Introduction
Over the past ten decade, most of the project has been completely or partially unsuccessful due to in effective strategy of communication among the team members. The work that the members has already has done can be rather futile if the objectives are not well communicated to the members participating in the project. All members should be full aware of every plan and action regarding the project. In effective communication triggers negative responses that can be very fatal to the success of the project.
The home remodeling project has been quite successive over the past nine month and is due to be complete by the next one month. However, current development in the project has led to miscommunication and misunderstanding. The success of the project is at risk and serious issues have to be addressed before they get out of hand. Team members should work together to present a persuasive plan to the stake holder. The intent of this paper is to analyze the various emerging situation, and how they relate with the success of the house remodeling project and formulate an effective communication strategy to address these issues.
Together the team has worked tirelessly to yield a clearly outline a plan of the remodeling project which fulfills the following set objectives;
- Replacement of dilapidated roofing, torn concrete and masonry works, plumbing and electrical system.
- Transforming marginal areas to marginal areas into livable area, such as remodeling of basement, attics, garages, outdoor areas, etc.,
- Installation of energy efficient devices such as those for windows, replacement of lights, use of biomass pellet stoves, installation of solar panels, wind turbines, use of programmable thermostats and heat pumps,
- Installation of fire and burglar alarms, installation of fire sprinkler systems, installation of storm cellars, installation of back-up generator sets, etc.
Situations that pose a problem to the project
The following situations that have adversely affected the project are as follows; a technical member has requested a transfer due to project team conflict, one of the project team member wants to take a week’s retreat during a major school holiday and at a time when critical project are imminent, virtual team members feel isolated and lastly risk valuation has not been reviewed since the commencement of the project.
Nature and Impact of each selected situation to the project
The home renovation project has been a highly demanding project to the team members. The project demands for extra time, has eventually led to the entire team members abandoning their leisure activities and finds them concentrating on the project. This has led to exhaustion and boredom. Team members have responded differently, these are some of the situation on the ground;
Project team conflict
Although conflict is almost in evitable, team members have recently been involved in destructive conflict that will eventually see to the down fall of the project. The main cause of conflict is being expectations, attitudes and values. Members can’t bring themselves to work together as a team due to different values and perception of ideas. Some members also highly regard themselves than others terming themselves important than the rest to the development of the project. This in turn, has evoked anger, ridiculed, and negative attitude. These have even seen an important technical team member request for a transfer to another group.
Virtual team members feel isolated
The virtual team member feels secluded from the development of the project. They feel like they have a role to play but are not given a chance to express their ideas. They feel that their decision and contribution is not considered by the actual members in the team. The chief factor of trust is lost between virtual team members and the project management. Lack of cohesion in communication has continually pushed the virtual members away from the activities concerning the project. As a result, virtual member involvement in the project has continually declined. Also, it has resulted in communication shutdown. Consequently the operation of the project has drastically declined due to lack of cooperation from team members.
Risk assessment
The risks involved in the project are so many and threaten failure of the project. Lack of a clear outlines of the risk assessment has caused conflict among the members of the project. Renovation is an expensive project that requires a lot of sensitivity in the calculation of the project. The fact no risk has been done since the beginning of the project has brought misunderstandings and claims that the value of the project has been underestimated. There is a possibility of project incompletion due to agent incapability and false assumptions made. Others risks include, acquiring of license and medical bills that might be incurred in the event of implementation. The project has been adversely affected by the issue of risk. Some members feel obliged to withdraw from membership since the risks involved are many and threaten failure. Some risks involve physical harm during construction.
Request for a week’s vacation
The project has been consuming a lot of time for the members. Some members feel that they should take a short vacation. Recently a member requested to go for a one week vacation. The project is at its climax, and it is remarkably important for each member to be present in all the meetings. Withdrawal of one member will result in slow decision making since it’s difficult to look for a replacement.
A communication strategy to manage the situation
Conflict can be resolved in various ways. One effective way of solving conflict among members is holding recurrent meetings to intensify communication and hence reduce misperception among the members. Fostering a discussion environment of mutual respect and honesty will work to reduce disagreement and resolve disagreement moderately. The following steps are essential in resolving conflict among the team members;
- Listening, the first step includes concentrating on what the individual is trying to say considering use of non-verbal cues and body language,
- Acknowledgement follows; this is where you admit what someone is saying without certainly harmonizing with them,
- The third step involves responding. The response should be positive, and also; it should offer a substitute proposal,
- The last step is resolving the outstanding variances. The leader should strategically breakdown the delinquent to smaller manageable parts.
The other communication strategy is the improvement of electronic communication technology used in contacting the virtual members. The virtual team should feel as part of the project through and not a secluded group. The medium of communication should lay out information well to avoid misinterpretation of messages. Selecting a competent group of virtual member would be a great idea since they will all be actively involved in the project, and therefore, no one will feel isolated.
The issue of risk is a very sensitive area, and there should be frequent meeting to review the possible risk involved in the implementation of the project. The general feeling is that there should be some adjustment to the overall cost of renovation shown below.
The estimated cost of the project
Risk assessment review will create awareness of some of risk such as medical bills in case of an accident, the cost of transporting equipment, furniture and waste materials. The cost of the risk factors should be included in the budget to prevent the overall underestimation of the whole project.
A vacation is a healthy idea after a work has been done but going for a vacation especially at this time is a very lethal for the success of the project. However, polite measures have to be taken to dissuade the person from taking a vacation. The manager should explain the importance of the project to persuade the person to remain till the completion of the project.
Improvement of communication strategy to prevent future problems
Serious improvement on communication should be made to ensure effective communication. One highly important ensures follow up communication at all times, continuous repetition of the objectives set, and roles to be played by each member will ensure sinking of information in the brain.
Use of face to face communication as the main medium of communication, and other methods should be used for short purposes such as clarification and follow up.
Encourage the involvement of each and every member during meetings. Each member is allowed to speak freely and their thoughts put in consideration.
Use of inspiring vision to apprehend imagination; this will help members to rephrase the information, and consequently improve their memory.
Backup plan
My back up plan entails a private session aimed at teaching the members the quality of an effective team member as explained below;
- An effective team player exhibits reliability which means he or she gets target without supervision. He or she is someone you can bestow responsibility.
- He or she communicates positively through articulating of thoughts and ideas clearly, decently and directly with reverence for others and the team work.
- A team player should be a good listener, he or she, should be able to engross, comprehend, and consider concepts and views from other people without having to discuss every opinion.
- Effective team players come prepared for meetings and are ready to participate in the day’s activity.
- They cooperate and offer to help other members
- They should exhibit flexibility either for time or ideas
- They usually treat others with a lot of admiration and a helpful manner
The session also aims at inspiring all members to adopt the qualities of a good team participant. Still in the session there will be a review of the project objectives and goals to be achieved to keep the participant focused and ready to work at all cost and time.
References
A. Lluch, A. (2007). The Very Best Home Improvement Guide & Document Organizer. New York: WS Publishing Group.
Calabrese, D. (2008). Strategic Communication for Privatization. Washington DC: World Bank Publications.
Larson, G. (2011). Project management: The managerial process. Boston: McGraw-Hill.
