Assingment-2 - P04 (Final) (Final

410-P04-NA PROJECT MANAGEMENT TOOLS
COURSE- PROJECT MANAGEMENT
TEAM C
SATNAM SINGH TEJI 2220074
VIREN KHARE 22301143
SEHAJPREET SINGH 22202154
CARLOS EDUARDO 22300665
MARILIA BRAGA 2220037
Project Processes
 Every project has one thing in common. They are all

temporary, with defined beginning and end times.
However, it is the planned objectives, which could be
defined in terms of inputs, outputs, outcomes and/or
benefits that differ.
 These outputs, benefits and outcomes constitutes quality,
while cost and time is a direct function of project inputs.
Anthony Obi. “Balancing the competing constraints of Product Quality, Cost and Time Successfully..” Linkedin, 23 May. 2019,
https://www.linkedin.com/pulse/balancing-competing-constraints-product-quality-cost-time-anthony-obi/
Balancing Competing Constraints
What are project constraints?
 Project constraints are the general limitations that

you need to account for during the project life
cycle.
 For example, a cost constraint means that you’re
limited to a specific project budget, while a time
constraint means you must complete your project
within a specified timeframe.
Team Asana. “6 project constraints and how to manage them for project success..” Asana, 05 November 2022,
https://asana.com/resources/project-constraints
 Most project constraints impact
one another, which is why
constraint management is
crucial for project success.
 If you decide that you must

expand the project timeline,
then you’ll likely need more
money to complete the project
as well.
The triple constraints of project management
Scope
• Project scope refers to a project’s magnitude in terms of quality, detail, and deliverables. Time and money are
dependencies of project scope, because as the project scope grows, the project will require more time and money
to complete.
Cost
Cost constraints include the project budget as a whole and anything of financial value required for your project. Items
that may be a cost constraint include:
• Project cost
• Team member salaries
• Cost of equipment
• Cost of facilities
• Repair costs
• Material costs
Time
Time management is essential for project success, and there are various time constraints you’ll face during each phase
of your project.
Time elements in your project that can lead to constraints may include:
• Overall project timeline

• Hours worked on project
• Internal calendars and goalposts
• Time allotted for planning and strategy
• Number of project phases
Other common project constraints to consider
Risk
Project risks are any unexpected occurrences that can affect your project. While most project risks are negative, some
can be positive. For example, a new technology may be released while your project is in progress. This technology
may help you finish your project quicker or it may cause more competition in the market and reduce your product
value.
You can determine project risks using risk analysis and risk management strategies to keep them at bay. Some risks
you may face include:
• Stretched resources
• Operational mishaps
• Low performance
• Lack of clarity
• Scope creep
• High costs
• Time crun
Other common project constraints to consider
Resources:
Quality:
Resources tie closely with cost constraints on
your project because these project requirements
cost money.. Project quality is the measure of how well your
project deliverables meet initial expectations.
Some resources to consider include: These include:
• People
• Equipment or materials
• Facilities • Lack of communication
• Software • Poor design or development skills
• Too many project changes
How to manage project constraints
How maintaining Project Team Focus?
We will look at a few methods to ensure that the time spent by your team on any project is productive
and time efficient.
Main tools
• Keep a group to-do list

• Focus on less
• Keep Priorities Simple
• Use Meetings Effectively
Cian. “How Do I Keep My Team Focused?” 1Time, 10 November 2020,

https://1timetracking.com/project-management-how-do-i-keep-my-team-focused
Keep a group to-do list

• Everyone has their own methods of keeping track of
the tasks they must complete.
• Visible to everyone involved, whether this be physical

or digital it should be accessible by everyone and be
monitored and updated regularly.

Focus on less
• Trying to complete everything all at once is asking to
fail. Prioritise your projects, selecting some task
critical tasks and succeed.
• Consider the Pareto Principle focusing on 20% of the

work to generate 80% of the results.
• Keep track of what your team spends it time with

using 1Time. Help get a clear overview of where
exactly your time is investing its time and if it is the
most effective way of doing so.

Keep Priorities Simple
Getting projects started requires careful planning, by having a plan gives you a
better chance at success. However, with planning comes the danger that is over-
planning.
• Short goals are set for due dates within one month.
• Medium Term are for items between 1-3 months. These will become short
terms goals.
• Finally, long term goals are set for due dates longer than 3 months out they
will form a pool of goals to draw from and become short and medium as the
project goes on.

Use Meetings Effectively
1. Only Meet When Necessary

How many times have you sat in a meeting, come to an end and realise that the entire thing
could have been sent via an email?
2. Set Hard Time Limits

Set time limits for your meetings, shorter meetings can be more effective when you filter in
arriving and leaving times, hour long meetings can take ninety minutes from an individual’s
day.
3. Be Prepared for Meetings

Ask people to prepare for meetings follow an agenda and use the time effectively. Provide
individuals with an agenda and any information they require before the meeting, so no time is
wasted while the team meets.

Project Communications and Engagement
What is it?
A Communication and Engagement Plan is a
written document that describes who you need
to communicate your improvement work to, the
purpose of communication with them, the
communication method you will use, how often
you will communicate and who will
communicate with the audiences identified.
Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Communication vs. Engagement
Communication:- Engagement:-
Communication is about clearly conveying engagement is focused on, you guessed

information between an individual or it, engaging with your stakeholders of
organization and its wider stakeholders of interest in decision-making or problem-
interest. solving. Whether formal or informal,
successful engagement is both dialogic in
nature and intentional.

What are the benefits of effective communication?
 Increases trust
Strong communication skills also require the ability for you to
listen to others and to team members. When you communicate
effectively, you can provide team members with clear
communication and discuss the opinions of others.
 Improves teamwork
Effective communication improves teamwork because team
members can speak clearly and freely to each other. This allows
team members to collaborate more effectively and helps ensure
they understand their tasks.

 Increases productivity
You can experience an increase in productivity by understanding your role and the role
of other team members. This is achieved by effective communication, as you can focus
more on work and tasks rather than conflicts in the workplace or issues that arise from
miscommunication.
 Provides clarity
It's beneficial to use effective communication because you can deliver clear
expectations to other team members. You can also express your tasks more clearly and
ask for help when required.
 Prevents obstacles
You can reduce issues and obstacles from arising by having clear and effective
communication because team members can experience increased comfort during
discussions and project meetings.

Why is Employee Engagement so Important?
 Reduction in Absenteeism
Absenteeism appears when employees are not satisfied or indifferent to their work
and team, so they may take advantage of certain situations and leave work without
much consideration.
 Increase Productivity
One of the main characteristics of the engaged employee is their positive behavior
towards the organization, as they are often the ones who believe strongly in the
company’s mission and vision.

 Better Employee Safety
Employees who are willing to show up and are consistently engaged in the work environment
have a greater commitment to quality and safety at work.
 Builds morale
High morale builds employee loyalty. It demonstrates that employees are focused on their job
and share the vision of the company. Boosting morale is not rocket science, you can just follow
some genuine steps:
• Tell people when they do a good job, Offer rewards (not just financial), Ask employees’
opinions and listen to their answers, Provide relevant information and feedback, Offer
trainings to improve skills

PHYSICAL REOURCE MANAGEMENT
Physical Resources like
• Equipment.
• Materials.
• Supplies.
• Facilities
• Infrastructure (utilized in project)

PHYSICAL RESOURCES EXAMPLE

KEY STEPS FOR THE PHYSICAL RESOURCES
MONITOR ON A REGULAR BASIS
Activities include in the daily, weekly and monthly based monitoring
KNOW WHAT TO LOOK FOR

measurement against a plan
expected value is supposed to be?
how far off the specified value is tolerable?

KEEP GOOD NOTES
Documentation will be extremely valuable
Notes not taken aren't worth the paper they're not written on!
QUICKLY INVOLVE YOUR TEAM AND YOUR OTHER KEY STAKEHOLDERS

Make them part of the solution.
promote corrective actions

LOOK TO YOUR RISK MANAGEMENT PLAN
Identified variations were anticipated.
Risk Responses might be suitable.

INTERNAL AND EXTERNAL VARIATION
INTERNAL VARIATION
ACTIVITIES ARE BEHIND SCHEDULE OR MISSED
CERTAIN ACTIVITIES ARE OVER BUDGET
PERFORMANCE OF DELIVERABLES NOT MEETING SUCCESS CRITERIA
EXTERNAL VARIATION
THE TECHNOLOGY DOES NOT WORK
THE CLIENT CHANGED THEIR MIND
A RECENT CHANGE IN REGULATIONA

REFERENCES
• Anthony Obi. “Balancing the competing constraints of Product Quality, Cost
and Time Successfully..” Linkedin, 23 May. 2019,
https://www.linkedin.com/pulse/balancing-competing-constraints-product-quality
-cost-time-anthony-obi/
• Team Asana. “6 project constraints and how to manage them for project
success..” Asana, 05 November 2022,
• Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019,
https://www.pmeducation.com/post/monitor-control
• Cian. “How Do I Keep My Team Focused?” 1Time, 10 November 2020,
• https://1timetracking.com/project-management-how-do-i-keep-my-team-
focused

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410-P04-NA PROJECT MANAGEMENT TOOLS

COURSE- PROJECT MANAGEMENT

 Every project has one thing in common. They are all

What are project constraints?

 Project constraints are the general limitations that

 If you decide that you must

• Team member salaries

• Overall project timeline

• Keep a group to-do list

Cian. “How Do I Keep My Team Focused?” 1Time, 10 November 2020,

Keep a group to-do list

• Visible to everyone involved, whether this be physical

Cian. “How Do I Keep My Team Focused?” 1Time, 10 November 2020,

• Consider the Pareto Principle focusing on 20% of the

• Keep track of what your team spends it time with

Cian. “How Do I Keep My Team Focused?” 1Time, 10 November 2020,

Keep Priorities Simple

Cian. “How Do I Keep My Team Focused?” 1Time, 10 November 2020,

1. Only Meet When Necessary

2. Set Hard Time Limits

3. Be Prepared for Meetings

Cian. “How Do I Keep My Team Focused?” 1Time, 10 November 2020,

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Communication is about clearly conveying engagement is focused on, you guessed

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Activities include in the daily, weekly and monthly based monitoring

KNOW WHAT TO LOOK FOR

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

QUICKLY INVOLVE YOUR TEAM AND YOUR OTHER KEY STAKEHOLDERS

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

Cruickshank, Ray. “Monitor & Control.” Projmgt, 1 Sept. 2019, https://www.pmeducation.com/post/monitor-control.

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