Sheet 5: Stakeholders, Communication and Risk Management "You' the project manager, have been working on Reto's team for one year You hold a Masters of Advanced Studies in Sports Administration and Technology. This morning. Jeff said- 'Listen, the project manager of the new tournament, ILFT phase 3, took over some new functions in the organization. From Structure today forward: you will manage the project." By the way, orders from Jeff are non-negotiable. To finish the project on time, within budget and with the quality required, you need to work with various stakeholders from different departments and enlist their goodwill. The Federation has a structure which is illustrated in the following Organization Chart. Rachel is Organization committee manager. Rachel has been fascinated by football since her childhood She has reached a very high management position due to her intelligence and passion for the sport She spends a lot of time (some say too much) creating a personal network. With Rachel, it's best to steer clear of conflict. Organization Chart Tonio, Venue Manager, is very professional but can also be very jealous. Rumor has it that he would have liked this project in his department: but Jeff gave it to Reto instead. Tonio is quite jealous about Jeff this, so watch your back. Director Michael Finance Manager, is responsible for finance & marketing. Reto is an efficient manager but very demanding. With a focus on details. If a Project Manager surpasses his budget or late, Reto becomes Coach quite unpleasant. As a small hint, pay close attention to budget and deadlines. Katherine Marketing Manager, is an amazing lady who is very creative. She is a real professional in event organization. She has a large network in many International organizations. Rachel Tonio Reto Katherine Alex has no special education. He was a professional football player for six years. He has a passion for Organization Venue committee Management Finance Marketing the sport. He learned about finance on the job. His skills remain average. He has nearly twenty years of experience within sporting organizations and has been a part of many important events. Alex is rather authoritative, yet Jovial and sociable, people like him, though perhaps he scares them a little at times. Bill Anna Alex Dave He can work quickly, but his working methods are sometimes a little outdated Sometimes he gets off to Cindy Fred Sue Jil a bad start, and thus he requires considerable supervision. Alex likes large teams and he likes playing an Felix Hans Chris Livio important role on them. He knows that he tends to make many technical mistakes when on his own, Frank Luis Jim Marco which is why he often turns to his colleagues. Paul Pete John Tim Ton Laura Anna studied finance; she would have liked to go on and write a thesis. She has four years Of work Luc Walter YOU experience in the public relations department Of a national sports organization. Anna is a lovely person; her colleagues quite like her, and she has quickly become friends with them. Her rare interpersonal Ted qualities mean that every project manager would like to have her on his or her team. She is brilliant, focused, and able to work quickly. Anna enjoys working alone. but she prefers working on a team. She helps others spot their mistakes. Because of her personality and abilities, she greatly contributes to a pleasant and productive group environment. Jeff, the director, has been the director for two years. His only weakness is that when he makes a Bill has a bachelor's degree in finance, and then very conscientiously took evening classes in logistics. A decision, he usually picks the worst option Aside from that, he does a good Job. couple of months ago, he started intensive training in sales techniques. He has been working in the organization for two years. Bill is basically a fieldworker, so he has a strong practical sense While not the fastest worker, he is nonetheless very conscientious. Though at first, he may not seem communicative. Wael Nawara | FLEMING COLLEGE PARTLY BASED ON SIMULTRAIN GAME PAGE 1 / 5 Wael Nawara | FLEMING COLLEGE PARTLY BASED ON SIMULTRAIN GAME PAGE 2 / 5Sheet 5 - Big League - Sports Event Case Study Draft V1.6 Sheet 5 - Big League - Sports Event Case Study Draft V1.6 He is truly respected by his colleagues who appreciate his ability to calm tensions within the team. Bill is right at home in public relations. Even though he is only 26, he has already displayed excellent skill and quite versatile; he is able to work individually as well as on a team. He never shows reluctance to do any initiative. His ease while speaking lends him initial charisma but can also fairly quickly turn people off. task. Livio likes working on his own, producing a huge quantity of figures. Cindy has just finished her bachelor's degree in business management. She was hired six months ago and has not yet taken part in any major project. Her husband is a famous football player. Cindy is very young, barely 23 years old She is quite friendly and her colleagues appreciate having her around, Her After working as a sales assistant, Luc quickly moved to accounting. He is known for his passion for shyness can be an obstacle to her work, since she sometimes does not dare ask for help, spending too football. Something of a dreamer by nature, Luc spends part of his free time coaching a local high school much time trying to solve simple problems. Cindy enjoys working on a team, though her shyness makes football tear. He is very civilized and sociable. Luc is the prototypical team player He loves working in a her appear aloof and standoffish. She hates working overtime. group; among other things, it is an opportunity for him to be talkative, to such an extent that others sometimes think he speaks too much and decide to put him in his place He hates working overtime. Felix has an associate's degree in accounting. He has been working for a long time as a logistics manager in a big company While working, he took classes to improve his managerial skills He has been with the After working as an office assistant, Marco studied logistics at a prestigious university He also gained organization for four years. Athletic and a fervent jogger, Felix has an affable and even disposition. He is skills in advertising, marketing, and sales. Marco had the wisdom to become very knowledgeable about efficient at work: for him, every problem has a solution, even if it takes time_ Since he is never stressed, commercial processes. Rather reserved, even he is little interested in things outside his work. One flaw he rarely works especially quickly; still, he makes few mistakes Because of his friendly nature, he is a that everyone has identified in him is that he is fanatical about details and never knows when or where well-liked team member. Felix understands teamwork very well He shares tasks, and gives to stop. Though he is a perfect person to work alone, Marco is not so well-liked in groups, since he has encouragement to colleagues when needed. difficulty sharing success with others. Fred earned his degree in history He worked for several years in a non-profit organization and was Paul attended a high school that specialized in sports. He started out in finance almost five years ago, responsible for public events. Fred is a curious person who studied history prior to turning to business. and his experience is quite broad due to his eagerness to learn new subjects. Though not quite shy, Paul He only performs a task well when all of its steps have been well-explained to him. Fastidious about is rather reserved. Paul is a highly competent specialist. He is one who will stay late at night to find the detailed problems, he has a hard time inventing new concepts Within the company, everyone solution to a problem. Very well-liked by his coworkers. who greatly enjoy working him, he keeps his acknowledges his integrity and sense of fair-play; therefore, he has few enemies, even if people poise in all circumstances and hates hasty decisions. Paul is always very efficient Even though Others like disapprove of his lack of efficiency. Fred likes to have each Step Of a task explained in detail prior to him very well and enjoy working with him, Paul himself is more Of a solitary figure. Of course, he likes execution; indeed, it is a condition of his commitment to the task. Most importantly one must not ask company, but at times he prefers to work on his own for the sake of speed and efficiency. him to work overtime. After eight successful years in sport, Hans completed a degree in finance. He has been with the organization for three years. Hans is truly environmentally conscious; he comes to work by bike, believes Former professional football player, Peter turned to finance after studying mathematics, which he never cars to be the worst enemy of humanity, and spends all of his weekends in the mountains. Very nice, he finished, for unknown reasons. After working on several major projects, the skills he acquired on the job is liked by all, and he works quite quickly He lacks creativity; when working alone, he can get stuck at an were sufficiently impressive that he was hired by the organization three years ago. Peter is a very impasse for quite some time. Hans likes nothing more than to get into details. Extremely meticulous, he pleasant person with a true sense of teamwork Humble and modest, he nonetheless has a quick mind, enjoys uncovering problems that others have not seen; he even has a knack for finding problems before occasionally displaying brilliant intellect. He is not just a brain. Most Of his leisure time is spent they arise, He is always available to lend a hand to his colleagues, mountain climbing. Peter is quite capable of working alone; still, he is much happier in a group. Very sociable, he never abandons his coworkers and he will always look to help those having trouble. Upon completing her commercial education, Sue earned a master's degree in business organization. She John was a professional football player for four years, He earned his degree in business management has eight years of strong experience in public relations. She is the wife of one of the important coaches from a prestigious university He has five years of experience with the organization. A sharp mind, full of in the sport. Sue is brilliant, decisive, and knows what she wants. She has proven many times that she is initiative, John always has a smile and a kind word. He is well-liked in the organization, both for his perfectly capable of finishing everything she starts. In her previous position, she led a team organizing sociability and for his ability to analyze and solve problems. John likes working on a team, and knows important national sporting events. She was a victim of restructuring in her previous organization. that everyone else enjoys working with him He is also capable of working alone on major challenges. Perfectly capable of working alone, Sue prefers to lead a group of volunteers, She enjoys advancing her Livio holds a logistics specialist certificate, which he rounded out with postgraduate training in sales own views and can easily come into conflict with another strong personality. Sue never talks when there techniques. He has also taken MBA classes. He has been with the organization for two years. Livio is | are tasks to be done.After a commercial apprenticeship and three years in the Accreditation department, Ted has been with the Finance Department for two years. His professional skills are barely sufficient. Young and full of vigor, Ted is thrilled to have been able to join the communications department He often stays late into the evening in order to nish work that is important to him. Ted loves challenging tasks. He throws himself heart and soul into his work - at times, at the risk of losing himself. Tim had a career as a police officer. He has learned a great deal and in several areas over his years with the organization. He has turned out, for instance, to be quite a good financial officer for sporting events. Despite his youth,'|'im has valuable experience in finance and has learned to work quickly. Unfortunately, his speed also leads him to make some organizational mistakes. Spontaneous and committed, he is considered careless by some of the older managers. Tim loves toilsome challenges. He does not hesitate to work hard, often late into the night. Communication The Federation has recently installed a new intranet and internal mail platform which allows collaboration between team members of different projects. Nicknamed m is mainly used for distribution of regular communications to all staff and as a file repositoryfor important documents. There are staff bulletin board in each office area and monthly r\"lunch with the director" events where staff and casually discuss the organization's plans with Jeff. All communications and project Management standards are distributed through 55m); as well as established memo and presentations templates, that all employees are expected to use. The Federation uses PMI standards for project management. Partners & Sponsors Jeff has worked hard on establishing good relations with many potential partners and sponsors. He proposed to contact some of these key people on your behalf and ask them to get involved in different phases of the project, for instance while designing sponsorship packages, protocol preparations and so on. Although you initially welcomed the idea, you are worried that such communication may cause delays to the project. Hiring or: Agency; You are considering hiring a specialized PR agency to handle public relations ofthe event but Katherine is opposed to that feeling that her team can do a betterjob at a fraction of the cost. Your feeling is that the team is small and may be unable to deliver on time. 1. What type of organization structure does this company have? What are the opportunities and challenges does this type of structure pose to the project? (2 Marks 2. Develop a stakeholder's management plan and explain how you will execute it in ways to ensure project success and timely completion. (4 Marks) 3. What sort of communication problems do you anticipate in this project and how would you tackle them? (2 Marks)