Project

management –
leading and
motivating a team
Lecture 6
 What is a project?

• It’s a temporary group.

o Has a defined beginning and end in time, and therefore defined scope and resources.

• Is unique
o not a routine operation
o a specific set of operations designed to accomplish a singular goal.
o So a project team often includes people who don’t usually work together – sometimes
from different organizations and across multiple geographies.

• And all must be expertly managed to deliver the on-time, on-budget results,
learning and integration that organizations need.
• Project Management Institute
 Project management is…

… “the application of knowledge, skills and techniques to

execute projects effectively and efficiently. It’s a strategic
competency for organizations, enabling them to tie
project results to business goals — and thus, better
compete in their markets.”
Project Management Institute

“providing a specific deliverable on time, to appropriate

quality standards, and within budget.”
Mindtools
Project management processes fall into
Four/ five groups:

• Initiating
• Planning
• Executing /Monitoring and
Controlling
• Closing

• Project Management Institute

Project Task

• You are tasked with setting up and

running a Careers Fair
Project Initiation
• Project Name: What is the name of the project?
• Purpose: Why was this project initiated? Describe
the likely desired benefits of this project.
• Consider possible financial, organizational, and
operational benefits.
• Objectives: What specific objectives need to be
met in order to achieve these benefits?
• Deliverables: What outcomes does the project
need to deliver in order to achieve these
objectives?
• How do you think they can be measured?
Project name and purpose
• Project Name: What is the name of the
project?

• Purpose: Why was this project initiated?

Describe the likely desired benefits of this
project.

• Consider possible financial, organizational,

and operational benefits.
 Purpose
• Engage students with graduate employers

• Increase employment opportunities for students

• Increase students’ awareness of employment

opportunities

• Showcase students to employers to encourage their

engagement

• Enhance reputation of the University/ School/ students

• Keep University in the Employers targeted group

Objectives

• What specific objectives need to be

met in order to achieve these
benefits?
 Objectives
• To have 70 Employers

• To have enough enthusiastic well prepared students

attend

• Employers to be impressed with quality of students

• For students to widen understanding and knowledge

of companies graduate opportunities

• For both students and employers to feel it was a

worthwhile experience
 Deliverables

• What outcomes does the project need

to deliver in order to achieve these
objectives?

• How do you think they can be

measured?
 Deliverables
• Contact 130 companies via email and phone
calls

• Run a number of pre fair training courses for

students

• Created a survey for students and

companies to gather feedback

• Run promotion campaign to students to

attend the fair
Measure of objectives

• Record how many students attend

• Get feedback from students

• Get feedback from employers

 Planning
• Effective planning
o clarify the scope of the project
o specify in detail, the resources required to deliver it.
o a comprehensive project plan.

• Mindtools

• Also involves;
o planning all of the activities that are necessary to
achieve the objectives
• scheduling, specifying who will work on each
activity, budgeting, risk identification and
management, communications planning, and
quality planning.
Your Task is to plan for a Careers fair

• Using myStarjob.com Fair 2018

• 70 exhibitors spaces

• Produce a timeline

• Plan for all the elements you need to

incorporate to make the event
successful
 Planning
• Timeline
• Date of fair
• Venue
• Exhibitors – who
• Which students attending – how
to engage them
• Media/ advertising
• Event booklet – flyers, posters
• Refreshments
• Booking - payment
• Confirmation
• Structure of day
• Staffing
The Building and Executing Stage

• includes execution and control of the

project plan

o project manager must apply leadership,

team management, communications, and
negotiation skills to ensure that the work
is performed as planned
Executing, Monitoring and control
• Manager needs to keep on top of all the
elements book in regular meetings to follow
up on where you are.

• Important to keep a culture of openness and

team working so people are not afraid to
bring up issues and get them resolved as
you go along.

• Everything takes longer than you plan

 Role of Project Leader -Leadership and
Motivation

• Make sure the goals and objectives are clear to everyone

• Clarify the roles and responsibilities within the team, ensure everyone knows
what they are responsible for and what others are responsible for

• Could produce a team charter.

• Delegate – match people with tasks more is achieved if it is not just one person
trying to do it all.

• Identify where development or training may be required to get the task done.
 Communication

• Within the team

• Effective meetings, agendas and minutes

• External to the team

• Build up relationships – don’t rely on emails do face to

face and phone calls when possible

• Learn to negotiate
 Unexpected events

However well you plan there will always

be things that go wrong – often outside
of your control
 Issues
• 3 months before the date of the
fair we are informed that the
myStarjob.com Fair 2018 has
double booked and our fair must
now move to another date – a
Monday

• What do you do?

 Monitoring and controlling
• Regular meetings

• Keeping everyone briefed

• Keep on top of issues not resolved

• Reflect on previous events what went

wrong can you prevent this in the future.
 Issues

• You have booked all the slots and now a

major employer have decided they want to
come. They have not responded before.
They have recently donated a great deal of
money to provide a new building for one of
the faculties.

• What do you do?

 Issues
Your event is on the Monday, on the
Friday the MET office predict a storm
over Malaysia to be arriving on
Monday, likelihood of flooding, traffic
disruption train cancellations – what
do you do?
 Closing
• After the project completion you must do a debriefing.

• Was it successful – how do you measure that -did it meet the

aims and purpose that you originally set

• Hopefully it was successful and you should celebrate the

success and ensure the team is thanked and acknowledged
for their hard work and effort.

• Also need to look at the things that went wrong – why did it
go wrong how was it dealt with

• Can the issues be prevented next time

 Closing

• How will you review?

• What will you cover?

 Purpose – was it achieved
• Engage students with graduate employers

• Increase employment opportunities for students

• Increase students’ awareness of employment opportunities

• Showcase students to employers to encourage their engagement

• Enhance reputation of the University/ School/ students

• Keep University in the Employers targeted group

Objectives – were they achieved
• To have 70 Employers

• To have enough enthusiastic well prepared students

attend

• Employers to be impressed with quality of students

• For students to widen understanding and knowledge

of companies graduate opportunities

• For both students and employers to feel it was a

worthwhile experience
What did your measurements show

• Record how many students

attend

• Get feedback from students

• Get feedback form employers

 VIDEOS

• https://www.youtube.com/watch?v=9LSnINglkQA –
What is PM?

• https://www.youtube.com/watch?v=OZ7UiPjEVh4
– tips to manage project.

• https://www.youtube.com/watch?v=-
WxW-MWRCrE - challenges

• https://www.youtube.com/watch?v=0qTJ9vBa3I4 -
challenges
 Reflection

• Do a reflection on today’s session.

oPay particular attention the group

task.