Project management entails a well planned and structured endeavor that will ensure the objectives of a project are met on time. A project plan can be established based on the goals and scope to be covered on completion of the project. The plan enables the project to develop and go through all the critical phases effectively.
These steps recognize the call for the project, describing the project, outlining the steps to be followed, executing the steps, assessing accomplishment of completing the project and finally upholding the project (Zaval & Wagner, 2011).
The first step of recognizing the call for the project facilitates the creation of the final goal to be achieved. For example, an organization may want to respond to the need of delayed delivery of services through increasing the number cargo vans.
The second step of describing the project will state the project’s purpose and what the project must achieve on its completion. The benefits of the project must also be outlined in this step. For example, buying more cargo vans will provide more transport facilities that will reduce delay in goods deliver. Customer satisfaction will also be met through this project.
The third step of outlining the steps to be followed in carrying out the project involves determining the resources required and formulating a budget. The deadline of the project completion will also be determined and a feedback plan created. The feedback plan is usually used to collect data on what will be expected when the project completes. The step three plans will then get execution till the end. Finally, an assessment is done on a complete project to determine if the project’s goals have been achieved (Melton, 2007).
The above project planning is supported by other plans related to the project. These plans include human resource preparation, risk management and communication plan. In planning human resource individuals, departments and organizations involved in the project should be identified and their roles clarified.
The number of people required to undertake the project should also be stated, the resources to be used by each, how to obtain the resources and the duration for their duty. Communication plan, on the other hand, will ensure that everyone is updated with the necessary information on the project. Risk management helps to avoid disappointments when people are too optimistic on time, costs and customer feedback on the project (Parker & Craig, 2008).
Project planning and management encompasses scheduling of resources which is an immensely critical task. It gives the project managers ability to evaluate the availability of resources required. They can then be able to carry out projects that require similar resources jointly.
Through these, they are, therefore, able to manage and reduce costs. The other reason why scheduling of resources is essential is that managers are able to assign duties easily and clearly to the relevant individuals. They are also able to predict risks and determine the flexibility in accessing certain resources (Dinsmore & Cabanis-Brewin, 2010).
Outsourcing project work can alleviate some of the common problems associated with multi-project resource scheduling in the following ways; it allows the organization to focus on key projects hence reducing the number of projects to be managed internally. The company is also able to outsource part of the project in case of inadequate resources or limited time.
Liability and responsibility can also be transferred when certain activities, which are risky or delicate, are done out of the organization. For example, flammable activities can be assigned to another organization to avoid the risk of fire in the organization (Happy, 2010).
In conclusion, it is imperative for organizations to follow all the required steps in a project plan. This will enable the company to reduce cost and save time. Therefore, the management will experience efficiency as it strives to implement the project.
Dinsmore, P. C., & Cabanis-Brewin, J. (2010). The AMA Handbook of Project Management. New York, NY: AMACOM Div American Mgmt Assn.
Happy, R. (2010). Project 2010 Project Management: Real World Skills for Certification and Beyond (Exam 70-178). Hoboken, NJ: John Wiley and Sons.
Melton, T. (2007). Real project planning: developing a project delivery strategy. Maryland Heights: Butterworth-Heinemann.
Parker, D., & Craig, M. A. (2008). Managing Projects, Managing People. South Yarra VIC: Macmillan Education AU.
Zaval, L. K., & Wagner, T. (2011). Project Manager Street Smarts: A Real World Guide to PMP Skills. Hoboken, NJ: John Wiley and Sons.