Stakeholder Analysis
A project manager is mandated with the responsibility of overseeing the successful completion of a project. In this, he/she is supposed to ensure that the various project stages and milestones are achieved within the desired timeline and within the specified budget. However, this is no easy fete considering the numerous challenges likely to face any project. Some of the factors may be natural while others may be man-made. Examples of challenges likely to face projects include a shortage of labor and capital, natural factors such as rain in construction projects, government restrictions among others. Therefore, the successful completion of projects requires the application of numerous tools and methodologies.
Project management tools and methodologies assist the project manager to navigate through the daily routines and as such, enhance or lower the confidence that the stakeholders and the project board have on him/her. Different stakeholders have different expectations on the project but it is the vested interest that ensures that they observe the progress of the project (Eskerod & Jepsen, 2013). Project stakeholders vary from government entities to individuals as well as the customers. Therefore, the methodology employed by the project manager is vital in relation to the stakeholders.
Project methodology is defined as the guiding principle of how the project tasks are executed and are meant to assist the project manager to navigate through the daily activities and tasks (Muslihat, 2017). It is particularly important because it determines the orientation of the project manager with the stakeholders. However, the methodology employed has to be on par with stakeholder analysis. There are different levels of stakeholders and as such, there is a difference between the levels of influence that these categories of stakeholders can directly influence the decision-making process of the project. As such, it may be important for the project manager to determine the levels since some have higher degrees and may be instrumental in determining the best course of action for a project. In this, they may approve the project plans or, in some instances, may disapprove these plans.
Methodologies employed need to consider the expectation whereby successful ones either meet or exceed these expectations (Guo, 2012). In this, there are a number of techniques that may be employed by the project manager in order to determine the best course of action and the methodology that may be employed in order to ensure that most of the expectations are met. Some of the techniques employed in stakeholder analysis include the power in comparison to the interest analysis, the influence versus the impact grid, the power and influence grid, the importance and influence grid and the salience model (Eskerod & Huemann, 2013). All these are very useful in determining the different levels of influence that all the stakeholders have on the general welfare of the project and as such, determine the best project management model to be used.
Project Management Methodologies
After determining the level of engagement required, it is important for the project manager to determine the methodology that may be employed so that the different expectation and interest levels are satisfied or exceeded. There are a number of project management methodologies that may be employed by the project manager in order to achieve others. Therefore, it is important for the project manager to determine the project requirements as well as the stakeholder expectations prior to selecting a project management methodology. Some of the project management methodologies include scrum, agile, waterfall, critical path among others (Aston, 2017).
To begin with, the most commonly used project management methodology is the waterfall model. The advantage of its usage is the fact that it is simple to use and basically involves the assignment of tasks in a sequential order. In this, the first tasks need to be completed prior to the initiation of the other tasks. It is a very straightforward method that can be easily implemented by most project managers. Furthermore, the project teams understand the requirements of the model very easily and therefore there is a reduction in the communication required between the managers and the project teams. However, the model has been found to be very useful in the construction and software industries. The major limitation of the methodology is the fact that it is very rigid and therefore cannot cope with changes that may arise in the project.
The second methodology is the critical path method. It compares to the waterfall model in the sense that it follows a sequential order. However, the major difference arises from the need to complete certain tasks prior to the beginning of others. Tasks that cannot begin prior to others are the major highlights in this project management methodology (Filwv, 2017). The project manager is mandated with the responsibility of highlighting tasks that depend on others and this forms the blueprint from where the project teams work f. The critical path is the path that is formed by these dependent tasks and therefore, the project manager can allocate resources and time to the completion of these tasks reducing time as well as resources wastage.
The third methodology is the critical chain project management methodology that is generally an extension of the critical path methodology. However, the methodology is focused on the resources rather than the tasks. Critical resources are ordered in due time reducing the wastage of resources, time and money. The buffer time may increase the time requirements but may reduce the resource cost allocation.
Waterfall Model
The agile methodology is focused on the satisfaction of the consumers and considers the relationship between the project team and the aforementioned group. The methodology is very flexible and considers change throughout the project life which ensures that the products delivered are very satisfactory. Initially created by software developers, various project management methodologies such as Scrum, Kanban, and extreme programming can trace their roots to the agile methodology (Cohen, 2017). Regardless, the methodology is suitable for project managers who aim at constantly producing commodities with the underlying factor the project priorities. Moreover, the project manager tracks the progress of each team and observes the details of each deliverable enhancing the confidence as well as the motivation levels.
The above stated are some of the most commonly used methodologies that a project manager may employ to ensure that he/she exceeds or attains the requirements of the stakeholders. However, there are certain methodologies that are hybrids and may be used in a number of projects. Other project management methodologies include prince2, six sigma, and outcome mapping among others.
As outlined in the introduction section, projects have fixed timelines as well as resources. It is, however, the responsibility of the project manager to ensure that the timeline, as well as the resources, are achieved in a timely manner. Some scholars have compared projects without methodologies to journeys with no maps. Therefore, the major advantage of a project management methodology is to ensure that there is continuous monitoring, effective communication, and project risks management among others (Buehring, 2018). All this will depend on the type of methodology employed by the project manager and as such, the benchmark from where the project team will work from.
To begin with, projects adopt project management methodologies in order to ensure that there is effective planning as well as control. Projects are usually very unpredictable and the chances of failure may be more if there is no proper guideline throughout the project life. Therefore, adoption of a proper guideline throughout the project life is meant to increase the chances of effectively managing the time, resource, the scope, the cost among others. All this is because the methodologies have been tested over time and have proven reliable in project management (Muslihat, 2017). Therefore, adopting a project management methodology will ensure that the project manager plans the project in an effective manner and in turn ensure that the teams work effectively towards the project goals.
Critical Path Method
Secondly, adopting a structured approach to the management of projects ensures that there is effective decision making throughout the project lifecycle (Alexander, 2017). The various methodologies outline the roles of different players in the project and as such, increase the accountability levels as well as reduces confusion. Furthermore, the project manager will be well aware of the different roles that should be assigned to the different members of the project team and this saves on the time as well as the resources that are used throughout the project life.
Thirdly, projects adopt a project management methodology in order to ensure that the scope of the project is adequately covered and controlled. The timeline, as well as scope management, is one of the most important determinants of project success or failure. Therefore, project management methodologies define the scope of projects and therefore reduces the time delays as well as ensures that the cost of the project is within the estimated budget.
The fourth reason why projects may decide to follow a structured approach is to ensure that there are better problem solving and risk management strategies that are in place. Project management methodologies provide an indication of the risks likely to be faced throughout the project life and therefore ensure that the project manager can anticipate this risks in a proper and timely manner. Moreover, the communication levels within the organization will be enhanced and this will reduce the surprise effect that comes with project risks. An increase in the risk awareness within a project reduces the delays likely to be encountered and also increases the resource as well as the cost management throughout the project life.
Thirdly, project management methodologies ensure that the client is well aware of what is expected of the project. The project deliverables may not be achieved and this needs to be communicated to the client as well as the team members. However, it is important that the client also knows what the project entails and this can only be achieved if there are proper communication and agreement between the project team and the client. Methodologies provide a blueprint of what changes are likely to be encountered throughout the project life and therefore ensure that the client is well aware of the final project outcome. Furthermore, the methodology also ensures that there is an agreement between the teams and the client on what should be delivered.
Critical Chain Project Management Methodology
Finally, organizations may adopt project management methodologies in order to ensure that the project team is motivated and happy. Project management methodologies provide a benchmark from where the project team may work from and this reduces the chances of surprise and risks throughout the project life. This, in turn, ensures that the team is motivated since the expectations are clearly outlined
The application of a methodology depends on the type of project as well as the strategy to be employed. Some methodologies may be very flexible while others are rigid. It is up to the project manager to decide on the type of methodology to be employed and this should be properly communicated to the team as well as the stakeholders. A project such as software development may require a more flexible approach because of the various changes likely to be encountered throughout the project life. The adoption of the methodology will ensure that the project teams are well managed, the costs are well managed, the client knows what to expect from others.
The methodologies employed by the project manager have a direct impact on the stakeholders and the project team. However, stakeholders are very instrumental in project progress and may decide the best course of action as well as the fate of the project manager. Therefore, the project manager should adopt a methodology that has a direct positive effect on the stakeholders (Aaltonen, 2011). Some of the effects of the methodologies upon stakeholders include increased accountability, increased cost allocation, and risk management among others.
To begin with, project management methodologies increase the accountability levels of the stakeholders. The methodology employed clearly outlines the roadmap to be followed for the success of the project and therefore outlines the possible risks, timelines, resources requirements etc. throughout the project life. The methodology, therefore, acts as a benchmark from where the project manager can table his decisions and arguments to the stakeholders. This may have the effect of increasing the communication levels between the stakeholders and the project manager which will, in turn, increase the accountability levels.
Secondly, project management methodologies increase the engagement levels between the stakeholders, the project team and the project manager. In this regard, it is imperative to understand that project management methodologies clearly outline the communication levels to be maintained between the various teams involved in the project and as such, dictates the engagement levels (Hamid, 2012). Project managers need to frequently update the stakeholders on the project progress and this will increase the interest levels as well as the engagement in the project. Furthermore, the methodologies ensure that the stakeholders are well aware of the project risks and this will have the effect of increasing awareness as well as engagement throughout the project life.
Agile Methodology
Finally, project management methodologies provide a benchmark from where the stakeholders will work on the deliverables. However, this is very useful to the consumers since the methodology outline the deliverables and the time frame required. Moreover, this group of stakeholders will work on these delivered, therefore, there will be a reduction in conflict between the project team, the stakeholders, and the project manager.
Stakeholder management is an important aspect of project management and should be in line with the methodology employed. Methodologies clearly outline the project plans, the deliverable, the time frame and the stakeholder responsibilities and in turn, provides a platform for project success. Stakeholders have various project responsibilities, various interest levels and requirements among others. All this is dictated by the methodology employed and therefore has a direct impact on the stakeholders.
The needs of an organization dictate the type of methodology to be employed. Some organizations may choose flexible methodologies while others prefer a more rigid approach to management. Regardless, there are a number of factors that underline the requirements of a methodology for effective and proper project management.
To begin with, a project methodology has to be well conversant with the project scope. Project scope clearly outlines the work to be done and therefore provides a blueprint for where the project manager can work (Development bureau works branch, 2010). Moreover, the methodology will indicate the project boundaries and the various tasks required for the eventual success of the project.
Secondly, the methodology has to clearly outline the responsibilities of the various project members (Project management Institute, 2013). The methodology has to indicate the various allotments throughout the project and as such will prevent confusion as well as delays. The responsibilities of the project team, the stakeholders, and the project manager will have to be clearly indicated throughout the life of the project and will provide a benchmark from where changes in the project structure may be implemented.
Finally, the project methodology ha to provide a clear indication of the interaction between the various project teams and stakeholders. Interactions provide a benchmark from where the project deliverables and success may be achieved. Furthermore, this increases the efficiency of communication strategies that may be employed by the organization. Increase in the communication levels means that there is a decrease in the delay time and an increase in the efficiency of the work.
Project management methodologies employed by an organization have the effect of improving the use of resources as well as the time usage. However, organizations have to ensure that the methodology employed are tailored to the specific needs of the project. The methodology has to consider the stakeholders, the project team, and the project manager. The project scope, the relationship between the stakeholders as well as an indication of the responsibilities provide a platform from where different projects objectives and deliverables may be achieved.
Hybrid Methodologies
Conclusion
Projects are activities that are intended to produce new commodities and as such, have different requirements as well as outcomes. Faced with this uncertainty, project managers need to ensure that there is very minimal chance of failure as this may lead to the resource as well as time wastage. Project management methodologies have been designed and structured so that they may act as the guiding principles to the project managers which in turn may mean an increase in the chances of success.
Methodologies employed have to be tailored to the project requirements as well as the stakeholders’ expectations. Not all methodologies may be employed successfully to a one particular projects. Some of these methodologies are very rigid while others are flexible and as such, the project manager needs to be sure of the project specifications as well as the requirements of the methodology
Finally, proper use of a methodology has the effect of increasing the stakeholder engagement levels, risk management levels, proper planning among others. They are therefore very important tools that help the project manager to successfully navigate through the project life. Proper methodology selection increases the chances of project success while improper selection increases the chances of failure.
References
Aaltonen, k. (2011). Project stakeholder analysis as an environmenatl interpretation process. International journal of project management.
Alexander, M. (2017, july 20). How to pick the best project management methodology for success. Retrieved from https://www.cio.com/article/2950579/methodology-frameworks/how-to-pick-a-project-management-methodology.html
Aston , b. (2017, 02 03). 9 Project Management Methodologies Made Simple. Retrieved from https://thedigitalprojectmanager.com/project-management-methodologies-made-simple/
Buehring, S. (2018, may 31). The benefits of adopting a structured project management method. Retrieved from https://www.knowledgetrain.co.uk/resources/practice/adopting-a-project-management-method
Cohen, E. (2017, September 25). Project Management Methodologies: Everything You Need to Know. Retrieved from https://www.workamajig.com/blog/project-management-methodologies
Development bureau works branch. (2010). Project Administration Handbook for Civil Engineering Works .
Eskerod, P., & Huemann, m. (2013). Sustainable development and project stakeholder management:What standards say. Internationa;l journal of management.
Eskerod, P., & Jepsen, A. L. (2013). project stakeholder management.
Filwv, A. (2017). Critical path method in project maanagement is as eqasy as 1,2,3. Retrieved 11 30, 2017, from www.wrike.com/blog/critical-path-is-as-easy-as-123/
Guo, P. (2012, 11 22). 4 Big Benefits of Using a Project Management Methodology. Retrieved from https://www.mnp.ca/en/posts/4-big-benefits-of-using-a-project-management-methodology
hamid, A. (2012). Critical features for project stakeholder management: a systematic literature review. international journal of applied systematic studies.
Jepsen, A. L., & Eskerod, P. (2009). Stakeholde analysis in projects:Challenges using current guidelines in the real world. International journal of project management.
Muslihat, D. (2017, Mar 9). 7 popular project management methodologies and what they’re best suited for. Retrieved from https://blog.zenkit.com/7-popular-project-management-methodologies-and-what-theyre-best-suited-for-8f2c790267f6
Project management Institute. (2013). A guide to the project management body of knowledge(PMBOK giuide).
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