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Requirement
1. If you were Young, how would you respond to the director in the meeting?
2. What mistakes did Young make that contributed to the problems of her NT conversion project?
3. How could Young have better managed the NT conversion project?
The word limit is 1500 words. Use Q&A style to prepare your answers.
Solution
1. If you were Young, how would you respond to the director in the meeting?
Answer.I would assure the director that I would do my level best to solve the problem and at the same time will apologize for the deleted Word Perfect files, as they cannot be recovered. I would own up for the situation and apologize for not coordinating my efforts with others and especially those who were affected by the problems. I would explain the reason behind all these mistakes and not try to sugar coat my words or make an excuse for it. Next, I would have explained the reason of occurrence of these mistakes and would take full responsibilities of the mishappenings instead of blaming my team and others. Having said that, I would acknowledge the fact that the project has been suffering from various issues and would enlighten the director regarding those problems that can be solved easily. I would explain explicitly to the director regarding my response to the mistake and would suggest various steps for implementation of a solid solution towards these issues. While discussing these solutions, I would present my capabilities to finish the project in a very confident manner and would note down all the issues and problems that were identified by the director. I would inform him that all the staff members will be presented with an e-mail for reporting the issues being faced by them so as to address and rectify them as soon as possible. I would mention that cooperation from the staff will be appreciated.
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I would ask for any other issues that people in the organization might be facing. I would additionally, note down the name of the people who suffered from my mistakes and will make sure that their problems are fixed later. Following that, I would personally apologize to everyone who was affected by these issues and would try to regain my self-confidence among all the stakeholders present in the meeting. Finally, I would request for another meeting where I would be able to take notes on the remaining issues and would admit my mistakes, ask for their opinions and thoughts regarding the project and promise to be more transparent in the near future.
2. What mistakes did Young make that contributed to the problems of her NT conversion project?
Answer.
Young committed various mistakes while doing her NT conversion project. These are listed as provided below:
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Communication Issues:Young did not inform Greene about all the issues she had been facing in the project. She was seen to attend only those meeting which was supporting her agenda and therefore failed to establish a feeling of trust of familiar bond with anyone. Communication level with her assistants, superiors, and staff was inadequate leading to various issues in the project. Poor communication further added to the extent of issues present in the project. She did not attend any meeting and did not even utilize that time with their staff so know the situation of the proposed plan. For example, her problems with Eggert led to aggravating the situation as Eggert was not able to confide comfortably in Young and she failed to identify the problem in the Netscape web pages. Therefore, it was her responsibility to be highly accessible and approachable towards her superiors and staff.
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No risk management: Young failed to predict the fire safety issues and failed in researching the fire and safety requirements. Sheeven ignored the Smokey, the bear sign which presented a negative impact on the IS department.
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Lack of an effective plan: She did not propose any plan of what was needed to be done and no idea regarding the compatible issues before she agreed to the conversion project. She did not consult her team and members regarding the execution and status of the plan. Additionally, no one was reminded of the conversion dates and their time slots. Adding to that, she did not research the hardware of all the computers present in the office for their driver issues. She did not account the number of people she required for completion of the project and did not even provide any contingency plan to her team workers.
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Carelessness: Young acted carelessly throughout the course of the plan. She expected the researchers to be highly proficient in the e-mailing and database programming and even got irritated when they called her regarding these issues. Adding to the chaos, she simply e-mailed the project support to anyone in question and did not approach the non-responders personally leading to various issues in the workplace. Without any planning and thought, she erased various information and things off Director’s computer without his permission.
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Lack of communication and leadership skills: Young was not able to communicate with her superiors, colleagues, team workers, etc. Additionally, she was not able to guide her team workers well which created further issues in the project.
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Place Your Order3. How could Young have better managed the NT conversion project?
Answer.
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She could have explored the various opportunities and could have gained the skills and knowledge regarding the new system and the various benefits of it. After doing so, it would be easier for her to make people understand the importance of the project. With enhanced knowledge, she would have guided her team members effectively and would not have encountered the problems up to such an extent.
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As the WOI staff was working on irregular hours which led to ineffective communication in the staff. She should have scheduled a weekly meeting where the team members would brief about the status of the project. She should have emphasized on the importance of increased attendance level clarifying about the various issues.She should have set up a follow-up e-mail for reminding the time slot to the employees. This would have helped her to schedule for the up gradation of the system, and any changes would have been communicated well with the staff.
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She should have invested in building up a cordial and personal relationship with all the employees. With better communication among the employees, she would be in a better position to understand their issues and implement some changes. With proper communication plan, should would have created awareness in the staff regarding the importance of the project. Networking with the employees would have helped herto attain higher level of cooperation from the employees and the staff.She should not have avoided the weekly staff meeting and should have spent more time with the staff to understand the culture of the organization which would have resulted in increased support.
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She was provided with five bright part-time students who were highly passionate and were capable of given the higher level of responsibility. She could have utilized their capabilities and talent by guiding and supervising them effectively. This would have helped in improved communication flow with helpful and beneficial ideas from her team members.
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Young should have had the proper implementation of the plan and done things sequentially. This would have helped her in understanding the flaws in the plan, and she would have been aware of the slack time available for ensuring that the project is completed in the stipulated time.
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She should have informed Green beforehand regarding all the issues she had been facing and about the status of the report. As she thought this job to be similar to the one she was working before, she thought her only work was related to the computers and demanded same responsibilities as Evergreen system.
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With the vigilant eye on the progress of the project, she would have been able to identify the risks associated with the project and would have created a risk assessment along with risk response matrix. With her experience in Evergreen Systems, she would have utilized it perfectly in this situation.
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