Question 1:

Explain about SWOT analysis.

Answer:
SWOT analysis is a framework for identifying and analyzing an organization's
strengths, weaknesses, opportunities and threats. These words make up the SWOT
acronym.

The primary goal of SWOT analysis is to increase awareness of the factors that go into
making a business decision or establishing a business strategy. To do this, SWOT
analyzes the internal and external environment and the factors that can impact the
viability of a decision.

Businesses commonly use SWOT analysis, but it is also used by nonprofit organizations
and, to a lesser degree, individuals for personal assessment. SWOT is also used to assess
initiatives, products or projects. As an example, CIOs could use SWOT to help create a
strategic business planning template or perform a competitive analysis.

The SWOT framework is credited to Albert Humphrey, who tested the approach in the
1960s and 1970s at the Stanford Research Institute. SWOT analysis was originally
developed for business and based on data from Fortune 500 companies. It has been
adopted by organizations of all types as a brainstorming aid to making business
decisions.

Elements of a SWOT analysis:

As its name states, a SWOT analysis examines four elements:
Internal attributes and resources that support a successful outcome, such as a diverse
product line, loyal customers or strong customer service.

Internal factors and resources that make success more difficult to attain, such as a weak
brand, excessive debt or inadequate staffing or training.

External factors that the organization can capitalize on or take advantage of, such as
favorable export tariffs, tax incentives or new enabling technologies.

External factors that could jeopardize the entity's success, such as increasing
competition, weakening demand or an uncertain supply chain.

SWOT analysis pros and cons:

Among the advantages of using a SWOT approach are the following:
The analysis creates a visual representation of the factors that are most likely to impact
whether the business, project, initiative or individual can successfully achieve an
objective.

Page | 1
 By involving experienced cross-discipline team members, a SWOT analysis can
encourage many different perspectives and approaches.

Such diversity can allow a SWOT analysis to flesh out each element and expose creative
ideas and overlooked problems that might otherwise go unnoticed.
Although a SWOT snapshot is important for understanding the many dynamics that
affect success, the analysis does have limits, such as the following:

The analysis may not include all relevant factors because some strengths, weaknesses,
opportunities and threats can easily be overlooked or misunderstood.

The input for each element can often be empirical or subjective and give a skewed
perspective.

Because it only captures factors at a particular point in time and doesn't allow for how
those factors could change over time, the insight SWOT offers can have a limited shelf
life.

Question 2:
A situation is given below:
After completion of diploma, when you returned back to your home/
village, found that "Gender Sensitization" still prevails. Then, what
should be your key strategies to resolve this prevalence from your
society.

Answer:
The key strategies to resolve this prevalence from your society are
1. Talk to women and girls:
A fundamental reason we have not yet achieved gender equality in every realm is that
women and girls’ voices are too often excluded from global and national decision-
making.
2. Stop child marriage and sexual harassment:
If we want girls to be able to complete education, we have to end child marriage. We
also must seriously address sexual harassment of girls. Insecurity is one of the reasons
parents give for marrying their daughters. It is also a major barrier to girls’ full
participation in education.
3. Raise aspirations of girls and their parents:
One of the key strategies must be to change how girls, families and society imagine
what girls can be and can do. We need to give girls images and role models that expand
their dreams.

Page | 2
4. Give proper value to ‘women’s work’:
The unpaid work women and girls do provide the foundation for the global economy.
This fact needs to be highlighted more in the media, with the private sector and in
communities.
5. Get women into power:
A proven way to overcome many systemic barriers to a woman’s success has been
increased participation by women in local, regional and national legislation as
empowered change agents.

6. Encourage women into non-traditional vocations:

Supporting women in non-traditional jobs is crucial in not only making long-lasting
change in their lives but also help break social taboos. Brace is skilling women in
professions such as motorcycle fixing, driving, hospitality, mobile phone fixing.

7. Ending violence against girls/women:

➢ Violence against girls/women is a global problem, occurs in all countries and societies,
irrespective of differences in their economic, social and political status.
➢ Violence does not comprise of random acts. It is associated with deep inequalities
between women.

Question 3:
Explain about task management with its stages as well as importance of
implanting it.

Answer:
Task management is the process of managing a task through its life cycle. It involves
planning, testing, tracking, and reporting. Task management can help either individual
achieve goals, or groups of individuals collaborate and share knowledge for the
accomplishment of collective goals. Tasks are also differentiated by complexity, from
low to high.

Effective task management requires managing all aspects of a task, including its status,
priority, time, human and financial resources assignments, recurrence, dependency,
notifications and so on. These can be lumped together broadly into the basic activities
of task management.

Managing multiple individuals or team tasks may be assisted by specialized software,

for example workflow or project management software.

Task management may form part of project management and process management and
can serve as the foundation for efficient workflow in an organization. Project managers

Page | 3
 adhering to task-oriented management have a detailed and up-to-date project schedule,
and are usually good at directing team members and moving the project forward.

Stages of task management:

Five phases of Task management
➢ Task Initiation.
➢ Task Planning.
➢ Task Execution.
➢ Task Monitoring and Controlling.
➢ Task Closing.

Importance of Implementing Task Management:

Task management is extremely important for the success of any organization. For
effective task management, it is necessary that project manager adheres to a schedule
that covers deadline, status, time, resources, and the budget allocated for a specific
project.

Apart from this, an advanced task management tool empowers the managers to deliver
results that can achieve better ROI for a company. But the benefits of a robust task
tracking tool is not just limited to this, there are a few more like:

1. Helpful In Prioritizing Tasks

To succeed in the project management segment, it is very important for managers to
develop task prioritization skills. Project managers need to be attentive to the tasks that
are of high priority. Because a manager’s decision can make or break a project.
Managers can use a team task management tool to prioritize tasks as per the time that
is needed to complete them. In addition to this, managers can easily prioritize new or
pending tasks as per a fixed timeline by using a project management tool. As a result,
prioritizing different tasks becomes easier for the managers.
2. Consistent project workflow:
When project managers acquire complete control over every task, they can feel more
confident. To achieve this goal, a team task management solution is essential for the
project managers. It enables the managers to track the status of different tasks and their
progress. Besides this, the digital task scheduling tool helps the managers to maintain
an uninterrupted project flow. It lets the managers stay updated about the percentage of
finished or unfinished tasks so that the flow of project remains undisrupted.

3. Result-oriented team collaboration:

Task tracking and task management is beneficial for the managers in such scenarios. By
using it, project managers can have a detailed idea about every team member’s task.
Where one team member is having tons of work then manager should come forward

Page | 4
 and support them with timely delivery of the project. This will strengthen teamwork
and collaboration.
4. Improved decision-making process:
By keeping clarity about a task’s progress, managers can ensure better utilization of
resources. As a result, they can prioritize tasks accordingly. Besides this, they also need
to prevent bottlenecks to make smart and data-driven decisions. In project management,
time and the resources need to be planned and managed carefully to complete the tasks
in a systematic manner. Furthermore, task management can support the project
managers to supervise tasks better. Managers can use task management apps to optimize
task allocation and reallocation as well.

Concluding Lines:
Task management is of utmost importance for both the project managers and their team
members. By implementing a customized task management software, managers can
create a work environment that drives their team towards success.

Question 4:
Pick an example of "project making" which has been completed with
teamwork, explain about that experience to execute the work efficiently
in a stepwise manner.
Answer:
A project plan is a series of formal documents that define the execution and control
stages of a project. The plan includes considerations for risk management, resource
management and communications, while also addressing scope, cost and schedule
baselines. Project planning software is used by project managers to ensure that their
plans are thorough and robust.

Project manager's Gantt charts are the perfect project planning tool. The project plan,
also called project management plan, answers the who, what, where, why, how and
when of the project it’s more than a Gantt chart with tasks and due dates. The purpose
of a project plan is to guide the execution and control project phases.
As mentioned above, a project plan consists of the following documents:
a) Project Charter: Provides a general overview of the project. It describes the project’s
reasons, goals, objectives, constraints, stakeholders, among other aspects. Statement of
b) Work: A statement of work (SOW) defines the project’s scope, schedule, deliverables,
milestones, and tasks. Work Breakdown Structure: Breaks down the project scope into
the project phases, subprojects, deliverables, and work packages that lead to your final
deliverable.

Page | 5
c) Project Plan Template: The project plan document is divided in sections to cover the
following: scope management, quality management, risk assessment, resource
management, stakeholder management, schedule management and the change
management plan. This guide aims to give you all the information and resources you
need to create a project plan and get it approved by your customers and stakeholders.
Let’s start with the basics of writing a project plan.

Create a Project Plan:

Your project plan is essential to the success of any project. Without one, your project
may be susceptible to common project management issues such as missed deadlines,
scope creep and cost overrun. While writing a project plan is somewhat labor-intensive
up front, the effort will pay dividends throughout the project life cycle.
The basic outline of any project plan can be summarized in these five steps:
Define your project’s stakeholders, scope, quality baseline, deliverables, milestones,
success criteria and requirements. Create a project charter, work breakdown structure
(WBS) and a statement of work (SOW).

Identify risks and assign deliverables to your team members, who will perform the tasks
required and monitor the risks associated with them. Organize your project team
(customers, stakeholders, teams, ad hoc members, and so on), and define their roles and
responsibilities. List the necessary project resources, such as personnel, equipment,
salaries, and materials, then estimate their cost. Develop change management
procedures and forms. Create a communication plan, schedule, budget and other
guiding documents for the project.

5 Phases of the Project Life Cycle:

Any project, whether big or small, has the potential to be very complex. It’s much easier
to break down all the necessary inclusions for a project plan by viewing your project in
terms of phases. The Project Management Institute, within the Project Management
Book of Knowledge (PMBOK), have identified the following 5 phases of a project:
➢ Initiation: The start of a project, in which goals and objectives are defined through a
business case and the practicality of the project is determined by a feasibility study.
➢ Planning: During the project planning phase, the scope of the project is defined by a
work breakdown structure (WBS) and the project methodology to manage the project
is decided on. Costs, quality and resources are estimated, and a project schedule with
milestones and task dependencies is identified. The main deliverable of this phase is
your project plan.
➢ Execution: The project deliverables are completed during this phase. Usually, this phase
begins with a kick-off meeting and is followed by regular team meetings and status
reports while the project is being worked on.

Page | 6
➢ Monitoring & Controlling: This phase is performed in tandem with the project
execution phase. Progress and performance metrics are measured to keep progress on
the project aligned with the project plan.
➢ Closure: The project is completed when the stakeholder receives the final deliverable.
Resources are released, contracts are signed off on and, ideally, there will be an
evaluation of the successes and failures.

Project Planning Terms:

Before we dive into how to create a project plan, it helps to be familiar with some of
the terms that you’ll run across. Here is a list of general terms you’ll encounter in this
guide.
➢ Deliverable: The results of a project, such as a product, service, report, etc.
➢ Stakeholder: Anyone with a vested interest in the project—project manager, project
sponsor, team members, customers, etc.
➢ Tasks: Small jobs that lead to the final deliverable.
➢ Milestone: The end of one project phase, and the beginning of the next.
➢ Resources: Anything you need to complete the project, such as personnel, supplies,
materials, tools, people and more.
➢ Budget: Estimate of total cost related to completing a project.
➢ Tracking & Monitoring: Collecting project data and making sure it reflects the results
you planned for.

Project Planning Steps:

The project planning process is critical for the success of your project, and as a project
manager, you have to think about all the elements that make up your project
management plan such as work, time, resources and risks.
Now, we’re going to take you through the main project planning steps:
➢ Outline the business case
➢ Meet with key stakeholders
➢ Define project scope
➢ Assemble a project team
➢ Determine a project budget
➢ Set project goals & objectives
➢ Outline project deliverables
➢ Create a project schedule
➢ Assign tasks to your team members
➢ Do a risk analysis Create your project plan
➢ Report your progress

Page | 7
 Techniques for the Project Planning Process:
A project plan is all about working out what to do and how to do it, so you need to get
a lot of people involved. There are several good tools and project planning techniques
for getting information from other people including:
a) Workshops:
➢ One-to-one meetings or interviews
➢ Surveys or customer focus groups to gather and validate requirements.
b) How To Manage Your Project Plan:
Your project plan is not a document written in stone. You should be referring to it and
making changes to it as often as you need to. Parts of it, like your project schedule, will
change almost daily. Other parts, like your procurement plans and cost management
processes, won’t change at all during the life of your project.

The important thing to remember is that if your project management plan isn’t working
for you, think about what you can do to change it. It’s there to guide your project
management, not restrict you from doing the right thing. If you need to review how you
manage work and project resources, then go back and review it. Make the changes you
need, get the plan approved again and share it with the team.

Page | 8