Key Factors for Effective Project Management Discussion | Bài thảo luận tiếng anh thương mại

THUONGMAI UNIVERSITY FACULTY OF ENGLISH ---------- GROUP DISCUSSION ENGLISH FOR BUSINESS 1 TOPIC:
KEY FACTORS FOR EFFECTIVE PROJECT MANAGEMENT Lecturer: Mrs. Pham Thi Phuong Lien Group: 08 Class: 251_ENTI3311_34 The academic year 2025 - 2026
MEMBER LIST AND TASK ASSIGNMENT NO. FULL NAME STUDENT CODE DUTIES - Word 1 Đỗ Thu Phương 23D121087 - II.3. Strong Leadership and Teamwork 2 Lê Thị Phương 23D121088
- II.2 Effective Communication
- II.5 Evaluation and Learning 3 Nguyễn Kim Phương 23D121040 (Closing the Project) - II.1 Clear Objectives and 4 Thạch Thu Phương 23D192069 Good Planning - Word 5 Đinh Đức Tâm 23D192031
- II.4. Monitoring and Control - Introduction 6 Nguyễn Phương Thảo 23D192071 - Conclusion 2 TABLE OF CONTENTS
I. OVERVIEW................................................................................................................... 4
II. BODY.............................................................................................................................5
2.1. Introduction to Project Management.................................................................. 5
2.1.1. Definition of a project.....................................................................................5
2.1.2. Importance of project management in business..............................................5
2.1.3. Key roles in a project......................................................................................5
2.2. Key factors for effective project management....................................................7
2.2.1. Clear objectives and good planning................................................................7
2.2.2. Effective communication................................................................................9
2.2.3. Strong leadership and teamwork...................................................................11
2.2.4. Monitoring and control................................................................................. 12
2.2.5. Evaluation and learning (closing the project)...............................................13
III. CONCLUSION..........................................................................................................15
REFERENCE...................................................................................................................16 3 I. OVERVIEW
Project management has become one of the most essential disciplines for ensuring
organizational success in today’s highly competitive and fast-changing business
environment. A project is not merely a collection of tasks to be completed, but rather a
structured process of coordinating resources, time, costs, and people to achieve specific
objectives. Understanding the definition of a project, the importance of project
management in business, and the key roles involved provides the foundation for effective
implementation. In practice, every successful project begins with clear objectives and a
well-structured plan, which serve as the guiding framework for all subsequent activities.
Equally important is effective communication, which functions as the “lifeblood” of a
project, ensuring that information flows accurately, misunderstandings are minimized,
and collaboration among stakeholders is strengthened. Strong leadership and teamwork
also play a decisive role, as a motivated and well-guided team can generate outstanding
results. Throughout the project lifecycle, continuous monitoring and control of progress,
costs, and quality are necessary to keep the project on track. Finally, evaluation and
learning at the closing stage not only measure success but also provide valuable lessons
for future initiatives. In this sense, project management is not just a managerial tool but
also an art of harmonizing science and human factors to maximize efficiency and create
sustainable value for organizations. 4 II. BODY
2.1. Introduction to Project Management
2.1.1. Definition of a project
A project is a temporary endeavor undertaken to create a unique product, service, or
result. It has a defined beginning and end, specific objectives, and constraints such as
time, budget, and resources. Projects can vary in size and complexity, ranging from small
tasks to large-scale initiatives.
2.1.2. Importance of project management in business
Project management plays a crucial role in the success of any business by ensuring that
projects are completed efficiently and effectively. Basically, it is the process of planning,
organizing, and managing resources to achieve a specific goal. In business, this goal
could be launching a new product, improving a service, or moving to a new office. Good
project management helps a company use its time, money, and people effectively. For
example, a clear plan prevents wasted time and avoids going over budget. It also helps to
identify problems early so the team can find solutions quickly. Furthermore, when
everyone understands their tasks and deadlines, the team can work together better. This
leads to higher quality work and a more successful result. Without project management,
projects can become disorganized, cost too much, and finish late. Therefore, using project
management methods is essential for businesses to complete their projects efficiently and achieve their objectives. 2.1.3. Key roles in a project Project manager
The project manager is responsible for leading the project team, planning the project, and
ensuring that it remains on track. Leadership in this context involves setting clear
expectations, motivating team members, and maintaining a collaborative atmosphere that
encourages productivity. By guiding the team effectively, the project manager ensures
that diverse skills and expertise are utilized in pursuit of shared objectives. 5
Planning is another essential responsibility. The project manager defines the project
scope, establishes realistic timelines, and allocates resources in a way that maximizes
efficiency. Careful planning also involves identifying potential risks and preparing
alternative strategies to reduce the impact of unexpected events. With a strong plan in
place, the project is better positioned to achieve its goals within the given constraints of time and budget.
Equally important is the coordination of resources and stakeholder management. The
project manager functions as the link between the team and external parties, balancing
technical requirements with stakeholder expectations. Transparent communication and
regular updates help maintain trust, prevent misunderstandings, and ensure that progress
remains aligned with organizational objectives.
The project manager is also tasked with addressing challenges that arise throughout the
project lifecycle. This responsibility requires strong problem-solving skills, adaptability,
and the ability to make informed decisions under pressure. By managing obstacles
effectively, the project manager secures continuity and keeps the project aligned with its intended outcomes. Team members
Team members play a critical role in the success of any project, as they are directly
responsible for executing tasks and transforming project plans into tangible results. Each
member contributes unique skills, knowledge, and expertise, allowing the team to address
all aspects of the project effectively. Their role goes beyond technical execution, as
collaboration is essential: team members must coordinate, support one another, and
ensure work is aligned to avoid duplication or delays.
Effective communication is equally important. Clear and consistent exchanges of
information keep everyone informed of progress, potential issues, and changes in project
scope, enabling timely adjustments and problem-solving. Accountability is another key
factor: every member must take ownership of their tasks, meet deadlines, and maintain
quality standards. This responsibility fosters trust, strengthens commitment, and
motivates the team to perform at its best. 6
Furthermore, team members often provide valuable feedback to project managers and
stakeholders, helping improve processes, identify risks, and enhance outcomes. By
integrating their expertise, collaboration, communication, and accountability, team
members become active contributors who bridge strategic objectives with successful
project execution, ultimately determining the project’s overall effectiveness and long-term sustainability. Stakeholders
Stakeholders play diverse roles in a project, ranging from decision-making and resource
allocation to providing feedback and ensuring the project aligns with broader
organizational goals. They can be internal, such as executives, project team members, and
supporting departments, or external, including customers, suppliers, and regulatory
bodies. Each stakeholder group may have different priorities, concerns, and levels of
influence, which makes stakeholder analysis and effective communication strategies
essential. Proactively involving stakeholders not only helps build trust and minimize
resistance but also ensures that the project delivers value to all relevant parties.
2.2. Key factors for effective project management
2.2.1. Clear objectives and good planning
Clear objectives and systematic planning form the indispensable foundation of effective
project management. A project without well-defined goals resembles a ship adrift without
a compass: it may move forward, but it lacks direction and coherence. To minimize such
ambiguity, managers often adopt the SMART framework, which ensures that objectives
are Specific, Measurable, Achievable, Relevant, and Time-bound. This method
transforms abstract aspirations into actionable targets, creating a roadmap that can guide
strategic choices and day-to-day operations. For instance, rather than vaguely aiming to
“improve customer satisfaction,” a SMART objective would specify: “increase positive
customer feedback scores by 20% within six months.” Such clarity not only aligns
diverse team members around a common direction but also provides measurable
benchmarks for assessing progress. Recent research reinforces this point by showing that
structured SMART goal interventions significantly improve goal attainment and enhance
individual need satisfaction compared to unstructured goal-setting. 7
Once objectives are established, planning becomes the operational bridge that translates
ambitions into executable strategies. Effective planning covers the definition of project
scope, the development of schedules, the allocation of budgets, and the management of
resources. A clearly defined scope prevents scope creep, which often erodes efficiency
and dilutes outcomes. Structured schedules create logical sequencing of tasks and prevent
small disruptions from snowballing into systemic delays. Budgeting, when handled with
discipline, balances ambition against financial sustainability, ensuring that projects avoid
the dual pitfalls of overspending and underfunding. Similarly, resource allocation ensures
that the right expertise, technology, and materials are matched to project demands,
enhancing overall performance. As emphasized in global project management reports,
organizations that excel in robust planning practices are significantly more likely to
achieve not only their immediate objectives but also long-term strategic alignment.
Nevertheless, even the most meticulous plans cannot fully eliminate uncertainty, as
projects operate in dynamic environments where risks such as market volatility, supply
chain disruptions, or technological failures are inevitable. The distinguishing feature of
successful projects lies not in the absence of risks but in the readiness to manage them
effectively. Early identification of risks and the creation of contingency measures—such
as backup suppliers, reserve funding, or flexible timelines—allow teams to absorb shocks
while maintaining momentum. This insight is strongly supported by recent findings,
which demonstrate that organizations integrating risk management into every stage of
planning deliver substantially more strategic value than those treating risk merely as a peripheral task.
The interdependence of clear objectives and comprehensive planning thus assumes a key
role that extends beyond the preparatory phase of project management. Objectives
provide the evaluative framework for determining acceptable risk levels, resource
distribution, and stakeholder expectations, while planning operationalizes these
objectives, ensuring that they are not abstract ambitions but measurable commitments
resilient to real-world complexity. When combined with proactive risk management,
objectives and planning reinforce one another to create clarity, discipline, and
adaptability. This integration prevents projects from degenerating into activity-driven
exercises and instead transforms them into purpose-driven endeavors capable of 8
producing long-term impact. As global insights highlight, project success is no longer
judged merely by adherence to scope, budget, and timeline, but by the enduring value
delivered to stakeholders. Clear objectives and structured planning are the primary levers
through which this value can be created, sustained, and expanded.
In sum, clear objectives and systematic planning do not merely initiate a project; they
represent the decisive pillars upon which its sustainability rests. By embedding SMART
goals, translating them into detailed plans, and integrating risk management throughout
the lifecycle, managers create a framework where clarity guides action, discipline ensures
control, and adaptability enables resilience. This integrated approach has been shown to
significantly improve both operational efficiency and strategic outcomes, confirming that
objectives and planning play the key role in safeguarding not only the successful
completion of projects but also the long-term value they deliver to organizations and society.
2.2.2. Effective communication
Among the many factors that determine the success or failure of a project, effective
communication stands out as one of the most critical. A project, by nature, involves
multiple people, tasks, and stakeholders with diverse interests and perspectives. Without
clear and transparent communication, even a well-designed plan can easily collapse due
to misunderstandings, duplicated work, or lack of trust. Effective communication ensures
that all parties involved are aligned, informed, and motivated to work towards a common
goal. It also creates a culture of openness, collaboration, and accountability - essential
qualities for project success.
One of the most practical methods to maintain effective communication is to organize
regular team meetings and produce progress reports. These tools provide a platform for
team members to update one another on current achievements, challenges, and upcoming
tasks. Beyond simple information exchange, meetings also strengthen team cohesion,
encourage problem-solving, and allow managers to identify potential risks early.
Progress reports, on the other hand, serve as a written record of what has been completed,
what is in progress, and what issues remain unresolved. Such reports ensure transparency
and consistency in information flow, not only within the project team but also to external 9
stakeholders who require updates. In modern project environments, digital tools like
Trello, Asana, Jira, or Microsoft Teams enable real-time sharing of reports and updates,
ensuring that everyone has access to the latest information at any time. This reduces
confusion, accelerates decision-making, and keeps the project on track.
Another essential dimension of effective communication is the clear definition of roles
and responsibilities. When tasks and expectations are communicated explicitly,
individuals know what they are accountable for and how their contributions fit into the
broader project objectives. Conversely, vague or overlapping roles can lead to conflict,
inefficiency, and wasted resources.
A project manager should communicate not only what each team member must
accomplish but also how different roles are interdependent. Setting clear Key
Performance Indicators (KPIs) and reporting lines helps establish accountability and
discipline. Regular feedback sessions further reinforce this structure by reminding
individuals of their responsibilities and encouraging them to take ownership of their work.
In large-scale projects involving multiple departments or external partners, role clarity is
even more vital. Communicating responsibilities clearly builds trust, reduces the risk of
conflict, and ensures smooth collaboration across organizational boundaries. Essentially,
role definition acts as a communication map where everyone knows their position and
contribution within the overall picture.
No project operates in isolation; every project has stakeholders - including clients,
investors, suppliers, and senior management - whose involvement and support are
crucial. Open communication with stakeholders builds trust, ensures alignment with
expectations, and fosters long-term cooperation.
Effective stakeholder communication requires more than delivering updates; it also
involves actively listening to their concerns, adapting messages to their needs, and
providing information that is timely, transparent, and relevant. For example, executives
may be more interested in cost, deadlines, and strategic impact, while technical partners
need details on specifications and quality standards. A successful communication strategy
customizes the flow of information according to each audience. 10
When stakeholders feel heard and valued, they are more likely to contribute resources,
provide constructive feedback, and support the project through challenges. This reduces
risks, builds stronger partnerships, and significantly increases the chances of project success.
2.2.3. Strong leadership and teamwork
In project management, having a clear goal and a detailed plan is important, but it is not
enough. The human element is often the deciding factor between success and failure.
Among these, strong leadership and effective teamwork stand out as two critical and
interconnected pillars. While they are distinct concepts, they work in harmony to guide,
inspire, and push team members toward a common objective, thereby maximizing project efficiency and outcomes.
A project leader acts as the captain of a ship. Their primary role is to set a clear vision,
provide direction, and make crucial decisions. Several key elements form a strong leader.
First, clear vision and communication are fundamental. A good leader must effectively
communicate the project's goals, expectations, and plans to every team member. This
ensures everyone is moving in the same direction. Second, effective decision-making is
vital. Projects often face unexpected challenges, and a strong leader must be able to
analyze situations quickly and make wise choices under pressure to keep the project on
track. Finally, a leader must motivate and inspire the team. They should encourage
members, recognize their efforts, and create a positive environment where everyone feels
valued and motivated to do their best work.
On the other hand, teamwork is the collective effort of the group. It is the process where
team members collaborate and use their complementary skills to achieve the project's
tasks. Effective teamwork is built on several foundations. Firstly, clear roles and
responsibilities are essential. Each member must understand their specific tasks and what
is expected of them to avoid confusion and duplication of work. Secondly, open
communication is the lifeblood of teamwork. The team must have a safe environment
where ideas, concerns, and feedback can be shared honestly and respectfully without fear
of judgment. Thirdly, collaboration and trust are crucial. Team members need to trust 11
each other's abilities and intentions. They should be willing to help, share knowledge, and
work together to solve problems, creating a strong sense of unity.
The true power of these factors is revealed not when they are separate, but when they
combine and reinforce each other. A strong leader creates the environment for effective
teamwork. By communicating a clear vision, the leader gives the team a common
purpose. By making fair decisions and motivating members, the leader builds trust and
encourages open communication, which are the foundations of collaboration. Conversely,
effective teamwork empowers leadership. A cohesive team that communicates well
provides the leader with valuable diverse perspectives, leading to better-informed
decisions. The team's support and collective effort also make it easier to implement the
leader's decisions and achieve goals. This creates a cycle of success: the leader inspires
the team, the collaborative team achieves excellent results, and this success, in turn,
motivates the leader and the team to perform even better.
In conclusion, strong leadership and effective teamwork are inseparable partners to
effectively manage a project. One cannot function optimally without the other. A leader
needs a cooperative team to execute the plan, and a team needs a visionary leader to
guide them. Therefore, for a project to reach its maximum potential, it must be built on
the solid foundation of a skilled leader who can foster a collaborative and united team.
This powerful combination is undoubtedly one of the most important keys to effective project management. 2.2.4. Monitoring and control
Monitoring and Control act as the steering system of a project, ensuring that execution
stays aligned with planned objectives. Without proper monitoring, even well-prepared
projects may drift off course, much like driving without checking the dashboard. The
purpose of this process is to track performance, identify problems early, and make timely adjustments.
The first component is tracking progress. Managers compare actual results with the plan
in terms of time, cost, and quality. Regular milestone checks help confirm that key tasks
are on schedule. If delays or cost overruns appear, managers can analyze their causes and
respond before they grow into serious risks. 12
Tools play a crucial role in this process. Gantt charts provide a visual timeline of tasks
and deadlines, while project management software such as Microsoft Project, Trello, or
Jira offers real-time tracking and collaboration. These tools transform raw data into clear
insights, enabling managers to act quickly and effectively.
Another essential aspect is cost and quality control. Monitoring expenses helps avoid
overspending, while quality checks ensure that deliverables meet agreed standards. For
example, a construction project may use regular site inspections to verify both safety and workmanship.
Finally, risk management is central to control. No project is free of uncertainty, whether it
involves supplier delays or technical issues. Successful teams anticipate risks, prepare
contingency plans, and adapt when problems occur. This proactive approach maintains
momentum and protects project outcomes.
In short, monitoring and control combine discipline and flexibility. They help maintain
alignment with goals, ensure efficient use of resources, and build trust among
stakeholders. By keeping projects on track in terms of time, budget, and quality, this
process significantly increases the chance of overall success.
2.2.5. Evaluation and learning (closing the project)
The closing phase represents the final stage of project management, yet it is by no means
the least important. While earlier phases focus on planning, execution, and control, the
closing phase ensures that the project creates lasting value for both the organization and
its stakeholders. Without a systematic approach to evaluation and learning, even a
well-executed project risks becoming an isolated effort with limited impact. This phase is
therefore essential for consolidating outcomes, measuring effectiveness, and
strengthening organizational knowledge.
To begin with, the delivery of final results constitutes a core responsibility of project
closure. At this point, the project team must ensure that all agreed deliverables are
completed to the expected standard of quality. Deliverables should not only meet
technical specifications but also align with the broader objectives established at the
outset. A formal handover, often supported by a closing report or final presentation, 13
allows stakeholders to assess the project’s achievements. Transparent reporting at this
stage strengthens accountability and demonstrates the organization’s commitment to
fulfilling its promises. Such communication is also vital for maintaining trust, which is a
foundation for future collaboration.
Equally significant is the evaluation of project success. Traditional measures of success
include adherence to the initial timeline, compliance with the budget, and achievement of
quality standards. However, a more comprehensive evaluation also considers intangible
factors such as stakeholder satisfaction and organizational benefit. For example, a project
that slightly exceeds its planned cost may still be considered successful if it delivers
substantial long-term advantages, such as improved operational efficiency or enhanced
customer loyalty. By adopting both quantitative and qualitative indicators, organizations
can avoid a narrow focus on numbers and instead develop a balanced view of the
project’s overall contribution.
Finally, the closing phase provides an invaluable opportunity for reflection and
organizational learning. A structured review process, often conducted in the form of
lessons learned sessions, enables the team to identify strengths, weaknesses, and areas for
improvement. Documenting these insights ensures that the knowledge gained is not lost
once the project concludes. Instead, it becomes a resource that guides future projects,
helping to prevent repeated mistakes and encouraging the replication of effective
practices. Moreover, involving both team members and stakeholders in this reflective
process fosters a culture of openness and continuous improvement.
In summary, the closing phase of project management extends far beyond the act of
delivering outcomes. By combining transparent reporting, comprehensive evaluation, and
systematic learning, organizations can transform individual projects into valuable
experiences that strengthen long-term effectiveness. In this way, the conclusion of one
project becomes the foundation for the success of many others. 14 III. CONCLUSION
Effective project management is essential for achieving business goals and ensuring
projects are completed on time and within budget. To succeed, five key factors-objectives
and planning, communication, leadership, monitoring, and evaluation-must work together.
First, having clear objectives is very important. Setting specific, measurable, achievable,
relevant, and time-bound (SMART) goals gives the project direction. Once the objectives
are clear, creating a detailed project plan is the next step. This plan should outline tasks,
timelines, resources, and responsibilities, which helps everyone understand their roles. In
addition to planning, good communication is vital. Open communication helps team
members and stakeholders work together and stay aligned with project goals. Regular
updates about progress and changes reduce misunderstandings and keep everyone
motivated. A well-informed team can respond better to challenges.
Moreover, strong leadership is crucial for guiding the team and keeping focus on the
project goals. A good leader inspires confidence and helps resolve conflicts. When
problems occur, decisive leadership can quickly change the project’s direction, ensuring
progress continues. Monitoring progress is also important. Regularly checking milestones
and deliverables helps identify potential issues early. This allows the team to make
necessary adjustments in real time, ensuring the project stays on track. By keeping an eye
on progress, teams can adapt as needed.
Finally, evaluation is key for learning and improvement. After the project, assessing the
outcomes against the original objectives provides insights into successes and areas for
improvement. This reflection helps teams in future projects and enhances overall project management practices.
In summary, these factors are connected and work best when integrated. Clear objectives
guide planning, while communication supports leadership and monitoring provides data
for evaluation. By understanding how these elements work together, organizations can
manage projects more effectively and increase the chances of success. Ultimately, this
collaborative approach helps achieve broader business goals, highlighting the importance
of effective project management. 15 REFERENCE
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