Project Execution and the Role of the Project Manager
As many actions are carried out during project execution, the project manager must function as the leading man, directing and guiding each activity to ensure that the project reaches its goals. The manager is supposed to use the proper soft skills to inspire the project team, settle disputes, and find solutions. The manager must also decide on the resources, personnel, and financial requirements necessary to carry out the project's objectives. Additionally, the manager must successfully convey the plan to the team. Every member needs to be aware of their responsibilities.
Monitoring and Tracking Progress
Another role of the manager is monitoring and tracking the progress of the project. Once the work is underway, the comparison must be made periodically to the actual progress and the planned progress. Any variations should be noted in reports and handed over to the primary stakeholders in case urgent corrective measures are required.
Problems During Project Implementation
In many projects, the sponsors and stakeholders often focus on the deliverables; they rarely take part in the actual execution. Problems often arise in the course of the project that affects the expected outcomes. Typical problems during project implementation include:
- The clients give vague and ever-changing requirements. This often occurs when the customers do not know what they want until a particular section of the work is complete.
- The client is slow with communication. When the customer delays in communicating important messages, the project is likely to halt and thus interfere with the scheduled timeline.
- Team conflict; this is another problem that slows down the progress of work if not resolved in real time.
- Spending too much time-solving problems; time spent addressing issues often translate to delay in project completion.
Quality Assurance in Project Execution
Quality assurance is a process of checking a project to ascertain whether whatever is being developed is meeting the specified requirements. The current systems emphasize detecting flaws be they find their way to the final product. Quality assurance affects execution by guiding the project team to focus on quality rather than rushing to complete the work. It also ensures that the project satisfies relevant quality standards. Everyone in the team should be responsible for quality execution. However, it is necessary to have a quality management director in the team to provide guidelines for the execution of quality throughout the project. Tools and techniques used in performing quality assurance include inspection, histograms, matrix diagrams, statistical sampling, benchmarking, and cost of quality.
Project Human Resource Management
The responsibility of project Human Resource Management is to ensure that human resources are sufficient for the project. The workers must have the required skills and expertise to perform the designated tasks. Having an experienced workforce will lead to successful completion of the project. Therefore, it the role of HRM to ensure skilled workers are hired for the work. It should also ensure that the workers are motivated to perform their tasks. The effectiveness of the employees can be achieved through constant motivation and influence.
Modes of Conflict Handling
The modes of conflict handling include accommodating, avoiding, compromising, collaborating, and competing. When the stakeholders come up with changes that affect the execution of the project but are worth considering, it will be appropriate to use accommodating mode to handle the situation. In cases where some the stakeholder's goals conflict with the project objectives and work is already underway, the avoiding style will work best to ensure completion of the project. When the shareholders bring in new expectations and goals that can be included in the already existing expectations of the project, collaborating with them will be the most appropriate way to settle the conflict. Competing mode can be used in scenarios where there is an emergency and quick action is required. For example, if there is a corrective measure required that will adversely affect the whole process if not handled within a given period. The appropriate solution that wins first either from the shareholders or the manager should be implemented. In plots where either of the two parties does not achieve what they want, compromising will be the easy way out.
Communication Methods for Different Scenarios
In the first scenario, phone calls will be the best way to reach the technical team and convince them to comply with the changes in reporting time. The phone call can be accompanied by a short voicemail just to ensure the message is home. The second case would require meeting website where the new ideas can be showcased for the client to view and comment. The third case would also require a website with FAQs section directing customers to answers for their questions. If their problem does not exist, a text box should be provided for them to email the queries. In the last scenario, using memos will be the most appropriate way to pass the message to a large group. The notices should be placed in strategic points where everyone sees them and should be short and precise.
Outputs of Procurement
Procurement plan is a significant output when conducting procurement. It can be based on the complexity and size of the project. It also outlines how the remaining procurement processes will be effectively managed. Another output is Statement of Work. It contains a detailed description of the services required by the project. It also includes the services that will be necessary after the initial delivery of goods and services. This helps contractors determine if they are capable of offering the services needed and acts as a request for proposals from interested consultants.
