Discussion board week 6 - &Ldr(21571 Collection ,sortableformat. ..MoreHelp Thread Post Author Week6Watson Week6W

Discussion board week 6 - &Ldr(21571 Collection...

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Unformatted text preview: 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) Collection Users can Collect posts into a printable, sortable format. Collections are a good way to organize posts for quick reading. A Collection must be created to tag posts. More Help Thread: Post: Author: Week 6­ Watson Week 6­ Watson Posted Date: Status: July 14, 2015 10:12 AM Published Bridgette Watson 1. What is the purpose and value of the executive project summary, also known as the Project Plan Memo? Do you think project managers take the time to write this important memo? Why or why not? An executive summary is a short synopsis produced by business professionals to summarize a longer report or proposal. The executive summary is short and concise and produced in such a way that the reader can quickly understand the larger body of information attached to the summary. A project plan memo is similar to an executive summary in that it summarizes a larger body of information to shares it in a detailed manner. Both summarizes allow executives to understand what’s being asked or proposed without getting into too many detail. The importance and value in an executive summary is extremely high. It’s the first (and possibly last) thing executives will read/view for the project. After reading the summary, many business executives will chose to either discard the proposal or read more (Magloff, n.d.). If the executive summary is not clear and concise it may mean the difference between approval and denial. That said, many professionals don’t take the time to develop an outstanding executive summary. They’re too caught up in the project development and they forget they have to pitch the idea and have it approved before they can move on. However according to Campbell, developing the communication plan is just as important as developing the work breakdown, schedule and budget (2009). Source: Campbell, M. (2009). Communication Skills for Project Managers. New York, NY: AMACOM. Magloff, L. (n.d.). What Is an Executive Summary Business Plan? Retrieved July 14, 2015. Tags: None … 1/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) (Post is Read) Thread: Post: Author: Week 6­ Watson RE: Week 6­ Watson Posted Date: Status: July 14, 2015 3:20 PM Published Cara Trede Bridgette, I really appreciated your insight into this question. I found very interesting in our reading the detailed explanation of what goes into a project plan memo. A project plan memo is a key component to the success of communication and the project overall. The project plan memo should include the following: revised business case or description of the reasons for the project, a schedule of the work plan, the budget allocated for the project, the resources (both people and equipment), the final scope definition, work breakdown structure, and subsidiary management plan (Campbell, 2009). I think it would be interesting to utilize this more in my work environment because as a whole, we do not. Have you ever written something to this extent for anything you have worked on? Do you feel this would be beneficial for you?? Cara Campbell, M. (2009). Communication Skills for Project Managers. New York, NY: AMACOM. Tags: None (Post is Read) Thread: Post: Author: Week 6­ Watson RE: Week 6­ Watson Posted Date: Status: July 15, 2015 8:30 PM Published Janice Vincent Bridgette, Executive summaries are used in many products not just for project plan memos. I have a 50 plus page report I publish every six months that has an executive summary. I don't expect the senior executives that get the report to dig in that deep. I can reasonably rely on the fact they will at least peruse the executive summary to get the high notes of the report. It is always a challenge to write the executive summary. I'm getting ready to work on the report executive summary this week. You have to decide which nuggets of information need highlighting. A lot can go on with the program in six months. Which are the most important facts a senior executive would find interesting? The executive summary can't go on for much more than one page. It has to be succint and hard hitting. It's always a challenge and at the same time the temptation exists to turn it into more of a … 2/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) detailed synopsis than a summary of the contents. Perhaps this is why program managers sometimes don't do well with building the project plan memo. It takes a certain amount of skill and practice to build a good executive summary that accurately captures the gist of what needs communicating to senior leaders. Tags: None (Post is Read) Thread: Post: Author: Week 6­ Watson RE: Week 6­ Watson Posted Date: Status: July 15, 2015 9:15 PM Published Anne­Marie Turnbaugh Hi Bridgette, You're correct, most professionals do not take the time to create executive summaries for the reasons you indicated. Another common reason this doesn't occur is that in most organizations, projects are handed out that have already been approved and need to be planned and executed. These are decided and approved during fiscal quarter reviews when budgets are being approved for each quarter. Therefore, to then take the time to write an executive summary after a project has been approved winds up becoming a time wasting step that soaks up resources that could be focused on other areas of the project. The value of the executive summary is more for when a project is being pitched to stakeholders from it's inception. Then the factors you indicated above become vital to the stakeholders understanding of the proposed project and can better make a determination if its something they wish to put their backing to. Tags: None (Post is Read) Thread: Post: Author: Week Six Trede Week Six Trede Posted Date: Status: July 14, 2015 3:17 PM Published Cara Trede What is the purpose and value of the executive project summary, also known as the Project Plan Memo? Do you think project managers take the time to write this important memo? Why or why not? Communication is key to the success of any project. And written … 3/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) communication is crucial to the successful project completion (Campbell, 2009). A project plan memo is a key component to the success of communication and the project overall. The project plan memo should include the following: revised business case or description of the reasons for the project, a schedule of the work plan, the budget allocated for the project, the resources (both people and equipment), the final scope definition, work breakdown structure, and subsidiary management plan (Campbell, 2009). The purpose of the project plan memo is to inform all those involved in the project of the plan. This includes those working on the project, those invested in the project, and those running the project. The value of the project plan memo is to keep everyone aware of the happenings of the project. It is valuable that those who are working on the project understand the reasons behind what they are doing, the resources and budget allocated, as well as the schedule and scope of the project. For those investing in the project, it is valuable that they see what will happen with their investment throughout its entirety. I do think managers take the time to write this important memo (and if they do not, they should). The project plan memo must be the epitome of logic (Campbell, 2009). It must be a visual organization and it should complement the logical organization. I think managers take the time to write the project plan memo because it is a powerful took and a key form of communication for the project success. Campbell, M. (2009). Communication Skills for Project Managers. New York, NY: AMACOM. Tags: None (Post is Read) Thread: Post: Author: Week Six Trede RE: Week Six Trede Posted Date: Status: July 14, 2015 10:24 PM Published Ben Kahora Hi Cara ­ the research is accurate but to a degree since not all projects will require a project plan memo, the part of the research I agree with is some projects are long term, will require budgets and time allocation for resources, however as a project manager I had a chance to kick off small projects without a project plan memo and they were successfully implemented. … 4/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) Tags: None (Post is Read) Thread: Post: Author: Week Six Trede RE: Week Six Trede Posted Date: Status: July 17, 2015 11:50 AM Published Posted Date: Status: July 16, 2015 2:04 PM Published Cara Trede Great insight, Ben! :) Thanks! Cara Tags: None (Post is Read) Thread: Post: Author: Week Six Trede RE: Week Six Trede Bridgette Watson I don't know that I've ever been part of a project where there has been a project plan memo (not a legit one at least). As a manager have you ever developed a project plan memo? I mean, I've been part of projects where there was a plan and a budget and a scope, but it was never broken down in such a way that I would call it a project plan memo... Do you think managers unintentionally create project plan memos? The only group of people at our institution who would use a project plan would be those in IT and maybe people who plan to present to the board? What do you think? Tags: None (Post is Read) Thread: Post: Author: Vincent ­ Organization Charts Posted Date: Vincent ­ Organization Charts Status: July 14, 2015 10:09 PM Published Janice Vincent A project organization chart is a chart that represents the structure of the project, generally in terms of the rank of each member for that project. In most cases, the project manager is responsible for creating the project organization chart. The chart is graphical in nature and is a great communication tool. What are the benefits of having a project organization chart? How does the presence of such a chart influence the behavior of people on the project? A well thought out and developed project organization chart is an essential part of organizing a project team. An organizational chart is more than just a graphical … 5/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) representation of the project team and its interfaces. It is a roadmap for defining roles, responsibilities, levels of authority and how collaboration is expected to take place on the project. Without such a roadmap there is confusion on how the team is organized, who is leading particular functional areas, and where the lines of authority lie. People relate to and understand organizational charts. It is an effective quick reference tool for how the project is organized. It is also an anticipated deliverable for any major project. A good organizational chart is the basis for establishing the project structure and will greatly aide a project manager in managing a project. Project organizational charts can reflect various types of arrangements and should be tailored to the project. Two key factors that drive structure are the need for specialization and coordination (“Project Management Organizational Structures”, 2007). Organizational charts may even change during the course of a project as requirements evolve and the project progresses. There are five simple steps can be followed to create an organizational chart (Lewinson, 2010). 1. 2. 3. 4. 5. Make a list of all the project team members Allocate roles Assemble the information on the project team Identify the stakeholders and how they fit into the picture Build the organizational chart by identifying the relationships with stakeholders and team relationships including their role and who supervisors their work Building the right organizational structure to support the execution of the project is essential. The project organization chart is the visible end product of the process to build a functional project team organization where roles, responsibilities and authorities are well understood by all. This in turn supports the necessary information sharing, collaboration and progress reporting activities needed for project success. Lewinson, M. (2010, July 16). Project Team Organization – Team Definition, Roles & Responsibilities, Organizational Chart. Retrieved July 15, 2015, from ­team­organization­project­team­ definition­responsibilities­and­roles­and­project­team­organization­chart/ Project Management Organizational Structures. (2007). Retrieved July 15, 2015, from Tags: None (Post is Read) Thread: Vincent ­ Organization Charts Posted Date: Post: Status: RE: Vincent ­ Organization Charts July 17, 2015 9:19 PM Published … 6/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) Author: Lawrence Thomas Nice post­Janice. I have created several organizational charts for many different activities in my organization. I do not remember ever adding the stakeholders and their roles in the organization chart. I think this is something that I will have to look into for future activities. Great post! Tags: None (Post is Read) Thread: Vincent ­ Organization Charts Posted Date: Post: Status: RE: Vincent ­ Organization Charts Author: Mark Bryant July 17, 2015 11:55 PM Published Vincent, While I understand the importance of team members understanding the lines of a company structure I don't agree it is necessary. I personally have never used the project organizational chart. I think this is more paperwork that may not be needed. This would especially be true when project teams already understand the organizational structure and where they fall in that structure. It is also not necessary for project teams who have worked together for awhile; as such in Scrum project teams. Mark Tags: None (Post is Read) Thread: Vincent ­ Organization Charts Posted Date: Post: Status: RE: Vincent ­ Organization Charts Author: Janice Vincent July 19, 2015 9:14 PM Published There is a certain amount of situational dependence to organizational charts. For a new project team, I'd think it invaluable. For a team that has worked together for some time probably not particularly if the same organizational … 7/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) structure is in force for every project. So I will agree a caveat is needed but I wouldn't say organizational charts aren't ever needed for a project. Thank you for your worthwhile observation. Tags: None (Post is Read) Thread: Vincent ­ Organization Charts Posted Date: Post: Status: RE: Vincent ­ Organization Charts Author: Bridgette Watson July 19, 2015 3:19 PM Published Janice, I appreciated your post this week. I thought it was well thought out and organized. It actually helped me to answer one of the questions in the case study. I, too, believe that an organizational chart is an essential piece to a project team. It is essentially a road map that helps guide employees and establish authority. It is a reference tool for project managers and their team members.That said, I think about how often the organizational chart can change. Sometimes due to office politics the chart "changes" without actually physically changing. Some people report to people they're not supposed to just because they don't like working with certain people. Do you find that to be true at your current employer? Tags: None (Post is Read) Thread: Post: Author: Elevator Speech­ Watson Elevator Speech­ Watson Posted Date: Status: July 15, 2015 8:01 AM Published Bridgette Watson Hello, my name is Bridgette Watson and I work for a community college who was struggling to find a way to retain their first­generation, low­income, under­ represented student population. I have a passion for working with these students and over the last three years my project has been to develop a program that serves this particular student population on a much more intrusive level compared with their counter­parts. The goal of the program is to develop and foster lasting relationships on a deeper more meaningful level. My official title is coordinator for college success initiatives. I am to find, develop and reconfigure programs to help students who may not have the proper support outside of college. … 8/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) Due to our tireless efforts over the last three years retention rates among this student population has improved. In fact, students who participate in our programs are retained at 16% higher rate than students who chose not to participate. The college saw this improvement as a reason to keep the programs going and has since hired six new advisors to serve this student population. Attachment: Elevator Speech.m4a (611.7 KB) Tags: None (Post is Read) Thread: Post: Author: Elevator Speech­ Watson Posted Date: RE: Elevator Speech­ Watson Status: July 15, 2015 8:37 PM Published Janice Vincent Bridgette, Nicely executed and tightly written speech. My only input is it sounded more like you were reading your speech than giving it. Visualize in your mind you are actually speaking to someone and adopt a more conversational tone. This is a minor critique otherwise you spoke clearly and understandably to your audience. Well done! Tags: None (Post is Read) Thread: Post: Author: Elevator Speech­ Watson Posted Date: RE: Elevator Speech­ Watson Status: July 16, 2015 7:08 PM Published Cara Trede Bridgette, Your speech was really strong. I think you did excellent. You were clear in your speaking. You did not rush. I was able to understand what you were saying and follow along. Great job!! Cara Tags: None (Post is Read) … 9/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) Thread: Post: Author: Week ­6­Sireesha Kalluru­Q3 Posted Date: Week ­6­Sireesha Kalluru­Q3 Status: July 15, 2015 1:56 PM Published Sireesha Kalluru Attachment: Week_6_DQ 3.docx (15.1 KB) Tags: None (Post is Read) Thread: Post: Author: Howard Q3 Howard Q3 Posted Date: Status: July 15, 2015 6:50 PM Published James Howard The project communication plan is a valuable communication tool that is developed during project planning. Communication throughout the life of a project is crucial for a projects success. O’Berry discusses how the project communication plan starts during the planning phase of your project, you need to create a high level Communication Management Plan that defines the general communication requirements for your project. This plan should include: The plan’s purpose and approach Communication goals and objectives Communication roles Communication tools and methods, and High level project communication messages It’s also helpful to include any specific requirements or standards that govern your project, if applicable. A project team flowing with effective communication is empowered to make more contemplative and educated project decisions. Remember, just as blood doesn't flow by itself, neither does communication. Both require interaction on the part of the team and stakeholders. (Drinkwater) References Drinkwater, A. (n.d.). Communication: The Lifeblood of a Project. Retrieved from projectsmart.co.uk: ­the­lifeblood­of­a­ project.php O'Berry, D. (2015, February 11). How To Create A Project Communication Plan. Retrieved from intuit.com: ­to­create­a­project­ … 10/70 8/3/2015 Collection – CIS663­T301 Project Comm Mgmt & Ldr (2157­1) communication­plan/ Tags: None (Post is Read) Thread: Post: Author: Howard Q3 RE: Howard Q3 Posted Date: Status: July 15, 2015 8:51 PM Published Janice Vincent James, I like the quote on "blood doesn't flow by itself" in the context of project communication. It is so true. One of the biggest hurdles to project success is communication. Given the truncated timeframes of projects, it is so important everyone is on the same page and understands their roles, responsibilities and tasks. Rather than winging it; it is best to formulate, document and follow a communication plan. Projects can represent large captial investments and it is important to communicate the right information at the right time ...
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