3a Proper communication is one of the critical success facto

3(a) Proper communication is one of the critical success factors that facilitate effective project management. Describe how communication is managed in your organisation (in the context of project management) and assess the methods or tools used. (8 marks)

3(b) Inadequate definition of the goal, objectives, method, work content, cost or schedule can quickly bring the project into trouble. Discusshow to avoid poor definition of projects in your organisation. (8 marks)

Solution

3 (a) Communication is very important because the success of the project is mainly dependent on it. The miscommunication during a project can lead to a broken team and people will start having different opinions. So to tackle these problems we follow the simple steps mentioned below:

Project management required very simple tools to keep the project progressing. Some of the tools used are email, status calls, calendar invites, documentation, and basic reporting. Only these are required to keep the team together and communicate with them effectively on a daily basis.

3 (b) Before we start any project we need to do the feasibility analysis. Once we know that the project can be a success and can add value then the next steps would be to set a goal. We need to know what we are going to achieve through this project and what should be our objective after the project completion. During the feasibility study, we will analyze the cost required and the time frame for the project completion.

In our company, after the feasibility study, the top management will discuss the possibilities with the project management team. They will explain to them what they are expecting from this project along with the investment and the time frame. The technical team or the project management team will then go through the requirements and convert them into a project plan. This plan will be shared with the top management for the feedback. Once the feedback is positive the team will set small milestones and objectives for themselves for the execution. They create a roadmap with the work content and communicate the same with all the team members for their understanding. Knowledge transfer will happen for the assigned resources and the work will be divided based on the timeframe and every team member will be held responsible for the work they do. They will discuss the progress every day and address the pain points that can be a road block for the completion of the project. The top management will be kept in the loop so that they are aware of all the happenings in the project.