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Project Management

What is a project?

A project is a temporary sequence of tasks with a distinct beginning and end that is undertaken to create a unique product or service.

What is project management?

Project management is the process of directing and coordinating various resources throughout the life of a project in order to meet or exceed stakeholders need and expectations.

Tackling your placement project

Project management can be seen as a four stage cyclical process:

  1. Clarifying the aims and objectives of your project

    1. Establish clearly what your employer expects from you, and the project
    2. How does your employer want your results presented? Statistically? As recommendations? Including a cost analysis? Presented in written or oral form?
    3. Produce a list of objectives, incorporating the agreed elements, the specification of these elements and when they are due to be incorporated. Use this to confirm your understanding of what is expected of you with your employer.

  2. Specifying the steps involved

    1. What resources and information do you require?
    2. How will you get the information?
    3. Specify the tasks involved in achieving the goal. Constantly ask yourself the questions: how, what, when?

    This will help you stay on track

  3. Planning and timing your project

    1. In what order should the tasks be completed?
    2. How long will each one take?
    3. What are the deadlines involved?
    4. Is there a critical path i.e. does one have to be completed before another can be started?

  4. Monitoring and evaluating your project

    1. Monitoring your progress regularly by using the reflective diary and checking your performance meets the measures you have set
    2. If unforeseen snags occur, make sure you raise them with your line manager immediately so that you can consider the implications
    3. Review at set intervals with your line manager
    4. Decide if a change of plan is needed

The project management process provides the necessary structure, focus and organisation to successfully complete any project

Why use project management

  • Mutual understanding of the goals of the project
  • Awareness of the progress of parallel activities and of the problems associated with coordination among activities
  • Realistic planning of needs of all groups and individuals working on the project
  • Understanding the relationship of individual tasks to one another and to the overall project
  • Early warning signals of potential problems and delays in the project
  • Higher visibility to management, including attention directed to the immediate needs of the project
  • Keeping all the interested parties up to date on project status

What if things start to go wrong?

Firstly, don't ignore it. If you can, try to resolve it internally with the Host Company. It is important that you tell your manager or supervisor about any problems you are having and to let your Placement Organiser know what is happening and get their advice.

The following are examples of how to manage some situations.

PROBLEM IDENTIFICATION

ACTION

The staff in the host company are uncooperative

Make sure your supervisor properly introduces you at the beginning of the placement. Explain your requirements to staff and raise any issues with your line manager if you need to.

The necessary resources are not in place/available

Identify what you need and when you need it. Speak to your manager, explain the rationale and the implication for results if you don’t have what you need.

The time frame is slipping

Identify what the causes are and discuss with your supervisor. Consider what could bring it back on track e.g. additional resources.

Remember that regular monitoring of progress will help you meet your deadlines and communicate your progress to your line manager. Don’t ignore problems or your line manager could have unrealistic expectations of what you can achieve in the time you have.