Individual Reflective Essay
Introduction
This report is a reflection of the activities undertaken by the group team in the task of organizing a three day conference, a project that the group carried out. The project is a report on a response by Reliable Ltd to an invitation to tender geared to succeeding in the process of organizing a three day international conference deemed to take place at a strategic location in the UK. This report gives a detailed discussion on how the group went about to ensure success in this project including how the team was organized and managed, communication management within the team during the project, execution of the laid down plan, monitoring evaluation of the project, and quality many management.
The project’s aim is to organize a luxurious conference using the best techniques of project management in managing people, accounts, operations, marketing and risks. The project was to contest in a tendering process and emerge a winner backed by the efforts of the team players. Each member had their specific tasks in the project. Reliable Ltd is a catering services company that has a good history of successful service delivery to previous international conferences in previous years and looks forward to continuing this trend. Although the set conference is considerably small, the firm takes it seriously since it offers grounds for self actualization.
First, the team appointed the project manager to oversee the efforts of the entire team and ensure they are in line with the set objectives and that there is a smooth flow of work. The manager assigns tasks to the team members. The assigned tasks require the team to apply insights from the knowledge gathered on project management techniques such as Metrics, Estimation, Analysis, and Teamwork (MEAT), portfolio management and distributed team project techniques in the process of managing the project. As such, the team is expected to apply all the necessary elements of project management such as: communication management, project planning, monitoring and evaluation and lastly quality control of the project. The project runs from the 24th of January 2013 up to 30th April same year. This is a sufficient time for the team to organize themselves efficiently, plan out the scope of work, allocate tasks, procure all the required materials and execute the project successfully.
The team
Building a good team is the most fundamental element of a successful project. A team with the right attitude will be in a better position to overcome challenges in the efforts to achieve the collective objective CITE. The determination among the members at times is the only drive to success in the team’s tasks. In case there been any form of pressure, the team spirit and enthusiasm will be reflected in the quality of solution and the extent to which other people buy into it.
The team was comprised of five dedicated members between who tasks were assigned. The group is comprised of a variety of diverse characters and technical knowledge and competence among the five group members. This is useful to the successful delivery of the common task of the team. The group had a cooperative spirit which facilitated faster and efficient completion of the collective task. However, diversity may at times be a hindrance to the efficient completion of collective tasks due to constant conflicts in opinions lobbied by the members. The group tried to keep conflicting interests at a minimum level by focusing on the overall goal for the project. Before commencing, the team selected a team leader was selected among the members through a unanimous vote by the team members. In addition the team members collectively drafted the project charter.
Communication
The team set out a clear program on how the information would be shared and distributed within the group. Communication plans within the team set as the first step towards team building. The plan’s aim was to clearly define the communication requirements of the group. Communication management planning (CMP) defined the project’s structure and the required information for data collection, screening and distribution of information to ensure successful completion of the project. The communication plan also defined the individual responsibility of each member of the group.
The team drafted a communication matrix to assist them as a guide to communication procedures; what information is required, who does the communication and when such communication is done. The communication hierarchy comprised of: The project sponsor; whose role was to fund the project and act as an oversight to its success. The sponsor signed the project charter thus authorizing it. The second party in the hierarchy was the senior manager, his role was to examine the project at the portfolio level and own most of the resources employed in the project. He was charged with the responsibility of costs and profits of the project. Another important party, in the project, was the stakeholders who comprised of the client. The stakeholders are the point of concern in terms of communication since the project mangers reports to them.
The project manager was another key party when it came to communication. Her role was to manage resources and provide guidance. She was the primary communicator in the project and her major role was to disseminate information where it was needed. Lastly the project team itself was a key communication party in the project. The team includes all the people who played a role in performing specific tasks in the project. It is very important that the team members understand what they are supposed to do and the division of tasks in carrying out the project. Frequent meetings were a sure way of ensuring proper instructions were channeled to the team members.
The group utilized various communication channels among them: emails to communicate to the stakeholders, internet (Google) to share information among the members on the project’s status and face-to-face communication which ensures better reactions and feedback among the members. As a group, it reached a point when it was decided that the team embraces a laissez fair type of leadership; where everyone chose their own methods and policies to work without having a central team leader. The team was highly motivated and thus the decision to adopt this method. Every member did not want to feel inferior while taking orders from another member who is merely a classmate.
Organization
Project planning
It is important in project management that the project’s scope be clearly defined and documented in details. Failures to establish and communicate a clear project scope can result in delays, duplication of efforts and resources, cost overruns and ultimately the failure to achieve objectives. Lack of a properly outlined scope may give rise to unintended consequences. Staying with the group’s aim of responding to a tender invitation to organize and manage a 3 day international conference, the group laid out their plan of work. The plan comprised of details on the project’s communication, quality, monitoring and risk management plans. The plan was set out with an aim of achieving the set goal project’s goal.
The scope of work was clearly outlined by the team members and duties and responsibility were assigned to each group member to execute. The work breakdown was done in a way that suggested fairness to all the team members; it was done in a way that did not overburden some team members or make them feel underutilized. Among the dimensions of planning discussed under the project scope was: the various parties charged with the authority and responsibility for scope management. In this project, the scope management was rested on the project manager who ensured the project did not deviate or go beyond the intended area. The group discussed on the best ways to measure the project’s scope.
A unanimous decision was reached to use quality checks and scope baseline as a scale to measure the project’s scope. In defining the scope, the team gave provisions in case the scope changed as the project progressed. It was decided on who was to be charged with the power of authorizing such a change and who effects it. An Invitation to tender demands good preparations with regards to information the invitation requires. This information plays a vital role in making the project a success. The group was able to identify potential problems in time and thus was able to transform the project into a successful exercise. The group by using a well drafted scope of work could determine what has been done at any particular point and what remains within the given time schedule. Due to its nature, drafting the scope of work consumed most of the time required to execute the project but his group was versatile enough to allow successful completion of all the activities outlined in the plan.
Quality plan
A Quality plan serves the purpose of defining the acceptable quality levels that the client expects. It gives a description of how the project ensures the attainment of this level of quality. The group’s project plan ensured that the output delivered to the client was built to meet upon the client’s requirements and standards. The quality plan also ensured that the work processes were performed efficiently as they were documented in the plan. Lastly the group ensured that all on conformances were singled out and the necessary corrective actions were taken.
The group (reliable Ltd) facilitated an open access conference on the management, estimates and the overall cost and developed a framework of reliable efforts required in the work force. In addition, the Keele University entered an agreement with the company concerning with regards to a detailed plan to cover the planning and running of the conference. This entailed the University is reviewing a bunch of position papers from the manager of reliable limited. At the tender given to the company, the company set up the process of requesting submissions, recording receipts, and review of the coordination to allow selection of the bid papers. The materials required for the conference were after the initial discussion was to be agreed by both parties after preparation of subcontracts for deliveries. Reliable Ltd collaborated with other restaurants in the selection of the facilities and catering requirement for the conference. This was done to ensure that only high quality materials from the recognized best supplier were delivered.
Reliable Ltd proposed that accommodation management and catering should be given to a sub-contractor sleeted using the reliable Ltd’s evaluation procedures. The company sought ways to use extensive knowledge of the best practices to allow for the project quick completion in a bid to beat the deadline. Reliable Ltd has in the past carried out successful conferences through on-site subcontractors. The company used the same in this projected in order to oversee the smooth running of the 3 day international conference.
Monitoring
Monitoring served the purpose of ensuring that the conference was conducted according to the intended plan by Reliable Ltd. The Monitoring process identified the potential risks linked to the project. Monitoring was also done to check if the various stakeholders worked towards ensuring the success of the conference.
Quality plan
The quality of services provided by the subcontracted supplier of foods, venue and rooms for accommodation were constantly monitored to ensure delivery of the highest quality was adhered to. One of the key areas that were closely monitored was the accommodation rooms. The quality of the rooms was examined and compared to the price charged to the conference facilitators. The number of service crew serving the conference was also subjected to keen monitoring. One way of doing the monitoring procedure is to determine the correlation of the number of service crew servicing the conference participants and the quality of service they provide. The correlation between the number of personnel and tasks they accomplished was derived and expressed in a graph as a two dimensional curve. Other relationships between variables were expressed in the form of linear equations, polynomial equations, logarithmic equations, and exponential equations.
Communication plan
Several different dimensions of the communication plan execution were subjected to the monitoring process. There exist different pathways in the hierarchy or job positions within a project and this aspect formed one of the areas where communication was monitored. The group evaluated if the stakeholders in unison obeyed the communication channels as illustrated by the communication plans. Most of the stakeholders were compliant with the communication plan. Communication devices used i.e.| the internet and microphones were constantly checked for efficiency to ensure they were properly functioning. Reliable Ltd experienced some hitches with the software but the subcontracted company in charge stepped in to remedy the situation
Conclusions
In summary, the group did a marvelous job in completing all the tasks and compiling the final report on the response to an invitation to tender of a 3 day conference taking place in London. Throughout the project, team members were able to apply knowledge on team building, monitoring and control in a real business setting. The members learnt the importance of teamwork alongside the drawbacks of teamwork such as conflicts of opinions and team domination by some members. The members learnt important life skills on how to relate with people and handle difficult situations in times of conflicts.
References
Carmichael, D. G. (2006). Project Planning, and Control. New York: Taylor and Francis.
Wallace, S. (2007). Team Building, Collaboration and Communication. The epm book .
