The Advantage of Using a PM Methodology During the Implementation Period of the Project - Essay Example

 A project is defined as a set of activities that are linked and they are coordinated in such a manner that a set desired results is achieved (Hellgriel 2001). This means that a project is primarily undertaken in order to fulfil a set of desired results. These results can only be achieved if certain measures are put in place by the project manager. The success of a project depends on the strategy implemented in carrying it out. As such, this paper has been designed to critically analyse essential project management factors that determine its success or failure. The paper starts by explaining the meaning of project management since it is the key word. This is followed by a brief outline of the project manager’s role in carrying out the work. The main part of the paper will analyse critical success factors that can be implemented by the project manager when carrying out a project. There are different explanations of what constitute project management but in this case, the following definition has been selected as ideal in addressing the issue highlighted above. “Project management can be defined as the process of combining steps and techniques that are meant to keep the objectives and goals, schedule and budget so as to achieve the desired results” (Fox 2008, p. 38). The key features of a project include the following: it is unique, it has a definite start and a definite end. Guru (2008) posits to the effect that a “major concern of the field of project management and a recurring theme in the literature is that of project success.” The success of a given project can be attributed to different success factors depending on the criteria used in executing it. Heerkens (2001) also suggests that the effectiveness of the project manager significantly contributes to the success of the project. Basically, the role of the project manager is to identify the key project activities, schedule the activities as well as determining who will be responsible for each activity Hellgriel (2001). The competence of the project manager is in itself a success factor in project management given that there are many aspects that should be taken into consideration by this person in executing a given project (Guru 2008). Since projects are supposed to be completed within a certain time frame, the managers should have a clearly defined map that ought to be followed at every stage in order to achieve the set goals without compromising the resources set aside for the project which may be limited in some cases. The project manager also has a role of calculating the estimated costs of undertaking a particular project as well as estimating the time needed for carrying out the project. According to Heldman (2004), a project can be successful if the project manager is effective in calculating the costs likely to be incurred in carrying out a project. It is also imperative for the manager to operate within the set budget so as to be in a position to achieve the desired goals. The other success factor in carrying out a project is related to scheduling. Richman (2002) states that the success of a project can only be achieved if the project manager follows a defined schedule since a project is expected to be completed within a specific period. The project manager has a duty to coordinate the activities of the members involved in the project so as to ensure that their efforts are being pulled towards the same direction in order to achieve the desired goals. This is not an easy feat that can be achieved without the efforts of other people in the project. Therefore, effective project managers have quality leadership styles that are designed to cater for the needs of all people who have interests in the project being carried out. Research has shown that a lot of literature as well as news stories that talk about project success as a major element of project management exists in different places. There are different stages that are involved in carrying out a given project and their implementation determines its success or failure. The project process mainly involves planning, implementation, tracking, controlling as well as monitoring (Kemp 2004). Thus, the success of the project is driven by the efforts of the project manager given that there are often many people who are involved in carrying out the initiative Waterridge (1998). Verma (1995) posits to the effect that “communication, teamwork, and leadership are vital components of effective management of project human resources,” (as cited in Guru 2008). These elements are necessary in order to successfully accomplish the objectives as well as the goals of the project. According to Kritzinger et al. (2003), it may be impossible for a project to succeed without communication. Thus, communication has to be timely, effective and it should be an ongoing process when a project is being implemented. The project manager has a major role to ensure that all communication efforts are coordinated in such a way that there is mutual understanding among the members of the teams that are responsible for executing different phases of a project. Effective communication within a certain project is also used to solve conflicts that may exist among the people. The project manager has the duty to communicate all schedules to the stakeholders so that they can also be in a position to keep pace with the project processes. It is also imperative for the project manager to get feedback from the team members so as to be in a position to track the progress being made in the project. According to Burke (2007), effective project managers use open channels of communication in order to ensure that there is mutual understanding among the members of different teams performing different tasks in a project. This goes hand in hand with the concept of teamwork. The success of a project mainly depends with combined efforts of the team members. It can be observed that collective action by the team members is essential compared to individual effort. People who work as a team in carrying out a project stand better chances of achieving the desired goals. Knowledge can also be shared among people working in teams and this helps them to achieve the goals of the project (Orr 2003). The success of the project mainly depends with the leader who promotes members of the team to learn from others. Team members should also be in a position to share their ideas so that they can benefit from the knowledge created. In order to accomplish the goals of the project, it is also imperative for the manager to promote an environment where innovation and creativity are prioritised. Effective project managers should also be in a position to track as well as to control all project activities so as to be in a position to ensure that all work is going according to schedule. This can be done through interaction with different team members undertaking various tasks in the project. According to Maylor (2010), project control is essential since it enables the project manager to measure the performance of work being undertaken. Performance can be measured against the costs incurred from the set budget. If the costs incurred surpass the budget, then the project manager will be compelled to act accordingly in order to rectify the situation. There is every reason to make sure that all work is going according to schedule so that project losses are avoided. Effective project managers take these aspects into consideration when carrying out their work. The other aspect that can contribute to project failure or success is related to leadership style used by the project manager. According to Jones (2007), a leader who uses a participation style is likely to be effective in managing a given project. A manager should also be part of the project so as to motivate the other team members involved in the project so that they can put optimum effort in their performance. Motivated people are productive in any organization and it is the duty of the manager to ensure that there are certain measures in place that are designed to motivate the team members so that they can put maximum effort in their work. It is essential for the project manager to involve the team members in the decision making process so that they can become part of the project. If people are involved in the decision making process, they become part of the project. The other important aspect that should not be overlooked when carrying out a project is related to risk. According to Maylor (2010), risk is inevitable when carrying out a project and an effective project manger should put contingent measures in place that are designed to deal with unprecedented risks that are likely to be encountered when carrying out different projects. Many projects are carried out in environments that are characterised by constant changes and these changes can impact on the project. There is need to put measures in place that are designed to deal with risks that can be encountered. Over and above, it can be noted that for a project to succeed, people involved should work as a team so that they can effectively contribute to the tasks being carried out. Mutual understanding should also be promoted among all people involved in the project so that they can share the same goals and vision of the project. The other important aspect that should be taken into consideration is that the project manager should always try to ensure that there is commitment among the people involved in the project so that it can succeed. It is also important for the project manager to clearly define a project plan which outlines all the tasks to be carried out. The success of a given project also depends on the level of group support that exists among the people involved in the work. References Burke, R., 2007. Introduction to project management: one small step for the project manager. London: Burke Publishing. Guru, P.B., 2008. What is Project Success: A Literature Review. International Journal of Business and Management, Vol. 3, No. 9. Fox, W., 2008. A Guide to Project Management, CT:JUTA. Heerkens, G., 2001. Project Management ebrary: McGraw-Hill Heldman, K., 2004. Project Management Professional Study Guide ebrary: Sybex Hellriegel, H., et al. 2001. Management., CT:Oxford. Jones, R.., 2007. Project Management survival: A practical guide to leading, managing and delivering challenging projects. London: Kogan Page. Kemp, S. 2004. Project Management Demystified ebrary: McGraw-Hill. Kritzinger, E., Bowler, A. and Goliath, D. 2003. Effective Communication: Getting the message across in business. CT: Afritech. Orr, I., 2003. Advanced project management: A complete guide to the key processes, models and techniques. London: Kogan Page. Maylor, H., 2010. Project Management. 4th ed. Essex: Pearson. Richman, L., 2002. Project management Step-by-Step ebrary:Amacom Wateridge, J. 1998. How can IS/IT projects be measured for success? International Journal of Project Management 16(1), 59-63 Component 4: Do we need PM methodologies? Various studies have indicated that the success of a given project mainly depends on the method that is used to carry out that particular task. Essentially, project management is concerned with controlling and organizing the activities of the project so that the desired goals can be achieved. However, this is not an easy task since a project should be carefully planned through the use of different methods that are designed for managing projects. Against this background, this paper is going to outline the essence of PM methodologies in carrying out projects. The paper starts by outlining the essence of PM methodologies and the main discussion will focus two methodologies namely: PRINCE2 and agile methodologies. A summary of the main points discussed will be given at the end of the paper. Projects that are carried out in a haphazard manner often go wrong and they fail to achieve the desired goals. An appropriate method has to be used in order to achieve the desired goals of a particular project. Project management methodology is very important when carrying out different projects. According to Burger and Josler (2005), “Project management” can be defined as the planning, organizing, scheduling, leading, communicating, and controlling of work activities to achieve a predefined outcome, on time and within budget.” The main objective of PM methodology is to provide a framework that can be used in order to ensure that a project is conducted in a disciplined manner such that the expected goals are achieved. The results of a project are likely to be disastrous if the project organisers fail to use appropriate methodology in carrying out a particular task (Burger and Josler 2005). The success of a project mainly depends on the use of a structured project management method like PRINCE2 which suggests that management of a project should be done in a logical, organised way, following defined steps (PRINCE2 ND). A project has various characteristics such as its uniqueness as well as a definite start and a definite finish (Hellegriel 2000). There are a series of activities that need to be carried out in each phase of the project in order to achieve the desired goals. Failure to adhere to a specific PM methodology may result in the project failing to achieve its set goals. Basically, prince2 is a process based method for effective project management in controlled environments (PRINCE2 ND). Different tasks of the project are outlined and they are divided into smaller manageable units which are easy to control and organize. During the contemporary period, it can be observed that there are many people who are involved in a given project such as the customers, suppliers, project board, team members and project manager. PRINCE2 methodology is primarily concerned with providing a common platform where interests of the people involved in a project can be fulfilled. This methodology in project management is also designed to provide necessary controls and breakpoints which can be implemented in the project. In carrying out project management, the project manager has a key role to identify key project activities, determine their sequence as well as determining who will be responsible for each activity (PRINCE2 ND). The project manager will also be responsible for communicating vital project information to the project board. The project manager will also responsible for ensuring that work is carried out at each stage of the project. The prince2 methodology suggests that a project should have an organised and controlled start, an organised and controlled middle and an organised and controlled end (PRINCE2 ND). Carrying out a project is a process that is susceptible change and the main advantage of using the PRINCE2 methodology in order to counter this threat is that project leaders are endowed with the trust and autonomy to act in a certain way should any unprecedented change witnessed in carrying out a project. The method clearly outlines the steps that should be taken when carrying out a project. This method also outlines the steps that can be taken by the project manager should he or she encounters any challenge that may threaten the project from being successfully implemented. This method is also designed in such a way that all stakeholders involved can have a common understanding towards the goals of the project. As noted, above, all the people involved are clearly defined and their roles in a project are also outlined. The project manager has a role to manage the activities of the project so that they can go according to plan. Failure to adhere to the scheduled plan of a project often impacts negatively on the work that is supposed to be accomplished within a certain period of time (Burger and Josler 2005). All the efforts of the people participating in a given project should be well coordinated so that the desired results can be achieved. This also helps to mitigate the chances of incurring losses since there is a budget that is set whenever a project is being carried out. Project management methodology is an essential aspect of human resources management when managing projects since they are supposed to be accomplished within a specific time frame (Turner and Müller 2005). The project manager ought to have a clearly defined map or plan that outlines all major activities that will be carried out in the project. These activities include planning, tracking progress by other team members as well as closing out when the project is done. In some cases, the resources for a given project may be limited and this may affect the success of the project. It is also important for the manager to estimate the costs as well as to calculate the time that may be required to carry out the work involved in a project. It can also be seen that each project is likely to face certain risks and these can threaten its success if proper measures are not implemented (Turner and Müller 2005). A project is characterised by different lifecycle stages and these can change as a result of external factors obtaining in the environment. There are many reasons that are often cited for project failure in different areas. The objectives of the project may contribute to its failure if they are not feasible and it can also be seen that the level of commitment by the people involved in a project has a bearing on its success or failure (Chin et al. 2011). In some cases, poor planning can result in project failure. However, research has shown that the impact of these factors can be minimised by the appropriate implementation of best practice project management methods (Barnes 2002 as cited in (Chin et al. 2011). The unique nature of a given project makes it imperative for the people involved to select the best method that can help them to achieve the desired goals of a project. The PRINCE2 method outlines the steps that can be taken in order to control a project in a changing environment. The method helps the managers to work out the people who should be involved and responsible for different tasks that are likely to be undertaken. This method also helps the project manager to be in a position to gather vital information that may be required in carrying out a project (Prince2 ND). Research has shown that good projects which often deliver quality results mainly depend on the quality of people responsible for carrying out the work as well as the nature of the budget used. This method is widespread especially in the UK where it is used for managing big projects. As noted above, it can be seen that a project is a process that should be carefully planned and managed in order for it to obtain the desired results. Failure to use a quality method in carrying out a project can be a recipe for disaster since the goals expected can never be achieved without a meaningful plan in place. On the other hand, it can be seen that agile methodology in project management is commonly used for IT projects that are small. This type of method is used as an alternative to the traditional project management method. The members involved in this project are closely related and they can interact freely in performing various tasks involved in a particular project. According to (Agile ND), “this methodology helps teams respond to unpredictability through incremental, iterative work cadences, known as sprints.” This method can be used in place of other methods such as waterfall or other traditional methods that follow a sequence where each stage is carried out in a chronological order. There are various advantages of using the agile methodology especially in software development. Agile development methodology gives the people executing the project the opportunity to assess the direction of a project throughout the development lifecycle (Agile ND). Each stage in the project life cycle is continually revisited in such a way that all potential mistakes are carefully dealt with by the team members responsible for various tasks. The project team using the agile methodology has the opportunity to reevaluate the direction of the project and this gives them the opportunity to turn it to the other direction as seen fit by the people involved. The other advantage of this methodology according to Agile (ND) is that it enables the company to remain focused and it can be in a position to develop the right product since it has the opportunity to constantly visit each stage in the project lifecycle. Members of the team can effectively contribute towards the development of the product since they are constantly updated on the development taking place in the project. Basically, project management is a process that should be carefully planned in order to achieve the desired results. Without a proper method that can be used to carry out the project, it can be seen that the whole exercise can be futile since the desired results can never be achieved. There advantage of using a PM methodology is that it outlines all the major steps that should be taken when carrying out a project. A method also outlines the steps that can be taken should there are some changes witnessed during the implementation period of the project. As discussed above, it can be observed that the PRINCE2 methodology is ideal for big projects while the agile methodology is perfect for IT and system development projects. References Agile methodology, ND Available from: . [Accessed 21 December 2012]. Burger, J., and Josler, C., 2005. Project Management Methodology in Human Resource Management. Journal Fall/Winter. Available from: . [Accessed 31 December 2012]. Chin, C.M.M., Yap, E.H. & Spowage, A.C. 2011. Project Management Methodology for University-Industry Collaborative Projects. Review of International Comparative Management. Volume 12, Issue 5. Available from: . [Accessed 02 January 2013]. Hellriegel, H. et al 2001. Project Management. CT: Oxford. PRINCE2 Methodology, ND. Available from: . [Accessed 21 December, 2012]. Turner, J.R. & Müller, R. 2005. The project manager’s leadership style as a success factor on projects: a literature review. Project management journal. 36 (1). pp. 49-61. Bibliography Jones, R., 2007. Project Management survival: A practical guide to leading, managing and delivering challenging projects. London: Kogan Page. Kemp, S., 2004. Project Management Demystified ebrary: McGraw-Hill. Kendrick, T., 2004. Project Management Tool Kit, ebrary: Amacom. Kezsbom, A., & K Edward 2001. The New Dynamic Project Management. Toronto: Wiley. Orr, I., 2004., Advanced project management: A complete guide to the key processes, models and techniques. London: Kogan Page. Project Management Benchmarking Forum: ND. Available from: . [Accessed 21 December 2012]. Richman, L., 2002. Project management Step-by-Step ebrary:Amacom Rossouw, D. 2003. Strategic Management., CT: NAE. Read More