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Interpersonal Communication Procedures, Counselling and Conflict Resolution

There are different procedures that can be applied when it comes to resolving a conflict. One of the best procedure is to effectively communicating the problems team members are facing with each other through any means whether it is verbal, written, or any electronic way of communicating. In order to achieve that team members will have to share their problems with each other and come up with the solution such that milestones of the project could be achieved at the time set for them. Team will have to work in order to achieve the objectives of the project by having a proper communication when they know that achieving those objectives relies on working together. With the help of having a healthy communication, it will be easier for them to achieve project milestones. This will ensure that morale of the team is not going down and they are working together by understanding all the roles each of them have to fulfill.

In order to achieve a better communication between the team members, team leader will evaluate their performance in specific areas where they are lacking in communicating their issues with each other. Bottling up those issues lead to more conflicts and problems between the team members. The best way to take care of that to have productive conversations regarding the project. One can call it as the brainstorming. Their performances will be evaluated on the basis of their work according to the objectives.

Screenshot of the email

Bowling Alley Project delays in achieving milestone

 

Identification and Management of Inter-Project and Intra-Project Resource Conflict

Report

Inter-Project Human Resource Conflict

This type of conflict arises when equivalent resources and simultaneous performance are needed for two distinct initiatives. Disputes among the teams working on two distinct projects may emerge under these circumstances in an effort to finish them, but refusing to make concessions could make things worse. In the case of bowling-alley project, this issue can be identified where requirement of Jim is needed at two different projects. One project is the bowling-alley and providing one-on-one training sessions to the clients. Due to unavailability of Jim in the bowling-alley project is the reason behind conflict in the project. The milestones of the project are delayed which can be demoralising for Kath and Sally.

Intra-Project Human Resource Conflict

This type of conflict arises when in a single initiative and team, distinct duties require various resources and persons. The relationships between individuals on the team may get worse in this situation. It may also cause work strain on that person and interfere with the project's progress. It can be seen when Jim is the only person who can fulfil the requirement of the project, however his unavailability at time is hindering the progress of the project.

Management of the Conflict

These inter-project and intra-project human resource conflict can be solved through two methods that are constructing an effective interpersonal communication strategy or hiring another person who can fulfil the duty of a fitness instructor. The interpersonal communication strategy for the conflict resolution is provided below

Audience- 4

Composition- 1 (project leader), 1 (marketing manager), 1 (administrator), and 1 (fitness instructor)

ICT Access- Staff members routinely have access to electronic mail and online resources.

Objective # 1-
  • Achieving the project milestones.
  • Brainstorming ideas for better communications in team meetings.
Objective # 2-
  • Enhancing the team performance by collaborating with each other. It is easier to do it in small teams.
  • All of the daily information regarding the project progress should be conveyed to each other through emails.

Tactic

Responsibility

Tactic Responsibility

Objective # 1

Achieving project milestones

Project Leader

Completed by 5th December

Brainstorming ideas for better communications in team meetings.

Whole team

Every week until the project is disbanded

Objective # 2

Enhancing the team performance by collaborating with each other. It is easier to do it in small teams.

Administrator

To be done and recorded the response when a new milestone is started or completed.

All of the daily information regarding the project progress should be conveyed to each other through emails.

Administrator

Everyone should report to the administrator and administrator must report to project leader the daily progress through email.

 

Email to the Affected Stakeholders

To: Kath Jones (Marketing Manager)

Cc: Sally Stowe (Administrator)

Subject: inter-project and intra-project resource conflict

Date email is sent: 28/10/2023

Attachments:

Dear Kath and Sally, because I have identified the issue both of you are facing with the unavailability of Jim.

I am reaching out to both of you to explain the issue and offer two recommendations that will help the project team.

These two methods are hiring a new fitness instructor or integration of interpersonal communication strategy. The issue with the first recommendation is that anyone new to the project will require a lot of training which will consume a lot of time as we are already not able to achieve milestones at the committed time. The better would be to implement the second recommendation which can open gates to new possibilities as well.

I hope you understand the issue at hand and the recommendation provided by me seems suitable. In case of any query, feel free to drop an email.

Thank you,

Regards

Disband Project Team

Introduction

This report will provide different stakeholders idea about their individual performances from the perspective of the project. It is an essential part of a disbanded project as it provides an idea about where the team members were lacking. It also provides flaws and strengths of the project leader in different areas. Providing such an information requires management of the performance sheets.

Completion of Procedural Tasks

The only essential task for this project was the integration of the bowling activities in the fitness program which was delayed due to availability of only one fitness instructor (Jim Hunt). Instead of so many delays, we were able to integrate them in the program by using another month from the given deadline for the project end. One could not have integrated these activities without proper analysis and evaluation of those activities in the program. This is why it was mandatory to have a fitness instructor at every part of the project. The designing and incorporation of these activities had to be done by Jim.

Performance Reviews

Employee Name

Kath Jones

Department

Marketing

 

Review Period

One month

Date of Review

5th December, 2023

 

Ability to Accomplish Responsibilities

Kath shows that she can market the bowling activities incorporated in the fitness program through customer segmentation, application of different marketing theories, and more.

Goal Achievements

Her individual goals were achieved by her, however the project goals were delayed due to the management issues.

Suggested Areas of Improvement

The areas which need to be improved are internal collaborations, conflict resolution, and technical skills

Demonstration of Core Values

Was able to communicate her issues with the problems faced by her in the project, budgeting, and management of marketing operations.

 

Reviewed by:

Reviewer Name

John Sturgis

Reviewer Position

Project Leader

 

Employee Name

Sally Stowe

Department

Administration

 

Review Period

One month

Date of Review

5th December, 2023

 

Ability to Accomplish Responsibilities

The quick learning by Sally was quite helpful for her to accomplish her responsibilities. At some places, she showed that was unable to fulfil them.

Goal Achievements

She met her own goals, but the management problems caused the project's goals to be postponed.

Suggested Areas of Improvement

Communication skills, patience, flexibility, and problem solving

Demonstration of Core Values

Quick learning shows her willingness to do better in the solving the problem like conflict management, she was unable to do that. Within the project she started working according to the strategy and overcome those difficulties.

 

Reviewed by:

Reviewer Name

John Sturgis

Reviewer Position

Project Leader

 

Employee Name

Jim Hunt

Department

Fitness Instructor

 

Review Period

One month

Date of Review

5th December, 2023

 

Ability to accomplish responsibilities

He was able to accomplish his responsibilities, but juggling between two projects caused an issue with the time management.

Goal achievements

The goals of properly integrating, analysing, and evaluating the bowling activities were accomplished

Suggested areas of improvement

Time management, communication skills, and ability to understand the team members.

Demonstration of core values

Showed the prowess in the knowledge of exercises required for different parts of the body. The ability to explain the clients about the benefits and disadvantages of an exercise were exceptionally well.

 

Reviewed by:

Reviewer Name

John Sturgis

Reviewer Position

Project Leader

Conclusion

From this report, it can be concluded that all three team members were good at their jobs. Their abilities to accomplish task were exceptionally well. The issue arose when they were not able to communicate the issues they were facing effectively which could have made all of the problems they were facing with each other go away.

Recommended Improvements

Introduction

There were different types of issues throughout the journey of the projects. Different types of conflicts arose due to the least communication between the team members. This can be said that either they were not comfortable with other or were just ignoring without proper justification. This report will introduce conflicts from the project and from my perspective. On the basis of those conflicts, the recommendations will be provided such that these type of issues does not create so much problems in the future.

Conflicts

The conflicts that arise due to the poor communication developed into a human resource issue that needed to be handled by the administrator instead of raising a complaint and show reluctance towards the instructor. The understanding between the team was not on point otherwise such a conflict could have never been there. From my perspective, the main major issue was not relaying the information regarding the project on the right which caused the delay in achieving the project milestones on the given time. In order to resolve a conflict, it is known that a person should raise it in the hierarchical order, but the issue in this case was that administrator never took any action to resolve, instead she just let it grow by raising complaints like we are lagging behind due to the unavailability of the instructor. It was her responsibility on the first level to at least resolving the conflict from their end.

Recommendations

The recommendations are as follows

  • The team members in the roles like marketing and administration must have a knowledge about conflict management. It is because they face conflicts in many parts of their jobs. If they do not have any idea about conflict management, then company should train them in doing so.

  • The communication channels should be utilised to their best such that there should not be any confusion regarding the process and all the information is conveyed at the right time without any delay. For example, a team leader needs a daily report at 7 PM, then it should emailed on or before that.

  • Finally, team members should only try to seek help from others only when they are unable to resolve the conflict using all the arsenal they have.

Conclusion

Through this report, it is evident that conflict can arise in a company at any point of time. However, it is in the hands of the team members to properly resolve using the proper channels. The recommended solution for the conflict resolution are companies should train their employees with effective conflict management techniques.

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