Web Resources to Help Plan an ID Project’s Schedule

 Planning a project schedule and breaking down the project into tasks are fundamental steps that provide structure, clarity, and control to the project management process. They help ensure the project is completed on time, within budget, and with the desired quality. The importance of adhering to a project's schedule, budget, and task breakdown in instructional design lies in the ability to deliver timely, cost-effective, and high-quality learning solutions that meet the needs of learners and stakeholders. This ensures the success of the educational or training initiative's success and contributes to the organization's or institution's overall success. Two web resources that I found helpful in planning a project schedule and breaking down the project into tasks are:

1. https://www.workamajig.com/blog/resource-management-guide/resource-planning

The resource by Cohen (2023) provides valuable insights into the significance of resource planning in project management and offers a structured approach to implementing it effectively. The resource is a guide that emphasizes the importance of resource management in project-based organizations, irrespective of the industry in which they operate. It covers various aspects of resource planning, starting with defining resource planning in the context of project management. The guide is structured into three main sections:

I. Resource Planning Basics: This section introduces the concept of resource planning, highlighting the critical role resources play in project success. It emphasizes that effective resource management is crucial for ensuring projects are completed on time and within budget.

II. Why Do You Need Resource Planning?: This section outlines why resource planning is essential in project management. It discusses how resource planning can prevent underutilization overallocation, help in strategic hiring, minimize task and resource dependencies, reduce overtime, improve communication, and enhance customer satisfaction.

III. How to Do Resource Planning?: The final section delves into the practical steps involved in resource planning. It discusses estimating work, creating a resource management plan, assessing resource availability and performance, assigning tasks to resources, and tracking task progress.

The resource also briefly touches on the Enterprise Resource Planning (ERP) software concept, highlighting the distinction between ERP and project management software in terms of scope and focus. The resource is a valuable and comprehensive guide for project managers, offering a blend of theoretical concepts and practical advice on resource planning and management. It effectively communicates the importance of resource planning in project success and provides actionable insights for implementation.

2. https://clockify.me/blog/productivity/break-project-into-tasks/

The resource by Stojanovic (2023) discusses breaking down a project into tasks. It addresses different approaches to project breakdown and provides practical steps to identify tasks, analyze task dependencies, and set milestones. Additionally, it offers insights into effective task management techniques, such as time blocking and using project templates, while emphasizing the importance of time management skills. The resource outlines three primary ways to break down a project: phases, categories, and parts. It acknowledges that not all projects fit neatly into these categories and encourages readers to adapt their approach as needed. This flexibility in project breakdown methods is valuable, as it recognizes the diverse nature of projects. The resource provides a detailed step-by-step process for identifying tasks within a project. It highlights the importance of understanding task completion times, task importance, input from the team, and the concept of the "definition of done." These guidelines help project managers and teams dissect complex projects into manageable tasks. The resource also encourages readers to apply the concepts discussed in real-world scenarios, making it actionable for project managers and teams. The inclusion of examples from different industries adds practicality to the guidance. The resource offers a comprehensive and practical guide to project breakdown and task management. It covers various process aspects, from identifying tasks to considering dependencies and milestones. Integrating time management skills and practical techniques enhances its value for project managers seeking effective project planning and execution strategies.

 

References

Cohen, E. (2023, March 9). Resource planning for project management: the 2023 guide. Www.workamajig.com. https://www.workamajig.com/blog/resource-management-guide/resource-planning

Stojanovic, M. (2023, March 1). How to break a project down into tasks. Clockify Blog. https://clockify.me/blog/productivity/break-project-into-tasks/

 

Communicating Effectively

 

Projects often require collaboration among multiple team members or departments. Effective communication is crucial for coordinating their efforts, ensuring tasks are completed in the correct order, and avoiding unnecessary duplication. Consequently, communication must be clear and concise, ensuring that all team members grasp the project’s goals, scope, and objectives. When everyone is aligned, working towards a shared purpose becomes easier. As noted by Evanick (2023), clear and concise communication methods encompass the use of visual aids, adapting communication styles to suit different stakeholders, and leveraging technology for efficient communication channels.

My approach to interpreting communication hinges on the manner and tone employed. Engaging in face-to-face conversations allows for immediate responses and minimizes the risk of misinterpretation, which is more prevalent in written communication. However, in my current role as a trainer, I often rely on email correspondence to communicate with my team members. This approach is necessary when juggling multiple priorities, ensuring messages are documented and easily accessible. In the “Multimedia Program: The Art of Effective Communication,” Jane and Mark’s message was delivered through three different modalities: email, voicemail, and face-to-face interaction. Below are interpretations of the message as it changes between modalities:

1. Email (Written):

Jane’s written message in the email is clear and concise. She acknowledges Mark’s potential busyness and politely communicates her urgent need for the missing report. Jane also offers a possible solution by suggesting that Mark send the required data separately if providing the entire report is not feasible. The tone remains professional and considerate. While email is a formal and direct means of communication, it may lack emotional nuance. In this case, Jane’s message conveys urgency while maintaining professionalism.

2. Voicemail (Audio):

In the audio message, Jane’s tone of voice plays a significant role in conveying her message. Her words sound polite and appreciative, which helps soften the urgency of her request. However, the urgency in her tone still comes across, and the audio format allows for a bit more empathy and understanding of her situation. The addition of vocal tone and inflection adds emotional depth to the message. In this modality, Jane’s sense of urgency is more profound, making it clear to Mark how critical the situation is.

3. Face to Face (Video):

Jane’s facial expressions and body language become additional communication elements in the video message. She smiles at Marks throughout the conversation, her words are accompanied by visible concern on her face, and her gestures convey a sense of urgency and importance. The video format adds a layer of emotion and urgency that may not be as pronounced in the written or audio versions. Video communication provides an advantage by allowing Jane to express emotions and urgency through facial expressions and body language. This can enhance Mark’s understanding of the message and its importance.

In the case of Jane and Mark, the factors influencing my interpretation are:

1.      Tone and Emotion: The audio and video modalities effectively conveyed the emotional aspects of the message, which were less apparent in the written text.

2.      Visual and Nonverbal Cues: The video provided visual cues through Jane’s body language and facial expressions, enhancing the emotional depth and urgency of the message.

3.      Clarity and Emphasis: Both audio and video allowed for the emphasis of specific words and phrases through tone, expression, and gestures, reinforcing the message’s urgency.

After reviewing the message in all three modalities, I believe the email (written) modality employed the most effective communication approach. Dr. Stolovitch (Walden University LLC, n.d.) explains that emails are a formal means of communication among project team members. It is essential to adhere to the following guidelines when composing these emails: commence with a well-defined objective, clearly articulate the current situation, offer potential solutions or suggestions, specify or suggest the desired format for the responses, and maintain a tone of professionalism and respect throughout the email. Given Mark’s busy schedule and meetings, the email successfully conveyed the message’s true meaning and intent. Furthermore, it provided a comprehensive written record that captured all the key points outlined by Dr. Stolovitch. Additionally, the email’s advantage lies in its written format, which Mark can easily reference later.

Overall, this activity highlights the importance of adapting communication to the situation and the recipient to foster better collaboration and understanding within project teams. In the future, it is important to evaluate the urgency of the message to communicate more effectively with team members. Consider using audio or video to ensure that your tone and emotions are accurately conveyed if a message is urgent or sensitive. Regardless of the modality, professionalism and courtesy should be maintained in all communications to foster a positive team environment, and the communication modality that best suits the message’s content and urgency to ensure that your message is understood as intended should be chosen.

 

References

Evanick, J. (2023, July 13). Communication and collaboration in instructional design projects. ELearning Industry. https://elearningindustry.com/communication-and-collaboration-in-instructional-design-projects 

 

Multimedia Program: “The Art of Effective Communication”

Walden University, LLC. (Executive Producer). (n.d.). Communicating with stakeholders [Video file]. Retrieved from https://waldenu.instructure.com

 

 

 

 

 

Learning From A Project “Post-Mortem”

 Dr. Stolovitch (Walden University LLC, n.d.) mentions that a project manager's role in a project includes initiating and supervising its various components. This involves defining and managing activities and resource allocation, including budget management. Last Christmas, I completed a do-it-yourself (DIY) project to give my bedroom a fresh look by changing its color scheme and making it appear brighter and more inviting. The decision was primarily influenced by the state of the existing paint on the walls and ceiling, which had started to show signs of wear and tear, including fading and peeling in multiple areas. Therefore, the project aimed to transform my bedroom's interior into a more aesthetically pleasing and comfortable space while adhering to a predefined budget. Given that I lacked professional painting experience, I turned to YouTube for guidance, where I watched several home improvement videos to gain insights into the project's scope. After careful consideration, I concluded that I wouldn't need to tackle some of the tasks demonstrated in the videos. I believed I could manage the project independently during my vacation break.

While I achieved my project's primary goal of creating an aesthetically pleasing bedroom and enhancing my painting skills, it didn't come without its fair share of challenges. These hurdles included exceeding my budget and failing to complete the project within the initially set timeline. Looking back, there were areas where I excelled and others where improvement was evident. Contributing to the project's success were the extensive research efforts I undertook before commencing the project. This research included watching numerous DIY YouTube videos related to home improvement and painting techniques. Furthermore, seeking advice from professional painters and hardware store staff concerning paint selection, color choices, painting methods, and carefully selecting high-quality materials played pivotal roles in achieving a successful outcome. Despite the budgetary constraints, my unwavering determination to complete the project drove its ultimate success.

On the other hand, certain factors posed significant challenges. The project exceeded the initially allocated budget due to unexpected expenses, primarily related to the need for additional materials and tools. Moreover, preparing the ceiling for painting, involving tasks such as patching and sanding, proved more time-consuming and physically demanding than I had initially anticipated. Consequently, I had to enlist the services of a painter to complete this aspect of the project. Furthermore, since I hadn't foreseen that the project would consume the entirety of my vacation, balancing it with other personal commitments proved challenging, resulting in a project timeline longer than initially planned.

According to  Williams  van Rooij (2010), project management processes and procedures can be used across many industries and various project types and sizes. Employing the project management process allows a project manager to distinctly outline the project, create feasible timelines, and select processes, levels of detail, and methodological components pertinent to the particular project in question. Furthermore, Williams van Rooij (2012) highlights the critical importance of specific knowledge areas within project management. These encompass time management, wherein project managers engage in activity duration estimation and resource allocation; risk management, where project managers identify project risks and formulate risk response plans; and cost management, in which project managers estimate project costs and develop budgetary plans. Addressing these knowledge areas comprehensively during the project initiation and planning phases is crucial.

While the project achieved success, there are specific project management (PM) process components that, if incorporated, could have further enhanced its outcomes. These include:

Project Planning: A detailed project plan with cost estimates, milestones, and a contingency budget would have provided better control.

Cost Management: Implementing a cost management process to track expenses, manage variances, and control the budget could have prevented overspending.

Risk Assessment and Management: incorporating a formal risk assessment and mitigation plan could have helped identify potential issues, such as the budget overrun, the extent of surface preparation required, or the challenges of managing time alongside other commitments. This would have allowed for better planning and allocation of resources.

 

References

Walden University, LLC. (Executive Producer). (n.d.). Project kickoff [Video file]. Retrieved from https://waldenu.instructure.com

Williams van Rooij, S. (2010). Instructional design and project management: complementary or divergent?. Education Tech Research Dev, 59, 139-­158. DOI:10.1007/s11423-­010-­9176-­z. 

Williams van Rooij, S. (2012). The career path to instructional design project manager: an expert perspective from the US professional services sector. International Journal of Training and Development, 17(1), 33-­53. DOI:10.1111/j.1468-­2419.2012.00414.x.