BSBPMG535 Manage Project Information and Communication Business Documents Diploma Sample
Case Study A: AZIZ Company Corporation
AZIZ Computer Corporation is a new company located in Sydney, Australia. It is the Australian manufacturer of computer peripherals and software. For the first year, AZIZ is only targeting to sell its products directly to Australian computer retailers. At the end of financial year, the board of directors are satisfied with the generated profits that it could make. Therefore, they would consider generating more profits next year. AZIZ company has hired a project manager to lead the project. What the company expects to achieve are:
- To expand its selling platform – the company is expecting to directly sell its products directly to customers, not only selling the products through Australian retailers
- To expand a range of products to target more people who are working in the office and university students.
Project
AZIZ Company Corporations is planning to pursue the following expectations: Therefore, the company is expecting to launch the new product of a new line of notebook computers.
Question 1
What are project objectives of AZIZ company?
Question 1
As the case study states, AZIZ Company’s project objectives are to increase substantially and add new activities into its existing ones. The first objective of the company is to increase its products (Ghasemaghaei et al. 2020). To achieve this, it has to cease selling all of its computer accessories and software through Australian stores but instead sell directly to customers. This will enable it to acquire more customers and increase its market share. Additionally, AZIZ Company seeks to provide more products. As part of this development, a new series of laptop computers is being launched. These goods are aimed at two groups: Office workers and college students. The objective of this strategy is to achieve a wider reach by attracting new customers with different demands and needs from the existing customer base.
The strategy plan of AZIZ Company is not only to increase its market share and customer base, but also to provide a variety of products. Achieving these objectives will enable the business to generate more profits and become a leader in the tech market, which is highly competitive. For every goal to be realized and the business objectives of a company achieved, each needs detailed planning, sharing resources and market research.
Question 2
According to the project objectives of AZIZ Company, identify and analyse what information are required for the project achievement.
Guideline
The students must understand what the company is expecting to achieve. After that they are required to identify and analyse what ifnromation is needed to accomplish the goals. For example, if the company wants to earn more profits next year, they may need to consider adversiements and more communication to its customers.
Question 2
For AZIZ Company to achieve the objectives of widening its network of sales channels and increasing product variety, data must be collected and analysed using different approaches. First, market research has to be done in order for one to understand what people like and dislike as well as the buying pattern of a particular group especially students from colleges and those working in offices. The research should consider market trends, optimal purchase strategies and the unique wishes of these sub-groups with regard to notebook computers (Lin et al. 2020). Second, the company should consider its competition. Learning about the competitors’ strategies, products and prices will enable the company to identify market niches and opportunities for positioning itself differently. This information will be very useful in determining the best way to compete with other notebooks available on the market.
Third, knowledge about logistics and operations is vital for establishing direct sales platforms. This implies the understanding of how e-commerce operates, managing processes for marketing and customer needs fulfillment. A close look at these elements will reveal that the direct selling approach is indeed viable and functional (Bauer et al. 2024). Financial analysis is also required to estimate how much it will take to produce and sell a product, as well as other ways of monetizing the same. This will enable the provision of a viable business plan for the new product line and direct sales approach.
Finally, mechanisms for customer feedback must be put in place. Comments on the product and sales strategy should keep coming in for them to remain relevant with what customers require as well as how trends are evolving. According to the project objectives of AZIZ Company, identify and analyze what information is required for the project achievement.
Question 3
Identify at least three (3) information to include when developing the communciation management plan.
Question 3
In order to ensure that people working on the project can communicate effectively, when devising a communication management plan for a particular project, especially one as complex as AZIZ Company’s; there are some important aspects of information which should be included. The most critical elements of the communication plan are these parts, which help clarify things for people to get them engaged and ensure that project objectives are met.
? Stakeholder Identification and Communication Needs: A major component of the plan is to identify all those who are affected by or have an interest in the project. These include people on the team, top managers, sellers, users and outside partners. The communication objectives, wishes and norms of each major group should be considered. By understanding the types of stakeholders, you can develop proper communication strategies (Lauff et al. 2020). While detailed technical updates may be critical for the project team, strategy progress reports might suit better funders and senior management.
? Communication Objectives and Key Messages: It is vital therefore to have communication goals that are aligned with the general project objectives. These goals should be the basis of what main words need to be sent. For AZIZ Company, objectives can be defined as creating more awareness of the new direct sales model and unveiling a new line of laptops. The key messages should be phrased to reflect the specifics of the project, such as its move into direct sales and a greater number of products. This will ensure that they get to the right audience.
? Channels and Methods for Communication: The plan should outline the mechanisms and media for delivering information to people. It encompasses both traditional and modern forms of communication such as talks, emails, social media sites news statements among other corporate communications platforms. The company’s platform selection should depend on the material and the target audience. For instance, in terms of retaining customers’ attention, social media and online marketing can be effective while internal newsletters and emails are better for engaging with the stakeholders within.
Question 4
When you understand objectives and required information of the project, you are required to develop communication management plan to achieve the goals.
Guideline
The communication management plan may be developed in different ways among the students. However, they are required to ensure that the communication management plan is align with project objectives of AZIZ company. The plan must include communciation information that you would like to communicate with relevant parties to achieve the project objectives.
Question 4
Communication Management Plan Development for AZIZ Company
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This plan ties communication methods to the project's goals so that stakeholders can be successfully involved and information can be spread.
Question 5:
Explain the importance of a project-management information system (PMIS) for the project management.
Question 5:
Importance of a Project-Management Information System (PMIS)
In the area of project management for university assignment help, a Project-Management Information System (PMIS) is quite essential in particular for large and complex projects as are those that AZIZ Company is dealing with. The PMIS keeps all information pertaining to the project in one place. This is crucial in ensuring that all members of the team and those with a stake in the project have access to consistent, current, and accurate information. This centralization facilitates making decisions and coordination of different elements in the project. One of the greatest advantages to using a PMIS is that it allows people to make better decisions. It furnishes managers with up-to the minute data and information that can be used to make smart decisions in a flash. In a dynamic project environment, flexibility and the ability to change plans is essential.
Question 6
Outline three (3) requirements for establishing or selecting PMIS for AZIZ company.
Question 6
The issues that AZIZ Company should consider when establishing or selecting a Project-Management Information System (PMIS) are as follows:
Integration Capability: The PMIS must be technologically compatible with the technology used in AZIZ Company. This also requires the ability to work with modern databases, contact tools and software systems. Integration is a very important capability for the creation of an integrated system in which data can be easily transferred between apps. This prevents data from being stored in different locations, and ensures that all project relevant information is available at one location.
Customization and Flexibility: In this case, the PMIS must be highly flexible and adjustable to fit AZIZ Company’s projects like incorporation of new product lines as well as sales channels. It should be customizable enough to suit various projects, allowing you to alter the way reports are presented, dashboard configuration and data tracking settings. This study should be able to scale projects up and down as the company grows, in response to varying project needs.
User-Friendly and Accessible Interface: The PMIS should have an intuitive interface. This is vital to ensure that every person working in the project team who may be highly technically skilled can use it effectively. The ease of use ensures that everyone in the organisation adopts it and uses it uniformly (Ullah et al. 2021). It is also important to mention accessibility features, such as mobile support that facilitates getting project information for team members who work remotely or on the go.
Activity 2A
Performance Criteria
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Question 1
Refer to a case study of AZIZ company, if you were a project manager, what would you do to manage and gather project information from relevant parties?
Question 1
As an AZIZ Company case study project manager, it would be essential to manage the project effectively and get all relevant information from appropriate sources. These steps should be taken:
? Stakeholder Analysis: First, create a list of all the key stakeholders involved in this project. This also involves individuals within the firm, such as workers; senior management and members of a project team, outside the company buyers’ suppliers and government agencies. All interest groups can have different communication and information needs.
? Communication Plan Development: Create a detailed communication plan showing what and when each interest group will receive information. Determine the means of communication, frequency updates and what type information will be delivered (e.g., emails, meetings or reports)
? Regular changes: Ensure that reports and changes are released at fixed intervals. Internal team members may have to discuss the project progress, issues and tasks daily or once a week. External partners may receive information monthly or three times a year that points to significant events and results.
? Feedback Mechanisms: Establish channels for people to provide feedback so that you can receive their views and ideas. This may include suggestion boxes, polls or regular one on ones for discussing problems.
? Clear Documentation: Ensure that the information about your project is recorded and organized. This also covers reports, project plans, meeting minutes and all the documents that are considered important. Having a single location for project papers can help in finding information.
? Risk management: Anticipate and address potential communication issues or conflicts before they arise. Reduce the risk of confusion or poor communication by addressing problems promptly.
? Use of Technology: Use technology and project management tools to enable people to easily disseminate information and collaborate. Tools such as project management platforms, email and cloud-based document sharing can help people work faster and more effectively.
? Adaptability: Be aware that the company’s communication needs may vary as the project progresses. Be prepared to alter the communication plan as necessary.
Question 2
When disseminating information, what would you need to do?
Question 2
Disseminating Information in Project Management
Getting information out there is a planned process in the environment of AZIZ Company’s project. The primary objective is to ensure that all parties are provided with the necessary information in a timely, clear and efficient manner. Locate the critical information that needs to be passed on first. It could be progress reports on the project, modifications of strategies or new goals reached.
Second, one should determine the most effective methods of communication. The choice should be guided by the knowledge and audience that will read it (Wellman et al. 2020). For instance, internal news might be shared via company emails or an intranet platform. Alternatively, press releases, social media or the company website may be the ideal channels to disseminate external news such as new product offerings or business breakthroughs.
In addition, ensure that the message is appropriate for its target audience. That is, you need to use words and phrases that are understandable by each group of people. For example, messages to professional teams may contain specifications while those for owners would be about the project’s overall impact and how well it meets business objectives.
Another important factor is timing. The people with vested interest in the issue should be kept abreast of information to enable them make appropriate decisions or give their opinions as required.
Lastly, a feedback loop needs to be established. After the information has been disseminated, there should be avenues for people to ask questions or seek clarifications as well as provide comments. This two-way contact ensures that the information was understood correctly and allows for improvement in the communication process.
Question 3
In each project, explain why it is crucial that the project manager is required to carefully consider the designated information-validation processes.
Question 3
Significance of Information-Validation Processes in Project Management
In any project, such as the ones AZIZ Company performs its activities on, it is crucial for a project manager to consider and perform steps of information validation. This is due to the fact that accurate and reliable information should be a precondition for successful project management. All strategy options, planning and project work are based on validated information. The wrong or outdated information can lead people to make poor decisions, use resources inefficiently and ultimately cause an unsuccessful project.
Additionally, effective information evaluation techniques are necessary to maintain the project’s ethics and validity. They ensure that everyone who is associated with the project has belief in its direction and outcome, including team members, funders as well as partners (Fatumo et al. 2022). This is particularly relevant to projects with many people involved due to the increased risk of miscommunication and false information spreading.
Reference
Ghasemaghaei, M. and Calic, G., 2020. Assessing the impact of big data on firm innovation performance: Big data is not always better data. Journal of Business Research, 108, pp.147-162.
Lin, C., 2022. Marketing Strategy Analysis of Mobile Games Based on Consumer Psychology. Frontiers in Business, Economics and Management, 6(2), pp.98-101.
Bauer, F. and Friesl, M., 2024. Synergy evaluation in mergers and acquisitions: an attention?based view. Journal of Management Studies, 61(1), pp.37-68.
Lauff, C.A., Knight, D., Kotys-Schwartz, D. and Rentschler, M.E., 2020. The role of prototypes in communication between stakeholders. Design Studies, 66, pp.1-34.
Ullah, F., Sepasgozar, S.M., Shirowzhan, S. and Davis, S., 2021. Modelling users’ perception of the online real estate platforms in a digitally disruptive environment: An integrated KANO-SISQual approach. Telematics and Informatics, 63, p.101660.
Wellman, M.L., Stoldt, R., Tully, M. and Ekdale, B., 2020. Ethics of authenticity: Social media influencers and the production of sponsored content. Journal of Media Ethics, 35(2), pp.68-82.
Fatumo, S., Chikowore, T., Choudhury, A., Ayub, M., Martin, A.R. and Kuchenbaecker, K., 2022. A roadmap to increase diversity in genomic studies. Nature medicine, 28(2), pp.243-250.
Grunberger, G., Sherr, J., Allende, M., Blevins, T., Bode, B., Handelsman, Y., Hellman, R., Lajara, R., Roberts, V.L., Rodbard, D. and Stec, C., 2021. American Association of Clinical Endocrinology clinical practice guideline: the use of advanced technology in the management of persons with diabetes mellitus. Endocrine practice, 27(6), pp.505-537.
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