Successful Project Management - Essay Example

?Managing Project By Table of Contents Executive Summary Successful project management is a key to any project’s success. Effective projectmanagement offers an excellent support for managing project tasks and resources. At the present, there exist a lot of tools and applications for planning and estimation which can be used to make a project a success. In this scenario there is need to better take care of project activities those are critical for the project success. This report is based on a scenario in which Ashleigh Council has to set up Ashleigh Music Festival Ltd (AMF Ltd) which will work like a social enterprise for initiating the festival. This report discusses some of the major activities and tasks required to be completed for planning and handling the activities. Introduction Ashleigh Music Festival Ltd (AMF Ltd) is a social enterprise that arranges music festivals. This corporation has recently initiated a plan to establish a new event of music festival. This event will provide an excellent entertainment facility to public. However, in order to effectively plan the project one of the initial jobs is to assess the project scope in order that they could better understand the project tasks and activities. This project report is also intended to provide guidelines regarding project planning through assessment of project tasks and activities. This report will assess the project tasks that need to be completed in order to arrange the festival in time. This report will review some of the important aspects along with project management processes and techniques which are adopted throughout project lifecycle. This report will also discusses skills and competencies needed by the project team in order to manage a successful project. This report will also try to highlight the project stakeholders and how they will be engaged with project and project manager. Background Ashleigh Council has initiated bidding for the contract to a project which will engage managing and organizing and setting up a music festival at a number of points in the summer of 2013. This festival will continue for 3 days and will start at an outdoor site (plan enclosed), that will have the capacity of 30,000 people. This festival will generate revenue by selling the tickets. In addition, project bidders will be paid by 20% of the revenue generated by ticket sales. This project holds the facility of availing the interest-free loan of up to ?300,000 from bank for equipment rent (the council will cover staff, licensing, health and safety, and site reinstatement costs). Initial Project Tasks This section outlines some of the key project tasks those will be planned and managed before the project start. These tasks will be the key tasks that need to be completed in order to hold the event in time. At this stage, we will concentrate on some of the main activities that seem to be really significant for the project initiation. In this scenario we will concentrate on these project tasks and will focus on early completion of these tasks for the successful project initiation. Requirements Analysis In this project task we will deeply assess some of the main project activities to better map and understand the project needs. This will help us to better plan the project for the superior project performance. Planning At this stage of project; we will plan the project tasks and activities. In this scenario we will allocate time and resource to each project task. This project stage will involve project task planning. Legal Permission At this stage of project we will take the permission of music festival from local authorities. This will offer us a great deal of satisfaction (i.e. eliminating the chances of any legal issue). Recruiting At this stage we will recruit the staff for the project that will be responsible for managing and completing the project tasks and activities. This stage of project will involve publishing the job ads, interviewing the staff and recruiting them. After that we will have to train the staff. Training This will be one of the initial stages of project that will involve training aspects of the project. This stage will comprise small training program to teach the staff about arrangement of music event. Site preparation This stage of project will be one of the important project phases that will involve preparation of the site for the project establishment. In this scenario we will clear the ground, plain the site and make the boundary for suitable security of festival properties. Booking of acts (contacting music bands) At this stage of project we will initially contact the preferred music bands to perform in our festival. This will involve initializing request, dealing and finalizing dates and timings. This overall planning will offer us a better way to manage the event for the effective performance and operational management. Promotion This stage of project will involve the promotion and advertisement of music festival. In this scenario we will promote the music bands and attract the people to the music concert. For this purpose we would use online platforms, TV, Radio and local physical promotion of music event. Ticketing At this stage we will assess the number of people coming to attend the music festival and price of tickets. Here we will also print the project tickets with name, price and place of the music festival. Stage design This will be one of most important project activities that will involve the development of project stage. This will be about designing and establishing the music festival stage. At this project stage we will engage a designer who will design the stage and set lights and decoration material. Equipment hire At this stage of project we will hire project equipment such as chairs, lights, carpets, and roofing. This overall equipment will be hired from festival management company that will offer great deal of facility of establishing and managing such equipment. Importance of applying effective project management processes and techniques At the present, majority of project managers is paying attention on building a most excellent practice about project management inside their businesses. However, some of the concentrations reach from the financial system and require to do more with less, minimize timelines to market a product/service to marketplace to increase profits, lesser financial plans to get projects finished, and minimize project staff because of dismisses and/or reform. Though, precisely what a “most excellent practice” outlines vary from business to business as well as in a lot of scenarios, inside the business the description of a “most excellent practice” varies from area to area or business unit to business unit. In addition, a lot of organizations don’t know how to define a “most excellent practice” that outlines their business as a whole and how to successfully move about building a most excellent practice that works well for their business (Berkun, 2005; Abudi, 2009; Wysocki et al., 2000). I have discussed below the importance of applying effective project management processes and techniques during project life cycle: (Picariello & McDonough, 2010; SpeechMag, 2006; Williams, 2007) Improved competency of delivering services: Project management offers a “guideline” that is simply followed in order to make a project a success. Once we are familiar with where and how to keep away from the difficulties it stands to basis that we are moving to be operational smarter and not harder and longer (Picariello & McDonough, 2010). Better/improved/superior customer satisfaction: When a project is completed on time as well as under budget, the customer walks away pleased. And a happy customer is one we will witness again. In this scenario, the high quality project management offers the tools that facilitate this client/manager association to carry on (Picariello & McDonough, 2010). Improved performance in delivering business services: The similar project management plans that permit us to effectively accomplish one project will serve us several times again (Picariello & McDonough, 2010). Enhanced development and development inside our team: Optimistic outcomes not simply command respect however more frequently than not inspire our team members to carry on looking for methods to carry out more powerfully (Picariello & McDonough, 2010). Better reputation and business competitive edge: This is not simply a high-quality advantage of project management inside our working environment however outside of it also. In fact, word travels more quickly and there is nothing similar to greater performance to protect our place in the market (Picariello & McDonough, 2010). Prospect to enlarge our services: A by-product of excellent quality. Enormous performance guides to more prospects to do well (Picariello & McDonough, 2010). Improved Flexibility: Possibly one of the supreme benefits of project management is that it offers flexibility. In addition, certain project management permits us to plan the strategy we desire to take and see our project along with this strategy. However, the attractiveness of similar business is that if we find out a smarter ways to take, we are able to take it. For a lot of small-to-midsize businesses, this only is worth the cost of entry (Picariello & McDonough, 2010). Increased risk evaluation: When all the players are lined up and our policy is in its place possible risks will emerge and slap us in the face. Thus, project management offers us a better way to evaluate the project. In addition, the project management offers a red flag at the correct time previous to begin working on project success (Picariello & McDonough, 2010). Improving Quality: Sets-off hand-in-hand with improved effectiveness. Project management offers excellent approaches to improve the quality of projects (Picariello & McDonough, 2010). Improving Quantity: It occurs due to the improved efficiency of project tasks (Picariello & McDonough, 2010). Skills and Competencies needed by the project team This section outlines important skills and competencies needed by the project team in order to successfully manage a project. Skill is developed due to the knowledge. Knowledge can be either explicit (for example papers, books, journals or other sources) or tacit (like those individuals' know-how and experience). When outlining the accessible expertise as well as competencies it is significant not simply to look at available resources that are openly flagged as "foresight" however to recognize as well how to make best use of skills and competencies from other fields (European Commission, 2007) (Mind Tools Ltd, 2011). By utilizing the skills of outside experts, managers recognized over 125 skills in eight regions of professional development. The 8 regions of concentration for professional development as well as a sampling of connected skills comprise: (Pearsonhighered, 2008; Stanleigh, 2011; Maylor, 2003) Customer focus: Employees possess knowledge of customers’ business needs as well as expectations; carries positive qualitative criticism to client processes, fulfills goals as well as works with customers to map the necessities and schedules Technical expertise: Workers must have expertise about computer-aided software engineering, programming, enterprise communications applications, desktop client services, hardware support and technical software support. Technology or Product evaluation and expertise: Worker must be able to judge and evaluate products, offer powerful suggestions inside the business architecture, recognize the boundaries of technologies. In addition, they must know how to convey the essentials of technology to others and make use of technical team resources to determine or keep away from technology related issues. Business and application expertise: Worker must have an adequate knowledge of business-specific implementations, be familiar with company’s internal and external processes, be familiar with the wide application settings (for example order entry and accounting), and understand all-purpose ideas of business management. Project management: Workers should be able to manage projects of specific size and complexity, approximate project costs and timetable with a degree of correctness, run project according to established plan, direct numerous projects at once, construct teams as well as manage team resources, and recognize project management tools. Interpersonal skills: Worker should be able to work as a team member or group leader, add knowledge to the group and to the business, and communicate efficiently Administrative expertise: Workers should have a basic knowledge about interviewing, budgeting, economics of the company, salary and review procedure Soft skills: Workers should be able to exhibit management, forward thinking, plan, force for learning, and commitment to business structure and development. Stakeholders A stakeholder is a person who has interest in the project. For Ashleigh Music Festival Ltd (AMF Ltd) we can have a number of stakeholders. These stakeholders can have direct or indirect interaction with project working and operations. In case of effective reorganization business processes and operations we need to better manage the business working and associated personnel. This section outlines the key stakeholders in this project: AMF management The management of Ashleigh Music Festival Ltd is the main stakeholder of the project. In addition, they are responsible for managing this event. Common People In Ashleigh Music Festival Ltd project general public is also an important stakeholder. Common public that will be audience in the music concert will pay for ticket fee that will generate the business funds for the Ashleigh Music Festival Ltd business to invest in some welfare activities. Music Stars Music stars and bands are also stakeholders in this project since they have a major stake in overall project development. In order to make this project successful, project manager should effectively treat these stakeholders. Local Authorities In the event management and establishment the local authorities can also have a deep interest. Local authorities need to offer an official approval for running the event and offering suitable capability to manage any un-certain event or some security issues. Festival Equipment Suppliers In case of music festival execution, basic equipment providers are also one of the important stakeholders of the project. Their dedication and on time delivery of required items need to be ensured in order to make this event a success. In case of any delay by any project stakeholder overall event can suffer. In the above section I have outlined some of the key stakeholders those need to be managed for the improved performance of the project. In this scenario we need to take care of every stakeholder’s needs and requirements. We need to satisfy each stakeholder in order to make this project a success. Conclusion A project is a temporary activity with starting and ending date. At the present, majority of business organizations carry out their daily tasks in form of projects. Project management is the method used to manage the project. Project management includes various activities and processes, which need to be completed in order to make a project a success. This report has discussed a project scenario, in which Ashleigh Music Festival Ltd (AMF Ltd) initiated a new project to conduct a music festival. This report has discussed various aspects of this project. At the end, this report has outlined the stakeholders of this project. It is the responsibility of the project manager to build satisfactory relationship with all the project stakeholders in order to successfully complete a project. Bibliography Abudi, G., 2009. Developing a Project Management Best Practice. [Online] Available at: http://www.ginaabudi.com/articles/developing-a-project-management-best-practice/ [Accessed 19 November 2011]. Berkun, S., 2005. The Art of Project Management: How to Make Things Happen. [Online] Available at: http://msdn.microsoft.com/en-us/library/aa480154.aspx [Accessed 20 November 2011]. European Commission, 2007. Skills and competencies. [Online] Available at: http://forlearn.jrc.ec.europa.eu/guide/3_scoping/res_skills-competencies.htm [Accessed 28 November 2011]. Kerzner, H., 2003. Project Management: A Systems Approach to Planning, Scheduling, and Controlling. 8th ed. New York: Wiley. Kloppenborg, T.J., Shriberg, A. & Venkatraman, J., 2003. Project Leadership (The Project Management Essential Library). Maylor, H., 2003. Project Management, 3rd edition. Harlow: Pearson Education. Mind Tools Ltd, 2011. Team Management Skills. [Online] Available at: http://www.mindtools.com/pages/article/newTMM_92.htm [Accessed 16 November 2011]. Pearsonhighered, 2008. Basic Skills for Project Managers. [Online] Available at: http://www.pearsonhighered.com/samplechapter/0130219142.pdf [Accessed 19 November 2011]. Picariello, G. & McDonough, M., 2010. The Top Ten Benefits of Project Management. [Online] Available at: http://www.brighthub.com/office/project-management/articles/2350.aspx [Accessed 18 November 2011]. SpeechMag, 2006. Applying project management skills. [Online] Available at: http://www.speechmag.com/content/files/sattyboyes.pdf [Accessed 20 November 2011]. Stanleigh, M., 2011. Use Competency Assessments to Close Project Management. [Online] Available at: http://www.bia.ca/articles/UseCompetencyAssessmentstoCloseProjManSkillGaps.htm [Accessed 17 November 2011]. Williams, M., 2007. Effective Project Management for Web Geeks. [Online] Available at: http://www.sitepoint.com/project-management-web-geeks/ [Accessed 21 November 2011]. Wysocki, R.K., Robert, Beck, J. & Crane, D.B., 2000. Effective Project Management, 2nd Edition. Wiley. Read More