A project is a temporary endeavour which has a well defined beginning and end (normally it constrained by date but can be by funding or deliverables) undertaken to meet unique goals and objectives. Usually to bring about beneficial change or added value".
"A Project is a collaborative enterprise in business and sciences, which is involved in research or design and is planned very carefully to achieve a specific aim and what does project management means. A Project management is the Discipline of planning, organising and managing the resources in such a way to bring the successful completion of specific project goals and objectives".
http://en.wikipedia.org/wiki/Project_management
"History of project management starts from early civilization in 1900 when civil engineering projects were generally managed by creative architects or engineers themselves and among those Christopher Wren 1632-1723, Thomas Telford 1757-1834, etc are on the top of the list at that time. It was in the 1950s that organizations started their operations systematically and apply project management tools and techniques to complex projects. Mr. Henry Gantt (1861-1919) who is the father of planning and control techniques in project management. Mr Henry is famous for his Gantt Chart which is normally in use as a project management tool and Mr Henri Fayol is person who create 5 management functions, which forms the foundation of project and programme management".
http://en.wikipedia.org/wiki/Project_management
Project Evaluation, Proposal, Tendering, Costing & Contracting
(1,800 words - 45% of total coursework mark)
Before writing a report to board of the company first i want to explain about the terms which is normally used in project management like project evaluation, proposal ,cost , budgeting etc then it becomes more easy to understand the process of project management. Project management is very carefully well planned and organized try to complete the particular objective, for example construct a bridge or install a new major computer system etc . Project management also includes developing a plan for project and define goals and objectives and identify the tasks that how goals of the project will be achieved, also quantifying the need of resources and determine budgets and set time frame for the completion of this particular project. It also have to manage the implementation of project plan and its operational controls to ensure that the information about the project is accurate and complete and also implement the mechanism of recovery action where necessary. In a project we normally have to follow the different phases of the project as mentioned below:-
"The Olympic Delivery Authority (ODA) is the public body which is responsible for the building and developing the brand new venues for the Olympic games and its use after 2012. One of the main responsibilities of the Olympic Delivery Authority is to construct the Olympic Park where most of the event will take place in 2012.
The Olympic Delivery Authority's (ODA) work is under process by six priority themes: accessibility, employment, equality and inclusion, security, sustainability, and legacy.
The ODA has its headquarters in Canary Wharf, together with the London 2012 Organising Committee of the Olympic Games and Paralympics Games (LOCOG).
It is led by John Armitt (Chairman) and David Higgins (Chief Executive)".
http://www.london-2012.co.uk/ODA/
Project evaluation is a decisions on which we come to know that where we have to invest the company's resources to achieve the set objective of the company. Therefore just trying to get involvement in the right projects and to avoid the wasting of time of the company and its resources in meaningless activities and try impact on the future competitiveness of the company. Therefore, trying to get involved in the right projects is worth an effort, both to avoid wasting the company's time and resources in meaningless activities, and try to improve the chances of success.
In brief the project evaluation is the process in which we have to aim to analyse the research and development of the project and should know almost all points mentioned below for the successful project:-
Get the almost all understanding of the project.
Make priorities within the set of projects.
Take timely decision either proceed or not to proceed with the project.
Monitor the project properly and give follow up to the project and analyze the parameters when project was selected.
Terminate the project and evaluate the results obtained.
The targeted cost of the project for the completion of the project.
Check either project start in time or not.
As you know that the Project evaluation is the process in which project manager has to review all the information gathered prior to start the project.
Project evaluation starts from the commencement of the project. There are different phases of project evaluation and will be explain in detail below.
Project evaluation has different phases by definition which is as under:-
A project has clearly well defined beginning and end with noticeable different stages or phases between and ,
Specified outputs and outcomes that are reflected in the stated goals/aims and objectives of the project.
As a whole the evaluation is a process to make a judgements of worth of the project and in other words we can say that the judgement means that how well the projects objectives and goals have been achieved.
http://www.utas.edu.au/pet/sections/frameworks.htmlhttp://www.utas.edu.au/pet/images/Image1.gif
http://www.utas.edu.au/pet/sections/frameworks.html
Project Proposal.
Project proposal is a document which is designed in such a way to show the plan of action and outline the reasons that why these action are essential for this particular plan try to convince the director of the company to agree with the proposal and give approval for the implementation of the proposal recommended in the document. This type of document in many cases is called as RFP (Request for Proposal) which is issued by the client. And this type of document may also prepared to serve the company as an internal purpose and especially for that purpose when someone in the company has a different idea of that how to make the company more profitable or efficient by implementation these actions. In project proposal there are many things which the project manager has to consider on them on top priority such as cost, budget, resources required, management issues, proposed team structures, proposed structure of the organisation etc and we will discuss it in detail for understanding .
A successful Project Manager must have to manage the following four basic elements of the project such as Resources, Time, Money, and Scope. These all elements are interlinked with each other and each element should manage properly to run the project effectively and successfully.
Resources
People, equipment, material
Time
Task durations, dependencies, critical path
Money
Costs, contingencies, profit
Scope
Project size, goals, requirements
Most literature and books on project management highlighted many things to manage the project and especially they are speaking about the importance and need of these three elements like people, time and money. However, the fourth element is also most important for the project manager to manage it for the success of the project.
The definition of project scope is that what the actual need of the project is to accomplish it. It's very important for project manager that if the scope is changed to a building for five widgets so the project manager must get an appropriate change in budgeted resources and if the budget is not adjusted then the project manager should avoid changing in scope.
In the financial term there are two types of cost . i.e variable cost and fixed cost and when the cost comes above the estimated cost then the project considered as dismissed and if the cost comes below the estimated cost then the project is executed. To calculate the cost of the project there are many ways to calculate it but one of them is Net present Value through which we can calculate the exact cost of the project. NPV is an indicator of how much value an investment or project adds to the firm.
Budget.
Budgeting is one of the very important tool in project management which inform us that the project is on the right track or not and by using this tool project manager can calculate various sources of fund like owner's funds, load from bank, etc and can manage it properly while executing the project.
Budget and cost in a project are two different things.
Budget is actually what we decided to spend for a particular project and cost mean that the actual cost of the particular project.
.1.
.http://www.builderau.com.au/strategy/projectmanagement/soa/Creating-your-project-budget-ood Where-to-begin-/0,339028292,320265341,00.htm
Resources requird.
Resources required to run the project is people, equipment and material and a good project manager has skill to use all these resources very effectively to complete the project in such a way to minimise the risk to workers, reduce the factors to damage the equipment used to execute the project and reduce the loss or wastage of the material used in the project.
Some basic skill are very important in project manager to perform his job very effectively and among those some are as under:-
Inspires a Shared Vision
The effective project manager has an eagle vision for every thing within the project and he must know where to go and what needs to be done for the success of the project.
"Visionary leaders enable people to feel they have a real stake in the project. They empower people to experience the vision on their own. According to Bennis "They offer people opportunities to create their own vision, to explore what the vision will mean to their jobs and lives, and to envision their future as part of the vision for the organisation." (Bennis, 1997).
Good Communicator.
Project manager should be a good communicator as a team leader and effective communication and support the team members with his experience and guide lines are more beneficial for the success of the project.
Integrity.
One of the most important thing in project manager is Leadership based on integrity which shows not less than a set of values others share, behaviour consistent with values and dedication to honesty with self and team members. In other words the leader "walks the talk" and in the process earns trust.
Enthusiasm
Enthusiastic project managers are fully committed with their goals and their objectives and he shows his enthusiasm through commitment and optimism and wants this type of confidence and commitment in his team to run the project as per his expectations.
Empathy
Empathy, is presupposes the existence of the object as a separate individual, entitled to his or her own feelings, ideas and emotional history (Paul, 1970). As one student so eloquently put it, "It's nice when a project leader acknowledges that we all have a life outside of work".
Competence.
Simply put, to enlist in another's cause, we must believe that that person knows what he or she is doing. Leadership competence does not however necessarily refer to the project leader's technical abilities in the core technology of the business. As project management continues to be recognised as a field in and of itself, project leaders will be chosen based on their ability to successfully lead others rather than on technical expertise, as in the past. Having a winning track record is the surest way to be considered competent. Expertise in leadership skills is another dimension in competence. The ability to challenge, inspire, enable, model and encourage must be demonstrated if leaders are to be seen as capable and competent.
Ability to Delegate Tasks.
Trust is very necessary part between a project manager and his team and as a project manager he must delegate responsibilities to the team members and the mange who did not trust his team and unable to trust them often fail as a project manager and they remain a little micro manager forever and in the end they do all their work themselves.
Cool Under Pressure
Good project manager is a person who can work under pressure and remain cool all the time and deliver his project in time, within budget, and then he will be a successful project manager. A project manager when encounter a stress during work he try to overcome it in a very interesting way and they learn from it feels that they can influence the outcome and they saw it as an opportunity." Out of the uncertainty and chaos of change, leaders rise up and articulate a new image of the future that pulls the project together"." (Bennis 1997).. "
Team-Building Skills
A good project manager should be a good team builder as he must know how to make the team members more efficient and more motivated and all these things happen if the manager have good leadership and motivational skills and use those skills properly. Good Project manager should a role model for his team and he must know the style of good leadership must understanding to solve the problems of the team members effectively and make sure to provide a good, safe, and free of stress environment for the entire team to work without fear.
Problem Solving Skills
No doubt an effective manager has a skill to share the problem solving skills with his team members and should be a problem solver. Project leaders should have an excellent problem-solving skills themselves. They must have a "fresh, creative response to here-and-now opportunities," and not much concern with how others have performed them". (Kouzes 1987).
Mostly the culture of the organisations has great effects on success rate of the projects. In most organisations the project management following the culture of the organisations and try to adjust with them for the successful of the projects which are in process. And some organisations effects on the ability of the project manager to deliver the project in time. In a modern countries the project managers using the latest equipments and technologies for the improvement of the system and thus in such a way the working criteria and working standard improved, hence quality assurance and success of the project ensures but even then projects fails and there are many reasons to the failure of the projects.
There are five main key factors which causes failure of projects.
The project fails when the system not meets the standard criteria.
Second reason is the budget of the project is above or under the allocated budget.
Third the project not delivers or executed in time.
The people of successful organisations know very well that how can they play an important role for the successful of the project. If the organisation start projects and leave the project manager in a leadership vacuum then the organisation will not be successful in their objectives.
In successful organizations, people typically know the role they play on projects and what is expected of them. This includes active sponsors, interested clients, and engaged management stakeholders. The sponsor, for instance, needs to perform a quality assurance role and be the project champion in his or her organization. If your organization starts projects and leaves the project manager in a leadership vacuum, you're not going to be consistently successful.
Culture plays perhaps the biggest role in whether your organization is successful in executing projects. If your organization has difficulty completing projects successfully, you can't blame the project managers. They're only toiling within a culture that's not supportive of their efforts. Managers, including the head of the organization, need to step up and evaluate the project culture. Until the culture changes, project managers will consistently struggle to be successful.
Proposed organised structure.
The organisation is divided into various departments to run the organisation smoothly and these departments are Finance department, marketing department, Human Recourse department, etc and these departments play an important role to enhance the sales and production of the organisation. Finance department has responsibility to pay pensions, wages, and buy the raw materials, maintain accounts, level of inventory, and calculate the forecast etc. Marketing department is responsible for sales of good produced by the organisation. This department also responsible for arranging advertisements, meetings, seminars, etc. the Human resource department is responsible for the new recruitment like skilled or unskilled workers, maintain the data of every employee, distribution of wages, pensions, provident funds, gratuity etc and this record should be maintain in such way that it can be accessed as and when required by the organisation.
Proposed team structure
"The team for the organisation should be arranged in different level of management like top level management. i.e. Directors, Chief Executives, General Managers, board of directors etc . The middle level management are all departmental heads and branch heads of the organisation and they normally answerable to the top management for the functioning of their departments and branches and they are responsible for the implementation of the policies and planning's of the top managements. This middle management act as a mediator as they communicate all information and data from low level to top level. Then comes lower level management in which supervisors, superintendents, foremen and assistant managers are included and they are responsible for directing and controlling functions and they have much in contact with the employees and workers and they try to solve the problems of the employees working with them".(Himanshu Juneja).
http://www.articledashboard.com
Leadership structure.
Leadership is a process in which getting things done by the people. The managers of the company or organisation have many skills like knowledge skills, communication skills, right time decision skills, management skills etc and the project manager who posses leadership skills he can be a very successful manager in his life some skills are as under:-
Leaders tend towards influencing the people.
Leaders mostly focus on Vision,Inspiration,Motivation etc
Leaders always do the right things.
Leadership is formal role and the leader makes strategic decisions.
Good leaders are good in emotional intelligence.
Leaders carry out this process by applying their leadership knowledge andskills. This is called Process Leadership (Jago, 1982). However, we know that we have traits that can influence our actions. This is called Trait Leadership(Jago, 1982), in that it was once common to believe that leaders were born rather than made.
Bass' Theory of Leadership
"Bass' theory of leadership states that there are three basic ways to explain how people become leaders (Stogdill, 1989; Bass, 1990). The first two explain the leadership development for a small number of people. These theories are:
Some personality traits may lead people naturally into leadership roles. This is the Trait Theory.
A crisis or important event may cause a person to rise to the occasion, which brings out extraordinary leadership qualities in an ordinary person. This is the Great Events Theory.
People can choose to become leaders. People can learn leadership skills. This is the Transformational or Process Leadership Theory. It is the most widely accepted theory today and the premise on which this guide is based".
2. Project Implementation, Monitoring, Risk, Control & Success Criteria
(1,800 words - 45% of total coursework mark)
First of all before starting writing a report to the board for the successful of the bid of the media centre i would like to explain the project management terminology like project implementation, Monitoring, Risk, Control and Success Criteria in detail to understand.
PROJECT PHASES.
Projects too have to chore through their life-cycles adhering to a system . Every project without considering its Size, and Scope has to join a system. As system in project management refers to the existence of interrelationship of activities in the project and without system, project will not survive.
A system can be defined as a phenomenon "having mutual and interacting subsystems that result in the outcome". Therefore systems approach may be interpreted as any logical and disciplined process of problem solving.
The life cycle of the project management has four phases as under:-
Initiation
Planning
Execution & Controlling
Closure.
Each and every project life cycle phase is elaborated below with the tasks necessary to complete it.
Project Management Lifecycle Diagram
http://www.management-hub.com/project-management-lifecycle-phases.html
Project Implementation-
The project implementation is a process in which we have to follow the steps of project implementation phases as mentioned above .First step is initiation phase in which project manager defines the definition of the project's purpose, the initial and secondary goals of the project , its time frame that when this project will be finished, i mean the project end date. The project manager also include the additional items during the initiation phase for the commencement of the new project. The project manager also need the skilled or experience memeners of the staff, materials, machinery, finance etc, then the project manager got meeting with the senior members of the staff and supervisors of the different departments and look all the parameters to start the project like health and safety measures, employees working area either safe or not, the atmosphere of the site as per requirement, etc in this phase the project manager observe all measures which are in use during work and its profitability as well. After observing he took some decisions to carry out the projects and or not and he will write a report for the initialisation of the project and one the project start it will be executed within the set time frame and the team members and project manager are responsible to execute the project in time. After getting approved to start the project there are few things which have to decide for the particular projects mentioned as under:-
Why this project?
Who is partner or partners of the project?
Do this project is profitable?
Does this project is feasible?
The project manager is answerable of all the above mentioned questions very carefully as the impression of the choice of the project manager will influence on the project. It is not essential that the project manager has to plane something very super for the project but whatever he choose for the project should give good results.
The second phase is the planning phase which is most important phase in project management. The project planning defines the major tasks of the project plan like estimate the time frame that when it will be completed , estimate the cost of the project and its resources required and staff etc . the different steps of the planning process is as under:-
Plan the goals and objectives of the work.
provide the estimation of the cost, resources, and controlling of the project.
Got the approved documentation for the project.
Continues with the development of documentation of the alternatives of the project, its assumption and constraints.
Select a bottom line of the plan to which the project will be managed.
The project plan is an approved statement or document which give permission to the project maanger and his team to start the work and complete the work to achieve the goals or objectives of the project in process. This project plan will express that how the project team members will manage the entire work of the project and its different elements. This will provide a confidence level within the organisation to meet the all aspects of the project like scope, cost, timing, etc. The planning phase contains different process by which we can assess the size of the project, its technical scope and the resources required for it and also we can assess the risks involve while executing the project.
In this phase some requirements may have the following things:-
Preconditions
Operational requirements
Design of the project
Functional requirement.
In preconditions a project manager has to evaluate the working environment either its as per rule and regulation and have to check all the legislation need for it. In Operational requirements everything has to assess that the project operation is as per set objectives and the result of the project is also included in operational requirement. The design of the project is actually the basic requirement of the project and is very important to all the other parties involved who are working in partnership during this phase and either project is going or moving towards the right direction or not . Actually this design requirement is very important by which the result of the project can be achieved. The design of the project may include flow charts, photo impressions, sketches, diagrams, etc and it is upto project manager to choose the design which gives him good results. And it is noticeable that the design should be generate in such a way that it will fulfil the requirement of the entire project in process. The last but not least the last requirement is the functional requirement which is related to the quality of the project. Quality of the project matters a lot for the success of the project.
Before starting of the execution phase of work it is essential to take the time to break the project in different tasks and in order to plan the performance of these tasks and should determine that what kind of resources are required to be mobilized. There the tools and some methods which are generally used for this purpose:-
The technical project chart or task chart and this chart allow the project manager to break the project work into elementary tasks.
The PERT method which allow the project manager to be organised to optimize their whole project.
The GANTTs chart which allow the project manager to make a graphical presentation of the development of the each part of the project and determine its progress.
The project execution phase which is the most important phase of the project and ideally starts when plan of the project has been approved and base lined. It is characterized by the actual work on planned and its control involves the comparison of the actual performance with the planned performance and the project manager taking appropriate measures to correct the actions to get the desired results. The project team the responsible the below mentioned activities during this phase:-
The project team members are responsible to deliver or execute the tasks as planned by the project manager.
The project manager is responsible for the performance of each and every work done during his supervision including finding variances between planned and actual work , the cost and schedule etc.
The project manager is responsible to submit his report to all key stakeholders regarding the status of the project .
All the stakeholders of the project are responsible for the review of the metrices and variances.
All the stakeholders of the project are responsible to take essential action of the variances so as to complete the project within the time frame and budget.
The main parts of the project execution and control should be as under:-
Plan of project execution.
Review the status report of the project and its metrics.
The Change control Process which means the procedures adopted to handle the changes occurred during the project execution and control.
The following are some processes which can facilitate the process of project execution and control:-
Quality control and quality assurance of the project.
The project administration.
The risk monitoring and its control.
The cost control and the schedule of the project.
Distribution information or project status report.
Monitoring the performance of each segment of the project.
Scope control.
The project execution and control is directly related to the progress of the project and the expectations of the stakeholders. Even if the minor issues remain unnoticed , that can cause a very big impact on cost , schedule and risk and it can cause deviation from the planned project, hence the project manager should take special care of these points and their importance for the project execution and control phase.
The last phase is closure phase which is very important for the project because every thing is set and complete rather the project closure phase is a phase of completion of all project goals and objectives and its acceptance by the customer.
The closure of the project includes the following tasks:
Release the main resources in use for both staff and non staff and their reallocation and redistribution to the other projects if required.
The closure of financial issues if any regarding labour, contract etc
Collection of all project records after completion.
Archive all the records involve in project.
All the documentation of the issues which are faced during this project and their method for resolving the issues. These documentation helps a lot in other projects.
Record all the lessons which learned during the project and conduct a meeting with the team members of the project on the same lessons as these lessons will helps to identify the do and don'ts of the next projects
Celebrate the completion of the project .
The closure of the project involves the few basic processes as under:
the administrative closure. This phase have closure of preparations of all the project documents and deliverables etc and also it includes the redirections and redistribution of all the project resources for another project if any.
Development of project post implementation evaluation report and it finally sign off from the project.
The outputs from Project Closure Phase provides as a stepping stone to execute the next projects with much more efficiency and control.
http://www.visitask.com/closure-phase.asp
Risk management.
A lot of risk involve in the project management and without risk assessment project cannot be successful as risk is involve everywhere. while budgeting its very important for project manager to calculate risks which are involve in executing the project and calculate its cost while budgeting the project and successful managers are those who give priority to manage the risk involved during project. As every project have certain amounts of risks involved which be attributed to human existence."RISK assessment is a process which is also used in comparing different potential remedial alternatives to ensure that the cure is not as bad as worse than the initial problem".( by peter k LaGoy, Page 1).
Risk assessment: principles and applications for hazardous waste and related Sites by
peter k LaGoy page.1
Schematic Representation of Iterative Risk Management Process - A textual description of this image is contained in the paragraphs above.
Monitoring:
The project monitoring is a very essential part of the project management because it allow the project manager to check a project is moving in right direction and to measure the performance of the project. The project measurement ultimately provides reassurance of implementation of the policies of the project properly and the staff is observing those policies properly or not and the facilities provided by the company is being used correctly to ensure the successful project. There are three types of resources which should be monitored by the project manager to maintain en effective and efficient work flow through the entire project.
Check all the resources which are available at the time of project work flow and ensure those are on right place.
Check the performance of inputs like land, labour,capital, and equipments are in proper use if not then the project manager should take necessary action to correct it.
Schedule monitoring, the project manager must check all the activities of the project that are according to the timing of the scheduled planned.
Controlling.
This is the most important element of the project so that the project manage facilitate the control of the project so the very potential problem during project can be identified in an good way and corrective measures can be taken in a good time. The main benefit of the project control is that the project performance measured on regular basis. During the control phase the project manager should support the team of the project with frequent checks and should be celeberated the completion of incremental works. The project manager should review the timeline and deliverables of the projects and manage the issued before multiplying an d this will help the project delay minimum. Then project manager should evaluate the project and should think on it that actually where the project is at the moment? Then to evaluate the different process of the project planning and should assess that where project should be as planned etc and then to take come corrective measure to improve the performance of the project in process.
Conclusion
If i analyse the each and every element of the project management so i came to know that each and every individuals who are working with the entire project is special and important so that the projects commencement was in time and
3. Conclusion
By analyzing each and every prospect of project management, I came to know that how much hard work and efforts are made by each individual working on a single project. The project is not successful until and unless there is a definite set of planning and development is done at the time of commencement of the project. A manager has the prime responsibility to see whether the requirements are met with the planned objective so as to make a project successful. The project management go through different phases such as evaluation, implementation, research & development etc. With each passing stage, I came to know that it is very important that the project manager should follow this phases very aggressively so as to obtain the desired results. Further, there is a hierarchy structure of each department who work accordingly like a finance manager looks into the accounts , sales and marketing head helps in advertising part, human resource hires the best of the employees and vice versa. It is the efforts of these people that a project is completed on time and at a successful note. I also come to know about the cost analysis and budget. It is very difficult to estimate cost for such a huge project because many a time there is over expenses or sometimes short of it. So, the cost analysis is very crucial task for a manager because he is the one who have the authority to make available everything on time. The manager possess such a leadership skills like intelligence, communication skills, knowledge, decision making power etc. that he is the master mind behind the success of a particular project. Everything is planned systematically that a project can't be fail. Moreover the materials are available timely and the quality is examined thoroughly by the manager. The project manager performs the functions of planning, organizing and controlling very well. The problems faced while expanding operations are the problems associated with change management, problem associated with time management, the problem in division of labor, the problem of specialization etc. The overall operations can be improved by providing customer service. In the end, it is very essential that these operations are performed efficiently to make the project a major success.
Not only this I have gained information about how to evaluate cost and benefits of projects and how can we judge NPV of project to measure its success. I have come to know that the 'management' is not as simple word as it looks. Management deals in getting work done through other and this makes management the most tedious task. The manager uses their intelligence, knowledge, communication skills, and other managerial skills like human relations and empathy to get the organisation goals achieved by their employees. I came to know that the project management involves in transformation of input into output in timely manner with desired quality. Time and quality are given utmost importance in project management. Project management involved products as well as services. Project management has a wider scope than production management. Input management, Transformation and Output measurement is the main activities involved in project management. Planning, organizing and controlling are the main functions that the project manager performs. The problems faced while expanding operations are the problems associated with change management, problem associated with time management, the problem in division of labor, the problem of specialization etc. The overall operations can be improved by providing customer service, undergoing proper research which can be primary research or secondary research. Primary research involved collection of data on our own, and secondary research uses the data which has been collected by other sources, and last but not the least the proper planning, organizing, and controlling can help operations manager to undertake proper steps for success of project management.
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