Week 4 Project

Running head: COMMUNICATION, RISK, AND HUMAN RESOURCES 1

Communication, Risk, and Human Resources 2

Communication, Risk, and Human Resources

Marquita Watkins

PMC6601 | Foundations of Project Management

South University - Online

October 9, 2019

Communication, Risk, and Human Resources

The Communications Plan

Communication plan policy is approach determined to provide stakeholders with information. It is used to determine communication of specific information by incorporating different communication channels. Effective systems of communication desire to evaluate information needed to specific audience. Role of communication planning is to address specific segment of people. Sensitivity of information is influenced by channels of dissemination. Plans define types of channels used by stakeholders to solicit feedback provided by communication (Kerzner, 2017). Planning is essential in changing management by reducing resistance for effective information. Rationale is to create strategies by stakeholders to provide feedback (Carvalho & Rabechini Junior, 2015). Project management includes understanding channels of communication and terms used in accomplishing desired project. Planning is essential in influencing channels used to communicate to immediate stakeholders.

Information Need

The need for information is to determine overall success of project completion. Process of communication is determined by right information to be shared and time. Purpose of information provision is to influence approaches of making decisions to reduce project uncertainty. Existence of rational information is crucial in determining success of the project (Kerzner, 2017). Disseminated information need to be up-to-date and well specialized to required areas. Accuracy of information is influenced by immediate process of making business decisions.

The Messages to Be Communicated

Process and materials used in communication is used remaining essential in making communication channel successful. The purpose is to determine and evaluate rationale of making proper organization decision. These involve understanding available factors to influence success of management.

The Timing and Frequency of Communication

To influence reaction on information communicated frequent methods of communication is necessary. These are influenced by changing organizational trends and expectations of project. Right time to communicate provides proper approach for making decisions when they are most receptive. Planning timing of message are crucial in mitigating risks associated by channels of communication.

The Person Responsible for Communication

Communication and project manager is responsible for conveying required organization messages. These include proper understanding of external and internal factors influencing levels of making decisions. Different factors determine qualities to ensure effective communication approaches. Responsibility of effective communication entails clear communication channels and strong communication motives (Carvalho & Rabechini Junior, 2015). The aim is to influence decisions among teams’ members to inspire commitment. Responsible communication team is essential in inspiring commitment of members to meet goals of the project.

The Medium for Communication

Communication is to be provided using oral and face to face methods of communication. Goals and objective is to facilitate time to react on information and provide required feedback. Importance of medium is to reduce risks associated by distortion of information (Kerzner, 2017). Media is essential in ensuring success of information and influencing decisions desired. Effective nature of communication is influenced by reaction to information and feedback provided by receptor.

Risk Assessment

Assessment provides a platform for evaluating potential risks and hazards to affect project completion. It involves identifying factors within organization potential to hinder result. These include provided situation and working environment created (Kerzner, 2017). Effective risk management enhances ability to identify financial implication of project’s strengths, weaknesses, opportunities and threats.

Potential Risks Prevent the Project's Objectives

Lack of proper planning process may tend to affect the success of project within required budget. This involves establishing external and internal risks that face project. Poor planning affect processes of risk identification, evaluating probability of event occurrence, and determining potential impact to project requirements (Schwalbe, 2015). A low risk event usually has impacts on costs incurred by organization. As a result, it contributes to poor performance of the project (Lai, 2019). Increased costs contribute to significant increment on budget and disruption of schedule required.

Lack of rational communication with stakeholders affects running of the project. Effective and structured communication plan facilitates success nature of project with required budget. Insufficient flow of information fails to incorporate expectations of stakeholders to provide mechanisms of funding the projects (Carvalho & Rabechini Junior, 2015). Eventually, risks affects outcome of projects due to increased disruption of events. Proper communication channel is responsible of increasing risks and challenges emerging from project development (Lai, 2019). As a result, the risk tends to affect process of monitoring and evaluating the extent of project accomplishments.

Slow process of risk evaluation and management process tend to harm consistency of projects. Management team fails to develop actions to help in risk identification. Contingency plans are essential in reducing downtime spent on the project (Larsson et al., 2018). Responsible stakeholders are able to monitor funding processes and activities undertaken in an organization. Mechanisms of evaluating entire project are another aspect leading to failure of projects (Kerzner, 2017). These translate to monitoring process to assess impacts of activities of the firm. Management processes and plans tend to create a high of project awareness and impacts to development of respective entity.

Risk Mitigation Plan

For rational risk management the company has developed mechanisms to in respective plan. Design of risk mitigation plan is to reduce impacts of risks in accomplishing expectations of projects. Identification of risk is a major strategy to mitigate impacts of the project (Schwalbe, 2015). Employing competitive management procedures are essential in developing proper monitoring process. Aligning project goals and objectives of is essential in providing project guidance. Some of risks affecting operation of project can be influenced by internal and external forces (Lai, 2019). Proper analysis of project environment is essential to influence project outcome. Monitoring process tend to vary from one firm to another as influenced by goals and objectives of project requirements.

Avoiding risks is anther essential strategy in mitigating impact of project development. Approach is economically feasible and reduces cost incurred to ensure project success. Risks are avoided by determining probability on impacts it holds to management (Schwalbe, 2015). Evaluations are provided by determining of loss and damage is hold to the company. Other forms of mitigation strategy include risk acceptance, transfer of potential risks and limiting respective financial impacts.

The Organization and Human Resources Plan

Functional structure is a hierarchical system of organization is used in grouping people depending on areas of specialization. It increases levels of supervision by functional managers with expertise skills. The approach is essential in making proper utilization of available resources to determine success of the project (Schwalbe, 2015). As a result, grouping and evaluation of skills are fundamental in ensuring success of projects designed by management. Each department within the organization is accorded different roles and functions.

By doing so, it provides basis of developing and ensuring performance of management. As a result, management can achieve uniformity and quality of project performance (Schwalbe, 2015). Different roles and responsibilities are properly fixed to enhance levels of accountability for work planned. Ultimate aim and objective is to mitigate duplication of roles. It creates security to concentrate on project requirement to influence outcome attained. Understanding different roles of project members creates efficiency of working on project. Mechanisms are crucial in developing proper project communication to influence overall success expected from project activities.

Functional Structure

Executive sponsor

Business analyst

Project manager

Project sponsor

Chief Executive Officer

Project coordinator

Functions of Project Team Members

The project team members are responsible in ensuring success and quality of project assigned at a particular time. Roles and functions are the project proceeds and being completed as specified time frame and ascertained by budget provisions (Carvalho & Rabechini Junior, 2015). To achieve desired outcome team members are responsible for managing and allocating of resources for sufficient operation of project activities. To some extent, members are responsible for integrating plans to influence success of the company.

Project Team Roles and Responsibilities

Qualifications and responsibilities of team members are to develop functional development of the company. Different managerial leaders provide regular updates to other stakeholders and executive members of team. These translate to allocation of resources and scheduling determined phase of required projects. Strategies are achieved through proper management of deliverables according to goals and objectives of firm regulations (Carvalho & Rabechini Junior, 2015). As a result, team members are qualified in influencing different methodologies and approaches to manage operations. Proper management of available resources is essential in establishing relationship with stakeholders and other contributors. Different people and team members contribute significantly to success of project management. Strategies used are crucial in ensuring completion of project in specified period of time.

Project manager is responsible for completion of specified project as provided by timeline. Activities involve establishing of budget to achieve objectives. Other roles include allocation of resources and managing relationship between contributor and stakeholders. Project team members are involved in all phases of project development. Roles are completing project deliverable, providing expertise services and establishing needs of the business. Executive and sponsor project manager integrate roles with project manager to make key business decisions (Carvalho & Rabechini Junior, 2015). As a result ensures availability of resources and outlining project goals by communicating with other stakeholders. Business analysts define needs of project development and provide solution. The aim is to ensure success of determined timeline by improving efficiency of project performance. By doing so, assists in defining project goals and objective through verifications of deliverable.

Responsibility Assignment Matrix (RAM)

Project Model

Phase / shareholders	001	002	003	004	005	006	007	008
Project analysis					A
Shareholder analysis		R			A
Action taking		P
Result analysis					A
Evaluating observation	P
Project reflection
Tool analysis				O	A

P= Participant A= Responsible R= required for verification O= required for opinion

Summary

Proper project management is essential as it ensures right delivery of goods and services in real business opportunity. These involve setting up of strategic goals to ensure proper completion of designed project. Quality of provided project is to ensure goals and objectives of project planning are aligned to goals of the firm. As a result, influences rationale of leadership to provide direction to projects. Leadership provides direction for success of entities and achieving market position. By doing so, it provides leadership and vision, source of organizational motivation and eradicating barriers to growth.

References

Carvalho, M. M. D., & Rabechini Junior, R. (2015). Impact of risk management on project performance: the importance of soft skills. International Journal of Production Research, 53(2), 321-340.

Kerzner, H. (2017). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Lai, T. (2019). The Rise of Legal Project Management: Importance of project management to law firms.

Larsson, J., Eriksson, P. E., & Pesämaa, O. (2018). The importance of hard project management and team motivation for construction project performance. International Journal of Managing Projects in Business, 11(2), 275-288.

Schwalbe, K. (2015). Information technology project management. Cengage Learning.