Several Issues Have Arisen On The Global Treps Project

Several Issues Have Arisen On The Global Treps Project Ashok Your Te

Several issues have arisen on the Global Treps Project. Ashok, your team member in India, broke his wrist playing tennis yesterday and cannot work on the project at all for three weeks. His work, which involves helping to edit the videos, starts in one week, so you need to reassign it to others. Bobby suggests you use Kanban boards to list all of the tasks for editing the videos and to track where they are in the workflow. Bobby, a techie and not known for being a good communicator, is the only person who's ever used Kanban boards.

You have not yet broken down the tasks into much detail and need more information from Angela, the contractor in charge of creating the videos. Alfreda is having difficulties communicating with her main contact in Ethiopia, Dr. B. He is very busy all the time and does not use texting, Alfreda's preferred communications medium. He has also not communicated key information with students who could be candidates for their event, which is only a month away.

Alfreda is not sure if he booked a room for the event yet. Describe how you would communicate to Ashok and the rest of the team about Ashok's injury. What actions would you take? What communications medium would you use with different stakeholders? Prepare a partial communications management plan to address some of the challenges mentioned in Part 7 of the case. Research free, online tools for using Kanban boards and choose one to use. Prepare a list of at least ten tasks that would be done in editing the videos and enter them into your tool of choice. Write a one-page paper describing options for communicating with Dr. B. and making sure students at his university get information about your event.

Paper For Above instruction

Navigating unforeseen issues within a project requires strategic communication and effective management, especially in international collaborations such as the Global Treps Project. The recent injury of team member Ashok in India necessitates prompt and careful communication with the team to ensure continued progress. Communicating Ashok’s injury to the team should be done through a formal and accessible medium, such as an email or a team-wide messaging platform, to ensure all stakeholders are notified uniformly. It is essential to outline the impact on project timelines, reassign tasks, and address any concerns. Since Ashok's work involves video editing scheduled to start in a week, alternative arrangements—such as reassigning his duties to other team members or hiring temporary assistance—should be made immediately to prevent delays.

Furthermore, establishing a clear and transparent communication plan is vital. For internal team members, a combination of emails for formal notifications and instant messaging apps for quick updates can be employed. For example, email can be used to inform about Ashok’s injury and delegation of responsibilities, while a project management tool or messaging app (such as Slack or Trello) can facilitate ongoing updates and task tracking.

In addressing external communication challenges, particularly with Angela and Dr. B, different strategies are necessary. With Angela, more detailed and direct communication—possibly via email or scheduled virtual calls—can help gather the necessary information for video editing details. For Dr. B, whose busy schedule and unorthodox communication preferences present hurdles, alternative methods such as requesting a regular weekly email update or leveraging the university’s administrative channels might be effective. Ensuring that critical information, like room bookings, is confirmed requires proactive follow-ups and, perhaps, the utilization of shared calendars or booking systems accessible to all relevant stakeholders.

The partial communications management plan must include the use of email, instant messaging, and project management tools to facilitate transparent and timely dissemination of information. It should also identify designated points of contact for each stakeholder group to ensure accountability and clarity. Additionally, creating contingency plans, such as backup contacts and alternative communication channels, can mitigate potential disruptions.

For task management, free online Kanban tools like Trello offer user-friendly interfaces suitable for tracking video editing tasks. Sample tasks include script review, footage selection, initial editing, review and feedback, color correction, sound editing, subtitle addition, rendering, final review, and uploading the completed videos. These tasks can be organized into a Kanban board with columns such as To Do, In Progress, and Completed to visualize workflow and identify bottlenecks.

Regarding communication with Dr. B and the students, options include establishing a dedicated email newsletter, creating a project-specific website or portal, and leveraging social media platforms to disseminate event information. Regular online updates—via email or a dedicated website—are essential, especially if language barriers or scheduling conflicts complicate direct communication. Enlisting the support of university administrative staff can ensure that student-related information reaches the target audience effectively. Using multiple channels increases the likelihood that students receive timely and accurate information about the event, ultimately contributing to successful planning and participation.

References

• Appelo, J. (2016). Managing for happiness: Be a great manager by leading with emotional intelligence. Deloitte Development LLC.
• Knippenberg, D., & Schippers, M. (2011). Work group diversity. Annual Review of Psychology, 62, 575-601.
• Leach, L. P., & Zaleznik, A. (2022). Effective communication in project management. Harvard Business Review.
• Mergel, I., & Desouza, K. C. (2013). Agile government: A field of experimentation. Public Administration Review, 73(3), 423-432.
• Rosenberg, M. J. (2006). Communication in organizations: Basic skills and advanced concepts. Pearson.
• Schwalbe, K. (2015). Information technology project management. Cengage Learning.
• Sharma, S., & Sheth, J. (2021). Managing virtual teams: Strategies for success. Journal of Business Research, 124, 458-467.
• Slack, N., Brandon-Jones, A., & Burgess, N. (2019). Operations management. Pearson Education.
• Thompson, L. (2019). Making communication work in teams. Organizational Dynamics, 48(3), 100746.
• Valacich, J., & Schneider, C. (2022). Information systems today. Pearson.