Explain How Effective Teamwork Is Essential To The Action For Healthy Kids Fund Raiser

Project Planning – Human Capital Paper The use of communication to maintain effective teamwork is essential to the Action for Healthy Kids fund raiser. Team B has outlined key points in the fund raiser such as communication management, team selection, project revisions, and performance monitoring.
Communication Management
Communications Management is important to keep the project members updated on the progress of a project, for example the Action for Healthy Kids carwash fund raiser. A communication plan clarifies how the project manager will communicate significant information to the stakeholders who need to know. The goals, strategies, activities, timeframes, and stakeholders are explained in the communication plan. Communication must be provided to project stakeholders so tasks are completed on schedule and conflicts can be resolved.
Processes can breakdown when communication among the team members and project stakeholders is not sufficient. Communication breakdown could in turn result in unfavorable outcomes of the final project such as additional costs or time overruns. A communication plan will ascertain what information needs to be communicated to the management and the customer. That information must be reported
in a timely manner and readily available. Reports should be provided with the status of the project, and measures of the progress of the project. Forecasting can occur when reporting if tasks are on time, on whether or not the project is within the budget and within the scope of the project. Performance can be measured by comparing real progress to projected progress.
Communications management is the basic skill set of developing an agenda to manage meetings, and plans for resolution of conflicts. Deciding the appropriate method of communication, whether it should be an informal memo or a formal report, a face-to-face meeting or e-mail messaging, are dependent upon the stakeholders. Presentation techniques can include the use of visual aids such as PowerPoint presentations. Possible barriers that influence the project or conflicts that may occur to interrupt or delay the project should be communicated quickly. Examples are labor strike anywhere along the supply chain, or extreme weather that could include tornado, flood, or earthquake.
Documents that provide information can be posted to the Action for Healthy Kids website on a monthly basis. E-mail bulletins can be sent out regularly. Weekly status meetings to brief management with presentations showing the status of the current stage of the car wash project should be scheduled. A meeting should occur every six weeks to update management on the current state of the project.
Team Selection
Our country has a childhood obesity epidemic. Our team has been hired to organize and promote a car wash fundraiser for Action for Healthy Kids. Action for Healthy Kids is affording us the opportunity to make a difference in childhood obesity. We are excited to organize and promote this car wash to help Action for Healthy Kids to fund their endeavors. Our organizational chart goes as follows:

We have to find a local business/company/organization willing to allow us to use their facilities to run the car wash. We need to find several donors for materials such as buckets, sponges, soap, food, and other necessary items. The financial director will be in charge of all donations monetary and materials. Human resources will be in charge of finding, organizing and detailing all volunteers. Community relations will be in charge of all media incoming and outgoing along with any vendors that may participate. The operations manager will ensure the financial director; human resources and community relations all have their areas under control and working like a well oiled machine. The project manager will be the main entity going back and forth between the operations manager and Action for Healthy Kids to ensure everyone’s goals are met and running on task.

Project Revisions
In regard to the task responsibility matrix presented the team will following the outline of events and report circumspective as detailed. If communication is followed accordingly conflict will be reduced to a minimum as communication will occur fervently across the team. Other forms that will eliminate conflict internally will be from the weekly meetings scheduled by the team to communicate progress of each task assigned. As for external communication to eliminate conflict consists of updating the organization on the progresses and possible needs that may occur as cost and changes take place. The project manager will be the liaison to be certain the external stakeholder, the organization is abreast on each major milestone of the project. The resource availability matrix will be constantly updated to visualize to the team what is available and awaiting approval or delivery. If an aspect of the resources is not on par with the schedule, the team will be able to identify and resolve matters so this will not be a surprise or possible mishap. The project manager must daily review and update both the responsibility matrix and resource availability matrix to ensure that all task are aligned with the missive of the project. If a project revision is demanded, the project manager must account for and attend to the revisions and display those changes immediately so the team will be aware of what processes must take place to keep on target. Therefore constant updating and communication will be the main action of the project manager and front line leaders to with stand conflict.
Action for Healthy Kids Carwash
Responsibility Matrix

Dean Katie Tyrece Crystal Team
Planning Stage R
Kickoff Meeting S S S S
Discussion of Budget R I
Order Supplies A R
Recruit Volunteers R
Create Volunteer Schedule R I
Washers R
Snack Tables R
Money Holders R I
Day of Car Wash R
Set up Car Wash Area R S
Set up Water Station for Volunteers R
Set up Snack Table for Customers R
Tear Down/Clean Up S S S S
Financial Reporting R S I S
Money Counting/Calculations R
Review of Expenditures R
Deposits I R
Presentation of Check to Company S R
Legend: R: Responsible S: Support I: Inform A: Approve
Action for Health Kids Carwash
Resource Availability Matrix
Time Allocation for

Resource Operational
Hours Project
Hours Available
Hours
Dean 35 20 15
Crystal 20 10 10
Katie 20 60 40
Tyrece 25 25 20

Performance Monitoring
A good monitoring process is essential to a successful project. Structured and regularly scheduled performance monitoring can keep a project from cost overruns, resource conflicts, and coordination issues. The fund raiser for Action For Healthy Kids has a project performance monitoring process.
The Action for Healthy Kids fund raiser has a project timeline with activities, benchmarks, and milestones. The benchmarks and milestones are the points in the project that allow the team to assess project status. The team can review the milestones and benchmarks against current actives and determine if the project is at risk of missing deliverables. Following are the steps to review and monitor the project. o The Project Manager will host a weekly meeting to review current project status and identify any risks to deliverables. All managers will report the status of resources and activities at the weekly meeting. o The Finance Manager has responsibility for accounts payable / general ledger and report all activities and deliverables to the Project Manager. The Finance Manager will also report any risks to deliverables. o The Human Resource Manager has responsibility for all volunteers and report all activities and deliverables to the Project Manager. The Human Resource Manager will also report any risks to deliverables. o The Community Relations Manager has responsibility for vendors / media and report all activities and deliverables to the Project Manager. The Community Relations Manager will also report any risks to deliverables.
If any risks to deliverables are identified, the management team will craft strategies and actions to minimize risk and return the project back in alignment with projected benchmarks and milestones.
Cost, schedule as well as performance alternatives will be in accordance with the fund raiser agreement.
The project team will submit additional cost, schedule concerns and performance alternatives to the project manager for approval. The project manager will implement contingency planning for budget as well as schedule completion in case any unfavorable events occur. The team along with project manager will collectively work together to cope with unforeseen events as well as ensure the car wash fund raiser reaches its completion date. The project manager will conduct weekly meetings with the team to make sure the project is on schedule, resources are available as well as making sure potential risk are not affecting the car wash
schedule. References
Kerzner, H. (2009). Project Management a Systems Approach to Planning, Scheduling and Controlling (10th ed.). New York, NY: Wiley.
Meredith, J. R., & Mantel, Jr., S. J. (2012). Project Management a Managerial Approach (8th ed.). New York, NY: Wiley.