Operations and Project Management BSS027-2

Operations and Project Management BSS027-2

Introduction:

This report is based on the case study of the Luton Town Residences in which they want to create a portfolio of the company so three topics are given such as Data silos in LTR, internal communication Analysis of LTR, and Email replacement project. LTR is an Association of housing that provides houses for the local community people of Canada. The local office of the LTR is situated in the center of Luton city. For managing the work, they split their work into two main housing systems such as housing for general purpose and housing for support, within the organization for all the work have different team of the different functions. Each team will be responsible for tracking the issues and manage them with proper tools and techniques. For both housings, LTR creates a different department. Three types of teams are created into the housing such as the team of finance, the team of maintenance, and the team of customer services. Issues are resolved by the customer services team. The aim of creating this report is to create a portfolio of the LTR.

Data silos in LTR:

In the LTR there are different teams for the different systems that are responsible for the data storing and data tracking of the functional area into the department. For exchanging the data of the organization, they used the Email Tool. Data of the finance share in the form of a word document or excel. To sharing the data department of finance and the team of finance use a spreadsheet in which all the accounting-related data will be store. If any department there is data that can not be used properly by the other department or team that means it is a repository of information or data.

Data sharing and storage:

To functions in any company, there are some departments which rely on the specific information for performing the task and if data are store into separate silos then it will be overlapping with each other. Included departments into the LTR are such as finance, maintenance, and customer services. Within an organization there are three main causes are including the silos of information and data. Such as sources of data, growth of the company, and structure of the organization. The team of maintenance uses a special system based on the cloud for storing and sharing the data from one department to another department. The team of customer services uses both types of systems to store the pieces of information of the blocks which are used in the housing. Both systems included an excel spreadsheet and a special system. The system which is used by the maintenance system will not be used by any other person on the team. In the organization to reduce the silos, there is a need which is they fix the limit of the data, the integrity of the data can be threatened, don’t use resources that are wasted, and discourage the work of collaboration (Hoffmann, and Otero, 2020).

Tools used for storing data are

1. Excel Spreadsheet

2. 360facility (cloud-based system)

Tools used for sharing data are

1. SharePoint server

The collaboration of digital:

There are the tools that are used for increasing the value of the employee and it is also used for increasing the confidence of the employee for collaboration into the different departments LTR used email. The best collaborative tool of every organization is that in that organization employees work with full confidence. The digital collaboration will be increasing the efficiency of the workflow. The main aim of using digital collaboration in the organization is to improve the communication of the workplace. Apart from these communications it also improves the management of the content and information or flow of information is improved by using the tool of the digital collaboration. These tools included email, Gmail, or any social media application into the Luton town residence they use email for collaborating between the departments. Each system of team uses a different tool for tracking the data and information but there is the difference that it only works with the separate team is created which already define (Raj, Mattos, Bosch, Olsson, and Dakkak, 2020).

Analysis of internal communication:

Internal communication is a process that defines the communication system between the team of the organization and department of the organization they share their data and information within the department or group, and they create some understanding between them. Within the organization there are different types of mediums are used for communicating and collaborating between the different departments. They can write emails, they can use face to face technique, they can use online communication. This is very important for any company to choose the best technique for communicating, as Luton Town Residence chooses Email for communicating and collaborating between three departments which are the finance team, maintenance team, and customers services, team. In the communication of internal there are use some levels which effect on the organization such as the large volume of email can be sent or receive into the tool of the communication it creates sometimes problem between the team such as some important emails are left to read. A newsletter of the organization can be sent by the information of the organization-wide and this is sent to every member of the LTR this is sent to every morning. The main aim of the internal communication into the LTR is to increase the value of the company and increase the understanding between the employee of the company. An email system is an instant tool for communication digitally. Mainly every organization use this method between the company and out of the company (Vertullo, Lewis, Lorimer and Graves, 2017.).

Advantages and disadvantages of the use of email:

Advantage: Communication with the fast client: when any client of the LTR is very far from the organization then they can easily communicate with each other by using the email they just need an email address and password of that email address. For sending the email there is a need to follow some steps. There is one more advantage is that by the help of the email employee can send an attachment file to the client this method is professional method for any type of business. In general way phone call takes lots of time with connecting and it is not secure when you communicate with the client, but email is a secure and perforable document-based method. Everything that employees can share the data which save into the cloud and they cannot delete it (Punjaisri, and Wilson, 2017.).

Availability and portability: emails can be sent daily into the LTR which increases the consistency and space of the computer because hundreds of emails are received and sent daily which are available for all. All these emails that are come are handled by the device of communication. for saving that emails there is a need to create a folder. The portability of that folder is very good it can easily share from one device to another device.

cost of shipping and mailing: email method is free for all but this need an internet connection so it just takes the cost of internet connection. Employee of the LTR can send more and more files to the other departments also they can share audio, photo, video but there is some limitation into the video data. Shipping cost of the LTR should be reduce by using the email.

Disadvantage: Vulnerability to loss: data of the email can be lost simple when any hard disk on which all the data or information is stored. It is very simple for accessing so any person who knows about their personal information then they can easily access the email and they can delete data. If an employee of the LTR store their data on a different site and if for any reason that site goes down then it will lose important information.

Accessible: a person who knows an email address or password then they can easily access the email or they can thief their important information about the different departments.

Alternatives of the email:

There are different options to choose the different alternatives for the LTR because many employees of the company doing complaints about the many emails are sent or received by the company creates difficulty. The team of the customer service does regularly complain about the using email concept because they face the problem by getting the information or response of the email from another department, they have to make some request and then do help of them. There are some alternatives for email such as ProofHub, Slack, Yammer, Google hangout, Mail.com, Yandex. Mail, Zoho Mail, and outlook.com are the best alternatives for the emails. LTR have so many options to choose the best alternatives for the emails they can use SharePoint drive for the sharing information mostly this type of tool is used by the team of finance for team customers services they have to choose one alternative from the above options (Bazarhanova, and Smolander, 2020).

The platform of the collaborative:

This is a workplace that is created for virtual work means virtual space is known as the platform of the collaboratives. This the place where all the tools and resources that are used in the LTR for storing and sharing data can be centralized. The main aim of this platform is to provide interaction between the communication and personal into the company. The housing of the supported needed some extra space for collaborating with the housing of general employees. Apart from these, there is needed to provide some access to different employees with using the access for the information, and for completing this they can directly track with using this platform. The main task of this platform is monitoring g the information of the LTR in both housing systems, and doing updates on that. Also, it can be used by the maintenance team of management of the company’s activity. Documents such as a spreadsheet, presentation, and text files can be shared by this method. It can use for exchanging information from each department. This also provides facility to the employee of the departments and staff of the LTR company work together with simple and efficient method. The platform of the collaborative can be installed for some important tasks and employees such as

1. For creating or sharing the data, the energy of the employee is applied many times at a time.

2. It can improve the communication between the employees who is involved in the project.

3. The knowledge that is used once time could be boosted again (Ilyashenko, 2019).

4. For the innovation of the development and it could be generated for the nurtured the idea and business,

Replacement of email:

In the organization of LTR, there are lots of difficulties are faced by the customer's service team so to resolve this problem LTR should choose one different method for storing the data and sharing the information from one department to another department. Apart from these customer services teams, the two remaining teams also face these types of problems because based on days there are lots of data or mails are receive or sent by them. based on the requirement, they should choose the best method which can easily replace the email. A few years ago, this email communication is used mostly in the industries and business but as the data or information increases into the LTR they should choose one tool for communication. by using SharePoint methods which replace email. This method is based on cloud services all the data and information are saved on the online cloud. This method is the part of the office 365 suit department of the finance is also used this method so the department of the customer's services should use this method.

Reason for replacement:

There are lots of reasons for replacing the data sharing method in the department of customer services as they face different types of problems due to producing lots of data on the daily basis. The first reason for replacing the sharing tool with the LTR is communication becomes centralized and email can be easily accessed by anyone that would be lose the track of important information and also it becomes difficult at the time of retrieving the data from the bunch of data. Sending the documents to the multiple people’s email method become a traditional way to do this but some better options come at the place of the emails. Delegation of the task is clear when they are using email sometimes it becomes easy for the team members to assigning the task but sometimes it becomes difficult to assigning the task just because it increases the consistency of the data. The next reason for replacing is email is the security of the data and their privacy is not a proper way (Elias, Hendlin, and Ling, 2018.).

Tools and techniques of project management:

Technique: the LTR selected technique is the WBS Work breakdown structure, in this technique work of the organization is divided into small chunks and it is very good based on the given requirement of the LTR. The working of the team which shares the data can use the waterfall technique for creating project management.

Tool: as like the technique of the project is important as like tool is also needed for storing or sharing the data between the departments or two housing branches of the LTR. Communication is one of the main important tools for collaboration between the company’s department they choose the SharePoint tool for communication (Hoffstaedter, 2020.).

	Interaction staff task	Value increase and time added	Improvement of productivity
Reading and answering the email	28	7.0-8.0	25-30
Searching and gathering the data	19	5.5-6.5	30-35
Communicating and collaborating	14	3.5-5.0	25-35
Role-specific task	39	4.0-6.0	10-15
Total	100	20-25%	20-25

Conclusion:

The software of the collaboration can increase the staff members or team of the organization’s working efficiency, speed, or morale. Email is not a sufficient method when an industry becomes bigger this is because as the industry becomes bigger then data also become bigger so there is a need for a new and best tool that will solve the issues that are faced by the department of customer services. This report defines the portfolio of the LTR company in which all the staff member of the team are wanting to collaborate they are using email method for communication but that is become massive and difficult to use when they divided the company into two housing so in this here give some portfolio of that technique and tool. Here this report divided into main three part in which one part show the data sharing silos in LTR, second part of the report show the analysis of internal communication and in last show project of email replacement.

Reference:

Hoffmann, J. and Otero, B.G., 2020. Demystifying the Role of Data Interoperability in the Access and Sharing Debate. Max Planck Institute for Innovation & Competition Research Paper, (20-16).

Raj, A., Mattos, D.I., Bosch, J., Olsson, H.H. and Dakkak, A., 2020. From adhoc data analytics to dataops. In International Conference on Software and Systems Process.

Bazarhanova, A. and Smolander, K., 2020, January. The review of non-technical assumptions in digital identity architectures. In Proceedings of the 53rd Hawaii International Conference on System Sciences.

Punjaisri, K. and Wilson, A., 2017. The role of internal branding in the delivery of employee brand promise. In Advances in corporate branding (pp. 91-108). Palgrave Macmillan, London.

Ilyashenko, L.K., 2019. Implementation of internal communications with teaching mathematics in a technical university. Humanities & Social Sciences Reviews, 7(3), pp.599-603.

Elias, J., Hendlin, Y.H. and Ling, P.M., 2018. Public versus internal conceptions of addiction: An analysis of internal Philip Morris documents. PLoS medicine, 15(5), p.e1002562.

Hoffstaedter, F., 2020. Internal and external communication for sustainable development: Case study on the municipality of Gnosjö.

Vertullo, C., Lewis, P., Lorimer, M. and Graves, S., 2017. The effect on long term survivorship of surgeon preference for posterior stabilized or minimally stabilized total knee replacement: an analysis of 63416 cases from the AOANJRR. Orthopaedic Journal of Sports Medicine, 5(5_suppl5), p.2325967117S00170.