TOC o “1-3” h z u Background/ Current Situation PAGEREF _Toc377227317 h 1Overall Objectives PAGEREF _Toc377227318 h 1Communication Objectives PAGEREF _Toc377227319 h 1Target Audience PAGEREF _Toc377227320 h 2Key Messages PAGEREF _Toc377227321 h 2Second Situation PAGEREF _Toc377227322 h 3Third Situation PAGEREF _Toc377227323 h 3Communications Mix PAGEREF _Toc377227324 h 4Communication Improvement PAGEREF _Toc377227325 h 5Backup Plan PAGEREF _Toc377227326 h 5References PAGEREF _Toc377227327 h 6
Background/ Current SituationSmartVoice project of developing voice recognition software, supporting Total Software corporate strategy solutions, and improving their productivity in their both work environments and home is in its tenth week. This is the month near the implementation of the project a there are some issues that need solutions for the success of the project. They include a member of the technical team request for transfer following project team conflicts, one of the members requested for a weeklong vacation, and virtual members of the team feeling of isolation. It is necessary to address these issues since they are critical to the development of the project and the realization of its success (Binder, 2007).
Overall ObjectivesThe overall aim of the project is the examination of the level of effectiveness of the SmartVoice initiative. It will involve a number of initiatives that will ensure the success of the program. The initiatives will include the establishment of the latest voice recognition in the research and development within the company. There will also be the examination of the effectiveness of the new technology for application by clients. Determination of the promotional and the advertisement platforms necessary in the launching of the project is the final initiative.
Communication ObjectivesThe project is in the implementation month is facing a number of challenges. As stated earlier in this document, key issues challenge the success of this project. It involves the crisis of a member of the technical team seeking transfer due to conflicts arising from the project team. The other challenge is the fact that one of the members wants a weeklong vacation in a crucial project period. Complains from the virtual team is the other challenge. Addressing issues within a project using effective communication strategy is vital (Binder, 2007). This document seeks to explain the implications of the issues arising from a number of ways that will assist in addressing these problems. It will communicate to the stakeholders and the team members on the amicable way of addressing the issues.
Target AudienceThe target audiences of the document are the stakeholders of the project (Xavier, 2004). Total Software Solutions is the primary stakeholders of the project. Project team and SmartVoice are the other stakeholders of the company. This document seeks to address issues arising within the project and affect its success.
Key MessagesFirst Situation
One of the members, the technical team, requested for a transfer following conflicts with the other project team members. Losing one of the technical team members means that the team will have to vet for another credible candidate. This will be time consuming and will result to wastage of time that is beneficial for the completion of the project. In addition, conflicts will mean that the team will have low member turnover. Such a scenario would cost the team valuable labor and time, which would result to delays and problems in meeting the deadline.
Arbitration is the process that would assist in providing a solution to the problem (Binder, 2007). There will be an independent arbitrator approved by the aggrieved member and the team. The arbitrator agreed upon will oversee the solving of the existing problem. There will be an agreement that the decision made by the arbitrator will be final, and both parties will abide to the decision. Talks and mediation will commence as soon as possible and short take the shortest period possible without affecting the proceedings of the project. This way, the project team, will deal with the problem caused by this situation amicably.
Second SituationOne of the members requested for a weeklong holiday during the period of the project. Indications are that this will be the period when the project deadlines are imminent. Project team faces the challenge of not completing the project within its timeline or having a crisis with the team member. The latter will decrease the morale of the team member while the former will result to a crisis with the client Total Software Solutions. Such scenarios would be setbacks to the project and may derail or deter the success of this project (Xavier, 2004).
There will be discussions with the member of the team seeking vacation and the management. The discussions will be on the issue of vacation and the importance of the member on the team (Xavier, 2004). Management will seek to explain to the team member their importance to the team and reasons that his or her vacation may result to the failure of the project. It will further offer the member a vacation with added advantages, but it will be after the successful completion of the project. Successful discussion will be once the member agrees to postpone the vacation until a time when it will be beneficial to both teams. This will mean the eradication of a possible crisis.
Third SituationVirtual teams of the project report that they feel isolated by the other team. This will lead the destruction of collaboration and coordination within the teams decreasing the level of trust, teamwork, and focus. Traditionally virtual teams have difficulty in the structure of organization, and their feeling of isolation could magnify the situation. Project manager has the responsibility of ensuring that all differences, assumptions of challenges, defusing potential conflicts to ensure the smooth operation of the project. The feeling of isolation within the virtual team means that the above-mentioned responsibilities of the project will increase in difficulty.
Solving the indicated problem will require that the project manager improves the communication with the virtual team. Mutual involvement on the project management issues across the boundaries of the organization is another method that will increase the activities of the virtual team (Willis, 2010). This means that the promotion of information across the boundary and challenging any barriers of information that are unnecessary provides effective solutions. There is the risk of conflicts arising with the virtual team and ways of conflict resolution will be pivotal to deal with the issue before hand (Willis, 2010).
Communications MixCommunications mix applicable in this scenario includes both external and internal communication mix. In the external communication mix, the company will use press releases, online sites such as Panda, TV, advertising, and print including brochures. Internal communication mix, on the other hand, will include face-to-face meetings and conferences calls in cases of virtual team. This will ensure that there is effective communication within and without the organization on the issues that affect the project. There will be careful determination of ways to solve any crises arising in the course of the project and communication mix that will ensure effective results (Willis, 2010).
Lack of the proper mechanism of communicating to individual members of the project might be the cause of the problems experienced. The member of the team requested for a transfer would have resulted to such a resolution due to lack of proper communication (Morris, 2008). Realization of the fact that arbitration is possible would have prevented the occurrence of such cases. The feeling of isolation by the virtual team may be because of the lack of proper communication mechanisms. Improving communication will increase the involvement of the virtual team in the process of the project. This will increase their feeling of participation and decrease that of isolation. The team member seeking to have a weeklong holiday may not be aware of the fact that it will be a crucial period for the project. Proper communication would have ensured that he or she has the right information concerning that week reducing their probability of seeking a holiday. Evidently, improving communication will be a proactive measure to a score of crisis.
Backup PlanDespite the fact that there will be efforts to ensure the success of the procedures, it is only realistic to realize the possibility of failure. This means that it is vital to have a backup plan in case of failure (Campbell, 2009). If the team member insists on a transfer, there will be a member chosen to be on the acting capacity before the determination of the best candidate for the position. In case, the member requesting for a weeklong holiday disagrees with the management there will the decision of the team to work ahead of schedule. A member with equal qualifications may represent them during their absence. Virtual members of the team may indicate dissatisfaction, which may require a backup plan. This will be having a face-to-face meeting with the members of the virtual team to discuss their proposal.
Campbell, G. M. (2009). Communications Skills for Project Managers. New York: AMACOM.
Binder, J.C. (2007). Global Project Management Communication, Collaboration, and Management. California: Gower Publishing.
Xavier, M. (2004). Project Management. California: SAGE publishers.
Willis, K. R. (2010). Essential Project Management Skills. London: Taylor & Francis Publishers.
Morris, A. R. (2008). Project Management that Works. New York: AMACOM.