the elements to reveal certain selections require feedback from the RSVP link provided. Once the participation begins, it will be easier to acquire planning data like preferences, schedule conflicts, questions/concerns that the host can consider when planning will help that response time faster. 

Brooke would most likely be using an event planner website for project management and task listing when creating the project charter for services, drafting agreements between expectations of event and budget constraints with the time constraint in place as well. The guarantee does require insurance to cover an alternative event in the extreme emergency may need to be excluded and focus solely on the priority activities being requested. 

Other tools that will help are services that can provide website access to coordinate the bridal party, events, and response for updates on the event. Another great tool to use would be in any digital printing business, to have access to selections and different materials they can provide at an affordable cost. 

This was a mock exercise of planning a wedding event to practice instructional writing and procedure thinking in an analytical example. 

All character names are fictional. 

The software portion of it would be how the planner conducted the meetings and interviews that followed for fine-tuning details, cost, and maintaining the website with guest concerns. 

I have discussed technological aspects of DJ equipment but it was rendered as using a software package to use for accessing multiple outports that were controlled with the interface handle of equipment. It could be scheduled and programmed based on preference. 

The other technological details involved would be background logistics of each service and business that provided in this mock example. 

Leave a comment on the numbering system, type of event, budget estimate, or any question you have! Subscribe to this blog by clicking on "__Mischief" or the top right box on the blog to input your email for the latest post! 

__Mischief