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Interview Assignment.

Tanmay Basak 991715672.

Sheridan College - Hazel McCallion Campus.

HRMT50001 Human Resources and Communications.

Neil Parekh.

04/07/2023
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Interview

Interviewee : Jason Mendoza

Project manager

Trafalgar Engineering Ltd. (Oakville).

Interview type : In person

Date : June 26 , 2023

Time : 1:00 pm
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Trafalgar Engineering Ltd

Industry: Architectural & Engineering Services

Trafalgar Engineering is an Ontario based, privately owned Civil Engineering company founded in 1992

and located in the Town of Oakville. In the Greater Toronto and Hamilton Area, they offer consulting

engineering services in the fields of municipal engineering and land development. They give different

type of services like site plan services which include Official Plan Amendments (OPA), Zoning By-Law

Amendments (ZBA/RZA), Site Plan Applications (SPA), and building permits. They also Services for

subdivision in which they Draught Plan of Subdivision to Assumption, the organisation provides strong

engineering principles-based advice to its clients. They also Services for Stormwater Management,

Feasibility Study Services, field services. The services provided by Trafalgar Engineering encompass all

aspects of municipal and land development engineering. The company has a wealth of experience in

conducting pre-design and feasibility studies, as well as detailed design work. Trafalgar Engineering also

handles municipal liaison, approvals, tendering, administration, and supervision of construction for a

diverse range of civil construction projects. Many of these projects are multi-disciplined in nature,

necessitating an integrated approach that entails coordination and collaboration with other consulting

professionals..
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Discussion

A description of a project that your interviewee is now managing or has managed.

During the interview with the project manager, he highlighted an ongoing project involving the road

extension of Kennedy Circle Road in Milton. Although the project has not yet reached its completion

stage, all the necessary servicing and roadwork have been successfully executed. The project manager's

primary responsibility is to supervise all construction-related activities. This entails overseeing contract

administration, coordinating with the town, region, and contractors, and ensuring that schedules are

adhered to. Additionally, the project manager is actively involved in coordinating with the school board,

as the road extension is crucial for providing access to a new school being constructed across the street.

The school serves as a prominent client, and the project team works closely with the town until the road is

transitioned to the appropriate supervisory entity.

A description of the team member roles and working/reporting relationships for this project. Were

project organization charts and position descriptions created, followed?

During the interview he told me that For the project involving the road extension of Kennedy Circle Road

in Milton, clear team member roles and working/reporting relationships were established.
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Project organization charts were created to provide a visual representation of the project structure and

reporting lines. Position descriptions were also developed to outline the specific responsibilities and

expectations for each team member. There were a variety of individuals with distinct roles in the Milton

Kennedy

Circle Road extension project team. The roles of the team members were based on their expertise and the

requirements of the project. The project manager was responsible for all aspects of the project's execution,

including contract administration and coordination with contractors, the town, the region, and the school

board. They had to make sure that deadlines were followed and that the project was finished within the

allotted timeframes. The construction supervisor worked closely with the project manager to ensure that

construction activities were carried out in accordance with the specifications, monitor progress, and

resolve any issues that arose during the process. Pre-design and feasibility studies, detailed design work,

and technical support were carried out by the civil engineering professionals on the engineering team all

through the project. Joint effort with the task director guaranteed arrangement of designing viewpoints

with project objectives. Contract administrators were in charge of managing contracts with a variety of

stakeholders, diligently ensuring that contractual obligations were adhered to, managing payments,

change orders, and contract compliance. The town and regional liaisons were crucial in their role as the

project team's primary point of contact with the local municipality and regional authorities. They made it
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easier to coordinate, got the permits and approvals that were needed, and made sure that the right

regulations were followed.

The team communicates

During the interview, the project manager provided insights into how the team communicated and

exchanged project information. Firstly, the project manager mentioned that a communications plan was

developed before the project was launched. This plan outlined the communication channels, frequency,

and stakeholders involved in project communication. It provided a structured framework for effective and

timely information exchange. Regarding the frequency of project information communication, the project

manager indicated that communication occurred on a daily basis. The project manager personally visited

the construction site and generated daily construction site reports. These reports documented the activities

carried out during the day and provided updates on the project's status. This ensured that the entire team

had access to the latest information regarding the project's progress. In terms of the communication forms

used within the team, the project manager mentioned that email and phone calls were the primary modes

of communication. Email facilitated formal communication, such as sharing important project documents,

updates, and notifications. Phone calls were used for more immediate and interactive discussions,

allowing for quick decision-making and issue resolution. Furthermore, the project manager emphasized

the importance of direct communication for clarification purposes. When there were complex or critical

matters that required immediate attention, team members engaged in direct communication to ensure

clear understanding and alignment. The project team also held regular meetings to discuss project

progress, challenges, and upcoming tasks. Although the specific frequency of these meetings was not
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mentioned in the interview, it is essential to highlight the importance of regular communication and

collaboration among team members. In terms of reporting, the project manager confirmed that regular

status reports

were produced. These reports provided a comprehensive overview of the project's status, including

updates on milestones, key accomplishments, challenges, and upcoming activities. The production of

status reports ensured that all stakeholders, including senior management and relevant parties, were kept

informed about the project's progress.

Challenges in project management

The project manager emphasised that one of the main difficulties in project management is

communication. The project manager stressed that maintaining efficient communication with clients,

contractors, and other project stakeholders faced continual challenges. Ensuring precise and proper

execution of complicated project designs became a top focus. To communicate design requirements,

resolve concerns, and set expectations with contractors and other parties involved, open lines of

communication were essential. The project manager also acknowledged that dealing with complex

designs entailed a unique set of difficulties. The manager emphasised the necessity of close collaboration

and communication with contractors to guarantee that the complex plans were correctly understood and

carried out. To do this, it was necessary to convey the design concept clearly, clarify any potential

ambiguities, and give contractors specific instructions.

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Pandemic impact.

The manager shared insights into how they have navigated the challenges posed by the pandemic,

particularly in terms of managing teams and communication.

The project manager highlighted that the pandemic presented unique challenges on construction sites,

with social distancing requirements making it difficult to work efficiently. The need for contractors to

wear masks, especially in hot weather conditions reaching up to 40 degrees Celsius, added to the physical

discomfort and potential productivity constraints. The manager acknowledged the importance of

prioritizing the health and safety of the team members while ensuring the project's progress.

In terms of team management, the project manager mentioned the need for increased coordination and

adaptability. With multiple projects and locations to visit, managing the team's schedules and ensuring

compliance with pandemic-related protocols required careful planning and flexibility. The manager had to

adapt to remote working arrangements whenever possible and schedule virtual meetings to maintain

effective communication and collaboration with the team members.

Communicating with the team posed its own set of challenges during the pandemic. With restrictions on

direct interactions and site visits, the project manager had to rely heavily on virtual communication

channels such as video conferencing, emails, and phone calls. This ensured that important project
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updates, instructions, and information were effectively communicated to the team members. However, the

manager acknowledged that direct on-site communication was still necessary for certain activities and

clarifications, so careful coordination and adherence to safety protocols were required.

Interviewee’s academic background

The manager shared that they completed their civil engineering degree at Mohak College, showcasing a

solid foundation in the field of engineering. Their academic pursuits equipped them with the technical

knowledge and skills required to understand and navigate complex construction projects.

The interviewee mentioned that they obtained their Civil Engineering Technician (CET) certification in

2019. This certification further enhanced their qualifications and demonstrated their commitment to

professional development within the civil engineering field.

Furthermore, the project manager expressed their current goal of attaining the Project Management

Professional (PMP) certification. This certification is widely recognized and valued in the project

management industry, emphasizing the interviewee's dedication to advancing their project management

skills and expertise.

Practical information that could benefit you as a developing project manager

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The project manager shared valuable practical information that could benefit a developing project

manager. One key piece of advice was to start small and gradually expand responsibilities. By taking on

smaller projects initially, a project manager can gain practical experience, develop essential skills, and

gradually build confidence in managing larger and more complex projects.

The project manager emphasized the importance of knowing the project inside and out. This entails a

comprehensive understanding of the project's objectives, scope, timelines, resources, and potential

challenges. By having a deep knowledge of the project, a project manager can make informed decisions,

effectively communicate project details, and proactively address any issues that may arise.

The interviewee stressed the significance of being proactive and aggressive in learning about the project.

This involves actively seeking information, engaging with stakeholders, and conducting thorough

research to gain a comprehensive understanding of all aspects of the project. Being proactive in learning

allows the project manager to anticipate potential obstacles and find appropriate solutions, leading to

more successful project outcomes.

Furthermore, the project manager emphasized the importance of being honest when it comes to project

knowledge. If there are aspects of the project that the project manager is not familiar with, it is crucial to

admit it rather than providing incorrect information. Asking questions and seeking clarification when

needed demonstrates a willingness to learn and ensures that accurate information is communicated.
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Personal Reflection

As a personal reflection on the assignment, I had the opportunity to interview the project manager through

a connection with my brother's friend. This exercise of conducting the interview has indeed made me feel

more comfortable with networking as it allowed me to establish a professional connection and engage in a

meaningful conversation with someone in the field of project management. The interview itself went

exceptionally well, and I found the project manager to be highly knowledgeable and experienced. Their

responses were insightful and provided valuable perspectives on various aspects of project management. I

was particularly impressed by their emphasis on starting small, being proactive in learning, and

maintaining open communication. These principles resonated with me as important factors for successful

project management.

During the interview, there were no specific disappointments. On the contrary, I was pleasantly surprised

by the project manager's candidness and willingness to share their experiences, challenges, and best

practices. It created a conducive environment for learning and gaining practical insights into the field of

project management. One of the surprising aspects of the interview was the project manager's adaptability
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and resilience in managing projects during the pandemic. Their ability to navigate challenges such as

social distancing requirements, wearing masks in extreme temperatures, and managing multiple projects

in various locations showcased their determination and dedication to project success.

Tying the information from the interview to what I have learned in the program so far was a significant

aspect of the exercise. The insights shared by the project manager aligned with the principles and theories

covered in the program. It reinforced the importance of comprehensive project knowledge, effective

communication, and continuous learning in project management. Considering the project management

standards followed by the interviewee and their company, I would rate their adherence to formal practices

and guidelines at a solid 9 on a scale of 1 to 10. The project manager demonstrated a strong commitment

to project management principles, as evident from their emphasis on thorough project understanding,

proactive learning, and open communication. Their pursuit of professional certifications, such as the

PMP, further exemplifies their dedication to upholding industry standards.

In conclusion, the interview experience was enlightening and provided valuable insights into project

management. It enhanced my understanding of real-world project challenges and the practical application

of project management principles. Engaging in this exercise has not only expanded my knowledge but

also instilled confidence in networking and connecting with professionals in the field.
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