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Introduction
Introduction
The research done on managing a team of people in a project, it has allowed project managers and research consultants from Small and medium enterprises (SME) in Sweden improve upon their effectiveness by developing better communication patterns. However, project teams pose unique challenges that are culture-based and can be hinder-some unless managed effectually. In fact, it is the depth and breadth of challenges that teams face that is surprising. As the businesses keep growing with their ever-growing project teams, it has become incumbent upon these SMEs to regulate and systematize training and structure of their teams in order to overcome these possible threats. Like any other teams, teams also encounter many of the same challenges, but language troubles, the lack of one on one contact, timeanddistance challenges, and most of all, the obstacles that the differences in culture and personal communication styles pose, make the work of teams way more difficult and intricate.
While it is true that the modern technology and improved leadership theories have aided managers and leaders to implement these rhythmic patterns of communication, the ability to hold an extreme diversified workforce to stay on the same page every single day becomes challenging for some SMEs.
For a project to be successful, the project manager should be creative in his leadership to provide an effective communication channels among project members. No organization will succeed in their plans if they fail to transmit the information to all stakeholders (Lock 2007). Information technology makes communication among project stakeholders easier and a project manager should be able to provide all resources relating to information technology tools (Morgen 2003). These tools will provide a project manager the ability to oversee all what is happening in the project. Without the capability to monitor project members, it is bound to fail.
Statement of the Problem
If human capabilities are not well managed, the project is likely to fail. Though human capabilities, it is the project leader responsibility to deliver in accordance with its objectives, by to coordinating the project team. If the project leader does did not exercise any authority over the team members most of whom are from different departments then a fail will be experienced. The project manager should be in a position of managing resources wisely to deliver good results
Purpose of the Study
The major objective of the study is to analyze responsibilities of project managers in managing capabilities by looking at responses and strategies of project managers in managing project team members capabilities (Boak, 1991). By examining the role of worker training and development as well as technological planning towards stakeholder confidence, about individual project, it will become possible to ascertain the current strength of SMEs in coping with the emerging challenges.
Dissertation Structure
The dissertation is divided into six chapters each having its own role. Chapter 1 has given the introduction part of the paper; Chapter 2 has literature review covering strategies used in management human resources.
Chapter 3 has Research Methodology while Chapter 4 has results. Chapter 5 has discussion on capability management. Finally, Chapter 6 is focusing on conclusion and recommendation.
Literature review
Project Monitoring
Project monitoring is the responsibility of a project monitor and it is a difficult task as it involves various stakeholders with diversity experience. It involves regular communication and collection of data through assessment and evaluations. The communication between the project manager and team leaders will help the project manager assess the capability of project members in order to define the various roles expected of them. Jobs assigned and completed are usually done in a group and no individual can complete a project task alone. This is the main reason for the creation of project teams (Newell, 2005).
In a single project, various teams may be formed to cover some sections of a project. These teams need to work harmoniously and at times, members of each team may cross over their technical expertise to the other teams. Without this, the project will fail and the manager will have to take the burden. According Stevens (2002, 45), it is the responsibility of the project to ensure that there is cooperation between various teams and individuals. He also ensures that the responsibilities to the teams and individuals are measurable and achievable, to avoid frustrations. Unachievable responsibilities will make the entire projects weak leading to their failure. The period is given to a project if all resources to accomplish it are available. Issues relating to the project help the entire stakeholders in understanding goals that will be achieved. Therefore, project monitoring will ensure that a project manager has a clear vision on how to utilize time resources and capabilities to make a project successful (Chapman and Stephen, 1997).
During project, execution each task needs to be monitored by the project manager and this is made possible by the use of Gantt charts and network analysis tools. These tools are information technology based which makes the monitoring process easier and faster. The main aim of the project manager is to lead and offer guidance to all project leaders in accomplishing their tasks. The project team leader is motivated to accomplish their talks successfully if there is assurance that they will be recognized for accomplishing the project. This means complements such as good work, thank you and many others will act as a source of monitoring the project. The project manager needs to observe the procedure that is followed in order to attain success in monitoring it (Sebastaian 2007). Once the project is completed, it will be evaluated to measure whether there is a connection between the expectations and the actual results. The project indicators will be achieved when there is little deviation from the expectation (Gareis, 2005).
Teamwork and Validation
Appropriate and correct duty will give power to the team, in that the tasks are well defined to each team and even to each person, therefore easy to achieve the recommendable results expected. This is an essential team-building tool most especially, where members are allowed to learn from each other freely. Hodgkinson, (2005) says that there is cost-effective use of time in duty delegation, therefore much more efficiency. This results in a more streamlined organization from micro level to macro environments that can positively affect the project.
The safe and appropriate actions brought about by effective communication and supervision can result in an enhanced teamwork and individual, as well as group validation. This is only possible when critical components of effective delegation that includes appropriate evaluation of multiple perspectives and respect fir diverse viewpoints are utilized effectively to start the process of an effective delegation. Following this, the utilization of well-balanced communication that understands its audience and the numerous interpretations of messages can result in a facilitation of actions that can result and deliver effective delegation, which empowers and validates the members of the team. Delegation is a management concept utilized to obtain desired results and holistic care through empowering one to act for another (Hodgkinson, 2005).
Employees in empowerment
Decision-making is an important aspect in an organization and is often challenged by pressure of time and other prevailing circumstances. More than often, organizations are faced with situations that require parties concerned to make decision. Consequently, the processes and techniques employed by an organization to make decision on matters affecting its employees, offers insight of the managements personality and the ability to make quality decisions on the assessments made (Dessler 1992).
Employee feel recognised when they are allowed to make decisions relating to their day-to-day operations. This ensures that they are full involved in decision making especially on the outcome of the project. However many companies do not prefer a direct involvement but indirect (Söderlund, 2011; Drucker, 2002).Those companies that with indirect involvement provide suggestion box where an employee is not required to disclose his or her name. Those who use a direct involvement have regular meetings where employees air the views (Foster et al., 2009).
Provision of accessible resources and skills, by the company is one way of empowering employees therefore easy to attain both corporate and individual goals. To do this, the employer working hand in hand with the employee should do proper definition of specific career path and goals. In this case, the employee should be given power to create and innovate and if possible, the ideas should be supported and embraced for improvement of corporate performance (Bowen, 2000; Griffin & Moorhead 2011). As a result it becomes easier for the company to meet the dynamic demand due change and compete with other companies in the market (Paauwe and Richardson, 1997).
Reward systems
Reward systems provide an ideal means of actualizing an employees potential in the hierarchy of needs. Rewards do not necessarily have to be monetary. An organization can therefore look for other ways of rewarding their employees without using much of exhaustible resources. It is true that most employers will only reward their employees after they see tangible results. It is however, imperative to note that a lot of effort and sacrifice from various sources is applied to tasks that may appear menial to management. This implies that it is always good to reward employees at every stage where slight improvements are evidenced. This boosts morale and contributes to the achievement of success. Most employees maintain that money is the prime motivator (Kinicki & Kreitner, 2006). This is because when a price is tagged to an achievement or accomplishment everyone focuses on the money. However, money is largely ineffective in creating a long lasting drive for performance improvement. Herzberg explains that after a exceeding a certain echelon, money ceases to be a motivator. Money should therefore be coupled with other non-monetary incentives (Dessler 1992).
The role of non-monetary rewards cannot therefore be sidelined. These are often disregarded as management focuses on factors that are more complicated. The use of praise for a job well done is very motivating to the employee and also adds confidence in them by knowing that their work is good and is recognized by others (Jensen et al., 2007). In addition, employers can use letters like thank you letters or recommendation letters to acknowledge the contribution of an employee in a particular task (Boyatzis, 2007).
Project Planning
The most important key to successful and effective project management is through planning. A logically constructed and orderly plan is essential to direct any type of project and to help in preparing a report from conception through completion. The key to good planning is in its turn founded on clearly defined project objectives. Project planning can begin with the identification of the clients needs, the development of a budget and work schedule that fit these needs, and the planning for resources, including staff and materials. The setting up of a clearly defined project proposal plan is therefore very useful from the beginning as it can help ensure that matters as a technically capable staff and an adequate budget are part of the process. The primary key to the success of a project lies in the thorough technical understanding of its main characteristics and goals as this will eventually facilitate the production of the project report and the meeting of the schedule (Turner and Müller, 2006).
Effective planning and organization is thus the most important key to successful project management. To do this well, it is integral from the start to be focused and relevant. It is also important to learn the scope, including the tasks, quality, and deliverables, of the project. The scope includes also matters as quantity and quality. Thereby, planning comprises also the specific setting and adherence to deadlines. This includes final as well as interim milestone and deliverable deadlines. This is crucial as deadlines are often not up to ones schedule, but are set by upper management or customers. The sooner one learns about these dates, the better it is to plan ahead and adjust ones scope, budget, and resources accordingly, sparing with that a lot of time, money, and energy(Turner and Müller,2006).
The keys to the successful planning of any project are diverse and numerous. It remains however clear that planning is the most central aspect of the success of any project. Planning ones time, budget, team, resources, goals, and ultimate deliverables is primary to the avoidance of any undesirable hindrances. Remaining pertinent to the task is also part of the planning procedure of any project. This can be done through the entrance of accurate project information, including the linkage of tasks and duration and their assignment to the relevant material or human resources (Turner and Müller, 2006).
Leadership
The speed of transformation and consequent rise in complications has beaten the capacity of leaders to adapt. Today, possibly the most acute factors for effective leadership are the ability to accept inconsistencies, bear obscurity and uncertainty, and act adaptable. These determinants gauge a leaders capacity to control the constant change and make maintainable, fine performance. Considerably, the capability to adapt mostly portrays an emotional challenge instead of an intellectual challenge.
Strategic integration of the leadership challenges will assist in polishing the skills and methods that managers are required to navigate for organizational transformations so that project teams are guided successfully and effective communication is facilitated with project. Training exercises should be offered to project personnel in which concepts of facilitating and training into a science or engineering culture, with a specific emphasis on the requirement for teamwork and empowerment of all team members must be introduced.
Knowledge sharing is extremely critical for work processes and what affect it most are transformational leadership and organizational culture. As cited in Mushtaq and Bokhari (2011), transformational leadership encourages innovation and knowledge sharing among employees. With this leadership style, the leaders will be stimulated to have explicit communication networks and a trust-filled atmosphere, enabling knowledge sharing. The next challenge is similar to knowledge transmission. It is based on the difficulties encountered in information flow from person to person (Love, Fong and Irani, 2005).
The project manager is charged with the duty of preventing any hostile work situations and disparities in the workplace. Racial, religious, gender-based, and prejudices based on sexual orientation cause the greatest hurdle to employee cohesiveness. Project manager should ensure that employees are courteous, respectful and professional to each other irrespective of their diversity. Project manager must ensure that they state corporate stand on these issues and employees must formally agree to abide by these stipulations. In addition, employees must also be briefed on the need to appreciate diversity in the workplace.
Team members must also understand that there are limits to forming relationships in the workplace. Key among these is the need to ensure that the relationship does not interfere with work obligations. This calls for the need to maintain professional distance at the workplace. In case, this is not possible the concerned parties must set apart rules that help in managing the friendship and the professional relationships to remain as such. This ensures that priorities are set and employees ensure that they meet their obligations as well as still maintain great friendship with their colleagues.
Project manager must also ensure that employees master the art of balancing between work and free time and on ways of managing workload to ensure they meet the demands of the project. This prevents any collisions between them and their fellow colleagues as well as their seniors. In addition, team member must work to be less judgmental and be more accepting of others based on the understanding of the different cultural diversities present in the project.
These relationships must be geared towards providing a generative source of enrichment, learning and vitality within the workplace atmosphere and even outside. This means that apart from being merely working together, employees must get along with one another and avoid any pitfalls that might be toxic to the relationship. The project manager is integral in this task and they must provide guidelines that prevent any conflicting relationships as well nurture consensual and empowering relationships at the workplace.
Research Method
Introduction
In this chapter, the research design and methods used during the research will be presented. The aspects of research methodology used here will cover the participants, sampling method, sample area, data analysis method, the philosophy, objectives, data collecting instruments and ethical considerations. Sample characteristics will be considered together with data collection procedures as well as analysis(Saunders, Lewis and Thornhill, 2007).
The methodology for this research will be is based upon the research philosophy of ascertaining Responsibility in managing the capabilities of the team members in small and medium organizations in Sweden. Such objectives will be achieved by examining the how project managers manage capabilities
Philosophy
Most research studies are divided into two basic aspects, qualitative and quantitative methods. This may be done because of convenience in explaining different styles to address alternative modes of research. This kind of division may also be made to clarify the misalignment of information occurring during the research process. The obvious outcomes in this context are that researchers comply with such formats and are able to divide the process into two distinct parts. It is appropriate for researchers to distinguish between different philosophies and then to regroup different methods in separate divisions. However, a dilemma arises sometimes because the research can be labelled as being positivist in being designed to convey the objectives of positivist thought. It is argued in this context that the major concept of positivist thought is that the world is perceived externally and that its characteristics should be evaluated by way of adopting objective processes. This implies that only observed knowledge is actually correct and worthy of acceptance ((Saunders, Lewis and Thornhill, 2007).
It is possible to outline methods of amalgamating quantitative and qualitative research into a critical interpretive research module. This paradigm relates to distinguishing amongst qualitative and quantitative methods of data collection and analysis along with making an empirical-analytical and interpretive paradigm of enquiry. In general, the empirical analytic enquiry relates to seeking objective metrics and categorical description of the given phenomenon while aiming towards providing causal explanation of the resulting interrelationships. This is done through forms of formal laws that are analyzed by using statistical techniques of associating them with the given variables. Interpretive enquiry can thus be said to aim at determining the ways in which people view and experience the world, the different ways in which they relate with each other and the situations in which such interaction occurs (Saunders and Thornhill, 2003).
Objectives
The objective of the study will be to find out how small and medium enterprises manage human resources involved in project management. That is to look at the role played by the project manager in ensuring maximum utilization of capabilities of project team members for the benefit of the project.
The other objective will be to find out the conflict resolution techniques used in project management of SME.
To establish whether there is a relationship between management of a company and project management.
Research Design
The method of gathering data will be online survey, which aims at measuring the respondent opinion about managing human resource of a project to attain project objectives. In any survey, descriptive assessment of a study is important when the researcher has prior knowledge of the area of study. In the survey, 20 small enterprises and 15 medium enterprises will be selected. Secondary data collection method will involve literature review of twenty sources, covering the subject matter. With research discoveries in the past and relative consideration towards the current strategies used in capability management, this research will prove to be a mirror of path that project managers should give attention to hence making proper use of human resource in the management of resources. The predicted sample size for the study is expected to vary between 20 and 40 participants. Eligibility for the study will be outlined in the instructions. Individuals who indicate that they agree to participate and who are eligible for the study will be given the option to complete the online assessment. A brief demographic form will inquire as to the participants gender, education background, year of birth, years since he or she became a fan of project manager. There will be 20 questions asked in the questionnaire that will focus upon extracting information pertaining to the managing human resources to improve efficiencies.
The questions will be directed at determining some basic level of personal information about the participants as it is necessary to have the same for future reference. Moreover, personal information about the respondents enabled the researcher to arrive at conclusions relative to the different experiences. Getting to know their personal details such as age, qualification and place of work facilitated the research in assuming the kind of perceptions they have about human resources management.
Sources of Data
The present investigation will be based on the information both from the secondary as well as primary sources. The basic secondary data on the major trends in management of human resources in SMES of Sweden in will be collected from the publications. The websites of private firms will be used for the analysis.
Primary Information may be collected from the project managers from the SMEs and workers in the project management teams. Interview with the workers in the existing project will throw light on another side of the issue; that is the how they view project managers.
Methods of Data Collection
Interview questionnaires will be the primary data collection method, which are intended to be used in the present study. The questionnaires will be structured in a manner that some questions will be open ended to give the participants a free will to express their perceptions on areas of management of capability , while the remaining section will have close ended questions to collect data (Saunders and Thornhill, 2003). The utilization of open ended vis-a-vis closed ended questions will enable the use of numerical and non- numerical data analysis techniques (Yin, 1994).
Three factors that have to be taken into consideration in selecting the appropriate methodology is intended audience; researcher(s) experience and research problem. If the research problem pertains to identifying factors that could affect an outcome then quantitative method is best. It is also useful for testing an explanation or theory. Quantitative method is also best for researchers who are trained in scientific and technical writings and statistics. On the other hand, if a phenomenon or concept needs to be explored because not much research has been conducted on it, then qualitative research is best. This method is also useful when the researcher does not know what relevant variables need examination. Qualitative method is also for those who are more talented in conducting open-ended interviews, writing literary pieces and more experienced in analysis programs. Meanwhile, to generalize findings pertaining to a certain population and then to develop a detailed perspective on the meaning of that phenomenon, then mixed method is best. The missed methods are useful for researchers who are experienced in both quantitative and qualitative methods. Intended audiences experiences must also be considered in the choice or research methods.
Sampling Method and Sampling Area
The sampling area for this research will be in Sweden covering small and medium enterprises. It will target managers and employees who are or have been involved in project management for their companies. Authority will be obtained from the management of those companies before seeking their responses so that they will feel safe to provide the information. The respondents will be given various options to use in responding to the researchers questions. Email option will be available because it will be easier for the respondents in studying and responding to the questions carefully. This approach is called convenience and purposive sampling, which usually provides the expected feedback. This sampling will help in selecting the sample size and area after gathering secondary information about the subject matter and the aim is to confirm the data collected.
The organizations in which I have personal access, will be targeted for the purpose of this survey because it will help in conducting the interviews with people having higher level of authority in this field. The required information and sources of necessary database concerning the team management, conflict management and human resources management may be availed through this interview.
Quantitative research methods are used because they allow an analysis of the target segment in terms of objective, numbers, and logic. Qualitative research is used by utilizing the concepts of subjectivity, images and words. Quantitative research enables a convergent reasoning for researchers because it provides concrete information relating to objectivity, logic and numbers. The benefit from this option accrues from the fact that when researchers research the consumer behavioural patterns in the context of their expectations, they get specific data that can be analyzed to arrive at logical conclusions about the issue in hand. Conversely, qualitative research concerns the processing of information by analyzing emotions, feelings and reactions of the sample population, whereby all responses are different and a common conclusion has to be arrived at based on response patterns. Qualitative research is also helpful because it facilitates in addressing the creative side of a companys strategy relative to insights about how project team members reason within themselves about perceptions relating to the given human resource issue. Quantitative research allows an analysis of the target segment in terms of objective, numbers, and logic. Qualitative research is used by utilizing the concepts of subjectivity, images, and words.
Data Analysis
For analyzing the data, suitable statistical and mathematical methods have been used. Apart from simple statistical tools like graphs, percentages and tabular analyses, various methods like indices, correlation and regression techniques may be used to make my analysis more scientific and precise. Advanced statistical models will be used in analysing effects of managing capabilities in small and medium enterprises in Sweden. The models will show the effects of different managing techniques on performance of the project staff members.
Relying on both qualitative and quantitative techniques of gathering information. The research will use coding for data, which is collected from primary sources such as from the questionnaires for easy use of the SPSS software. Then data will be analysed in terms of frequency distribution, descriptive statistics , t-test, ANOVA, and many other analytical information. In secondary data, it will be used without coding but will be referenced to give credit to the originators.
Ethical Consideration
It is important to note that careful consideration was given to confidentiality in the composition of the research methodology of this paper. The informed consent form will be included in the online survey and available as a separate introductory page to all participants. The aim of introductory page is to give potential participants information relating to the research , its purpose, the procedure to be followed, and confidentiality of their information. The page will also inform the participants about their feel will , participation and other ethical values that will be maintained during the usage of their information. The researcher will rely on an online format for consent that states, Completion of the questionnaires signifies your consent to this study. This format avoids receiving returned consent forms with participant names and signatures and therefore allows anonymity of respondents. The participants have freedom to stop cooperating with the researcher before, during and after the research. This means they can request the researcher not to use or observe their information as confidential, if they feel threatened. This research study does not impose any major risk, threat or harm to participants. This is also made clear in the separate introductory page of the study.
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