Estimating Costs and Allocating Resources

When researching Project Management solutions and resources, my first criteria in the search was to find something inexpensive (free would be best).  I wanted to find a template where I didn’t have to download software; something I could just incorporate into what I already have.  I found that in Bright Hub PM.  They offer a free download of an Excel spreadsheet and as they state, “…creating a project budget can be time-consuming”… using a template will help alleviate potentially overlooking tasks…”all you need to do is input the information” (Bowen, 2013). When all is said and done, you can save, print or email the completed budget.  The website also offers many free resources and tips.

 

The next resource I located was ProWorkFlow, which offers a 14-day free trial.  A few items offered in the software are: One place Projects for details, tasks and communication, FREE training and support, mobile apps, templates, reporting, file uploads and storage and resource management.  It also integrates with a variety of accounting software such as QuickBooks.  There is also a blog to follow for additional tips. The software is priced competitively, as low as $10 per month for an individual user (perfect for a freelancer or independent contractor).

 

Resource

Bowen, R. (2013, July 31). Use This Excel Project Budget Template to Simplify Your Next Project's Budget Creation Process. Brighthub Project Management. Retrieved July 30, 2014, from http://www.brighthubpm.com/templates-forms/75727-use-our-excel-project-budget-template-to-simplify-your-life/

 

Communicating Effectively

 

 

The assignment was to observe three modalities of communication; all with the same content but delivered by email, voicemail and by personal message via face-to-face.  Once the message was received, reflection was given on the effectiveness of each form.  This scenario despite the type of the modality, would be considered informal communication; though the request was past the established schedule, the content/reports were late which creates “communication that occurs as people think of information they want to share” (Portny, et al, 2008. Pg. 368).

 

 

Link to the Communication Scenario Examples

 

Email

Reading the email I felt the message was fairly urgent, though not demanding.  The source of the email acknowledged that the receiver may be busy but would appreciate the requested content. Because of the nature of email/text, urgency is difficult to differentiate as there is no tone to the words.  As the sender of the email, you do not have immediate notification of how the message was received.  Giving a timeline or due date would be a more effective way of describing needs.  When something is needed urgently by a manager, cc’ing them on the email may help speed the process; along with requiring a 'read-receipt' of the email.

 

Voicemail

Listening to the voicemail I got the distinct impression the caller was trying to be polite without appearing challenging or authoritative, yet was clear on what was needed.  This felt a better directed than the email because of the tone and vocal inflection. As the caller leaving the message, you do not have immediate notification of how or when the message was received.

 

Face-to-face

By far the most appropriate way to communicate in this example.  Along with the verbiage being spoken there were non-verbal cues of urgency and tone/vocal inflection, though it was a bit informal.  I feel she got her point across and was able to put pressure on the coworker and wait for a response. The clarity that encompassed all aspects of the face-to-face communication were effective and valuable at getting what she needed.  

 

 

 

 

 

 

Resource

Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M. M., & Kramer, B. E. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.

 

 

Learning from a Project Post Mortem: Where is the meat and cheese?

 

The culmination of life events (for a teenager) is the celebration at the end of the curricular road; The Graduation Party.  I began planning the party and creating a potential budget the summer before my son’s senior year. In my mind, where it was all assembled and were it stayed, the plan appeared to be moving forward.  My son wanted ‘walking tacos’ and pumpkin pie (well it was his party so he got to choose). And so the menu was solidified, besides the items I added such as cupcakes, nachos, etc.

In principle, I have had enough dinner parties and birthday parties to be conscious of the important essentials of creating a smooth and fun atmosphere. I did my due diligence by researching how much meat each walking taco would require (times) how many people were expected.  In fact, I researched almost every aspect of food and drink that would be required in making sure all guests had their fill.

Unfortunately I did not ‘factor in uncertainty’ (Portny, Mantel, Meredith, Shafer, Sutton & Kramer, 2008, pg.6) and had a few deficiencies:

1.      I did not have the correct amount of taco meat. Our guests were hungry and we went through 70 pounds of taco meat in the first 2 ½ hours.  This required my mother-in-law to make another trip to the store in the middle of the party, to purchase more meat and cook it.  This also increase the expenses of my party budget as the additional meat was purchased at the local grocery store and not by bulk at Sam’s Club (similar to Costco).

2.      In addition to the shortages in meat, the nacho cheese machine was well-loved by all and another grocery store run had to be made.

Though we had rain…lots of rain, we were prepared with tents and tarps and a clean garage. I am blessed to have a great network of friends who helped provide these items as the closer to the party date, it became apparent the sun would only shine for a small percentage of that day.  The planned yard games and bonfires were not to be, but dancing and cards replaced them seamlessly. Because of the atrocious weather of the day, I did not anticipate the amount of people we had invited to actually attend this event; there were also the guests who were not formally invited (son’s friends etc.) that he ‘forgot’ to mention.  All-in-all I feel the party was successful, besides the few drawbacks and the added bonus of an important learning lesson.

 

Resources

Portny, S. E., Mantel, S. J., Meredith, J. R., Shafer, S. M., Sutton, M. M., & Kramer, B. E. (2008). Project management: Planning, scheduling, and controlling projects. Hoboken, NJ: John Wiley & Sons, Inc.