Integrated working: Qatar Stadium Project - Case Study Example

Table of Contents: 0.0. Executive Summary …………………………………………… 3 0. Introduction …………………………………………………….. 4 2.0. Identity and Management of Project Stakeholders …………… 5 Team Members The Government of Qatar FIFA 3.0. Procurements: Delivery of the Integrated Project……………... 8 4.0. Virtual Teams ……………………………………………………. 9 Advantages and Challenges Team Development Team Establishment Managing the Team Leadership and Management Styles Managing Conflict 5.0. Communication and Technology……………………………….. 13 Communication Technology Collaborative Technology 6.0. Monitor and Control …………………………………………….. 15 7.0. Conclusion and Recommendations…………………………….. 15 8.0. Bibliography ……………………………………………………… 17 0.0. Executive Summary: The 2022 world cup will be hosted by Qatar, and on this basis, the country has to develop and construct roads, hotels, and other infrastructures that would the success of this tournament. This also includes the construction of new stadiums, and the development of the existing stadium. This aspect is referred to as the Qatar Stadium project. The construction and development of this stadium comprises of a number of team members who are dispersed. Some of these members are found in Australia, Hong Kong, England, and also in Qatar. This report aims at analyzing the difficulties and challenges that the developers of these stadiums, will face, while managing the various virtual teams in this project. Furthermore, this report aims at providing a solution to these difficulties and challenges that the management of these teams ought to implement. The major finding of this report is that by using effective procurement procedures, which are able to support and facilitate project delivery, it is possible to come up with a collaborative working environment. This will help in decreasing the fragmentation of the virtual team members (Khemlani, Papamichael and Harfmann, 2006). There will also be a need of using a different leadership and management style during the lifecycle of the project. These leadership and management styles, ought to factor in the factors that motivate the members of the team, building of trust between team members, and creation of social and work relationship between the members of the team. It is also important to denote that the project team members will also rely on electronic technology for purposes of communicating with each other. Reliance on this technology emanates because of the distance involved, and this technology makes it possible for members of a team to communicate in a fast and efficient manner (Kim, 2012). This would also force the management of the team to create communication rules, choose an appropriate type of media, and consider the differences in time zones. Based on these facts, this report will examine the best collaborative technologies that team members can use, for purposes of sharing, previewing, storing and updating data for this project. The recommended technology is the BIM technology. 1.0. Introduction: As the capital city of Qatar, Doha is to host the primary stadium, where the final and most of these world cup games will be played. Based on this fact, the government of Qatar has initiated an ambitious stadium project, whose main aim is to build a state of art stadium, in Doha. Because this is a stadium that would host international tournament, there is a need of constructing it, for purposes of meeting the established international standards, regarding on the quality of stadiums that should host the world cup. Furthermore, there is a need of building this stadium, on time that is before the 2022 world cup games, and within a budget of 700 million pounds. For this project to be a success, and for purposes of ensuring that there is the development and construction of a high quality stadium, there is a need of assembling a project team that is highly competent, and skilled. This is the main reason of selecting project team members who are skilled in concept design, civil and structural engineering, electrical and mechanical engineering, and architectures. Furthermore, these team members are found in different countries, and these countries are, Hong Kong, Australia, England and Canada. This is mainly because it was difficult to find team members with the required experience and expertise within the same country (Winch, Morris and and Pinto, 2007). The purpose of preparing this report, is to be used in developing a plan, on how to undertake and accomplish the Qatar Stadium Project. This report aims at exploring and identifying the managerial challenges which are likely to be met, while developing and managing the virtual team of the project. This project further aims at identifying the proposals which the company should adopt. This is while serving as the representative and the project manager of the Qatar government. This is because the Qatari government is the clients of the company. If followed and implemented, these proposals would help in overcoming the various challenges of the project. This report begins by identifying and explaining the importance and advantages of collaborative working. Furthermore, it also identifies the best procurement procedure that would make and turn this project into a success. This report also contains and explains the various characteristics and elements of a global virtual team, and the managerial challenges and difficulties that they face. Furthermore, this report will give a proposal on the best approach in managing a virtual global team. These recommendations will mainly concentrate on the best collaborative technologies, and communication tools, that would help in making it possible for members of a global virtual team to work together. 2.0. Identity and Management of Project Stakeholders: For any project to succeed there must be an efficient management of its key stakeholders. The Qatar stadium project is very unique, and technical. This is because the Qatari government has to construct and build a stadium that would meet the standards of the international stadiums. Based on these facts, this project would comprise of a large number of stakeholders, and there is a need of identifying and examining their interests carefully. A stakeholder is anybody who would be affected, or would affect the manner which the project is developed and implemented (Kim, 2012). This section will identify the various stakeholders, and the kind of interest they have in regard to the accomplishment and implementation of the project. Furthermore, this section will identify their needs, and expectations, and it would give an analysis on the role they play in influencing the progress and success of this project. It is also important to encourage the stakeholders of the project to get involved early, during the development and implementation of the project (Olander and Landin, 2005). This would help in identifying their needs; hence develop a collective agreement on the aim and goals of the project. Furthermore, this would help in keeping track of the requirements of a client, and the scope of the project. 2.1. Members of the Project Team as the Stake Holders: Team members are the internal stakeholders of the project. They play an important role in ensuring whether the project succeeds or fails. This therefore means that their expectations and interests should be well catered for. The team members of this project will emanate from different countries, and organizations. Furthermore, they will have different skills, expertise and experiences. This therefore makes it mandatory for the company to develop an efficient managerial skill that would be able to meet the needs and desires of these people, as well as meet the overall objective of the project (Hertel, Geister and Konradt, 2005). It’s of utmost importance for the company to understand the needs of its project team members, and that of the organizations that they re-present. This is for purposes of ensuring their constant support, and tapping into their loyalty. Furthermore, it is important for the company to know that as the project progresses, then the expectations, influence and needs of its team members also changes. This means that the strategies developed for purposes of managing these teams ought to be flexible. This would help in the delivery of a finished project, right on time, and within schedule (Winch, Morris and and Pinto, 2007). This is also while not compromising the quality of the project under consideration. It is important to seek for the input of the members of the team, during the early phase of the project. To effectively achieve this situation, there is a need of identifying the requirements of the project, establishing and assigning responsibilities, and this should be based on the skills of its team members (Hertel, Geister and Konradt, 2005). This would help in coming up with a collaborative work environment. Furthermore, it would help in acquiring the loyalty of project members, and hence invest in the success of the project. 2.2: The Government of Qatar The Qatari government is also a major stakeholder for this project. This is because it is the client of the company, and it would use the stadiums for purposes of hosting the 2022 world cup games. There is a need of involving the government in the initial stages of planning, as this would help in identifying its various needs, and how to integrate them in the project, and ensure that the project is a success (Wilkinson and Myilibrary, 2005). Involving the Qatari government in the planning and development of the project would also ensure that the company follows all the instructions of its clients, and hence the finished product satisfies them, and there won’t be a need of renovating it. This would save on time, and hence ensure that the project is delivered within the deadline (Elvin, 2007). 2.3. Federation of International Football Association (FIFA): FIFA is a major stakeholder of this project and this is mainly because the stadium built, would be used to host its games. FIFA normally requires that any stadium that hosts world cup matches, are built to a higher standard. The ability of a country to build such kind of stadiums is one of the qualifying factors that FIFA normally looks at, before granting a country some rights, to host the tournament. This therefore means that the managers of the team must also consider the requirements and needs of FIFA while developing the project. 3.0. Procurements: Delivery of the Integrated Project One of the most effective methods of dealing with a fragmented and virtual project team is by choosing a contracting route that is appropriate. This will help in determining the relationship that exists between the stakeholders of the project, and the delivery of the integrated project. An approach that is based on designing and building will help in the creation of an integrative working environment (AIACC, 2007). This is by identifying one party that is responsible for the overall project, that is the contractor, and by allowing for the participation of the designing teams, and other people involved in the design and development of the stadium. Furthermore, this approach will help in the resolution of conflict that may emanate between the various stakeholders of the project. It is important to explain that by following a two stage process, in the appointment of a contractor, then they will have more influence in the design and development of the stadium (Elvin, 2007). During the first stage of this process, the contractor will play a role in the development of the design, by collaborating with the design team, appointed by the client. This will then be passed to the contractor in the second phase, so that he and his team may complete the design of the stadium (Seetharaman, 2008). This will have an impact in making the contractor to be liable for the design and construction of the project. Apart from making it possible for the members of a team to collaborate, the designing and building approach makes it possible in reducing the costs of the project, and the duration of time taken, to accomplish this project. This is through the overlapping of construction and design. 4.0. Global Virtual Teams: This project would be conducted by a number of teams, who are located in five different countries. The countries under consideration are, Hong Kong, England, Qatar, Australia and Canada. For this project to be a success there is a need of developing an effective management tool, that will best help in utilizing the various skills, that members of this team have. This section identifies the advantages and disadvantages of these teams, how to develop them, and, establishing and the management of these teams. 4.1. Advantages and Challenges: Because of the fact that the team consists of a wide range of people, who are found across the world, there are a variety of potential benefits. Some of these benefits include the exploitation of the best skills, and experience, without the constraints of time and location, and enjoyment of the benefits of diversity (Elvin, 2007). Diversity is an important aspect, and this is because it helps in contributing to an increase in innovation (Hardin, 2009). Through innovation, the members of the team will get the ability of developing stadiums that are of high quality, and one that satisfies the desires and requirements of the client. Furthermore, there is a reduction of costs, involved in the creation of thee stadium, and this is mainly because the client won’t pay for the travel and accommodation expenses that members of the team will face. However, to take advantage of these benefits, and form a unified and well organized team, there are a number of challenges that the contractor would face. These challenges are created because of the differences in culture, geographical location, and the differences in skills and experiences of the team members (Bryde, Broquetas and Volm, 2013). Other challenges include difficulty in communication, lack of trust, and having a sense of disconnection amongst the various members of the team. As such, it is necessary and essential for the contractor to develop policies aimed at addressing these challenges. These might include developing a communication system that is interactive and collaborative. The management can use the social media, or it can develop its own technological communication platform, to facilitate interaction between the team members. 4.2. Team Development: For purposes of improving the development of a team, there is a need of coordinating and managing the various tasks of the team together. There are five important stages that can help in developing a team. These stages are, formation, storming, norming, performance, and adjournment. Therefore, to reach a level that is desired for the performance and collaboration between the members of a team, there is a need of following into the above named steps and procedures (Hambley, O’neill and Kline, 2007). Furthermore, at different levels of these steps, there will be a need of using different managerial approaches and efforts. 4.3. Team Establishment There is a need of putting an effort to build and establish a strong team, based on the fact that it would determine whether there is a progress in the development of the team. The members of this team were selected based on their professional skills, working experience and knowledge, and therefore, there is a need of establishing a set of rules that would guide the manner in which they would work (Guss, 1996). These sets of rules should have the capability of getting the best out of the various professional skills, and experiences of the team members. The major objectives at this stage, normally involves the definition of goals and purposes, identification of responsibilities and roles, and setting out of communication rules between the members of the team. At the initial stage of communication, there will be a need of meeting with the team members through a face to face communication (Wilkinson, 2005). This would help in setting up of a common objectives, and clear aims of the project. The best place of meeting these members of a team is in Qatar. This is because the stadium will be built in Qatar, and the client of the project is the Qatari government. Furthermore, this face to face communication will allow the members of the team to understand the expectations and vision of the client, regarding the development and construction of the stadiums. There will also be a need of forming the team operating agreement, which will have the responsibility of outlining how this team will work together (Winch, Morris and and Pinto, 2007). 4.4: Managing the Team: As the team begins to finish the tasks of the project, there is a need of sticking to the agreed project plan, and strengthening the principles that were established previously. This is at the same time while leading and supporting the team to perform their tasks. The main objective of an efficient team management policy is to maintain and build the cohesiveness of the team, enabling the team to focus on the project tasks, and delivering the project to the set up deadline (Jackson, 2011). This would require an appropriate management and leadership style, an effective communication system, and work coordination for purposes of measuring the performance of the team. 4.4.1: Leadership and Management Styles: Because of the distance involved in this situation, there will be an absence of a direct supervision and interaction. Based on this fact, there is a need of developing a management system that would make it possible and easy to manage a virtual team. At the core of this system, is developing an efficient communication style that would make it easy for the team members to communicate with each other (Becerik, 2005). Members of this team are highly skilled and experienced people, and on this basis, there is a need of developing a management style that would help in promoting innovation and creativity amongst the members of the team. The leadership style that is conducive for this team is democratic leadership style. This is because members of a team are highly skilled professionals, and they are dispersed in different geographical areas. Democratic leadership will motivate them to work hard, and make them to be more creative and innovative. These are key requirements for this project to be a success. 4.4.2: Managing Conflict: Because of the diversity of the team members, lack of trust could emanate. This situation could lead into damaging the relationship of the stakeholders, and hence compromising the quality of work that the team does. There are two major types of conflicts, process, personal and tasks. Conflicts touching on process and tasks are beneficial to the team, and this is mainly because it helps in the enactment of policies that can lead to efficient decision making. Conflicts that touch on tasks can negatively affect the performance of a team, and this is mainly because it has an impact on collaboration (Gibson and Cohen, 2003). The best way of managing these conflicts, is the identification of the differences of the team, and enacting measures aimed addressing these differences. Furthermore, when these differences emanate, there is a need of managing them by using a transparent and open communication channel, or system. However, because it is difficult to maintain a face to face interaction, it is possible to maintain an open communication system by building an online presence, through the internet. This online portal should make it possible for member to communicate freely, and discuss openly on the factors that affect them, and the ones that can limit their ability to work effectively. 5.0. Communication and Technology: 5.1. Communication Effective communication is important for any group activity. However, it is important to explain that the most important challenge to this team would be on their heavy reliance on electronic communication, and their difficulties in meeting face to face. A reliable and effective communication system has the ability of enabling the members of a team to transfer project data, sharing ideas, solving problems, and building social relationships (Furst, Reeves, Rosen and Blackburn, 2004). For purposes of developing and implementing an efficient communication system, there is a need of conducting the following activities, Setting a communication norm and plan. There is a need of agreeing into a good communication plan that is clear and well understood by all the stakeholders of the project. For example, there is a need of the members of the team to agree on a communication media, meeting of schedules, and making of inquiries on the best methods to communicate urgent information. Communicating issues that are not related to the task. The type of communication used in this method focus on building social relationships with the major stakeholders of the project. It is important to encourage a non-task related communication for purposes of overcoming suspicion, and miss-trust amongst the members of a team. Working across the time zones. Because of the distance involved, there will be different time zones for the accomplishment of this project. Based on this fact, there is a need of some of the working, working against the pre-scribed working time, in their countries. This is because the time an individual is available, is not the same time the other party is there. Based on this fact, there is a need of finding a compromise time that can make it possible for the parties involved to work together. 5.2. Technology 5.2.1. Collaborative Technology This project would mostly use electronic media for purposes of communicating with the different stakeholders involved. The project team would mostly use fax and emails, for purposes of constantly or routinely communicating with the members of the team. Emails and fax are an effective method of communication, and this is mainly because it is possible to transfer or communicate a large file of information to the other party. The message normally goes in an instant. A more collaborative models of communication that this project should use, is the Video Conferencing (Aapaoja, Haapasalo and Söderström, 2013). This makes it possible for the members of the team to participate together, and discuss on issues that affect them, electronically. This technology also helps in building trust, and a social relationship amongst the various stakeholders involved in this research. Furthermore, the importance of using videoconferencing is because it is a good substitute to FTF meetings. It has the capability of providing non-verbal and verbal communication systems, which are not attributed to other forms of media. Furthermore, it has the capability of allowing users to provide timely replies, and engage in a seamless conversation. It is important to explain that these meetings are vulnerable to miss-representations (Pauleen, 2004). To avoid miss-understanding, there is a need of providing translations during this process of communication. The project team should also utilize the Building Information Management (BIM) technology during the process of accomplishing this assignment. This technology is efficient in facilitating collaboration between the stakeholders of the project. The BIM technology makes it possible to provide a virtual representation of this project (Elvin, 2007). It also enables the members of the team to utilize a single 3D shared device, for purposes of accessing all the information regarding the project, in an electronic manner. This is despite the differences in geographical location. Furthermore, the BIM technology has the capability of reducing misrepresentation, and decreasing the time which is used for purposes of looking and utilizing the data under consideration. 6.0. Monitor and Control Controlling and monitoring the performance of the project in an important activity that will occur throughout this project. In controlling and monitoring this project, there is a need of focusing on two important areas, these areas are, the capability of the team to use different technologies of the project, and the ability of the team to meet the objectives and outcomes of the project. 7.0. Conclusion and Recommendations: For this project to be a success there is a need of developing an efficient project management activity, for purposes of ensuring that this project becomes a success. This is of great importance, when it comes to the development and completion of this project, of the Qatar Stadium Project. Furthermore, proper management techniques and procedures would be required for this project, mainly because there would be a need of managing a global virtual workforce. Because of the characteristic of this team, there will be a need of coming up with a collaborative approach, aimed at overcoming difficulties that touch on different time zones, different skills and experiences, and on how to coordinate and develop tasks. It is possible to overcome these difficulties by focusing on very important tasks, these includes, choosing and enacting the correct contractual agreements, the use of the designing and building route for purposes of enabling the contractual parties to get involved in the project, creation of a team management policy, aimed at managing the project cycle, and creating trust. Finally, there is a need of using good communication and collaboration technologies, for purposes of ensuring that this project becomes a success. Based on the findings of this report, the following are its recommendations, Provision of constant training sessions to the team members. 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