Question 5 (Marks: 30)
Conflict is inevitable in projects. Differences in opinion are normal and must be expected. With
that in mind, you noticed that two of your team members have not been agreeing completely
since the norming phase, and you want to investigate this matter further before it gets out of
hand and creates issues for the successful completion of the project.
Q.5.1 With regards to conflict on projects answer the following questions.
Q.5.1.1 Identify two sources of conflict and provide examples on how they
can negatively affect a project team.
(5)
Q.5.1.2 Explain how compromising and accommodating can be used as
conflict handling methods with example.
(5)
Q.5.1.3 Discuss the importance of the following problem‐solving approach
steps with examples:
Develop a problem statement.
Gather data and verify the most likely causes.
Evaluate the alternative solutions.
(10)
Q.5.1.4 Discuss five ways people can effectively manage their time on
projects and provide real world examples for each.
(10)
Q.5.1.1 Two sources of conflict in a project team are:
1) Differences in goals and objectives: When team members have different goals and objectives for a project, it can lead to conflicts. For example, if one team member prioritizes completing the project quickly while another team member prioritizes ensuring high quality, conflicts may arise as they disagree on the best approach to take.
2) Lack of communication: Poor communication among team members can lead to misunderstandings and conflicts. For instance, if one team member fails to communicate important information about a task or deadline, it can cause frustration and conflicts within the team.
These conflicts can negatively affect a project team by creating a hostile work environment, reducing collaboration and cooperation among team members, decreasing productivity, and ultimately compromising the successful completion of the project.
Q.5.1.2 Compromising and accommodating are conflict handling methods that can be used to address conflicts within a project team.
Compromising involves finding a middle ground or mutually agreeable solution. For example, if two team members have conflicting ideas on how to approach a task, they can compromise by combining their ideas to create a new approach that incorporates both perspectives.
Accommodating, on the other hand, involves putting the needs and preferences of others before your own. For instance, if a team member strongly believes in their approach to a task but another team member has a different opinion, accommodating would involve accepting and supporting the other person's viewpoint to maintain harmony within the team.
Both compromising and accommodating can be effective conflict handling methods as they promote collaboration, teamwork, and maintain a positive work environment, enabling the project team to move forward successfully.
Q.5.1.3 The problem-solving approach steps are crucial in addressing conflicts within a project team:
Developing a problem statement involves clearly defining the issue at hand. This step helps to ensure that everyone understands the problem and is working towards a common understanding. For example, if team members are disagreeing about the allocation of resources, the problem statement could be "Inadequate resource distribution leading to conflicts and inefficiencies."
Gathering data and verifying the most likely causes involves collecting relevant information and analyzing it to identify the root causes of the conflict. For instance, conducting interviews or surveys with team members to gather their perspectives on the conflict and analyzing the data to determine the underlying reasons behind the disagreement.
Evaluating alternative solutions involves generating different possible solutions and weighing their pros and cons. For example, if the conflict is about task assignments, the team could consider options such as redistributing tasks, introducing a rotation system, or hiring additional resources. Evaluating these alternatives can help identify the most suitable solution for the conflict.
These problem-solving approach steps are important as they enable a systematic and structured way of addressing conflicts, ensuring that conflicts are properly understood and resolved in a way that benefits the project team and the overall project.
Q.5.1.4 Effective time management is essential for successfully completing projects. Here are five ways people can manage their time effectively on projects:
1) Prioritize tasks: Identifying and prioritizing tasks based on their importance and urgency allows individuals to allocate their time effectively. For example, using methods like the Eisenhower Matrix, where tasks are categorized as urgent/important, not urgent/important, urgent/not important, and not urgent/not important, can help individuals focus on the most critical tasks first.
2) Set realistic deadlines: Setting realistic deadlines prevents individuals from overcommitting and feeling overwhelmed. For instance, breaking down larger tasks into smaller, manageable subtasks and setting deadlines for each can provide a clearer timeline for completion.
3) Delegate responsibilities: Delegating tasks to appropriate team members can help distribute the workload and ensure that each task is handled by someone with the necessary skills. For example, assigning tasks to team members based on their expertise and availability can optimize productivity and time management.
4) Minimize distractions: Minimizing distractions, such as turning off notifications on electronic devices or finding a quiet workspace, allows individuals to focus on their tasks without interruptions. For instance, designating specific time blocks for focused work or using productivity tools to block distracting websites can help maintain concentration and productivity.
5) Regularly review and adjust schedules: Regularly reviewing and adjusting schedules allows individuals to adapt to changes or unexpected events. For example, conducting regular check-ins with team members to assess progress and make any necessary adjustments to schedules and task assignments can ensure that the project stays on track.
These time management strategies, when applied in real-world project scenarios, can help individuals optimize their productivity, meet deadlines, and contribute effectively to the successful completion of the project.