Kevin Redburn, Abram Garcia, Delius Cheng, Christine Radford, Angela Watson
March 19, 2012
JO-YU (ROY) CHUANG
Team Creation Paper
When an organization has a project that needs to be completed, theyfigure out a strategy and choose a project team to complete it. The most important is that they use good communication to maintain effective teamwork at knowing how to make key points in a project to work. This involves the use of communications management, team selection, project revisions, and performance monitoring. Putting these areas together and using them efficiently will help any team get the project done efficiently to where the organization can approve the project. This can range from how to manage the amount of employees to hire for the quarter up to who could be the next CEO. No matter the project or task communication is and will be important. That gives the effective teamwork that can allow key points in a project to work.
Communications Management is important to keep the members of a project management team up-to-date on the progress of the project. A communication plan clarifies how the project manager will communicate significant information to the stakeholders who need to know. The goals, strategies, activities, timeframes, and stakeholders are explained in the communication plan. Communication must be providedto project stakeholders so tasks are completedon schedule and conflicts can be resolved.
Processes can breakdown when communication among the team members and project stakeholders is not sufficient. Communication breakdown could in turn result in unfavorable outcomes of the final project,such as additional costs or time overruns. A communication plan will ascertain what information needs to be communicatedto the management and the customer. That information must be reportedin a timely manner and readily available. Reports should be providedwith the status of the project, and measures of the progress of the project. Forecasting can occur when reporting if tasks are on time, on whether or not the project is within the budget and within the scope of the project. Performance can be measuredby comparing actual progress to projected progress.
Communications management is the basic skill set of developing an agenda to manage meetings, and plans for resolution of conflicts. Deciding the appropriate method of communication, whether it should be an informal memo or a formal report, a face-to-face meeting or e-mail messaging, are dependent upon the stakeholders.Presentation techniques can include the use of visual aids,such as PowerPointpresentations. Possible barriers that influence the project or conflicts that may occur to interrupt or delay the project should be communicatedquickly. Examples are labor strike anywhere along the supply chain, or extreme whether that could include tornado, flood, or earthquake.
Documents that provide information can be postedto the company website on a monthly basis. E-mail bulletins can be sent out regularly. Weekly status meetings to brief management with presentations showing the status of the current stage of the project should be scheduled.A meeting should occur every six weeks to update management on the current state of the project.
There is several ways to organize management when running an organization, depending on the needs. Things to consider when choosing a project organization include the size of the project and the expected length of time to complete the project as well as needed resources. A key factor is deciding how many managers may be neededfor different areas of the project. In taking these factors into consideration Team A will be following the project structure known as the functional organization.
The functional organization was chosenas it is most commonly used and best used for small organizations as is the case with team A. It requires the project being simplybroken up into smaller sections. The smaller sections for a kitchen remodel would be the contractor, vendors, andmanagement. A kitchen remodel should only require one manager to oversee the project. The project manager would work closely with the contractor and other vendors to make sure everything is on track and on budget. One manager will allow quick reactions to problems and reduce any miscommunication. One manager is also beneficial as the manager would have the needed flexibility to make changes as needed.
In structuring the project manager will generally ask two questions. These questions include asking if the project manager is properly placedin the organization and if the majority of the tasks in the project are internal or external. In the kitchen remodel majority of the tasks will be internal by replacing old piping, upgrading, orbuilding cabinets and fixtures. External projects would be shopping the needed materials and appliances.
During the project conflicts can arise that the team must identify and devise plans to prevent or eliminate these conflicts. One potential problem involves scheduling conflicts. To prevent this, Team A must collaborate with other resource areas, such as Phoenix Designs and Custom Designs to create a schedule that will include hours of the day and days of the week that the workers can perform; this will also include holidays like Easter. Another conflict that can arise is if another project occurs, either from the team or from a construction crew. Scheduling a payment method is also important in reducing conflict. Team A andmanagers of the tasks will decide upon a payment method and date prior to starting the task. This can also create a problem if team members are not satisfied, therefore the contract will state that the team will not make payments until the work is complete and the team approves of the performance. By creating the linear responsibility matrix and the resource availability matrix the team along with other participating project members can limit the chance of conflicts arising through the collective knowledge of who is responsible for what and by the development of a schedule.
Linear Responsibility Matrix
Resource Availability Matrix
Performance monitoring for the project will use regular progress reports of each segment of the project from the task owners to project management during a recurring weekly meeting. Project management will summarize progress reports into a high-level report for stakeholders. Status reports should be submittedon a weekly basis using variances of cost and schedule of the project at the end of each week. The task owners will determine the cost variance and schedule variance to determine wither the project is on time and budget. Budgeted cost or work performed (BCWP), actual cost of work performed (ACWP), and budgeted cost of work scheduled (BCWS) will be usedto determine cost variance (CV) and schedule variance (SV). Budgeted cost of work performed is the planned cost of work completed at the end of each week according to the planned budget. Actualcost of work performed is the Cost variance is the actualcost of the work completed at the end of the week. Budgeted cost of work schedule is the cost of the planned tasks scheduled to be completedat the end of the week according to the project plan. Cost variances are determinedusing the formula CV=(BCWP-ACWP)/ACWP (TutorialsPoint.com, 2012). Schedule variance will use the formula SV= (BCWP-BCWS)/BCWS (TutorialsPoint.com, 2012). Each report should also include any milestones or significant issues identified each week. The cost and schedule variance will help project management evaluate the performance of the project, award merit when performing above expectations, and address issues wereneeded.
Performance reports for stakeholders will come in summarized form. The stakeholder’s report will include a consolidated performance indicator, summarized key achievements, and issues. This report is designedwith high-level information to provide a simple and quick view of the projects progress. The project manager will take the information at the end of each work week, compile, and submit the stakeholder’s report by the end of Monday each week.
As people can seecommunications management, team selection, project revisions, and performance monitoring are very important to Team A for the completion of this project. They can see by the charts it has been plannedthrough and the whole team is communicating while making sure the job is supervised. Team A picked a team that can do the job and if any revisions are neededthey can take care of it. They have a project manager in Christine,who is monitoring every aspects of the project and is communicating to the rest how things are progressing. Not only are these aspects important to the project team doing the work they also apply to Team A inbeing able to use these methods for themselves as well. Teamwork and communication are big reasons this project will be a success.
TutorialsPoint.com. (2012). Cost Variance. Retrieved from http://www.tutorialspoint.com/earn_value_management/cost_variance.htm
TutorialsPoint.com. (2012). Schedule Variance. Retrieved from http://www.tutorialspoint.com/earn_value_management/schedule_variance.htm