Project Management & Team Organizations

1. Project Management & Team Organizations • Communication in Organizations • Prof. Dr. Jürgen Beneke • SoSe 2003 • Referentinnen: • Valentina Tolmacheva • Jana Kaiser Communication in Organisations : Project Management and Team Organizations

2. Structure • Definition: Project & Project Management • Four Principles of Project Organization • Definition: Groups & Teams • Five Stages of Group Development • Team Characteristics & Collective Performance Communication in Organisations : Project Management and Team Organizations

3. ... Structure • Forms of Organization • Types of Teams • Project Dimensions: • Planning, Life Cycle, Control, Success • Team Effectiveness Communication in Organisations : Project Management and Team Organizations

4. What is a Project? - Unique - Complex - Limited time - Specific goal - Importance - Risk • -Limited resources • - Innovation Communication in Organisations : Project Management and Team Organizations

5. What is Project Management? • The totality of executive functions, -organisations, • Techniques and methods to handle a project. Are innovations managable…?! PM bridges the gap: new ideas  structured action creativity  discipline Communication in Organisations : Project Management and Team Organizations

6. The Four Principles of Project Organization • Client • Clear goal • Project team • Team leader Communication in Organisations : Project Management and Team Organizations

7. The Client • Order • Need for information • Financing • Set up of priorities • Highest decision authority Communication in Organisations : Project Management and Team Organizations

8. The project goal • Correspondence to superior aims of the organization • Adjustment in case of changing basic objectives Communication in Organisations : Project Management and Team Organizations

9. The project team • Representatives of all relevant departments • Functions aimed at the project goal • Temporary unit • Formed for project purpose Communication in Organisations : Project Management and Team Organizations

10. The team leader • Authority transferred by the client • Responisibility for project tasks and outcomes Communication in Organisations : Project Management and Team Organizations

11. Groups and Teams • Psychological group refers to people who relate to each other in a meaningful fashion and who strive to achieve mutual goals • Aggregate refers to a collection of unrelated people who happen to be in close physical proximity for a short period of time Communication in Organisations : Project Management and Team Organizations

12. Varieties of groups in organizations Communication in Organisations : Project Management and Team Organizations

13. Six differences between a team and a group • Size • Selection • Leadership • Perception • Style • Spirit Communication in Organisations : Project Management and Team Organizations

14. ...team&group Communication in Organisations : Project Management and Team Organizations

15. Five stages of group development • Forming  immature group • Storming  fractional group • Norming  sharing group • Performing  effective team • Adjourning  disbanding group • A team is a group that has succesfully arrived at the performing stage Communication in Organisations : Project Management and Team Organizations

16. Communication in Organisations : Project Management and Team Organizations

17. Characteristics of a team • Small number • Complementary skills • Truly meaningful purpose • Collective product • Clear working approach • Sense of mutual accountability Communication in Organisations : Project Management and Team Organizations

18. Collective Performance • Working groups • Pseudo-teams • Potential teams Communication in Organisations : Project Management and Team Organizations

19. Forms of Organization • Pure Functional Organization • Pure Project Organization • Matrix Organization Communication in Organisations : Project Management and Team Organizations

20. Pure Functional Organization • Project group: no separate functional entity • Group leader: no decision comptence no responsibility supervision of project progress Communication in Organisations : Project Management and Team Organizations

21. Advantages of Functional Organization: • Minimal organizational expenditure • Flexibility in the use of staff • Experts work simultaneously for different projects  share of knowledge Communication in Organisations : Project Management and Team Organizations

22. Disadvantages of Functional Organization : • Focus on particular activities • Lack of cooperation  Neglection of client‘s requirements • Team members lack feeling of responsibility, motivation  slow progress, low efforts Communication in Organisations : Project Management and Team Organizations

23.  • Functional organisation is only suitable for: • strategically less important projects • with low innovation potential Communication in Organisations : Project Management and Team Organizations

24. Pure Project Organization • The project is separated from the parent organization. • Project group: • independent unit, limited existence • Group leader: • full authority and responsiblity Communication in Organisations : Project Management and Team Organizations

25. Advantages of Project Organization: • Short communication lines • High level of commitment • Strong and separate project identity • Adequate responses to client‘s needs Communication in Organisations : Project Management and Team Organizations

26. Disadvantages of Project Organization: • Lack of reference to a holistic strategy •  inconsistency of carrying out policies, procedures • Worries about „life after the project“ Communication in Organisations : Project Management and Team Organizations

27. The Matrix Organization • „...a network of intersections between a project team and the functional elements of an organization“ • ( Cleland, King 1983 ) Communication in Organisations : Project Management and Team Organizations

28. ... Matrix Organization • Combination of functional and project organization •  optimal balance of tasks,competence between project leadership and departments •  decentralisation of authority and reaponsibility Communication in Organisations : Project Management and Team Organizations

29. ... Matrix Organization • Projetc leadership: • planning, supervision, control • coordination of tasks, schedules • Specialized departments: • carrying out special tasks • qualified team members • appropriate technology Communication in Organisations : Project Management and Team Organizations

30. Advantages of Matrix Organization: • Focus on the project • Access to all available technology • Less anxiety about time after project Communication in Organisations : Project Management and Team Organizations

31. ...more Matrix advantages • Fast, flexible response to client‘s needs • (  pure project organization ) • Consistency of policies, procedures • (  pure functional organization ) • Better balance of resources, holisitic approach Communication in Organisations : Project Management and Team Organizations

32. Four types of team • Advice • Action • Project • Production • Teams differ in terms of how much autonomy management grants them Communication in Organisations : Project Management and Team Organizations

33. Teams task area/dimensions • Selection of the team leader • Acceptance of a new member into the team • Distribution of work • Time flexibility • Acceptance of additional work Communication in Organisations : Project Management and Team Organizations

34. ...teams task area/dimensions • Representation outside the team • Production methods (choice of) • Production goals (output determination) • Production goals (quality determination) Communication in Organisations : Project Management and Team Organizations

35. Team input levels • None total management control • Some  some input of a team into decisions • Joint  co-decision making • Autonomy  full and equal partners Communication in Organisations : Project Management and Team Organizations

36. ...types of team • Advice team - provide a flow of information to management for use in ist own decision making (quality circle) • Action team - specialized in terms of the knowledge and skill; brief performances which are repeated (crew on aircraft, boats) Communication in Organisations : Project Management and Team Organizations

37. ...types of team •  Project team – collection of employees from different work areas who contribute towards a management specified task (cross-functional team) •  Production team – number of individuals who are responsible for performing day-to-day core operations (product-oriented teams) Communication in Organisations : Project Management and Team Organizations

38. Goals Activities Conditions Resources Costs Planning a Project Communication in Organisations : Project Management and Team Organizations

39. Planning goals • Consensus • Definition of desired product quality Planning activities • Concrete job discriptions • Set up of MILESTONES Communication in Organisations : Project Management and Team Organizations

40. Planning activities • Concrete job discriptions • Set up of MILESTONES •  mark end of project phases by completion of a certain output Communication in Organisations : Project Management and Team Organizations

41. Planning conditions • Methods and operations • Identification of dependencies between subtasks Communication in Organisations : Project Management and Team Organizations

42. Planning resources • Deployment of staff • ( qualification, availability ) • Physical resources • ( kind, scope, procurement ) Communication in Organisations : Project Management and Team Organizations

43. Planning costs • Resources • Further financiation •  Project budget Communication in Organisations : Project Management and Team Organizations

44. Project Life Cycle • Project phases in a sequential, logical order: • Concept • Definition/ Development • Execution • Finishing Conception Project Life Cycle Finishing Definition/ Development Execution Communication in Organisations : Project Management and Team Organizations

45. 1. Phase: Concept • Selection of the project as required solution to a certain problem • 2. Phase: Definition • Verification and development into an implementation plan Communication in Organisations : Project Management and Team Organizations

46. 3. Phase: Execution • Implementation or developement: • Carrying out the implementation plan 4. Phase: Finishing • Comissioning or close out: Project process completed, documented Communication in Organisations : Project Management and Team Organizations

47. Project Control • Fit ?! : • Planned performance  Actual performance •  plans, standards, information systems • management tools Communication in Organisations : Project Management and Team Organizations

48. Gantt Chart Communication in Organisations : Project Management and Team Organizations

49. PERT/CPM • Program Evolution and Review Technique / Critical Path Method Communication in Organisations : Project Management and Team Organizations

50. WBS • Work • Breakdown • Structure Communication in Organisations : Project Management and Team Organizations