Comprehensive Analysis of

Dialog Axiata PLC

IMALKA HIRUSHAN KALUBOWILA

DIM-02-00203834

ESOFT METRO CAMPUS

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 Assignment Brief
In this assignment, you are to assume yourself as the newly appointed project manager with a
given project team to analyse the organisation you work for in order to improve processes in
the organisation.

As your first project, you are tasked with selecting an organization ( Sri Lankan Based) of your
choice and conduct a comprehensive analysis using project management tools, risk
management strategies, and logbook maintenance. The focus is on planning the analysis and
providing recommendations for the chosen organization.

Section A

Your project is to plan the analysis of the current status of the selected organization. The section
A should be strengthen by the use of project management plan, stakeholders and the critical
evaluation of project management process. Section A should be covering the following areas.

• Identify different types of project management tools and techniques to be used in

project management.
• Provide explanations on different project management tools and techniques throughout
the project life cycle.
• Prepare a project plan for chosen project, apply the project management tools in
planning the project.
• Identify the challenges that you would encounter when project is going to get
implemented.
• Identify who are the stakeholders to be appointed in conducting the project of
organizational analysis.
• Include the need for respective stakeholders in each stage (people from different
functional areas of the organisation) of the project life cycle with identification of
advantages and disadvantages utilizing them in the project development.
• Resource allocation: Identify how to manage the project tasks through monitoring the
resources allocations, creating a positive relationship with stakeholders, managing risk
and time.
• You are recommended to provide proof of planning the project management through a
project logbook in order to reach the project goals.
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Section B

You are required to implement the prepared project plan and communicate the results. You are
further required to provide a clear conclusion based on the evidence of findings and provide
evidence of reflection and evaluation of the project management process and individual
performance. Section B should be covering the following areas.

• Organizational analysis of the company for process improvements

o Current Situation / Situational Analysis
o Communication process of the company
o Human Resource Activities of the company
o Marketing Activities of the company
o Social Responsibility of the company
o Company strategies for the long run
o Problems Identified in current operations of the company

• Recommendation for the company

• Present how the project management is conducted in the chosen project and how it
supported you in successfully completing the project.
• Provide evidence of successful implementation of the project comparing the project
plan and the project logbook.
• You are recommended to include the lesson learnt and the project closeout phase
necessary documents in understanding what went well and not.

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 ACKNOWLEDGEMENT

I have taken efforts in this assignment. However, it would not have been possible without the
kind support and help of many individuals. I would like to extend my sincere thank to all of
them.

I am highly indebted to Mrs.Asfarah Bhanu for the guidance and the constant supervision as
well as for providing necessary information regarding the assignment and also for her support
in completing the assignment.

I would like to express my gratitude towards my parents and my friends for their kind
cooperation and encouragement which help me in completion of this assignment.

My thanks and appreciations also go to the people who directly or indirectly helped me out in
developing the assignment.

THANK YOU!

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 Table of Contents
Assignment Brief ....................................................................................................................... 2

ACKNOWLEDGEMENT ......................................................................................................... 4

Introduction ................................................................................................................................ 6

Section A.................................................................................................................................... 7

1.1 Different types of project management tools and techniques .......................................... 7

1.1.1 Project Management tools......................................................................................... 7

1.1.2 Project Management techniques ............................................................................... 9

1.2 Various tools and techniques are employed throughout the project life cycle. ............. 11

1.3 Project plan .................................................................................................................... 14

1.4 Challenges that would encounter when project is going to get implemented................ 17

1.5 Stakeholders to be appointed in conducting the project of organizational analysis. ..... 19

1.6 Need for respective stakeholders in each stage (people from different functional areas of
the organization) of the project life cycle and advantages and disadvantages utilizing them
in the project development. .................................................................................................. 21

1.7 Resource Allocation ....................................................................................................... 24

Section B .................................................................................................................................. 27

2.1 Organizational analysis of the company for process improvements ............................. 27

2.1.1 Current Situation / Situational Analysis ................................................................. 27

2.1.2 Communication process of the company ................................................................ 29

2.1.3 Human Resource Activities of the company .......................................................... 30

2.1.4 Marketing Activities of the company ..................................................................... 32

2.1.5 Social Responsibility of the company..................................................................... 33

2.1.6 Company strategies for the long run ....................................................................... 34

2.1.7 Problems Identified in current operations of the company. .................................... 35

2.2 Recommendation for the company ................................................................................ 36

References ................................................................................................................................ 38

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 Introduction
What is a Project?

A project is a unique, temporary activity undertaken to attain planned aims, which could be
defined in terms of outputs, outcomes or advantages. A project is usually judged to be a success
if it meets the objectives according to specified acceptance criteria within an agreed schedule
and budget. Time, cost and quality are the basic components of every project (APM, n.d.).

What is Project Management?

Project management involves the utilization of processes, methodologies, expertise,

knowledge, and experience to accomplish specified project goals in accordance with
predetermined acceptance criteria and within established parameters. Project management
involves the completion of specific deliverables within a limited timeframe and budget.

A fundamental aspect that distinguishes project management from just 'management' is that it
has an end outcome and a fixed timeframe, unlike management, which is an ongoing process.
Because of this a project professional needs a wide range of talents, frequently technical skills,
and surely people management skills and good business understanding (APM, n.d.).

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Section A
1.1 Different types of project management tools and techniques
1.1.1 Project Management tools
A project management tool is a software application that helps project managers and teams
plan, organize, coordinate, monitor, and manage a vast number of tasks essential to finish a
project. It can be used to form team cooperation on projects, assign resources to specific tasks
or areas of the project, define due dates for each task/section, measure progress over the course
of the project, and more. Project management solutions are designed to make all elements of
managing projects easier and more efficient, allowing teams to communicate on a single
platform and share data across numerous devices (Kashyap, 2024).

Project management tools are vital for planning, executing, and managing projects efficiently.
There are different sorts of project management software available, each fulfilling distinct
needs. Here are some common types:

➢ Task Management Tools

Task management systems help organize, assign, and track specific activities within a
project.

Examples: Trello, Asana, Jira, and Microsoft Planner.

➢ Collaboration Tools

Collaboration tools improve communication and cooperation among team members,

boosting real-time collaboration.

Examples: Slack, Microsoft Teams, Zoom, and Google Workspace.

➢ Project Planning Tools

Project planning tools assist in generating project plans, outlining tasks, timeframes,
dependencies, and resource allocation.

Examples: Microsoft Project, Smartsheet, and OmniPlan.

➢ Gantt Chart Tools

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 Gantt chart tools visually describe project schedules, exhibiting tasks, durations, and
dependencies in a timeline manner.

Examples: GanttProject, TeamGantt, Instagantt.

➢ Kanban Tools

Kanban tools use boards and cards to represent work stages, allowing teams to view and
manage workflow.

Examples: Kanbanize, LeanKit, and Trello (which can be used as a Kanban tool).

➢ Time Tracking Tools

Time monitoring software helps monitor and record the time spent on various project tasks,
aiding in resource management.

Examples: Harvest, Toggl, and Clockify.

➢ Resource Management Tools

Resource management tools assist in allocating and tracking resources, including

personnel, equipment, and materials.

Examples: ResourceGuru, Float, and Teamdeck.

➢ Communication Tools

Communication tools focus on facilitating team communication and information sharing.

Examples: Email, Slack, Microsoft Teams.

➢ Document Management Tools

Document management tools help organize, share, and collaborate on project-related

documents and files.

Examples: SharePoint, Google Drive, and Dropbox.

➢ Risk Management Tools

Risk management tools help identify, assess, and mitigate risks associated with the project.

Examples: RiskWatch, Risk Radar, and ProjectManager.com.

➢ Issue Tracking Tools

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 Issue tracking tools assist in identifying and managing problems or roadblocks during the
project.

Examples: Jira, Redmine, GitHub Issues.

➢ Budgeting Tools

Budgeting tools aid in planning and tracking project expenses, ensuring financial goals are
met.

Examples: Mavenlink, Scoro, and QuickBooks (actiTIME, 2023) (Landau, 2022).

1.1.2 Project Management techniques

Project management approaches are frameworks or tools that help plan, organize, and execute
a project. These approaches are used by project managers to assure the success of a project.
There are various project management approaches available, and the ideal one for a project
depends on its size, complexity, objectives, and team makeup (Tarver, 2023).

Here are some common types of project management techniques:

➢ Waterfall Methodology

The waterfall methodology adopts a linear and sequential approach to project management,
where each phase must be completed before going on to the next.

Use: Suitable for projects with well-defined criteria and little to no foreseeable
changes.

➢ Agile Methodology

Agile is an iterative and flexible approach to project management, stressing collaboration,

adaptation, and customer feedback throughout the project's life cycle.

Use: Ideal for projects where requirements are likely to change and a more iterative
and adaptive approach is necessary.

➢ Scrum

Scrum is an Agile paradigm that arranges work into fixed-length iterations called sprints,
often lasting two to four weeks. It encompasses positions like Scrum Master, Product
Owner, and the development team.

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 Use: Particularly useful for software development and other tasks that benefit from
iterative development.

➢ Kanban

Kanban is a visual management system that employs boards and cards to indicate work
items and their progress through several stages. It helps manage processes and optimize
efficiency.

Use: Effective for projects with a continual flow of work and where visualizing the
process is crucial.

➢ Critical Path Method (CPM)

CPM is a network-based project management technique that finds the critical path (the
sequence of tasks with the longest length) to calculate the minimal time needed for project
completion.

Use: Helpful for projects with well-defined tasks and dependencies.

➢ Program Evaluation and Review Technique (PERT)

PERT is a statistical technique that calculates the time required to finish a project by
evaluating optimistic, pessimistic, and most likely time estimates for each activity.

Use: Useful for projects with unpredictable task durations and a need for
probabilistic time estimations.

➢ Earned Value Management (EVM)

EVM incorporates cost, time, and scope to measure project performance, measuring the
value of work accomplished versus the planned value.

Use: Effective for tracking project progress and cost performance.

➢ Prince2 (Projects in Controlled Environments)

PRINCE2 is a process-driven project management framework that provides a systematic

approach, separating the project into stages with defined roles and responsibilities.

Use: Widely utilized in government and large organizations for its structured and
regulated approach.

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➢ Lean Project Management

Lean project management focuses on producing value with little waste by streamlining
processes, reducing non-value-added tasks, and continuously improving efficiency.

Use: Suitable for projects that aim to streamline procedures and eliminate waste.

➢ Six Sigma

Six Sigma is a data-driven methodology that strives to improve process quality and
eliminate faults by finding and eliminating deviations.

Use: Applied to projects where process improvement and quality control are crucial.

➢ Rapid Application Development (RAD)

RAD is an iterative development approach that stresses rapid prototyping and immediate
feedback, allowing for speedier delivery of a functional product.

Use: Beneficial for projects with shifting needs and a need for speedy results
(actiTIME, 2023) (Landau, 2022).

1.2 Various tools and techniques are employed throughout the project life
cycle.
Project management entails planning, executing, and concluding projects efficiently and
successfully. Various tools and procedures are applied throughout the project life cycle to
ensure its completion. Here's an overview of different project management tools and
methodologies arranged by project phases:

➢ Initiation Phase
o Project Charter

A document that formally authorizes the creation of a project, stating its objectives,
scope, stakeholders, and high-level requirements.

Technique: Brainstorming sessions, stakeholder interviews.

➢ Planning Phase

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 o Work Breakdown Structure (WBS)

Hierarchical decomposition of the whole scope of work to be carried out by the project
team.

Technique: Expert judgment, deconstruction.

o Gantt Charts

Visual representation of project tasks over time, indicating start and ending dates and
dependencies.

Technique: Software tools like Microsoft Project, Excel, or online project

management platforms.

o Critical Path Method (CPM) and Program Evaluation and Review Technique (PERT)

Techniques for scheduling activities and identifying the critical path, which is the
longest path through the project network.

Technique: Network diagramming, mathematical analysis.

o Resource Histograms

Graphical illustration of resource allocation throughout time.

Technique: Resource leveling and resource smoothing.

o Risk Management

Identification, appraisal, and mitigation of project hazards.

Technique: Risk identification workshops, risk likelihood and impact

assessment, risk response planning.

➢ Execution Phase
o Project Management Software

Tools that help in task tracking, cooperation, and communication among team
members.

Technique: Trello, Asana, Jira, etc.

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 o Communication Plan

Defines the communication structure and procedures within the project team and with
stakeholders.

Technique: Meetings, status reports, email, collaborative platforms.

o Change Control Process

A methodical strategy to manage changes to the project scope, timeline, or expenses.

Technique: Change request forms, change control boards.

➢ Monitoring and Controlling Phase

o Key Performance Indicators (KPIs)

metrics that are employed to assess a project's success.

Technique: Earned Value Management (EVM), variance analysis.

o Quality Assurance and Control

Ensuring that project deliverables fulfill the stated quality requirements.

Technique: Quality audits, process analysis, testing.

o Issue Logs and Risk Registers

Tracking and controlling issues and hazards throughout the project life cycle.

Technique: Regular updates, risk evaluation.

➢ Closing Phase
o Project Closure Report

Document describing the project's outcome, lessons learned, and recommendations for
future projects.

Technique: Lessons learned sessions, stakeholder feedback.

o Post-Implementation Review (PIR)

Assessment of the project after its completion to evaluate its success and find areas for
improvement.
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 Technique: Evaluation meetings, surveys (Pandey, 2022).

1.3 Project plan

Project Plan Outline

➢ Project Definition:

Define the project scope, objectives, and deliverables.

Identify stakeholders and develop communication channels.

➢ Project Planning:

Conduct a detailed work breakdown structure (WBS) to break down the project into
achievable pieces.

Identify dependencies between jobs.

➢ Timeline & Scheduling:

Create a Gantt chart using tools like Microsoft Project or internet platforms (e.g., Asana,
Trello).

Define milestones and deadlines for each assignment.

➢ Resource Planning:

Identify and allocate essential resources (human, financial, equipment).

Utilize a resource allocation chart to visualize resource utilization.

➢ Risk Management:

Identify potential risks and develop a risk record.

Develop risk mitigation techniques and contingency plans.

➢ Quality Management:

Define quality criteria and measurements.

Establish a quality assurance plan.

➢ Communication Plan:

Develop a communication plan defining who needs what information, when, and how.
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 Utilize technologies like Slack, email, or project management software.

➢ Budgeting:

Create a precise budget for the project, including all expenditures connected with resources,
supplies, and overhead.

➢ Monitoring and Control:

Set up a monitoring and control system to track project progress.

Implement key performance indicators (KPIs) for monitoring progress.

➢ Change Management:

Develop a change management plan to accommodate any changes in project scope or

needs.

Define the process for requesting and approving changes.

➢ Documentation:

Establish a framework for recording project processes, choices, and outcomes.

Use technologies like Confluence or Google Docs for collaborative documentation.

➢ Training and Transition:

Plan for end-user training if applicable.

Develop a transition plan for passing over the project deliverables.

Tools Used

➢ Work Breakdown Structure (WBS):

Tools: Mind mapping software (e.g., XMind), project management tools (e.g., Microsoft
Project).

➢ Gantt Chart:

Tools: Microsoft Project, GanttProject, Asana, Trello.

➢ Resource Allocation Chart:

Tools: Resource management tools (e.g., Smartsheet), project management software.

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➢ Risk Register:

Tools: Excel, project management software.

➢ Communication Plan:

Tools: Communication planning templates, project management tools.

➢ Budgeting:

Tools: Microsoft Excel, budgeting software.

➢ Monitoring and Control:

Tools: Project management software, KPI dashboards.

➢ Change Management:

Tools: Change management software (e.g., Prosci), project management tools.

➢ Documentation:

Tools: Confluence, Google Docs, project management software.

➢ Training and Transition:

Tools: Learning management systems (LMS), training software (ASQ, n.d.) (Brigden,
2023).

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1.4 Challenges that would encounter when project is going to get
implemented.
Implementing a project can come with numerous challenges, and being aware of these
challenges can help project managers and teams better prepare for them. Here are some
frequent issues that may be encountered during the implementation phase of a project:

➢ Scope Creep:
o Challenge: Uncontrolled changes or additions to the project scope can lead to scope
creep, producing delays, increased costs, and potential project failure.
o Mitigation: Implement a rigorous change control mechanism to assess and manage
scope changes.
➢ Resource Constraints:
o Challenge: Inadequate resources, whether in terms of labor, equipment, or cash, can
hamper project progress and impair overall quality.
o Mitigation: Regularly check resource consumption and adapt the plan or acquire extra
resources as needed.
➢ Team Collaboration Issues:
o Challenge: Poor communication, lack of teamwork, or disagreements among team
members can limit project efficiency and morale.
o Mitigation: Foster a positive team culture, encourage open communication, and address
issues swiftly.
➢ Technology Challenges:
o Challenge: Technical difficulties, software glitches, or hardware malfunctions can
disrupt the implementation of technology-dependent projects.
o Mitigation: Conduct extensive testing, create contingency plans for technological
concerns, and provide enough technical assistance.
➢ Timeline Delays:
o Challenge: Unforeseen situations, dependencies, or unanticipated impediments may
create delays in project timeframes.
o Mitigation: Build buffer time into the project timeline, constantly evaluate progress,
and proactively handle potential delays.
➢ Stakeholder Resistance:

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 o Challenge: Resistance from stakeholders or end-users might hamper the adoption of
new procedures or technologies.
o Mitigation: Engage stakeholders early, emphasize the benefits of the project, and
involve them in decision-making processes.
➢ Quality Control Issues:
o Challenge: Inadequate quality control measures may lead to poor deliverables or
disgruntled stakeholders.
o Mitigation: Implement a solid quality management plan, conduct regular quality
checks, and handle issues swiftly.
➢ Financial Overruns:
o Challenge: Exceeding the budget owing to unforeseen costs or inadequate financial
management might risk project success.
o Mitigation: Monitor spending closely, periodically update the budget, and request
approval for any significant budget changes.
➢ Regulatory Compliance:
o Challenge: Non-compliance with regulatory regulations can lead to legal troubles and
project setbacks.
o Mitigation: Stay knowledgeable about relevant rules, include compliance procedures
into the project plan, and seek legal counsel when needed.
➢ Lack of User Training:
o Challenge: Insufficient training for end-users might result in resistance, errors, or
inefficiencies in utilizing new technologies or procedures.
o Mitigation: Develop and implement a comprehensive training plan and provide
continuing support for users.
➢ Global or Cultural Differences:
o Challenge: If the project comprises a varied team or stakeholders from different
cultures, misunderstandings and cultural differences may occur.
o Mitigation: Promote cultural awareness, establish clear communication norms, and
handle cultural differences proactively (Indeed Editorial Team, 2023).

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1.5 Stakeholders to be appointed in conducting the project of organizational
analysis.
Conducting an organizational analysis is a complex process that involves multiple stakeholders
from different perspectives within and outside the business. Identifying the correct stakeholders
is vital for the success of the project. Here are crucial stakeholders to consider while performing
an organizational analysis:

➢ Executive Leadership:
o CEO/Top Management: Provide strategic direction and support for the analysis.
o C-Suite Executives: Represent distinct functional areas (CFO, CTO, CMO, etc.) with
insights into their respective domains.
➢ Human Resources (HR) Department:
o HR Manager/HR Director: Can provide information on workforce demographics,
business culture, and employee engagement.
➢ Employees:
o Representatives from Various Departments and Teams: Gather input from employees at
all levels and in different jobs to understand their viewpoints.
o Employee Representatives or Unions: If applicable, enlist representatives who can
provide collective employee perspectives.
➢ IT Department:
o Chief Information Officer (CIO) or IT Manager: Provide insights into the organization's
technology infrastructure and systems.
➢ Finance Department:
o Chief Financial Officer (CFO) or Finance Manager: Offer information on budget limits,
financial health, and cost structures.
➢ Operations Department:
o Operations Manager: Provide insights into day-to-day operations, workflows, and
efficiency.
o Customers/Clients:Customer Representatives or Focus Groups: Gather feedback on
customer experiences, needs, and expectations.
➢ Suppliers and Partners:

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 o Key Suppliers and Business Partners: Understand the influence of the organization's
structure and processes on external relationships.

➢ Regulatory Bodies:
o Compliance Officers or Legal Advisors: Ensure adherence to regulatory regulations and
legal issues.
➢ Quality Assurance/Compliance Team:
o Quality Assurance Managers: Ensure that organizational procedures align with quality
standards and compliance requirements.
➢ Change Management Team:
o Transformation Managers or Change Management Consultants: Assist in managing the
human component of organizational transformation.
➢ Project Management Team:
o Project Managers: Responsible for monitoring the organizational analysis project,
coordinating work, and ensuring schedules are fulfilled.
➢ External Consultants or Analysts:
o Organizational Analysts or Management Consultants: Provide external knowledge to
perform a complete investigation and make recommendations.
➢ Board of Directors:
o Board Members: If applicable, involve board members to ensure alignment with
business goals and strategic vision.
➢ Community Representatives:
o Community Leaders or Local Representatives: If the group has a substantial impact on
the community, consider involving local leaders or representatives.
➢ Training and Development Specialists:
o Training Managers or Specialists: Assist in identifying skills gaps and training needs
within the organization.
➢ Internal Auditors:
o Internal Audit Team: Provide insights into existing controls, risk management, and
governance structures (Product Plan, n.d.).

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1.6 Need for respective stakeholders in each stage (people from different
functional areas of the organization) of the project life cycle and advantages
and disadvantages utilizing them in the project development.
➢ Initiation Stage:
o Stakeholders:
• Executive Leadership (CEO, C-Suite Executives)
• Project Management Team
• Human Resources (HR) Department
• IT Department
o Advantages:
• Executive Leadership: Provides strategic direction, aligning the project with
organizational goals.
• Project Management Team: Defines project scope, objectives, and early timelines.
• HR Department: Assesses the influence on the workforce and corporate culture.
• IT Department: Evaluates the technology's feasibility and requirements.
o Disadvantages:
• Lack of alignment among senior executives may lead to contradictory priorities.
• Insufficient consideration of HR considerations may result in pushback from
employees.
• Technological restrictions may hamper the launch of some undertakings.
➢ Planning Stage
o Stakeholders:
• Project Management Team
• Finance Department
• Operations Department
• Quality Assurance/Compliance Team
o Advantages:
• Project Management Team: Develops detailed project plans and timetables.
• Finance Department: Assists in budgeting and resource allocation.

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 • Operations Department: Provides insights into operational requirements and
potential efficiencies.
• Quality Assurance/Compliance Team: Ensures compliance with quality standards
and regulatory requirements.
o Disadvantages:
• Financial restrictions may limit project scope or resources.
• Operational complexity may lead to longer project deadlines.
• Overemphasis on compliance may limit innovation and agility.
➢ Execution Stage
o Stakeholders:
• Project Management Team
• Employees (Representatives from Various Departments/Teams)
• IT Department
• Operations Department
o Advantages:
• Project Management Team: Coordinates work, monitors progress, and assures
adherence to the plan.
• Employees: Contribute firsthand insights, boosting the accuracy of the analysis.
• IT Department: Implements technical changes and supports system integration.
• Operations Department: Executes process adjustments and oversees operational
performance.
o Disadvantages:
• Resistance from employees may slow down the implementation.
• IT issues may disrupt the execution of technology-dependent projects.
• Operational disruptions may arise if changes are not well managed.
➢ Monitoring and Controlling Stage
o Stakeholders:
• Project Management Team
• Executive Leadership
• Quality Assurance/Compliance Team
• Internal Auditors
o Advantages:

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 • Project Management Team: Monitors project progress and handles deviations from
the plan.
• Executive Leadership: Provides guidance and judgments based on monitoring
outcomes.
• Quality Assurance/Compliance Team: Ensures continuing compliance and quality
control.
• Internal Auditors: Verify adherence to internal controls and identify opportunities
for improvement.
o Disadvantages:
• Lack of executive engagement may result in delayed decision-making.
• Overemphasis on compliance may lead to bureaucratic difficulties.
• Internal audits may uncover concerns that require additional resources to address.
➢ Closure Stage
o Stakeholders:
• Project Management Team
• Executive Leadership
• Board of Directors
• External Consultants or Analysts
o Advantages:
• Project Management Team: Ensures all project objectives are met and documenting
lessons learned.
• Executive Leadership: Approves project closing and reviews overall success.
• The Board of Directors: Reviews and approves the project outcomes.
• External Consultants or Analysts: Provides an external perspective on the project's
impact.
o Disadvantages:
• Premature closing without completing objectives may harm organizational trust.
• Board or executive differences on project results may contribute to delays in closure.
• Overreliance on external consultants may result in a lack of internal ownership.

Summary

o Advantages:
• Involvement of numerous stakeholders gives varied skills.
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 • Collaborative decision-making generates a sense of ownership and commitment.
• Comprehensive insights lead to better informed and effective project development.
o Disadvantages:
• Conflicting priorities among stakeholders may delay progress.
• Overemphasis on one functional area may ignore other vital features.
• Excessive engagement may lead to decision-making bottlenecks (K., 2023) (Project
Management Docs, n.d.).

1.7 Resource Allocation

Resource allocation is a vital part of project management, and managing project tasks requires
monitoring resource allocations, developing strong relationships with stakeholders, managing
risks, and ensuring effective time management. Here's how to address these components:

➢ Resource Allocation
o Identify Resource Requirements:
• Collaborate with team members to identify the skills and expertise required for each
project job.
• Utilize a resource allocation matrix to match jobs with the most suitable team
members.
o Allocate Resources Effectively:
• Use project management software to distribute resources based on availability,
expertise, and workload.
• Regularly update the resource allocation plan to reflect changes in project
requirements or team availability.
o Balance Workloads:
• Monitor individual workloads to avoid overburdening certain team members.
• Adjust resource allocations as needed to provide a balanced workload across the
team.
➢ Positive Relationship with Stakeholders
o Effective Communication:
• Establish clear communication lines to keep stakeholders informed about project
progress.
• Regularly discuss updates, milestones, and any changes in resource allocation or
project schedules.
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 o Address Stakeholder Concerns:
• Proactively identify and address stakeholder concerns relating to resource
allocation.
• Solicit input from stakeholders to ensure their expectations are met.
o Collaborative Decision-Making:
• Involve important stakeholders in decision-making processes related to resource
allocation.
• Seek input from stakeholders on priorities, project goals, and potential revisions to
resource planning.
➢ Risk Management
o Identify Project Risks:
• Conduct a thorough risk assessment to identify potential risks associated with
resource allocation.
• Classify hazards based on their impact on resources and establish mitigation
solutions.
o Implement Risk Mitigation Strategies:
• Proactively address identified hazards through mitigation techniques.
• Monitor and change resource allocations based on developing risk scenarios.
o Regular Risk Reviews:
• Conduct regular risk reviews to identify new hazards and reassess current ones.
• Keep stakeholders informed about risk management efforts and outcomes.
➢ Time Management
o Define Clear Milestones and Deadlines:
• Establish explicit project milestones and deadlines to govern resource allocation.
• Use project management tools to illustrate timeframes and dependencies.
o Monitor and Adjust Timelines:
• Regularly monitor project timeframes and identify any delays.
• Adjust resource allocations or job priorities to handle timeline challenges.
o Optimize Task Sequencing:
• Optimize the scheduling of project tasks to reduce resource bottlenecks.

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 • Identify essential paths and distribute resources strategically to fulfill project
deadlines.
• Integration of Resource, Stakeholder, Risk, and Time Management
o Integrated Project Plan:
• Develop an integrated project plan that encompasses resource allocations,
stakeholder communication, risk management, and time schedules.
• Ensure that alterations in one area are reflected in the entire project plan.
o Regular Project Reviews:
• Conduct regular project reviews to analyze the relationship between resource
allocation, stakeholder participation, risk management, and schedules.
• Use these reviews to refine project strategies and plans.
o Continuous Improvement:
• Foster a culture of continual development by learning from project experiences.
• Use feedback and lessons learned to strengthen resource management strategies in
future projects (Wrike, n.d.).

Imalka Hirushan P a g e 26 | 40
Section B
2.1 Organizational analysis of the company for process improvements
2.1.1 Current Situation / Situational Analysis
Strengths

➢ Market Leadership

Dialog Axiata is a leading telecommunications operator in Sri Lanka, holding a large

market share.

➢ Diverse Service Portfolio

Offers a wide range of telecommunications services, including mobile, fixed-line, internet,

and digital services.

➢ Innovation and Technology

Invests in cutting-edge technology, including 4G and 5G, to provide innovative and high-
speed services.

➢ Strong Brand Presence

Recognized and trusted brand in the telecoms business.

➢ Customer Base

Large and loyal consumer base with a strong focus on customer satisfaction.

Weaknesses

➢ Network Coverage Challenges

Issues linked to network connectivity in some distant or underdeveloped places may affect
consumer satisfaction.

➢ Regulatory Environment

Adherence to growing regulatory standards and compliance may present issues.

➢ Dependency on Specific Regions

Overreliance on specific regions for revenue may expose the organization to regional
economic volatility.

Imalka Hirushan P a g e 27 | 40
➢ Customer Service Challenges

Addressing customer service problems and ensuring consistent quality can be a challenge.

Opportunities

➢ Expansion of 5G Services

Opportunities for growth exist through the extension and upgrading of 5G services.

➢ Digital Transformation

Embracing digital transformation will offer new digital services and solutions.

➢ Strategic Partnerships

Forming strategic collaborations with content suppliers or other technological companies

to boost service offerings.

➢ Rural Market Expansion

Opportunities for expansion by expanding services to rural and underdeveloped

communities.

Threats

➢ Intense Competition

Strong competition from other telecom carriers in the region.

➢ Technological Changes

Rapid developments in technology may demand ongoing investment to stay competitive.

➢ Economic Challenges

Economic downturns are affecting consumer spending on telecommunications services.

➢ Regulatory Changes

Changes in regulations may affect business and necessitate modifications.

➢ Cybersecurity Threats

Increased risk of cyber threats and the necessity for comprehensive cybersecurity measures
(Jayaweera, n.d.).

Imalka Hirushan P a g e 28 | 40
2.1.2 Communication process of the company
➢ Intra-organizational communication
o Vertical communication:

Top management conveys messages and directions to lower levels of the organization.
This encompasses strategic objectives, policies, and significant revisions.

o Bottom-Up Communication:

Feedback and information from staff at lower levels are sent upwards. This
encompasses recommendations, apprehensions, and notifications regarding routine
activities.

➢ External Communication
o Communication with customers:

Dialog Axiata PLC engages in communication with its consumers through diverse
channels, encompassing customer care centers, internet portals, and mobile
applications. Information about products, services, promotions, and customer
assistance is transmitted through these channels.

o Communication with shareholders:

The corporation communicates with its shareholders through annual reports,

shareholder meetings, and other formal channels. This contains financial updates,
company performance, and strategic initiatives.

o Public Relations:

External communication also comprises controlling the company's public image

through media releases, press conferences, and other public relations operations.

➢ Technology-Driven Communication

As a telecommunications corporation, Dialog Axiata PLC significantly relies on several

communication technologies. This comprises internal communication platforms, customer
relationship management (CRM) systems, and network communication technologies.

Imalka Hirushan P a g e 29 | 40
➢ Crisis Communication

In the event of crises or emergencies, the company would have a crisis communication plan
in place. This involves a coordinated method of internal and external communication to
handle the situation and limit potential damage to the company's reputation.

➢ Regulatory Compliance

Telecommunications companies need to adhere to regulatory standards. Communication

regarding compliance, legal matters, and regulatory changes is vital for the company.

➢ Employee Training and Development

Communication is vital for staff training and development programs. Dialog Axiata PLC
would convey training programs, updates on industry trends, and other essential
information to boost the skills of its personnel (Course Hero, 2016).

2.1.3 Human Resource Activities of the company

➢ Selection and Recruitment Process:

Job Analysis: Identifying the skills, knowledge, and abilities required for a certain position.

Job Posting: Advertising the job opening through multiple means.

Application Screening: Reviewing resumes and applications to shortlist candidates.

Interviews: Conducting interviews to determine candidates' suitability for the role.

Assessments: Using tests or exercises to evaluate specific talents or abilities.

Background Checks: Verifying candidates' professional and personal backgrounds.

Job Offer: Making the chosen applicant an offer of employment.

➢ Employment Appraisal Methods:

Performance Reviews: Regular evaluations of employees' job performance.

360-Degree Feedback: Gathering input from coworkers, bosses, and subordinates.

Key Performance Indicators (KPIs): Assessing performance against preset measures.

Self-Assessment: Employees appraising their own performance.

Imalka Hirushan P a g e 30 | 40
 Management by Objectives (MBO): Setting precise, quantifiable goals and assessing
achievement.

➢ Training Process:

Training Needs Analysis: Identifying gaps in employees' skills and knowledge.

Training Program Development: Creating training materials and programs.

Training Delivery: Conducting training sessions through various techniques (e.g.,

workshops, online courses).

Evaluation: Assessing the effectiveness of the training program.

Continuous Learning: Providing continuing chances for skill growth.

➢ Motivation Process:

Recognition and Rewards: Acknowledging and rewarding employees for their

achievements.

Performance Incentives: Providing bonuses or other incentives depending on performance.

Career Development Opportunities: Offering paths for promotion and professional

improvement.

Employee Engagement: Fostering a positive work atmosphere and including employees in

decision-making.

Benefits and Perks: Providing competitive benefits packages to promote employment

satisfaction (Bartleby, n.d.).

Imalka Hirushan P a g e 31 | 40
2.1.4 Marketing Activities of the company
➢ Product:
o Offering a range of communications services such as mobile, fixed-line, internet, and
digital services.
o Introducing new technology or services, such as 5G, IoT solutions, or digital
entertainment platforms.
➢ Promotion:
o Utilizing numerous channels for advertising, including TV, radio, online platforms, and
social media.
o Running promotional campaigns, discounts, or special offers to attract new consumers
or maintain existing ones.
➢ Place:
o Expanding network coverage and strengthening infrastructure to reach a bigger
audience.
o Focusing on both urban and rural areas to ensure extensive availability of services.
➢ Price:
o Implementing competitive pricing techniques to attract price-sensitive consumers.
o Offering packaged services or savings for customers who subscribe to various services.
➢ Target Markets:
o Identifying specific demographic segments or sectors for focused marketing strategies.
o Customizing services to satisfy the demands of diverse customer categories, such as
business customers, young professionals, or families.
➢ Positioning Strategies
o Emphasizing reliability, network quality, and customer service to differentiate from
competition.
o Positioning the brand as a technological leader by introducing cutting-edge solutions.
➢ Branding Strategies:
o Establishing a strong and favorable brand image through consistent messaging and
visual identity.
o Engaging in corporate social responsibility efforts to promote the brand's reputation
(Dialog, n.d.).

Imalka Hirushan P a g e 32 | 40
2.1.5 Social Responsibility of the company
➢ Community Development:

Supporting local communities through various programs, such as education, healthcare,

and infrastructure development.

Investing in programs that increase the quality of life for community members.

➢ Education and Skill Development:

Offering scholarships or educational help for pupils.

Implementing initiatives to promote digital literacy and abilities.

➢ Environmental Sustainability:

Implementing eco-friendly techniques in their operations.

Supporting projects connected to environmental protection and sustainability.

➢ Employee Welfare:

Ensuring a safe and healthy work environment for employees.

Offering training and development programs for staff advancement.

➢ Technology and Innovation:

Supporting programs that foster technical advancements and innovation.

Encouraging the use of technology for beneficial social impact.

➢ Health and Well-Being:

Investing in healthcare programs and initiatives.

Promoting employee health and well-being.

➢ Philanthropy:

Engaging in philanthropic activities and donations to assist various causes (DIALOG, n.d.).

Imalka Hirushan P a g e 33 | 40
2.1.6 Company strategies for the long run
➢ Market Expansion:
• Identifying and entering new markets to tap into more client categories.
• Exploring opportunities in surrounding regions or expanding globally.
➢ Diversification:
• Expanding into complementary businesses or services, such as digital services, content
streaming, or IoT (Internet of Things).
• Reducing reliance on a single source of revenue by broadening the product and service
portfolio.
➢ Digital Transformation:
• Investing in technology to boost digital capabilities and improve the customer
experience.
• Adopting future technologies like 5G, AI, and IoT to stay competitive.
➢ Customer-Centric Approach:
• Focusing on consumer wants and preferences to adapt products and services.
• Improving client service and engagement through digital platforms.
➢ Partnerships and Collaborations:
• Forming strategic partnerships with other companies for joint ventures or
collaborations.
• Collaborating with technology providers to increase service offerings.
➢ Innovation and Product Development:
• Investing in research and development to generate innovative products and services.
• Staying abreast of technical advancements and consumer desires.
➢ Sustainability and Corporate Social Responsibility (CSR):
• Incorporating sustainable and socially responsible methods into corporate operations.
• Addressing environmental problems and contributing to social development.
➢ Cost Optimization:
• Implementing cost-effective strategies to improve operational efficiency.
• Streamlining procedures and infrastructure to minimize expenses.
➢ Regulatory Compliance:
• Staying abreast of and complying with evolving regulatory settings.
• Advocating for policies that benefit the company and the industry.
➢ Risk Management:
Imalka Hirushan P a g e 34 | 40
 • Identifying possible hazards and developing ways to mitigate them.
• Adapting to geopolitical, economic, and industry-specific issues (Dialog, n.d.) (My
Assignment Help, 2021).

2.1.7 Problems Identified in current operations of the company.

➢ Network Challenges:

Issues linked to the quality, capacity, or expansion of the network infrastructure.

➢ Regulatory Compliance:

Adherence to evolving regulatory standards and regulations in the telecommunications

sector.

➢ Competition:

Intense competition from other telecom carriers can damage market share and profitability.

➢ Technological Advancements:

Keeping up with rapidly emerging technologies and guaranteeing timely investments in

updates.

➢ Customer Service:

Maintaining high levels of customer satisfaction and handling consumer complaints

effectively.

➢ Financial Performance:

Managing costs, sustaining profitability, and dealing with economic uncertainty.

➢ Security Concerns:

Protecting consumer data and network infrastructure from cyber attacks and breaches.

➢ Market Trends:

Adapting to emerging market trends and consumer preferences.

➢ Global Events:

Imalka Hirushan P a g e 35 | 40
 External influences such as pandemics, geopolitical upheavals, and economic downturns
might affect operations.

➢ Supply Chain Issues:

Ensuring a solid supply chain for equipment and technologies (GlobalData, n.d.).

2.2 Recommendation for the company

➢ Investment in network infrastructure:
• Consistently allocate resources to enhance and update network infrastructure in order
to guarantee dependable and fast connectivity.
• Investigate possibilities for extending coverage to places that currently lack access or
are located in remote regions.
➢ Adoption of Technology:
• Keep yourself updated on the most recent technological breakthroughs in the telecoms
sector.
• Consider using 5G technology to provide faster and more efficient services.
➢ Customer Experience:
• Emphasize customer pleasure and experience by providing prompt customer support
and user-friendly services.
• Incorporate feedback techniques to comprehend customer requirements and
apprehensions.
➢ Digital Transformation:
• Embrace digital transformation projects to improve internal operations and boost
consumer relations.
• Explore creative digital offerings to diversify revenue streams.
➢ Cybersecurity:
• Invest in effective cybersecurity measures to protect consumer data and maintain the
integrity of the network.
• Stay attentive to cyber dangers and use proactive security measures.
➢ Strategic Partnerships:
• Explore strategic collaborations with content producers, app developers, or other
companies to expand service offerings.
• Collaborate with other industry players for mutual benefits and to build synergies.

Imalka Hirushan P a g e 36 | 40
➢ Corporate Social Responsibility (CSR):
• Engage in CSR efforts to contribute to the communities in which the company operates.
• Support activities connected to education, healthcare, and environmental sustainability.
➢ Market Expansion:
• Evaluate options for foreign expansion, if practicable, to tap into new markets.
• Stay informed about regulatory environments in possible new markets.
➢ Cost Management:
• Implement cost-effective measures in operations and capital expenditures.
• Regularly analyze and optimize company procedures to boost efficiency.
➢ Regulatory Compliance:
• Stay in compliance with local and international standards controlling the
telecommunications business.
• Engage in open and transparent contact with regulatory bodies (Gartner, n.d.).

Imalka Hirushan P a g e 37 | 40
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