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ANAGEMENT
MROJECTP
within the context of Business Communication Business Communication
Işıl Keskin
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Textbook & References
•Gray, C., & Larson, E. , Project management – The managerial process, 3rd ed., NY: McGraw-Hill, 2006
•Guffey,M.E., Essentials of Business Communication, 8th ed.,Nelson Education Ltd., 2009
• Bovee, Courtland L ., Thill, John V., Business Communication Today, 10th ed, Pearson , 2009
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A walk through the session
Objectives
• To understand the difference between what a project is and what it is not,
• To define the role of project management,• To develop a working knowledge of how to
properly scope a project within the context of business communication skills for success.
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Fortune Hotels & Resorts Case
Fortune Hotels & Resorts is the world's first international hotel brand with a worldwide portfolio of over 150 hotels in 65 countries, it has been welcoming frequent international travelers for more than half a century. A pioneer in the development of the hotel industry, Fortune Hotels & Resorts properties successfully blend consistent global standards with the distinctive cultures of their locations to deliver a truly authentic and local experience. The property has been operating in Turkey since 2007.
The project will be conducted in Eagean and Mediterrenean regions in Turkey.
Objectives
• To increase the total quality of the tourism industry • To incline the visitors’ satisfaction in Turkey.
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Fortune Hotels & Resorts Case
• General Coordinator of the hotel chain – Mr. Christian Mauer,(Ass.Coordinator Ms. Jing Lee)
• Human Resources Manager and the staff – Mrs. Ayşegül Kaya
Authorities in charge
Project Budget: 100.000 €
Duration: 3 years
Partnership
•Boğaziçi University Tourism Administration Department •TUROB- Association of the Tourist Hotelkeepers and Hotel
Managers •NGO’s related to tourism
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Fortune Hotels & Resorts Case
•Do you think Fortune Hotels & Resorts study is an example of project? If yes, define a project and differenciate projects from other functions carried out in the daily operations of the organization?
•Do you think the span of the project is designed effectively?Why or Why not?
•Who are the stakeholders and the sponsor in this example?
•Explain the steps of interpersonal communication with stakeholders in the very beginning of the project?
•What might be communication conflicts in planning and executing phases of the project?
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A project is a sequence of unique, complex, and connected activities having one goal or purpose and that must be completed by a specific time, within budget, and according to specifications.
What is a Project?
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• A project is a temporary endeavor undertaken to produce a unique product or service.
– Temporary – Definitive beginning and end– Unique – New undertaking, unfamiliar ground
Temporary UniqueCharacteristics of Projects
What is a Project?
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Projects have common set of characteristics
A target goal A defined time (life span)
Cross organisational participation
New or uniqueCost and
performance requirements
Mastering Interpersonal
Communication
Group Discussions
Types of Interview
s
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• Direct Costs– Hardware– Software– Contractor fees
• Estimated hours• Hourly Rates per
contractor• Various contractor
rates– Training– Other
TOTAL
Indirect Costs Your employees’ time
and effort Estimated time on
project Estimated cost based
on hourly rate Other’s time and effort Opportunity cost
What projects or tasks are NOT going to get done in order to get this project done?
Year 1 Year 2 Year 3
Project Budget
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Time
Prog
ress
The Curve To Avoid!
70% to 80% of the time gone by
About 30% of the work done
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An event, an organization or a
repetative,routine tasks
Indefinite duration (time)
One team or one person task
No constraints on time, cost or
performance
What a project isn’t…
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Fortune Hotels & Resorts Case
•Do you think Fortune Hotels & Resorts study is an example of project? If yes, define a project and differenciate projects from other functions carried out in the daily operations of the organization?
•Do you think the life cycle of the project is designed effectively?Why or Why not?
•Who are the stakeholders and the sponsor in this example?
•Explain the steps of interpersonal communication with stakeholders in the very beginning of the project?
•What might be communication conflicts in planning and executing phases of the project?
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Figure 1. Project Life Cycle (Gray & Larson, 2006, p6)
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Fortune Hotels & Resorts Case
•Do you think Fortune Hotels & Resorts study is an example of project? If yes, define a project and differenciate projects from other functions carried out in the daily operations of the organization?
•Do you think the span of the project is designed effectively?Why or Why not?
•Who are the stakeholders in this case?
•Explain the steps of interpersonal communication with stakeholders in the very beginning of the project?
•What might be communication conflicts in planning and executing phases of the project?
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Figure Figure 2.2. The significance of a project sponsorThe significance of a project sponsor((Gray & Larson, 2006Gray & Larson, 2006, p324), p324)
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Performing Organisation
Project Manager
Client - Sponsor
Project Teamstakeholders
stakeholders
stakeholders
stakeholders
Actors in Projects
Writing proposals to stakeholders
Asking for a meeting
Designing and Delivering Oral and Written Presentations
Managing Communication
Conflict
Interpersonal Communication
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Fortune Hotels & Resorts Case
•Do you think Fortune Hotels & Resorts study is an example of project? If yes, define a project and differenciate projects from other functions carried out in the daily operations of the organization?
•Do you think the span of the project is designed effectively?Why or Why not?
•Who are the stakeholders and the sponsor in this example?
•Explain the steps of interpersonal communication with stakeholders in the beginning of the project?
•What might be communication conflicts in planning and executing phases of the project?
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Figure Figure 3.3. Communication Communication Network of Network of the Actorsthe Actors((Gray & Larson, 2006Gray & Larson, 2006, p314), p314)
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Figure 4. Dimensions of Project Management(Gray & Larson, 2006, p13)
Managerial
Writing ProposalsWriting ReportsPresentation SkillsGroup Discussions etc.
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Fortune Hotels & Resorts Case
•Do you think Fortune Hotels & Resorts study is an example of project? If yes, define a project and differenciate projects from other functions carried out in the daily operations of the organization?
•Do you think the span of the project is designed effectively?Why or Why not?
•Who are the stakeholders in this case?
•Explain the steps of interpersonal communication with stakeholders in the beginning of the project?
•What might be communication conflicts in planning and executing phases of the project?
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Figure 1 Project Life Cycle (Gray & Larson, 2006, p6)
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Lead
Define Plan Monitor Complete
Re-Plan
Communicate
Communicate
Role of a Project Manager
Manage Communication Conflict Understanding Cultural Diversity
Negotiation
HOW?
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Process Responsibilities
People Responsibilities
• Project issues • Effective information flow (vebal, written)• Project risk • Quality • Managing scope • Managing the overall work plan
• Implementing standard processes• Establishing leadership skills• Setting expectations/goals• Team building
Role of a Project Manager
•Communication skills
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IntegrationManagementIntegration
Management
Time Management
Time Management
Cost Management
Cost Management
Scope Management
Scope Management
Quality Management
Quality Management HR ManagementHR Management
Risk ManagementRisk Management Communication Management
Communication Management
Project Management Framework
•The next three knowledge areas are Facilitating Processes
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Source: CHAOS Report by the Standish Group
53%Challenged 16%
Success
31%
Project Success
Critical Failures Challenged Success
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Customer Requirements satisfied/exceeded
Completed within allocated time frame
Completed within allocated budget
Accepted by the customer
Project Success
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• Project Sponsorship at executive level• Strong project management• The right mix of team players• Good decision making structure• Good communication• Team members are working toward common
goals
Project Success
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Scope Creep/not meet the targeted goal Poor Requirements Gathering
Unrealistic planning and scheduling
Lack of resources
Project Failure!
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• Failure to align project with organizational objectives
• Unrealistic expectations• Lack of executive sponsorship• Lack of project management• Individual and group communication conflicts• Politics
Project Failure
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www.standishgroup.com (retrieved on 05 January,2010
BIBLIOGRAPHY
Guffey,M.E., Essentials of Business Communication, 8th ed.,Nelson Education Ltd. ,2009
Gray, C., & Larson, E., Project management – The managerial process, 3rd ed., NY: McGraw-Hill, 2006
Standish Group Caos Report http://
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HANK YOUT