Influencing And Controlling The Project

Influencing And Controlling The Projectpm586

Influencing and controlling projects are critical components in ensuring that project objectives are achieved efficiently and effectively. This paper examines the case of constructing an Emergency Department building in Arizona, focusing on strategies for organizational change, stakeholder communication, informal communication, reward systems, project evaluation, schedule management, budget control, and scope management. The aim is to demonstrate how these elements interconnect to facilitate successful project delivery within a set timeline and budget.

The project’s success hinges on comprehensive planning and active management of various facets, including resource allocation, stakeholder engagement, communication strategies, and change management. Organizational change management is vital to adapt to unforeseen challenges and technological or procedural modifications. Establishing a structured approach for evaluating progress—through daily monitoring and scheduled assessments—ensures that the project remains aligned with its goals. The project management team must employ consistent evaluation of design completion, adherence to timelines, and budget consumption, while implementing contingency plans for potential issues.

Organizational Change and Evaluation

Successful project management involves keen oversight of organizational change processes. Transitioning from planning to implementation requires meticulous coordination among different teams, including contractors, designers, and evaluators. Regular evaluation based on performance metrics such as budget adherence, timeline compliance, and quality standards is critical (Gido & Clements, 2014). An independent audit team can enhance credibility in monitoring financial flows, waste reduction, and resource efficiency. This not only prevents fraud but also ensures optimal utilization of the $4 million budget, which is fundamental to project success.

Scheduling and Resource Management

Effective scheduling delineates each phase of construction, emphasizing critical tasks such as information gathering, design, development, construction, and finishing. A well-structured timetable—spanning approximately two to four months per stage—guides resource deployment and monitors progress (Lewis, 2011). This structured approach enables real-time adjustments and helps maintain project momentum. Also, resource management, including labor and materials, must be continually realigned to prevent delays and cost overruns.

Budget Control and Financial Oversight

Financial oversight is central in limiting overspending and safeguarding project funds. The project manager must oversee budget adjustments, ensuring transparency and accountability. An independent auditing process should scrutinize cash inflows and outflows, identify wastage, and recommend corrective actions (Gido & Clements, 2014). Contingency funds must be reserved for unforeseen expenses, and any cost variances should prompt immediate stakeholder communication. The project’s financial discipline directly influences its capacity to deliver the emergency department on time and within budget constraints.

Inputs, Outputs, and Change Management

Monitoring inputs—such as labor, materials, and capital—and outputs—like completed structures and amenities—is essential for project integrity. If inputs fluctuate, the project scope may need adjustments, necessitating change management procedures. Implementing a formal change strategy allows specialists to propose modifications which, after vetting, can be integrated to enhance design quality and operational efficiency (Gido & Clements, 2014). Maintaining scope boundaries ensures the project stays on track and meets predefined goals.

Stakeholder Communication and Informal Communication Strategies

Effective communication underpins project acceptance and stakeholder engagement. Formal communication includes scheduled meetings, progress reports, and stakeholder updates aligned with phases of the project—initial analysis, design, development, and post-completion reporting (Bossidy, Charan, & Burck, 2002). Transparency fosters trust and ensures organizational values are upheld, emphasizing legal compliance, integrity, and fairness.

Complementing formal channels, informal communication via social media (Facebook, Twitter, Google Plus) and email creates continuous engagement. Dedicated communication coordinators manage these platforms, providing weekly updates, FAQs, and real-time issue resolution (Project Management Skills, 2015). This approach enhances responsiveness and fosters a collaborative environment. Content review ensures accuracy and appropriateness, while budget updates and progress milestones can be disseminated swiftly, reducing the risk of misinformation or misalignment.

Reward Systems and Motivation

Reward systems play a significant role in motivating project teams. Incentives such as bonuses tied to milestone achievements foster dedication and high performance. It is crucial that rewards support project goals rather than just individual efforts, promoting teamwork and shared responsibility (Gido & Clements, 2014). External incentives like monetary bonuses must be balanced with intrinsic motivators—such as recognition, professional growth, and meaningful work—to sustain motivation over the project lifespan.

At the project’s conclusion, celebrating successes through incentives boosts morale and reinforces commitment to organizational values. Properly structured reward systems align employees’ interests with project outcomes, reducing turnover and resistance, thus ensuring smooth project delivery.

Conclusion

This comprehensive project management strategy emphasizes the importance of structured communication, rigorous evaluation, effective resource and budget control, and motivating teams through appropriate incentives. The integration of organizational change management and stakeholder engagement creates a resilient framework capable of navigating complexities inherent in large-scale construction projects. Ultimately, adherence to these strategies ensures the successful construction of the Emergency Department in Arizona, delivering value to the community and strengthening organizational reputation.

References

• Bossidy, L., Charan, R., & Burck, C. (2002). Execution: The discipline of getting things done. Crown Business.
• Gido, J., & Clements, J. (2014). Successful project management. Cengage Learning.
• Lewis, J. P. (2011). Project planning, scheduling, and control: A hands-on guide to bringing projects in on time and on budget (5th ed.). McGraw-Hill.
• Project Management Skills. (2015). Different Types of Communication for Effective Project Management. Retrieved from [URL]
• Additional credible sources or articles relevant to project management best practices, stakeholder communication, change management, and motivation strategies.