Management Of Oversea Retreat Event: A Project Management Approach

Activity List

Planning an oversea retreat event can be an effective approach towards promoting the team to work in a team and accomplish teamwork objectives for the company. However, it is an important concern to lead the program in a successful manner that needs proper management and leadership skills. This report presents the aspects related to the management of the team using proper theoretical and practical considerations on how to manage the constraints of this project for the oversea event planning and execution.

The purpose of this report is to put emphasis on the theory related to the project management in executing a well-managed and effective oversea event. This report presents a Work Breakdown Structure that will be depicting the list of activities involved in this project. Followed by this, a network diagram of these activities have also been proposed in the report that can be helpful in setting the milestones and predicting the accomplishment of each activities.

AEG has been chosen as the company taking the team for the oversea retreat as it is responsible for the delivery of innovative and high performance services and products of highly enhanced quality within the South East Asia (Aeginternational.biz, 2018). Slogan of the company is “Safety. Quality. Timely your safety is our operational goal.” Organizational Structure of the AEG can be depicted as following:

The project had to be executed considering the motivation of the team and present a teamwork environment that could be feasible within the work environment. It was the need of the project to be executed in well planned manner and needs to be delivered within the expected schedule. In manner to make this happen in real following are the objectives and goals those need to be considered while executing the project:

• To present a list of activities along with the schedules of the those activities
• To execute the program within the schedule
• To manage the budget of the project as expected during the planning phase of the project
• To deliver a successful oversea trip plan

The in-scope of the project is the milestones, deliverables, budget, and schedule of the project and the project should be delivered considering these aspects. The project should be successfully delivered without hampering the budget and timeline and constraints of the project should be accomplished in effective and efficient manner.

 This project was about delivering an effective oversea trip for the staffs of the AEG that could be helpful in motivating the team members toward having better teamwork enthusiasm and improve the relation among them. This project was consist of tangible and intangible deliverables that includes the several activities and constraints as explained below:

Project management can be defined as a discipline, process, and a method that can be applied within a project in procedural manner for the enhancement and accuracy in the objectives and goals of the project. It can be executed through utilizing proper tools and techniques for the accomplishment of the milestones such as planning, implementation, maintenance, auditing, and evaluating the growth and development of the project. It comply with the project considering the objectives and goals of the project and thus, can be manipulated for managing the flexibility within the project. These procedures and techniques can be helpful in eliminating the crucial challenges those are being faced within the project such as resources, and scope, cost, schedule of the project, and stakeholders associated with the project. Vital factors involved in the project management can be depicted as following:

Early start, Early Finish, and Stack

People: competent professionals in the field of the project management are required foor the development, management, and implementation of the project objectives. A team is contributed of a group of members and individual contribution is the crucial factor for the successful deployment of the project. It is a concerning point for the managers to consider the roles and responsibilities of every individual interacted within the organization that includes the sponsors, beneficiaries, and the project stakeholders. Executing stakeholder analysis can be a helpful measure for providing the effective and efficient roles and roles to each stakeholder based on their personality.

Process: for the well and smooth execution of the processes involved in the project do relies on the design established at the initial stage of the project by the management. The precise and well designed map for the execution of the project and accomplishment of the project constraints can be helpful in widening the scope for the project and thus, enhancing the competencies and capabilities of the staff members associated with the project.

Technology: it refers to the software, applications, and machines utilized within the project for supporting the needs and requirements of the project. It does not refers to the alternative solution of the resources however; it should be utilized in a manner to boost up the requirements and needs of the project. The projects keeping the technology ahead of the user had not been resulted in a better manner and thus, needs and requirements of the user should be always ahead of the technology being utilized within the project.

The following mentioned disciplines are the very crucial factor for the implementation and planning phase of the project and every discipline areas should be considered while executing a project.

Time: – tools and techniques such as Gantt chart, schedulers can be utilized for setting the milestones and accordingly schedules of the activities included in the execution of the project. Expressing a project to be successful can be measured through proper and effective time management.

Scope: – Management of the every activity has been an important factor for the successful delivery of the project that includes “the vision, goals, requirements at a high level, and the specific ‘commercial’ and technical specifications at the lower level.”

Cost: – budget is another concerning objective for project to be successful. Most of the project failures had resulted because of the time lagging factor that had negatively influenced the other project constraints of the project. Both the budget and time should always be kept in the risk assessment.

Risk: – Risk is the tail of any project and considering all the aspects of the negative and positive risk can be the only fact for the delivery of the successful and efficient project execution. Risk assessment should include the aspects of the future considering the past, present, and future expectations and risks should be estimated at the project initiation phase.

Human Resource: – human resources include teams, individuals, and professionals that should be managed during the overall phases within the project. The roles and responsibilities of every individual should be set according to their capability and qualification. Individual contribution of every stakeholder can make a difference in the delivery of project and could take the project in either direction.

Quality: – this includes the management of the set parameters, forms and standards, and ensuring the reliability and user focus of the objectives and goals set for the project execution. A project manager should always execute the activities considering the enhancement in the quality of the project.

Communication: – Communication between the stakeholders is a major factor for a=considering the approval and understanding of the facts from every side of the project. This includes “managing information and messages that need to be imparted to address expectations and reactions from people.”

Procurement: – None of the projects is apart from the risk factors and so is this overseas trip planning. Thus, consideration of the procurement plan should be estimated for the unwanted consequences within the project.

Integration: Coherence, consistency, and coordination of the activities, actions, and documentation should be ensured while delivering the planned objectives of the project.

Change: the project should be acceptable towards the change in the middle of the project execution in manner to enhance the feasibility and quality of the project. “Managing change at two levels: request for change that will impact on parts or the entire sequence and process of the project, and changes that will affect the organization of the agency, such as instituting a new system, or a new unit.”

Acceptance and Issues: – This sector focuses on managing the problems those have been raised by the users while delivering the requirement analysis, evaluation, and project products’ receipt.

Impact x Probability x Detection = Risk Value

The above table explains the priority matrix for the deployment of overseas trip for the employees of the organization in manner to develop a better relationship among them. It is considerable in the project that in manner to enhance the performance of the organization the project will be delivered in a manner that the cost will be acceptable.

Conclusion

Based on the above report it can be concluded that various practical application of the theories related to the project management has been demonstrated in this report that defines that theories can be very effective for managing any project. Risk value has been calculated based on the formula risk value equals multiplication of likelihood, impact, and determination value. AEG can be far more benefitted through the deployment of a successful overseas trip plan, if applied through proper and effective implementation of the project management. Project management is the execution of the activities in proper and managerial way those can be helpful in accomplishing the objectives and goals of the project in proper and effective way. This report presents the relation between the theories and practical aspects of the project. This report presents all the aspects related to the planning and execution of a trip plan for the organization to bring the employees much closer and contributing in the enhancement of the teamwork spirit.

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