Project Management: Leadership, Management, Entrepreneurship

I. Planning a Project
Definition

Project planning- also known as a project management planning involved a process of establishing the
scope defining the objective and the necessary key blocks that are required to achieve them.

You can present Project Planning in two (2) forms:

1. Prose Form
2. Chart Form

So, you can show and explain the outline of process to your team to ensure the success of the project
within the allotted timeframe and to avoid deadline.

Importance of Project Planning:

• Understanding the scope and value of a project plan involving: the project goals, costs, and
deadlines.
• Exchange ideas and discuss concerns or issues with your team, client and/or organizations’
interest in a transparent manner (such as: Budget, Sponsor, Needs, and Expectations.)
• Boosts work relations.
• To avoid conflict and confusion that can affect the operations of the project, including the
policies which needs to be consider who might be affected positively and negatively by the
organization’s action.
• Strategic planning to ensure that it is conducted seamlessly and efficiently.
• Indemnify client’s possible benefit or losses.
•

Manager’s duties and responsibilities:

• Ensuring that the specified deliverables and roles can be done within the given timeframe.
• Educate or direct your team and the clients about the logistic viability of the project.
• Unbiased opinion against a certain client or organization.
• Do necessary research related to your project.
• Set a milestone to keep track of your team’s progress and ensure to complete the tasks on
time.
• To get the approval of every person involved in the project.
• Prioritize the urgent goals and important factors for the project’s overall operations. (Ranking
system)
• Outsourcing, identify issues, and complete risk assessment to understand the potential impact
which is critical for the business processes and finding ways to minimize or control the impact.
Ergo, helping the business to recover the loss. (Natural and Man-made disaster)
• Analyze and prepare a countermeasure to avoid future incident that might occur and the
consequences it will have on the business.
II. Monitoring, Controlling, Executing and Project Changes
Definition

Monitoring and Controlling a Project – is a process of keeping track, reviewing as well as reporting
progress with a view to meeting the defined performance objectives as laid out in the project
management plan.

Monitoring – is a process performed in full during the project life it involves collecting measuring and
cross distribution of performance information.

It involves:

• Day to day monitoring and allows the project manager and team to have an insight about the
status of the project.
• Pre-planning
• Determining the appropriate and making a preventive action

Project process - is concerned with contrasting project execution against the project administration
design execution to decide if any restorative or preventive activities are demonstrated afterwards.

Prescribing to do these activities is vital to distinguish injuries and breaking down as well as monitoring
existing project risks to ensure its recognized and there are precautions to be taken. Their status is
accounted for and that finding risk reaction design are keeping up a precise database. (Products,
documents.)

Data Monitoring – is a fusion of a forum changes as they happen and providing details will be getting
projects, events, and status to program administration.

Project management – involves taking a throughout look at all parts of the project. Project management
plan is based on what has been outlined by the project team and client.

Schedule forecast – which is derived by considering the progress against schedule baseline as well as
time estimate to be completed.

Cost forecast – is gotten from progress versus cost baseline coupled up with computed estimates
complete.

Validated Changes – is required in control process of approved changes resulting to an integrated

change control process. These ensure that change is implemented in the right way. Project Performance
Information refers to the performance data collected in the various processes. Project control is referred
to as project performance information it is analyzed contextually and integrated with regards to
relationship across areas.
Enterprise Environmental factors – are related to the business macro and micro environments, it
includes but not limited to government regulations, stake holder.

Analytical Techniques – which refers to the relationships of various variables in project management are
used forecast the “would-be” outcomes based on the variation of a number of factors e.g.,
Environmental Variables.

Executing a project is to provide deliverables and execution part where it happened. Work is monitored
and the result of the feedbacks from the individuals.

A Project Manager monitors and controls the activities of resources and the expenditures required to
build each deliverable

Project execution phase is divided into two (2) stages:

1. Task Performance and Monitoring

2. Control Performance

**Performing the activities needed to meet the project objectives, obtaining and manage quotations,
bids and proposals as needed this includes the following:

1. Managing the Project team and their resources

2. Collecting and Analyzing performance data
3. Generating Project Data for Status reports and forecasts
4. Managing risks
5. Conducting Change Control and Implementing approved changes
6. Establishing and Managing project communication channels
7. Collecting and documenting lessons learned

Over the span of any project, the scope might be modified either because the results of necessary,
differing working conditions, material availableness, contractor-requested changes and impacts from
third parties or the client of the project.

Changes must be documented concisely how it was truly done (Change Management)

Project changes must be confirmed to HRM accessibility to acquire necessary personnel to finish the
project. It is a common obstacle for a Project Manager because PM usually don’t have a direct control
over everybody who is involve and have concern with the project. Project Managers are compelled to
discuss with the client who are in the position to supply the current range of people with the suitable
know-how skills and skills. (Change is constant, it is created because there is progress.)

Changes are result from external influence and as the issues that arises at the intervals of the project
atmosphere.
Five main sources of project change

1. Organizational – Modification to the general scope of the project.

2. Environmental – Changes in legislation, government policies or changes in business strategy.
3. Technical – New technology provides higher resolution compare to its original plan.
4. End-User – Ensuing from changes in client needs. (Results, feedback gained throughout the
review or testing of a product or action)
5. Managing the project team – Refers to any person related to the project that needs to be ready
to raise any concern when needed any time.

The most important input of Management Changes is it must be set up for approval before commencing
the changes. Project execution plays a crucial part because it involves putting a plan in to a physical
product that fits the client’s specification.

Benefits of Monitoring and Controlling a Project:

• Giving your team, client and/or organization an understanding of the state of the project.
• Helps to reveal the advance estimation and anticipating giving gadgets to refresh current cost
and current calendar.
• Able to expect and estimate the prices of the materials, repairs and other costs of the project.
• Reduces the losses and casualties during and after of a project.

III. Cost Management & Reducing Project Cost

Definition

Cost Management – process of planning and controlling the company's budget & expenditures of the
business

Project cost - is affected by numbers such as time, finances, labor, space.

Planning stage of Cost Management

1. Assumption and estimation. (Time, within the budget)

2. Effective utilization of appropriate in-house expenses. (To cut down the expenses, it cost the
project to be delayed and affect the quality of a project)
3. Effective Labor Management and Human Resource (Conduct constant audit of working hours,
hiring experts for a job)
4. Performing audit constantly (You would know where the project is in terms with the budget and
work schedule to ensure the timeline are met to complete a specific task.
5. Price Control and handling your suppliers (Making sure that you are getting the value of your
money)
Five ways to reduce the production costs

1. Identify the correct areas to save on

2. Make a list of areas that can withstand a budget cut and still run smoothly
3. Scale down on dependencies in the project; this will help make an optimal use of resources.
4. Create a standalone plan for each phase of the project and by doing so you assess and control
risk at each level. (Use Project Management Software)
5. Develop an action plan (To identify the areas you want to cut the costs)

IV. Manage High Potential People & Trust-Building Communication Strategies

High potential people (HPP) – are those employees within an organization that are more talented than
others. They are normally easy to identify as they tend to stick out with their exemplary work within a
short period of getting the job done.

**How to spot them?

1. Aspiration
2. High commitment with their work
3. Ambition and Desire
4. High potential for growth

**How to ensure a higher retention rate of HPP?

1. Provide challenging opportunities in a safe environment.

2. Create a deal for HPP with a variety of opportunities, benefits, and commitments.
3. Communication Strategies which aim at building trust between HPP and leaders within an
organization.
4. Be transparent and should conduct all meetings in an open manner.
5. Take time to build trust with HPP.

V. Technology and Innovation

Technology in business – is a growing necessity; the two are inseparable because business world is
leaning more and more towards technology.

Communication is the key when it comes to business and technology has ease the ability of businesses
to communicate with customers.

Technology allows business information to be shared quickly and with fewer resources, thus, marketing
can be accomplished by placing an advertisement that reach millions of users on the internet or through
social media platforms such as Facebook, Twitter, Instagram etc. Technology has made business more
secure since businesses today are subject to face security threats and plagiarism.

Researching new opportunities in business enables entrepreneurs to always stay ahead of the
competition.
Business innovation – is the process of introducing new ideas, methodologies, service or products into
your business or improving existing services, it may not necessarily mean inventing something new, it
also means changing your business model and adapting to the new environment to ensure continuous
improvement in proving better products and services.

Conducting an analysis of the trends in the market environment to improve products and services both
internally and externally. Be open to new ideas and adaptive to change

Innovation also creates a competitive advantage for organizations against other companies with a
similar product. The differentiating thing can be packaging or what is contained in an actual product and
based on how innovative a company was then the bigger the competitive advantage.

VI. Culture and Vision

Culture in business or company - refers to the environment in which your employees work including a
number of elements such as value, ethics, company's mission, work environment, goals and
expectations.

Few things when creating a good culture:

1. Make it personal (extension of your own consistent beliefs,goals,values and mission)

2. Make the people the first priority

The way you treat your employees trickles down into customer service since good relationship between
employees and your customers builds the company’s culture.

The values of the company should be practiced on a daily basis by the right people.

Vision, on the other hand, is a bigger picture of where the company is heading to. (Purpose of the
organization and its employees that works and take action in order to achieve it.) It is also the basic
foundation of a good culture in a company. E.g., Offering what’s best for their customer.

VII. Roles and Responsibilities

Each individual, therefore, has roles to play and is assigned responsibilities in which he or she has to
carry out in order to ensure that the goals of the organization are met.

The Project manager therefore, outlines who will be where doing what, at what time and at the same
time goes for the available resources.

They should also be great at communicating and ensuring that the information is received by all the
parties that are involved.

According to law it is the greatest responsibility of an employer for health and safety management is to
provide a safe, healthy and enabling working environment for its workers.

The main role of the directors – in an organization is to develop long term goals of an organization.

Employees have a great role in an organization as they are also responsible for their own well-being,
and their colleagues despite being protected by their employers.
VIII. Motivation, Targets, Goals and Objectives for your team members
Definition
Motivation – It is a drive that directs behavior towards some end. Motivation involves goals that provide
drive for direction to action.

Physical activity entails effort, persistence and other overt actions.

Mental activity includes such cognitive actions as planning, rehearsing, organizing, monitoring, making
decisions, solving problems, and assessing progress.

It involves commitment and making the first step.

This helps the managers when designing or giving activities for a certain task if done successfully then
the project will be completed by the set deadline. Motivation also helps managers to know how to
approach issues, to avoid disagreements within the work place which may end up in demonstration of
workers.

Targets, on the other hand, are steps that are set and which are geared towards achieving larger goal.

Short term target usually takes a few weeks or months.

Targets are important because they set realistic expectation for the team or subgroups within an
organization.

If the employees have unrealistic expectations of the time, it will take them to perform a task or master
a skill. They may get discouraged or frustrated when it takes longer or requires more effort.

Goals are written parts of a long-term vision detailing what results your company aims to accomplish
and by what deadline. Goals are general in nature and have a wide scope.

Goals leads to personal and team development which leads to the success of an organization thorugh
the completion of its projects.

Good goals should follow the SMART Model which stands for:

S – Specific

M – Measurable

A – Achievable

R – Realistic

T – Time

Objectives are the result or achievement toward which effort is directed or aimed with the key
distinguishing factor between goals and objectives. The objectives need to be clearly defined
measurable targets.
IX. Delegation and Assigning Tasks
Definition
Delegation of Task – is an essential management skill. It involves assessing various tasks for your
employees. Making sure that the person on the assigned task is capable of performing based on
expectations. When choosing who to delegate the task, consider the knowledge, skills and attitude of
the individual, if he possesses these elements then she/he is fit for the task. Moreover, choose an
individual who is independent and his goals and interests are aligned with the work proposed. The rule
for delegation of tasks is so simple, it states that the task should be specific, measurable, agreed,
realistic, time bound, ethical and recorded.

Respect and Trust also plays a huge role in delegation, in terms of employer-employee relationship.
Learn to trust the team to execute the delegated tasks on their terms. This will enable the individuals to
tackle the work without any fear.

Managers should remember to confirm with their team that indeed the tasks that have been assigned to
them are clear, and that they have to understand what is expected from them. When assigning tasks,
the manager should consider a person that has a specialization with the project you and your team are
currently working on. Also, give your team time to work and avoid micromanaging as it will only lead
to stress and burnout. Instead, work on with the various heads within the organization. Ask for opinion,
suggestion or overview from them.

Focus on the end results rather than the procedures, allow an individual to approach the tasks with
his/her on method as long as he/she will achieve the goal. By doing so, it will build self-confidence,
efficiency and growth.

Delegation is an important step that all managers have to adhere

X. Maximizing Your Personal Productivity

Productivity – is a key ingredient in personal success both in private and business lifestyle.

To increase productivity, you have to keep everyone informed of what you are doing in advance.
Interruptions are the killers of productivity

To avoid interruptions, do the following:

1. Inform your team, client, friends and/or family that you are working.
2. Send them a short email or message that you are unavailable at a specific time.
3. Always put your mobile phone in “Silent Mode”

Make a decision on how long you will be working and create a system that works for you.. This will help
you focus and decide for a short-term goal that needs to be accomplished on a daily basis.
It is important to remember:

• Avoid temptations to distractions by all means

• Maximize on what you do best
• Avoid Multitasking
• Take short regular breaks

XI. Develop your Leadership Skills, Coaching and Communication Skills

“Not everyone can be a Leader and there are people who are born to be a Leader.”

Definition

Leader – It is important to take note that Leaders are influencers; they transfer knowledge to junior
through coaching.

• A Manager, hence, has to put up a similar front and ensure that no matter how different people
they work with in a workplace; they are all committed to achieve one common goal which is the
success of the company by acting as one.
• A Manager must have a great interpersonal skill
• A manager should be focused on outcomes and ensure that all the people in the workplace work
towards the company’s goal.

The Coaches must know and consider where, when, and how communication will be delivered.

Communication – should be Clear, Concise, Correct, Complete, and Constructive. (5Cs)

XII. How to Perform meaningful Interviews with Potential Hires

Every employer has the desire to hire the best employees who will work passionately and for the best
interest of their company.

Definition

Job Interview – is an activity of asking a person question to see whether they are fit for a job. It is also a
conversation between the interviewer and interviewee.

Companies and Organizations do this in order to filter the best potential employees to hire.

There are two (2) types of interviews:

1. Telephone Pre-screen Interview

2. One on One Interview

Most common approaches during an interview:

• Behavioral Competency based

• Situational based
It helps the Interviewer to select the best people since it collects useful information such as past
experiences, achievements, and research works. Since the applicant cannot put all of the details on
his/her resume or cover letter, this will allow the interviewer to collect further information such as
social behavior and personality type.

**During the interview the jobseeker has already decided whether they want to work with you or not.
Ask behavioral questions, start with a small talk, ask simple questions until the interviewee is relaxed.
By doing this, it will help you understand the behavior of the person you are interviewing regarding with
a specific situation. Questions should always be an open-ended question to allow the interviewee to
express themselves.

** When conducting an interview, you should know what you are after, be it the qualifications or
qualities you are looking for a candidate.

** Observe the body language, eye contact, confidence levels of the interviewee, connect the answers
with the body language.

** During the interview, you should also take notes and avoid talking too much as the focus should be
on the interviewee.

** After an interview always remember to follow up as it provides closure for those who do not make it
through.

XIII. Giving Feedback & Receiving Feedback

Definition

Feedback – is an objective message about behavior or an activity, recognizing and reinforcing something
well done or offering suggestions about how to do something better or improve on something in the
future if the activity wasn’t done adequately. Effective feedback ensures that communication flows
smoothly. Along with all lines without causing confusion or offending the receiving end. Feedback
should be based on facts of the objective and it should be done in a positive manner.

**How to give proper feedback?

1. Behavior is the key and not the personality

2. Feedback only calls for you to comment about the behavior, hence, personalities and how
intelligent an individual is should be left out. (No Ad Hominem)
3. Effect of feedback on the behavior of a person should be described.
4. Present feedback in a specific and outright way as possible.
5. Feedback should be timely to serve its purpose.
6. When giving feedback you should consider the bigger picture.
7. Pick your moment
8. Receiving Feedback
9. Being open to feedback.
XIV. Strategic Planning
Definition

Strategic planning - is a process in which organizational leaders determine their vision for the
future as well as identify their goals and objectives for the organization. The process also
includes establishing the sequence in which those goals should fall so that the organization is
enabled to reach its stated vision.
Planning – is about identifying the goals set and coming up with the appropriate ways to fulfill
the objectives that is coming up with a plan which is closely monitored to help reduce the
chances of wondering out of the objectives.
PEST Analysis (Political, Economic, Social and Technological) - is a management method
whereby an organization can assess major external factors that influence its operation in order
to become more competitive in the market.
Political – Global Influences, Potential changes to Legislation, Stability of Government

Economic – Economic Growth, Employment Rates, Inflation Rates, Monetary Policy

Social – Income distribution, Demographic Influences, Lifestyle Factors

Technological – International Influences, Changes in Information Technology, Take-up rates

PEST Analysis (Political, Economic, Social and Technological, Legal, Environmental)

Political – Global Influences, Potential changes to Legislation, Stability of Government

Economic – Economic Growth, Employment Rates, Inflation Rates, Monetary Policy

Social – Income distribution, Demographic Influences, Lifestyle Factors

Technological – International Influences, Changes in Information Technology, Take-up rates

Legal – Tax Policies, Employment Laws, Industry Regulations, Health and Safety Regulations

Environmental – Regulations and Restrictions, Customer Attitudes

Scenario Planning – is making assumptions on what the future is going to be and how your
business environment will change overtime in light of that future. More precisely, Scenario
planning is identifying a specific set of uncertainties, different “realities” of what might happen
in the future of your business.
Eight (8) steps in the scenario planning process:
1. Identify the key issue or question.
2. Brainstorm business factors that could affect the key issue.
3. Outline external forces that will impact the issue.
4. Create your list of critical uncertainties.
5. Narrow down the possible futures.
6. Tell the full story of each chosen scenario.
7. Look for option that make sense in every potential scenario
8. Define your early indicators

Responsive evaluation considers and identify the outcomes of the previous set of objectives and goals.

Strategic planning involves defining a company’s or organization’s mission which is important because it
directs the actions of the management and employees in alignment with the specified goals.

Three (3) Pitfalls to watch out for:

1. Poorly defined project scope or goals

2. Unclear roles and responsibilities
3. Inadequate resources

Strategic Planning may include analyzing both the internal and external factors that may affect the
organization and then coming up with the appropriate plans of acquiring energy and the resources
needed to achieve the goals. Always evaluate the entire process of your plan and strategies.

XV. Startup Issues

It is very important for a business founder to be able to identify what makes them unique.

Startup Issues may occur due to the following:

1. Lack of Market or Advertising

2. Lack of Resources of the Company or Funds of the Consumer
3. Weak Team
4. Poor Marketing may also cause a business to fail
5. Not pricing your products or services the right way may also lead to business failure
6. There are also challenges in expanding the business
XVI. Resource Management
Definition
Resource Management – is about using the company’s resources properly and these resources may
include financial, human resources, inventory, production costs and technology.

Human Resources Management (HRM) – which deals with the organization’s structure such as the
hierarchy of the organization starting from who leads the organization to the support staff.

HRM – also deals with recruitment, training, benefits, staff job performance reviews, and compliance of
safety and standard keys subgroups of resource management.

Management – includes financial management that deals with assets and liabilities, infrastructure
management which deals with the operation and maintenance of structures and inventory
management which deals with the control and optimization of the company/organization’s inventory.
Transparency in Resource Management promotes trust.

Resources must be utilized to reach the maximum capacity at a minimum amount of costs and effort in
order to ensure the organization/company’s success. It is also important to allocate tasks to the
available resources in a fair and balanced manner to orderly achieve the process.

Effective Resource Management includes knowing the exact demand of the resources like the raw
materials for the operation, the availability of the resources and how the resources will fit into the
demand. This will help the company or the organization come up with objective or goals that are
realistic and attainable.

Resource leveling – is a technique that is vital and it aims at ensuring that the resources at hand are
adequate to continue with the daily operations and it also seeks to ensure that the distribution of
resources within an organization are done fairly without any discrimination. It also reduces excess
inventories and shortages in the company resources and that are at hand and fully used which is
important for running a business to avoid losses. It helps to maintain the effectiveness and appropriate
use of resources, reduces the chances of having an overstock or understocked materials.

It also improves the administration functions in an organization.

XVII. Corporate Responsibility

Definition
Corporate Social Responsibility - also known as CSR, is the concept that a business has a
responsibility to do good. CSR means that a company should self-regulate its actions and be
socially accountable to its customers, stakeholders, and the world at large. It involves being
consistent with ethical principles such as honesty, integrity, and respect for others.
CSR is more than just donating money or printing double-sided to save trees, it’s about
contributing to the health and welfare of the society, operating transparency and ethically.

Companies or Organizations can also organize volunteering activities that can be used to
benefit the society. (Giving back to the community)
Benefits of CSR
CSR can be beneficial to a company in two (2) ways:
1. Improves brand image. When customers or clients see evidence of social responsibility, they
tend to respond positively. It is generally good to be viewed as a good company.
2. Improves employee morale. Morale tends to be sustainable higher at companies that invest
clear effort and resources into ethical and socially responsible behavior.
3. It promotes employee engagement
4. Create customer loyalty
5. It attracts investors
6. It can also lead to cost saving making sure that expenses are reduced

Positive social responsibility improves a company/organization’s image in the society and their
relationship with their consumers, hence, it is very important for them to make sure that their efforts are
known by the public. It also contributes to the employee’s personal and professional growth by giving
back to the community and having a positive impact on the society.

Corporate Responsibility separates you from your competitors and promotes your brand, mainly
because various companies chose to engage in various projects within the community. If it is done
successfully, this will help the company grow and be known.

XVIII. Common Management Challenges

Definition

Common Management Challenges – refer to the concerns that are faced by various managers
of different organizations or companies that may affect the entire operations of the
organizations.
Here are the twelve (12) common management challenges:
1. Decreased performance levels
2. Being understaffed
3. Lack of communication
4. Poor teamwork
5. Pressure to perform
6. Absence of structure
7. Time management
8. Inadequate support
9. Skepticism
10. Difficult employees
11. Transition from coworker to manager
12. Weak workplace culture
Conflicts in the workplace are also a great challenge that is faced by the managers, it takes various of
forms like personality clashes, trust issues, and even similarity in worker duties that they are not certain
about who is supposed to carry out some duties, responsibilities or functions. A manager should be able
to resolve such problems effectively, he should listen to both sides to avoid being biased.

** Another problem a manager needs to face is rewarding talented employees because it is either they
want to be promoted to a higher position or a pay raise. Managers are not in the position to decide or
offer of a such. Unable to resolve a problem like this may result of the employee leaving the company or
organization to seek better compensation from other competitors.

A manager can also be faced with the problem of lack of stakeholders' engagement, managers can avoid
this problem by holding seminars and workshops to ensure that everyone in the company/organization
is working together. Lastly, Managers must balance meeting goals, managing workloads and motivating
employees.

Notes organized by JHKG.