GROUP EXERCISE:
Simulation of Real-Life Project Managers’ Problems
In this exercise you will be randomly divided into groups.
Each group will discuss an imaginary (yet realistic) problem that might occur in day-to-day work.
Discuss and create a 3-STEP SOLUTION for each problem.
Please appoint a Spokesperson within your group that will present the Solution after the team discussion is finished.
Your Group Number is your Zoom Breakout Room Number.
Click on Your Group Number!
Group 1
Group 1:
Your role is: Project Manager
Type of company / organization you work for: Software Development Company
You are managing a project team of 12 people.
Project duration: 8 months.
You are encountering a problem in the areas of: Stakeholder / Vendor management.
Problem description:
- The construction company responsible for building your software company’s new office space is experiencing delays in completing the construction. The delays are causing concerns among stakeholders about meeting the project deadline. With the completion originally scheduled for July 15th, the delays have pushed the estimated completion to August 10th, potentially impacting the overall project schedule and budget. By the way, this is during your holiday, while you are away on an exotic island, with limited wifi access.
- During the finishing stage of the project, a board member of the software company has raised a complaint about the color of the chairs. The chairs were preapproved and preordered in red, but the board member insists that they should be blue to align with the company’s logo. This unexpected change in preference is causing friction and could lead to additional costs and delays in acquiring new chairs.
- Conflict has arisen within the project team itself. Some team members, including engineers and team leaders, are demanding additional projectors in the meeting rooms. This request comes after the infrastructure has already been installed, leading to tension and decreased productivity among team members. The lack of cohesion and collaboration is hindering progress and could impact the quality of the final deliverables.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
Group 2
Group 2:
Your role is: Project Manager
Type of company / organisation you work for: University
You are managing a project team of 6 people.
Project duration: Promotional event during spring break in city center to attract new students for the following academic year. Event date is April 15th, 2024.
You are encountering a problem in the areas of: Vendor management, People / team relationships management.
Problem description:
- A competitive school is organizing a campaign for a promotional event at a location very close to yours. This could potentially draw away attention and attendees from your university’s event, impacting the effectiveness and turnout of your promotional efforts.
- Your event singer cancels their appearance on April 11th due to the flu. This sudden cancellation leaves you with limited time to find a replacement performer and could affect the entertainment aspect of your event, potentially impacting its overall appeal and success.
- The snacks vendor you’ve contracted for the event increases prices two weeks before the event. This unexpected price hike puts strain on your budget and may force you to reconsider the selection and quantity of snacks available at the event, potentially affecting attendee satisfaction and overall experience.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
Group 3
Group 3:
Your role is: Project Manager
Type of company / organization you work for: Charitable Organization that is supporting homeless people
You are managing a project team of 7 organization officials + 15 volunteers.
Project description: Annual Fundraising gala dinner.
Project duration: 2 months preparaiton in accordance with Action plan / Tasks plan.
You are encountering a problem in the areas of: Project Scope / Management, Volunteer Management, Venue Management, Time Management
Problem description:
- Your main project/task had been to organize the Annual Fundraising gala dinner. However, the founding board changes the scope of the project, asking you to organize a press conference on the same day. This would be your first PR related task. The fundraising dinner starts at 6 PM. Although you’ve pre-booked the venue for the whole day, the venue representative says you are not allowed to organize a separate event (press conference at the same venue for 30 people) earlier that day.
- Among the founding members, your suggested guest list is not being approved until 2 weeks before the event (which is too late!). The problem is getting it approved and processing invitations ASAP. This delay in guest list approval may impact attendance and donor engagement, crucial aspects of the fundraising gala’s success.
- You had a team of 15 volunteers helping for the event day, but 9 of them did not show up, and you cannot manage the workload with the people you have available. This shortage of volunteers poses a significant challenge in ensuring the smooth execution of various tasks and may lead to delays, errors, or compromised attendee experience during the gala dinner.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
Group 4
Group 1:
Your role is: Project Manager
Type of company / organization you work for: Pharmaceutical Company
Your Role: You are a Senior EA to VP. You are given a new role as a Project Manager.
Short Project Description: Training 20 new junior professionals to become Administrative Assistants that support various departments/ executives within the company.
Project Scope / Your PM role includes: Selection and recruitment (together with HR), Designing training program, Event Management, Budget calculation, Decision making (how many persons you need to recruit and train in order to finish the project with 20 high functioning performers.)
Problem description:
- You are asked to train 20 new interns who will act as Administrative Assistants in various departments. However, one trainee breaks the NDA agreement and posts a tweet with a Board member’s office, causing potential reputational damage and breach of confidentiality.
- Struggling to secure the conference room for training (completing about 15 learning classes within a period of 4 months), other employees keep pushing your meetings saying they have other priorities. This ongoing challenge impedes the timely implementation of the training program and may affect the interns’ learning experience and effectiveness.
- There is a common absence of trainees during classes, which disrupts the continuity and consistency of the training program. The lack of attendance may result in gaps in knowledge and skills among the interns, compromising their ability to fulfill their roles effectively upon completion of the training.
- Chiefs from four departments are complaining that the allocated Admins are not meeting expectations and that you’ve done a lousy job preparing them. This feedback suggests a disconnect between the training program and the actual job requirements, highlighting the need for reassessment and alignment of training objectives with departmental expectations.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
Group 5
Group 5:
Your role is: Project Manager
Type of company / organization you work for: Drinks Production and Distribution Company
Project Description/ Your PM role includes: Organizing promotional campaign, including giveaways for new ‘Healthy Beverage’ which is at the high-end price point. If this project produces positive results, you would be offered a promotion.
Problem description:
- Problems with regulators: The regulators issue a warning that the ‘Healthy Beverage’ is not applicable to giveaway to young people and kids below 15 years due to its ingredients or health claims. This restriction poses a significant challenge as it limits the target audience for the promotional campaign and may require a revision of marketing strategies and target demographics.
- Marketing promotions at supermarkets and malls: The daily/weekend promotion at the supermarket encounters challenges as the manager allocates an unfavorable position for the promotional stand, despite prior agreements. This unfavorable placement hampers visibility and effectiveness. Additionally, two out of three second shift staffers fail to arrive, causing operational disruptions and potentially compromising customer service quality.
- Budget miscalculations: There are discrepancies and miscalculations in the budget allocated for the promotional campaign and giveaways. The unexpected expenses and oversights may strain the financial resources allocated for the project, potentially affecting the quality and scope of promotional activities and giveaways.
- Instagram/Twitter (X) Influencer tweeting very negative and untrue things about your promotion, just because she was not hired for this campaign. This negative publicity from the influencer could tarnish the brand reputation and undermine the effectiveness of the promotional campaign. It requires swift and effective crisis management strategies to mitigate the damage and address the false accusations made by the influencer.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
Group 6
Group 6:
Your role is: Project Manager
Type of company / organization you work for: Software Development Company
You are managing a project team of 12 people.
Project duration: 8 months.
You are encountering a problem in the areas of: Stakeholder / Vendor management.
Problem description:
- The construction company responsible for building your software company’s new office space is experiencing delays in completing the construction. The delays are causing concerns among stakeholders about meeting the project deadline. With the completion originally scheduled for July 15th, the delays have pushed the estimated completion to August 10th, potentially impacting the overall project schedule and budget. By the way, this is during your holiday, while you are away on an exotic island, with limited wifi access.
- During the finishing stage of the project, a board member of the software company has raised a complaint about the color of the chairs. The chairs were preapproved and preordered in red, but the board member insists that they should be blue to align with the company’s logo. This unexpected change in preference is causing friction and could lead to additional costs and delays in acquiring new chairs.
- Conflict has arisen within the project team itself. Some team members, including engineers and team leaders, are demanding additional projectors in the meeting rooms. This request comes after the infrastructure has already been installed, leading to tension and decreased productivity among team members. The lack of cohesion and collaboration is hindering progress and could impact the quality of the final deliverables.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
Group 7
Group 7:
Your role is: Project Manager
Type of company / organisation you work for: University
You are managing a project team of 6 people.
Project duration: Promotional event during spring break in city center to attract new students for the following academic year. Event date is April 15th, 2024.
You are encountering a problem in the areas of: Vendor management, People / team relationships management.
Problem description:
- A competitive school is organizing a campaign for a promotional event at a location very close to yours. This could potentially draw away attention and attendees from your university’s event, impacting the effectiveness and turnout of your promotional efforts.
- Your event singer cancels their appearance on April 11th due to the flu. This sudden cancellation leaves you with limited time to find a replacement performer and could affect the entertainment aspect of your event, potentially impacting its overall appeal and success.
- The snacks vendor you’ve contracted for the event increases prices two weeks before the event. This unexpected price hike puts strain on your budget and may force you to reconsider the selection and quantity of snacks available at the event, potentially affecting attendee satisfaction and overall experience.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
Group 8
Group 3:
Your role is: Project Manager
Type of company / organization you work for: Charitable Organization that is supporting homeless people
You are managing a project team of 7 organization officials + 15 volunteers.
Project description: Annual Fundraising gala dinner.
Project duration: 2 months preparaiton in accordance with Action plan / Tasks plan.
You are encountering a problem in the areas of: Project Scope / Management, Volunteer Management, Venue Management, Time Management
Problem description:
- Your main project/task had been to organize the Annual Fundraising gala dinner. However, the founding board changes the scope of the project, asking you to organize a press conference on the same day. This would be your first PR related task. The fundraising dinner starts at 6 PM. Although you’ve pre-booked the venue for the whole day, the venue representative says you are not allowed to organize a separate event (press conference at the same venue for 30 people) earlier that day.
- Among the founding members, your suggested guest list is not being approved until 2 weeks before the event (which is too late!). The problem is getting it approved and processing invitations ASAP. This delay in guest list approval may impact attendance and donor engagement, crucial aspects of the fundraising gala’s success.
- You had a team of 15 volunteers helping for the event day, but 9 of them did not show up, and you cannot manage the workload with the people you have available. This shortage of volunteers poses a significant challenge in ensuring the smooth execution of various tasks and may lead to delays, errors, or compromised attendee experience during the gala dinner.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
Group 9
Group 1:
Your role is: Project Manager
Type of company / organization you work for: Pharmaceutical Company
Your Role: You are a Senior EA to VP. You are given a new role as a Project Manager.
Short Project Description: Training 20 new junior professionals to become Administrative Assistants that support various departments/ executives within the company.
Project Scope / Your PM role includes: Selection and recruitment (together with HR), Designing training program, Event Management, Budget calculation, Decision making (how many persons you need to recruit and train in order to finish the project with 20 high functioning performers.)
Problem description:
- You are asked to train 20 new interns who will act as Administrative Assistants in various departments. However, one trainee breaks the NDA agreement and posts a tweet with a Board member’s office, causing potential reputational damage and breach of confidentiality.
- Struggling to secure the conference room for training (completing about 15 learning classes within a period of 4 months), other employees keep pushing your meetings saying they have other priorities. This ongoing challenge impedes the timely implementation of the training program and may affect the interns’ learning experience and effectiveness.
- There is a common absence of trainees during classes, which disrupts the continuity and consistency of the training program. The lack of attendance may result in gaps in knowledge and skills among the interns, compromising their ability to fulfill their roles effectively upon completion of the training.
- Chiefs from four departments are complaining that the allocated Admins are not meeting expectations and that you’ve done a lousy job preparing them. This feedback suggests a disconnect between the training program and the actual job requirements, highlighting the need for reassessment and alignment of training objectives with departmental expectations.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
Group 10
Group 10:
Your role is: Project Manager
Type of company / organization you work for: Drinks Production and Distribution Company
Project Description/ Your PM role includes: Organizing promotional campaign, including giveaways for new ‘Healthy Beverage’ which is at the high-end price point. If this project produces positive results, you would be offered a promotion.
Problem description:
- Problems with regulators: The regulators issue a warning that the ‘Healthy Beverage’ is not applicable to giveaway to young people and kids below 15 years due to its ingredients or health claims. This restriction poses a significant challenge as it limits the target audience for the promotional campaign and may require a revision of marketing strategies and target demographics.
- Marketing promotions at supermarkets and malls: The daily/weekend promotion at the supermarket encounters challenges as the manager allocates an unfavorable position for the promotional stand, despite prior agreements. This unfavorable placement hampers visibility and effectiveness. Additionally, two out of three second shift staffers fail to arrive, causing operational disruptions and potentially compromising customer service quality.
- Budget miscalculations: There are discrepancies and miscalculations in the budget allocated for the promotional campaign and giveaways. The unexpected expenses and oversights may strain the financial resources allocated for the project, potentially affecting the quality and scope of promotional activities and giveaways.
- Instagram/Twitter (X) Influencer tweeting very negative and untrue things about your promotion, just because she was not hired for this campaign. This negative publicity from the influencer could tarnish the brand reputation and undermine the effectiveness of the promotional campaign. It requires swift and effective crisis management strategies to mitigate the damage and address the false accusations made by the influencer.
Final instruction:
WHAT WOULD YOU DO AS A PROJECT MANAGER?
Problem-solving is a virtue of highly effective project managers!
Discuss within your teams, and one of you will present a solution in (at least) 3 steps, 3 action points that you would overtake as a Project Manager.
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