Project Overview- Staff Re-organization
Project management involves the knowledge and experience that guide the processes that are aimed at achieving specific project milestones within the set parameters. As such, project management involves equitable allocation of resources and time to ensure success of the project (Mathur et al., 2013). Project managers must therefore come up with an implementation plan that consists of timelines and elements that will push the project from the initiation stage, planning, execution to the final process of monitoring and evaluation. This essay will give an overview of the staff reorganization project, including the objectives, scope, costs, timeline, and the successful monitoring and evaluation that will determine the project success. Project Overview- Staff Re-organization .
The Mission and Objectives of The Project
Staff re-organization involves the changes that are initiated to the organization’s internal structure due to a certain need that requires re-organization. In my case, I was tasked with staff reorganization to improve the efficiency of the involved organization. The mission and objectives of the project were to eliminate duplication of work, establish clear line of responsibilities as well as cut operational cost to improve the organization’s efficiency. This involved restructuring of the departments including merging some that were doing almost similar tasks, as well as establishing new departments to ensure efficiency within the overall organization’s operations.
The High-Level Tasks or Scope of The Project
The staff reorganization project involved several high-level tasks, especially beforehand during the initiation stage, as well as the planning of the project. Staff re-organization is somehow sensitive to any organization and it requires careful execution in order not to jeopardize the operations of the involved organization. The high-level tasks that were included in this project were first coming up with an overall structural plan, followed by setting up of the transition teams, management and staff familiarization meetings, establishment of roles suitability, as well as assessment of the evaluation and monitoring strategies that best fits the situation at hand. The overall scope of the project was to improve efficiency and as such, all these high-level tasks were targeted towards this efficiency element in order to fully align with the project’s primary objective. It is also vital to note that the involved tasks must also be guided by the established organization’s mission and vision.
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The Need for The Project
The involved organization was faced with a lot of complaints, as well as failure to meet the targets, all emanating from the services that they offer. With this challenge at hand, a special evaluation committee was drawn from the management to investigate the cause of these challenges. After conducting a thorough investigation on the matter during the set period, they came up with the final report that widely recommended for the staff restructuring that would match with the organization’s current operations, cut the overall operational cost and improve efficiency in the service delivery. Project Overview- Staff Re-organization .It was evident that the existing organizational structure, especially concerning the individual departments, worked against the organization’s efficiency to deliver services as expected. The existing staff were competent only that they required a little direction through a new system that was best possible through a staff re-organization process.
The Cost, And the Funding Source
The entire reorganization process was being funded from the organizations reserve funds as it was an internal need that did not require emergency supplementary budgeting due to its regarded minimal costs as it was recommended through the evaluation committee report. The total budget for the project was $60,000, which included the process management costs, operational cost, hiring of new staff, as well as setting up of the new office infrastructure to accommodate new or expanded departments. Below is a breakdown of the budget that was drawn from the organization’s reserve funds.
| ITEM | TOTAL ALLOCATION | COMMENT |
| Management Costs | $6,000 | This was to cater for the management team allowances and other operational costs during the project period |
| Structural Planning | $10,000 | The cost included various meetings and benchmarking trips to come up with the best plan that met all the evaluation committee recommendations |
| Setting Up of The Transition Teams | $5,000 | Transition teams are an important pillar in any project execution and therefore require a clear selection process that may sometimes involve numerous background checks, performance and even interviews to establish members’ capabilities (Bond-Barnard, et al., 2018). |
| Management and Staff Familiarization Meetings | $10,000 | This included venue set up costs, advertisements, as well as catering facilities. |
| Hiring of New Staff | $10,000 | Some of the re-organized departments with specialized skills requirements needed to hire new staff that matches the required skills. |
| Office Upgrades Costs | $10,000 | New office furniture and rearrangement costs |
| Evaluation and Monitoring | $5,000 | This cost included the expenses of the evaluation and monitoring exercise. This was to be done as the last process to establish the success of the project. |
| Miscellaneous Costs | $4,000 | Due to any unforeseen expenditure, this allocation was set aside as a precautionary budget that was to cater for such expenses. |
| GRAND TOTAL | $60,000 |
The Project Timeline
The timeline for the overall project was to last for 6 months with two main phases which included the first 3 months of project implementation and the first quarter (3 months) of performing monitoring and evaluation to establish the success of the project. The project closure was marked by the evaluation results gathered from the monitoring exercise within the first quarter (Miklosik & Janovska, 2015). Project Overview- Staff Re-organization . Below is a detailed timeline of the processes during the project implementation.
| DATE | EVENT |
| 1st July 2019- 15th July 2019 | Structural planning |
| 16th July -31st July 2019 | Staff and management familiarization meetings |
| 1st August -15th August 2019 | Setting up of the management transition teams |
| 1st August -31st August 2019 | Office upgrade |
| 1st August -31st August 2019 | Hiring of new staff as recommended by the transition teams |
| 1st September -30th September 2019 | Reorganization of staff and departments |
| 1st October to 31st December 2019 | Monitoring and evaluation |
The Parties Involved in The Project, And the Roles of Each Party (Team) Member
Project implementation requires a strong team that comprises the skills that a project demand. As such, team leader, as well as the transition team members must be of the required skills capacity in order to perform the implementation exercise as expected to bring along with them the project success. From the project I was involved in, I was the overall team leader assisted by transition teams that were drawn from the department heads and the management (Stolarska, 2016). The transition teams were divided into 3 teams that were each bestowed with important tasks during the project’s implementation exercise. The first team was tasked with resource distribution and overall supervisions of the tasks. The second team was in charge of departmental restructuring and office upgrade.Project Overview- Staff Re-organization . The third team was to oversee the familiarization meetings, as well as the hiring of new staff. Each team was to report progress weekly, but urgent matters were to be communicated immediately. The first team was also in charge of the monitoring and evaluation all through the project.
The Steps Established to Ensure the Project Was A Success
For any given project to be a success, several steps must be undertaken beforehand to ensure the implementation process runs on smoothly. During the project, I undertook several steps that ensured the project was a success. First the selection of the transition team was the most important exercise. Having able teams will drive the achievement of set goals effectively (Bond-Barnard, et al., 2018). Therefore, I selected the best team as per skills and task familiarization to ensure I had the right people in place. The second step was to ensure that the implementation plan aligned with the evaluation committee recommendations, as well as the organization’s vision and mission. This is important as it would take into account the established structural gaps that were the cause of inefficiency. Another important step was to make sure the required resources are available (Mathur et al., 2013). I recommended the budget allocation to be made in time to avail the financial resources that the exercise required. This was to ensure that the timelines for the task execution were uninterrupted. On the other hand, I made sure that the surveillance team was thorough in their work to ensure that any emerging issue is attended to right in time to enable smooth running of the project throughout the set period.
Measuring the Success of The Project
The measure of success of a given project is done as the last exercise after the project implementation. As such, this was established during the 3 months that the exercise was to be conducted. The variables that were used to measure the success of the project included, but not least to the operating costs, as well as the rate of complements or complaints after the project implementation. With this at hand, the initial aim was to improve efficiency through cutting costs, as well as improving service quality to win the customers’ trust again.Project Overview- Staff Re-organization . On costs, during the entire 3 months, it was established that the operational costs dropped by 35% in the first quarter and the service complains dropped by almost 80%. This was an excellent result that showed the project success as it was intended by the recommendations that were made by the evaluation committee (Saade & Nijher, 2016).
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The Role of The Project Management in Helping Make This Project A Success
Project management had equipped me with the necessary skills and knowledge that I effectively applied during the project implementation. The knowledge and skills included equitable allocation of resources and time to ensure success of the project. Selection of the right team was also another exercise that was fully guided by the knowledge of the project management. This assisted me greatly in ensuring that all the high-level tasks were executed in time. Project Overview- Staff Re-organization .
References
Bond-Barnard, T., Fletcher, L., & Steyn, H. (2018). Linking trust and collaboration in project
teams to project management success. International Journal of Managing Projects in Business, 11(2), 432-457. doi:http://dx.doi.org/10.1108/IJMPB-06-2017-0068
Mathur, G., Jugdev, K., & Fung, T. S. (2013). Project management assets and project
management performance outcomes: MRN. Management Research Review, 36(2), 112-135. doi:http://dx.doi.org/10.1108/01409171311292234
Miklosik, A., & Janovska, K. (2015). MEASURING MATURITY OF PROJECT
MANAGEMENT IMPLEMENTATION PROCESSES. Aktual’Ni Problemy Ekonomiky = Actual Problems in Economics, (163), 36-42.
Saade, R. G., & Nijher, H. (2016). Critical success factors in enterprise resource planning
implementation. Journal of Enterprise Information Management, 29(1), 72-96. doi:http://dx.doi.org/10.1108/JEIM-03-2014-0028
Stolarska, A. (2016). THE ROLE OF THE DIRECTOR IN PROJECT TEAM MANAGEMENT. Project Overview- Staff Re-organization .
Acta Universitatis Nicolai Copernici.Nauki Humanistyczno-Spoleczne.Zarzadzanie, 43(2), 103-111.
Write a paper in which you describe a project you have managed personally or professionally. Examples may include a trip you planned, a new product or service developed for your employer, a staff reorganization, and so on.
Develop a project overview that addresses the following questions.
- What were the mission and objectives of the project?
- What were the high-level tasks or scope of the project?
- How was the need for the project identified?
- What was the cost, and how was it funded?
- What was the timeline?
- Who were the parties involved in the project, and what were the roles of each party (team) member?
- What steps did you establish to ensure the project was a success?
- How did you measure the success of your project?
- Overall, how did project management help to make this project a success? Project Overview- Staff Re-organization.