Project and Leadership Management - Essay Example

PROJECT AND LEADERSHIP MANAGEMENT Student Name Student ID Instructor Tutorial time Executive Summary Project management is one of the topics raising debates in the world today. This is because of the increase in the number of projects being undertaken today. Projects range from introduction of changes in organizations to huge projects involving billions of dollars. Project management is, therefore, an important field as it helps in the successful accomplishments of projects by both small and multinational organizations. Project management takes place in phases. The various phases of project planning include the initiation phase, involving introduction of the project to the employees of an organization, the planning phase that involves putting things together for the performing of the project work, the execution phase which is the actual implementation of the project, monitoring and evaluation where the project is monitored to see if it has achieved its goals and lastly the project closure. Of significance to this paper is the planning phase of projects. The planning phase is the second and most important stage of the project life cycle. This is mainly because it involves the development of a set of strategies to help in guiding the project team through the remaining project phases. The plans developed for effective project management are the resourcing plans, leadership management plans and risk management plans. All these need to be developed through broad consultation and participation of the stakeholders to capture a wider range of views. This paper focuses on the development of plans for a music festival event and the approaches used in the development of such plans. Introduction The efficiency of project management depends on the allocation of resources, managing the risks that may occur during the project life cycle and leadership management. Organizations comprise resources such as people, materials, time and knowledge which are utilized to achieve organizational goals. The development of project plans, therefore, ensures that organizations use resources according to the schedules of their projects and reducing chances of overspending. Additionally, it helps project managers in dealing with the unknown details. Central to efficient project management is the management of risks. Risk management is important because it reduces susceptibility of a project to adverse economic, financial, environmental and cultural effects. Although risks vary from project to project, they adversely affect the project activities hence the need for project risk management. Leadership management is also important in project management since it helps in the communication of the project requirements to the project team and team creation. Resourcing Plan Resource(Description of the resource) Skill level or material quality Associated task Duration required Cost Project Team Program Coordinator, venue coordinator, promotions coordinator, security coordinators Highly skilled Ensure event success by performing respective duties 3 months 66,900 Facilities Medical tents Fully equipped Emergency medical services 3 days 60, 000 Security tents Fully functional and equipped Security services 3 days 75, 000 Portable toilets Toilet services 3 days 30,000 The RACI chart method was used in the allocation of resources. Scheduling the project was done using the Gantt chart and overloads resolved by fast tracking method. Risk Management Plan Risk Likelihood of risk Risk Evaluation Risk management Review Security and crowd control Likelihood of fire and security threats due to the large crowd High Security officers for crowd control, proper equipment erection Security measures before event, presence of fire fighters and security officers Medical risks Communicable diseases due to population High Medical tents, attendants and equipment Presence of medical attendants and medication Waste management risk Health risks from wastes High Presence of waste collection bins Litter bins, material reuse The method used in risk identification was brainstorming. The root cause analysis was used to identify the relationship between different risks in the event while the cost and effect method used in analysis. The response to such risks was through avoidance and mitigation. Leadership management plan Leadership Task Duration Expected outcome Communication of the project to the employees The first month of the project Enhance employee awareness of the project Choosing the project management team First month Deliver on the project requirements Financial management Throughout the project Ensure project does not exceed budget. The development of the project team was an essential part of the project. Additionally, conflict resolution was employed in the identification of problems during the project and their solutions. Discussion a. Resourcing The methods used in the allocation of resources for the music festival project are RACI and Gantt chart methods. The RACI method was important in this project because of the realization that projects are carried out by individuals. RACI is an abbreviation for responsible, accountable, consult and inform. This method of resource allocation is used to identify the roles and responsibilities of people during a project. The steps involved in the RACI method include; identification of all processes involved, identification of roles, completion of the cells of the chart, resolving overlaps and resolving gaps (Hill, 2012, p. 46). For this project, the RACI matrix was chosen for this project for several reasons. One such reason is that the method incorporates everything that should be done within the RACI matrix, reducing the likelihood of occurrence of disjoints in the project team, hence smooth running of the project. Another benefit of the RACI chart is that it ensures that all the members of a team perform their roles. This is because it outlines the roles and responsibilities of individuals in the team, reducing chances of dodging. The other advantage of the RACI chart over other methods of resource allocation is that it helps the project to work within the required limits by ensuring that the duties of individuals are well outlined. The scheduling of the project was done using the Gant chart. The Gant cart was essential in the project since it allows for the display of activities against time (Shelly & Rosenblatt, 2010, p. 24). The Gant cart was chosen for this project because it makes it easy to understand the activities needed for completion of projects, hence, helping the project team in achieving realistic time frames. The fast tracking method, which allows activities to be performed simultaneously, was used in resolving overloads since it is economical (Heldman, Baca &Jansen, 2010, p. 289). b. Risk Management The method of risk identification used in the music festival project was brainstorming. Brainstorming is a technique of developing solutions to problems by engaging different stakeholders (Miller, 2012, p. 75). In this approach, all the stakeholders are allowed to give their views on the topic of concern. Brainstorming encourages the project tam to develop ideas, which can help in problem solving or spark other better ideas. In the music festival project for instance, brainstorming would involve the team members and other stakeholders such as the council authorities and other music festival representatives. Brainstorming was chosen for this event other than other risk identification methods for several reasons. One is that it encourages democratic participation. Through brainstorming, all members of the project team are able to participate in the risk identification process, hence inclusion. Another advantage of brainstorming is that it consumes less time. Projects need to be accomplished within a given time period, and brainstorming can help in achieving this because it consumes less time as it happens at a fast pace. Additionally, through brainstorming, there are increased chances of a generation of new and better ideas. Through brainstorming, better ideas on the identification of risks can be developed hence resulting in an exceptional risk identification process (Wilson, 2013. P. 1-43). The root cause analysis was used in the identification of the risk relationships in this project. Root cause analysis refers to a method of problem solving used in the identification of the causes of problems. For instance, in the event of fire in the music festival, root cause analysis would involve investigating the causes of the fire such as electrical faults or fireworks. This type of analysis was chosen for its ability to identify the causes of problems and dealing with them effectively rather than on the surface (Okes, 2009, p. 37). Analysis of the risks in this project was done using the cost effect method. The cost effect analysis compares the costs of risk reduction and the benefits incurred from such costs (Priemus, Flyvbjerg &Wee, 2008, p. 66). In the music festival project for instance, investing in security and crowd control mechanisms helps in reducing injuries and deaths at the event venue, hence less or no costs incurred by the project on additional expenses such as legal procedures for negligence. c. Leadership Management The process of leadership management involved identification of the team required to perform the project tasks. In project management, team building involves the development of a team with shared goals (Adeniyi, 2007, p. 3-17). Team building is essential in this kind of project since it helps in achieving the goals of the project within the stipulated time and within the budget allocated. One of the characteristics used in team development in this project is diversity. Diversity is important since it brings together people from different backgrounds in project management, generating better ideas, hence effectiveness of the project. The leadership also ensured that the project management team exercised openness and accountability hence success of the project. Organizing the project workforce into teams is important in enabling the team members to have clear set responsibilities. It also allows smooth communication between the project team and organization management (Jones &Pound, 2008, p. 7). The other leadership technique used in this project was conflict resolution. The project leadership ensured that the conflicts arising during the execution of the project were resolved amicably. This allowed the team to continue working together towards the realization of the success of the music festival. The conflict resolution process for the project involved problem solving, where the problems affecting the team members in their various duties are brought on board, discussed and solutions developed for the problems (Gold, Thorpe &Mumford, 2010, p. 22). This kind of approach is important as it enables the team members to unite towards a common goal; achieving a successful music festival event. Conclusion From the above discussion, it is clear that the effective management of projects is important in the realization of the set goals and objectives. Of significance are the different plans that should be developed in ensuring project success. The discussion portrays planning as an important phase in the development and execution of projects. Planning involves resources, risk management, and leadership management. All these plans must be developed and followed strictly to ensure that organizations execute successful projects. Project managers must also ensure that the different plans developed for the projects are strictly adhered to so that the goals of the project re achieved within the stipulated time and within the required budget. Additionally, it is important for the project managers to ensure that they involve all the stakeholders in the development of the different plans that guide the execution of projects. References Adeniyi, M. A. (2007). Effective leadership management: an integration of styles, skills & character for today's CEOs. Bloomington, IN, Author House, p. 3-17. Gold, J., Thorpe, R., & Mumford, A. (2010). Gower handbook of leadership and management development. Burlington, VT, Gower, p. 22. Heldman, K., Baca, C., & Jansen, P. (2007). PMP: project management professional study guide. Hoboken, N.J., Wiley Pub, p. 289. Hill, A. V. (2012). The encyclopedia of operations management: a field manual and glossary of operations management terms and concepts. Upper Saddle River, N.J., FT Press, p. 46. Jones, C. A., & Pound, L. (2008). Leadership and management in the early years: from principles to practice. Maidenhead, Open University Press, p. 7. Miller, B. C. (2012). Quick Brainstorming Activities for Busy Managers: 50 Exercises to Spark Your Team's Creativity and Get Results Fast. New York, AMACOM. P. 75. Okes, D. (2009). Root cause analysis: the core of problem solving and corrective action. Milwaukee, Wis, ASQ Quality Press, p. 37. Priemus, H., Flyvbjerg, B., & Wee, B. V. (2008). Decision-making on mega-projects: cost-benefit analysis, planning and innovation. Cheltenham, UK, Edward Elgar, p. 66. Shelly, G. B., & Rosenblatt, H. J. (2010). Systems analysis and design. Boston, Mass, Thomson Course Technology, p. 24. Wilson, C. (2013). Brainstorming and beyond: a user-centered design method. Oxford, Morgan Kaufmann, p. 1-43. Read More