Project Management Assignment: Reflective Skills For Completing The “Housekeeping” Task
Question
Task: The written submission involves two lessons; one student initiated reflection (lesson 1) and one guided (tutor led) reflection (lesson 2).
Student Initiated Reflection (lesson 1)
Student initiated reflection involves a process where students alone choose what experiences to reflect upon concerning lessons learnt.
Guided (or tutor led) Reflection (lesson 2)
In contrast to Lesson 1, Lesson 2 will be a guided (or tutor led) reflection that involves a process where the tutor guides the student concerning the area of reflective practice. This will be undertaken in scheduled tutorials in Weeks 9 – 11. Students are expected to review the risk management information covered in Week 5 before their Week 9 classes.
Students then reflect upon experiences (relating to that area) which subsequently prompt them to identify lessons learnt. Note: Tutors will not assist students with finding examples of lessons for the assessment. Students are responsible for identifying the examples after the class discussions.
Answer
1. Introduction
The process of ‘reflective practices’ induces the method of continuous learning regarding the particular project. It mainly engages one’s actions on a project and the effectiveness of his/her roles. ‘Reflective practice’ helps to gather developmental insight on a particular topic through learning(Gould & Taylor, 2017). It helps oneself to obtain experience and apply it to the practice fields for future development. The concept of 'reflective practice' mainly involves learning through practical knowledge rather engage oneself in books and other articles. It also involves learning from past experiences as past experiences help to evaluate one's actions, emotions, and responses. These components help to analyze and process the Project successfully.
The purpose of the process is clear and precise as it will help in delivering effective learning outcomes(Knott & Scragg, 2016). The learner can handle the various situation through its great learning process.
The present assignment will reflect the techniques of project management regarding the reflective skills for completing the “housekeeping” task. The strategies have been planned according to the method of PRINCE 2 to understand the management process and executing the Process of the Project(Vaní ková, 2017).
2 Lessons Learnt: Framework
2.1Lessons learnt framework explained (1 mark)
During the Learning Process in The Class, The Present Assignment Has Implemented The "Prince 2" Framework for Doing the Operations of The Management. The Process Will Be Executed by Implementing The "Prince 2" Framework in The Project(SIEGELAUB, 2017). It Will Help to Execute All the Management Processes, Executing the Objectives of The Project, And Handling the Probable Risk on The Project. It Will Also Include Delivering the Project with A Feasible Outcome So That It Can Be Implemented on Real Grounds. This Specific Framework Has Many Advantages on Project Management as It Helps to Implement the Proper Knowledge Along with Skills for Achieving A Fruitful Result. Through This Framework, The Project Will Able to Deliver an Effective Outcome That Will Include Several Positive Factors. Aframework like "prince 2" helps to deliver effective projects that have low chances of failure in the real world.
2.2Lessons learnt process: How I planned to gather, and document lessons learnt (2.5 marks)
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STEPS |
WHEN
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WHO |
HOW |
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(i) Identify
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I planned to learn the lessons from the 3rd week. As it will help to set up the management process that is needed for executing the Project. The management process is very essential for initiating the Project plan along with learning project outcomes through effective tools. |
I have planned to involve a skillful management team so the management process can be regulated easily. It will help to control all the operations regarding the "housekeeping" task. I can gather many skillful pieces of knowledge according to the lesson that I am following. |
I will use the process of “online quiz” to measure my learning skills from the class. It will help me to implement my implement and evaluate the ability of understanding. The process needs to be understood by me so that I can apply my learning skills to it. |
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(ii) Document |
As the 3rd week involves the explanation of “doing documents” thus, I will start planning the documents of the Project from week four. It will help me plan the project and deliver the report with accurate knowledge. |
I have planned to prepare the document through digital application namely “spreadsheet". It will help to note the daily activities of the Project that have been done by the management team. Through this report, I can also take note of the regular activities and acquire knowledge from them. |
Taking of regular note through “spreadsheet” will help me to update my knowledge through practical learning on the processes in each day. The overall outcome will be effective as with the growing days on Project. |
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(iii) Analyse |
The analysis process starts from week nine as the project is expected to complete by week ten. The learning outcome can be analyzed when the project is more than half done and is about to finish. |
I have planned to involve project stakeholders for the analysis process. Especially the HRM team will be involved in carrying out the analysis process. |
preparing graphs from the notes will help to analyze the process of the project. the ups and downs of the process can be easily measured using graphs. It will help me to understand the ups and downs of the project. thus, my learning outcome will be benefitted. |
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(iv) Store |
The daily activities in the Project must be stored as the process of learning. The activities will help as an effective source of gathering knowledge and implementing it to get a sustainable outcome. The documentation process starts from the fourth week thus, the storing process will also start from the fourth week. It will help in clearing the doubts based on various management processes. |
Storing data through “spreadsheets” helps in storing the relevant data of the process. The documentation process can be stored by the project stakeholders and they can use it for their internal purpose. It will help me to understand how the project gets executed successfully. |
I have planned to upload the data on the “cloud storage” so that all the stakeholders can access it through the single network. It will help to save storage and access the data securely. |
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(v) Retrieve |
As I have the plan to store the data in the "cloud storage" thus, it can be retrieved through the security code. It will help in ensuring the security of the data. The data needs to be retrieved for identifying the errors and addressing future development. |
Not all project stakeholders can retrieve the data. The access will be given to only HRM and the manager of the Project to access it. |
The data will be retrieved from the “cloud storage”. The data will be stored in the "cloud storage" according to the activities that happened every week. |
2.3 Lessons learnt process: What actually happened
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STEPS |
WHEN
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WHO |
HOW |
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(i) Identify
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I started identifying the learning outcomes from the 3rd week. As the planning has started from the 3rd week so I took some time for getting familiar with the project plans and the documentation process. |
I have not received a group as per my expectations. I have received less experienced workers in my group that leads to difficulty in understanding the lesson. |
As planned, I have taken the “online quiz” to understand my learning outcome. As expected, I have passed the process successfully. |
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(ii) Document |
I had started my documentation process from week four. I have to manage the operations all myself. It is difficult to handle on the initial stage. However, I managed all the operations gradually. |
Being a manager of the Project, I have started the use of a “spreadsheet” for noting the activities of the Project. It will help me to get updated about the Process of the project. |
I failed to do the time management for updating the report regularly. Thus, I have updated the "spreadsheet" as much time I have got to do so. |
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(iii) Analyse |
My analysis process also got delayed due to delays in the documentation process. I haven't got effective support from my team to do the operations and manage the task. |
The analysis process has not done successfully due to a lack of project stakeholders. I only managed to involve the HRM and myself for the analysis process. |
Overcoming many hurdles, I have managed to obtain my desired result from the “graph” technique. |
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(iv) Store |
From the middle of week four, I started documenting the reports on “spreadsheet”. It will help me engage in noting the daily activities of the Project. |
As I haven't got an efficient team, thus I have appointed two assistant managers for monitoring the task of the team. It will prevent the delay of the task on the Project. |
The "cloud storage" network that has been planned ended up with accessed by HRM, assistant managers, and myself. The inefficient workers are not having enough knowledge for accessing the data on the shared network. |
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(v) Retrieve |
Among the whole team, I was an alone member who has accessed the data for assessing the interruptions in the Project. |
The assistant managers have helped me a lot in accessing the data and justifying all the interruptions with effective methods |
The assistant managers have stored the data according to the week so that it can be retrieved easily by me and the supervisors. |
3. Lessons
3.1 Defining lessons learnt (or learned) (1 mark)
The portion will now discuss the "deep reflection" of the lesson that has been learned in the class. Effective knowledge has been gathered through learning skills. The two different lessons will be learned in this portion. The portion will also include teacher-led lessons. The “SMART” Framework has been used to understand the areas of improvement and implement them according to their needs(Tao & Qi, 2017). It will help the learner to gain knowledge on processes by assessing the practical environment of results. The results will be effective and understandable for the learner so the framework can be implemented for improvement(Zheng, et al., 2018). The goals can be achieved by the learner through a deep understanding of the knowledge and practical learning process.
3.2 Lesson 1:(Note: 7marksawarded for section 3.2 and sub-sections)
3.2.1 What I learnt from reflecting on the situation (3.5 marks)
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1. Situation (What happened - Experience)
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2. The situation made me feel…, and the impact.
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3. What I learnt from reflecting on the situation
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In the initial stage, I could not understand the processes. From the last of week four, I started learning the processes. As I haven't any experience in the "housekeeping" task thus it was a little difficult for me to implement the processes effectively and execute the project. |
I was feeling confused and hopeless to tackle the situation effectively. As I have no experience in managing the team thus, I got a little worried to handle the inexperienced team for doing the processes. The final execution was right u the starting was not smooth. The initiation process makes me hopeless while thinking about the execution of the Project. |
The whole situation made me understand that I should set the team first and then set the plan of the Project. I should also try to deliver proper knowledge to my team about digital tools so that they can use it seamlessly. |
3.2.2 Improvement Strategy for Lesson 1
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(a) Improvement strategy Explain the specific strategy/action plan that you will implement to address the lesson identified in 3.2.1
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(b) Measurement How to measure if the strategy works; what measuring tools/units will be used
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(c) Achievable Why the strategy is achievable; what will you do and how |
(d) Relevant Explain the relevance of strategy to address the lesson in 3.2.1
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(e) Timing When the strategy will be implemented
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I have used the “logical framework” strategy for improving the Process of the Project(Dang, Jasovska, & Rammal, 2020). As I have less experience in managing the team thus, this framework will be effective for me to develop the learning in less time. |
The “logical framework” must be implemented to provide a specific outcome for the Project. Project objectives can be achieved. The success factor of the Project can be measured based on the learning outcome. |
The Project will get a specific goal after implementing the “logical framework”. It will help the Project to execute on time. The importance of the Project will get increase along with the purpose of the Project. |
The lesson is relevant to the “logical framework” as it addresses in achieving the project goals. The interruptions can be mitigated from the Project. |
The timing is very short for implementation. It will be during week two. |
3.3 Lesson 2: Risk management as a PPMP20008 student(7 marks awarded for 3.3 and sub-sections)
3.3.1 What I learnt from reflecting on the situation (3.5 marks)
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1. Situation – (Identify if the situation was a positive or a negative experience)
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2. The situation made me feel…
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3. What I learnt from reflecting on the situation
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I have faced lots of difficulties during the initiation of the project as I have less experience in handling the teams. Lack of knowledge in team handling leads to a rough start for the project. The Project somehow got delayed also due to a lack of skilled workers on the Project. |
I feel very hopeless and angry at the same time. I was wondering how to deliver the project with such an inefficient team. |
I have learned a big lesson from this situation as I have less knowledge of team management. Effective communication is needed in handling the team. The risk can be mitigated from the project if proper planning and communication are present in the Project. |
3.3.2 Improvement Strategy for Lesson 2(3.5 marks)
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(a) Improvement strategy Explain the specific strategy/action plan that you will implement to address the lesson identified in 3.3.1. Note: Strategy should consider whether the Lesson is positive or negative. Response to be appropriate in relation to risk management approaches.
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(b) Measurement How to measure if the strategy works; what measuring tools/units will be used
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(c) Achievable Why the strategy is achievable; what will you do and how |
(d) Relevant Explain the relevance of strategy to address the lesson in 3.3.1
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(e) Timing When the strategy will be implemented
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Implementing a "risk management strategy" in the project leads to mitigate all the issues in the Project(Shantia, Aflaki, & Ghoddusi, 2019). |
The measurement of risk mitigation can be done by the project manager who is directly involved in the Project. |
The method is achievable as it will involve effective communication methods for communicating among the stakeholders(Stewart &Cioni, 2018). |
The strategy has proper relevancy in the Project as it will involve all the members of teams through a single-mode. |
The strategy will be implemented at the beginning of the project. It will be around week four. |
4.1 Conclusion
The assignment has given a clear discussion on the planned project steps and the real project steps. There will be a probable chance of uncertainties in the project process. The effective tool for "risk management" will help to mitigate the interruptions in the Project. The "deep reflection" has been conducted on the project for acquiring knowledge and have an effective outcome. The Project purpose can be achieved through "deep reflection" and the "reflection practice".
4.2. REFERENCES (1.5 MARKS)
Dang, Q., Jasovska, P., & Rammal, H. (2020). International business-government relations: The risk management strategies of MNEs in emerging economies. Journal of World Business, 55(1), 101042.
Gould, N., & Taylor, I. (2017). Reflective learning for social work: research, theory and practice. Routledge.
Knott, C., & Scragg, T. (2016). Reflective practice in social work. Learning Matters.
Shantia, A., Aflaki, S., & Ghoddusi, H. (2019). Input Price Risk Management: Technology Improvement and Financial Hedging. Production and Operations Management, 28(8), 2044-2067.
Siegelaub, J. (2017). How PRINCE2® Can Complement the PMBOK® Guide and Your PMP®. APMG International.
Stewart, F., & Cioni, A. (2018). Holistic security risk management strategies for E&Ps: optimizing performance by reducing surface risk. The Journal of World Energy Law & Business, 11(1), 49-84.
Tao, F., & Qi, Q. (2017). New IT driven service-oriented smart manufacturing: framework and characteristics. IEEE Transactions on Systems, Man, and Cybernetics: Systems, 49(1), 81-91.
Vaní ková, R. (2017). Application of PRINCE2 project management methodology. Studia Commercialia Bratislavensia, 10(38), 227-238.
Zheng, P., Sang, Z., Zhong, R., Liu, Y., Liu, C., Mubarok, K., . . . Xu, X. (2018). Smart manufacturing systems for Industry 4.0: Conceptual framework, scenarios, and future perspectives. Frontiers of Mechanical Engineering, 13(2), 137-150.
