Importance of Effective Communication in Sport Event Management

This document discusses the importance of effective communication in sport event management. It highlights the role of communication in promoting participation and reducing errors. The document explores the transnational model of communication and its relevance in the context of sport events. It also discusses the impact of cultural and societal factors on communication and emphasizes the importance of team working in overcoming these challenges.

Project management
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Table of Contents
Project 1...........................................................................................................................................3
A) Project initiation document (PID)..........................................................................................3
B) Work break down structure....................................................................................................5
Project 2...........................................................................................................................................6
A) Risk register............................................................................................................................6
B) Risk register forms a crucial part of risk management...........................................................8
Project 3...........................................................................................................................................9
Need for effective communication structure...............................................................................9
Prince 2, Agile and Waterfall methodologies............................................................................10
REFERENCES..............................................................................................................................13
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Project 1
A) Project initiation document (PID)
A PID consists of various things which are essential in project such as scope, stakeholder
analyse, objective, budget time scale, etc. They all are defined in effective way and provides an
insight on what the overall project is about. usually, it is developed to do further planning so that
project is executed and completed in efficient way. It is first step in through which project starts.
Similarly, for present project of organising an indoor sports event in London a PID is developed.
it is as follows :
Objectives
to organise an indoor sports event between London HEI and QAHE.
To successfully complete event within budget and time frame.
Purpose of event
the purpose of event is to organise an indoor sports event between London HEI and
QAHE. this is done to improve flagship which will help to market QAHE facilities. Also, it will
attract students to take admission in university. so, in this way QAHE facilities will be promoted
through event. (Amon, 2019)
Key staff- in project it is required to have qualified and experienced staff so that event activities
are carried out. the staff ensure that event is finished within time. thus, in this staff required is
specified as
HR- there will be 2 HR which is required to hire staff and provide them training. HR will be
responsible for assigning roles to them.
Event planner – the person is required to do event planning that how activities are performed in
it.
event coordinator – this person will be responsible for coordinating between project manager and
stakeholder. he ensures that all needs are met of various stakeholder.
Stakeholder analysis- It is done to find out who are stakeholder of project and their impact on it.
therefore, in event there are internal and external stakeholder which are defined as
External stakeholder are
Government – they are major stakeholder in it and will highly influence on event. this is
because they will provide permission of organising of event.
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Project sponsor – they are the ones who will sponsor event by investing into it. Thus, there will
be high influence of them on project. it is because if they refuse of sponsor event then it will be
difficult to organise it.
general public – they will be those stakeholders who will be invited as spectator in event. their
influence will be low in it (Lovett and Greaves, 2018)
Local community – the stakeholder whose influence will be moderate in it as they will support
in organising of event.
Internal stakeholder
University director – these stakeholders will also be involved in this event. their interest will be
high as they will take decision and provide permission to organise event.
student- they will be the participants in event. so, their interest will be high as well.
Budget info – for event budget is needed to buy materials and pay wages to HR. Moreover, fund
is needed to perform activities. thus, budget for event is
Particulars Cost
Cash inflows
Opening cash inflow 7000
Sales revenue 10000
Other income 2000
Total cash inflows 19000
Cash outflows
Material 2500
Labour 2000
Other expenses 2200
Administration expenses 4000
Total cash outflows 10700
Timescale –
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the time scale for event is 53 days.
B) Work break down structure
Task Name Duration Start Finish Predecessors
event planning 2 days Fri 6/12/20 Mon 6/15/20
forming a team 2 days Fri 6/12/20 Mon 6/15/20
Organising of event 3 days Tue 6/16/20 Thu 6/18/20 2
assigning roles 4 days Fri 6/19/20 Wed 6/24/20 2,3
preparation of budget 3 days Thu 6/25/20 Mon 6/29/20 4
selection of date 2 days Tue 6/30/20 Wed 7/1/20 5
chose venue 5 days Thu 7/2/20 Wed 7/8/20
taking permission 5 days Thu 7/2/20 Wed 7/8/20 6
selecting style of event 3 days Thu 7/9/20 Mon 7/13/20
planning of supplies 3 days Thu 7/9/20 Mon 7/13/20 8
health and safety
measures 4 days Tue 7/14/20 Fri 7/17/20 10
assembling of staff 3 days Mon 7/20/20 Wed 7/22/20 11
selling of tickets 7 days Thu 7/23/20 Fri 7/31/20 12
promotion of sports event 5 days Mon 8/3/20 Fri 8/7/20 13
inviting guest 6 days Mon 8/10/20 Mon 8/17/20 14
review of plan 4 days Tue 8/18/20 Fri 8/21/20 15
invite local press 3 days Mon 8/24/20 Wed 8/26/20 16
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Project 2
A) Risk register
A risk register is document prepared by project manager in which various types of risks are
identified and measures are written to mitigate its impact. Furthermore, it includes additional
info like risk probability, nature of risk, person responsible for it, etc. so, it is a tool used to
mitigate impact of risk. Thus, in organising event there may occur several types of risk which is
defined as below :
Risk Score Mitigation Pre Post
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action
Lack of funds 4 Budget will be
prepared to
ensure funds are
properly used
Funds will be
estimated and
budget is
prepared
In every week
report will be
prepared to find
out expenses
incurred.
Delay in event 4 For this a
schedule will be
prepared and
priority activity
are done earlier.
Preparing of
schedule to find
out crucial
activity
There will be
proper
monitoring done
Lack of
resources
3 Resources will
be allocated in
effective way as
per need of task
The needs of
resources in all
task will be
identified
There will be
proper and
efficient
utilisation of
resources.
Ineffective
communication
2 there will be an
effective
communication
system and
method installed
in it
Testing of
communication
system and
taking feedback
from team
members
Monitoring of
communication
system
Environmental
hazard
3 Environmental
analysis will be
done to find out
hazards in it
A report will be
prepared and
measures are
taken.
Necessary
changes will be
made in
measures.
Financial loss 2 The return on
investment will
be calculated and
expenses will be
reduced.
There will be
proper
calculation done
in it
A back up budget
will be prepared
for it.
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Injury to player 5 It will be ensured
that all health
and safety
measures are
taken
There will be
inspection of all
health and safety
measures
It will be ensured
that there are
proper health
facility available
Loss of
equipment
3 there will be a
checklist made of
all equipment’s
All equipment
testing will be
done and
counted.
A document is
prepared in
which all
equipment list is
mentioned.
B) Risk register forms a crucial part of risk management
Risk register is crucial component as it provides a framework of risk management. with
that risk can be tracked and monitored. In this all record of risk is included with its analysis. the
purpose of plan is to find out risk, its integrity and action to mitigate it. Also, project manager is
responsible for updating of risk with change in project info. the task is to delegate and control
risks. It is necessary to develop a risk register so that different types of risk is identified.
Moreover, risk planning is done to find out that all risks are effectively managed. besides that, in
risk register there is crucial info included in it that gives description of risk, its score and
mitigation measures (Leidner, and Shah, 2016). Thus, with help of those it becomes easy to
imply those measure in effective way so that risk affect is minimised. also, it becomes easy for
project manager to maintain smooth flow of project. The register performs qualitative analysis of
risk so that it can be categorised into low, medium and high. thus, on basis of it measures and
action are taken. Along with it, cost and time projections are estimated of mitigating impact of
risk. in addition, several tools and techniques are used as well. The risk register is updated with
information on new risks as an output of this process. This information is regularly updated in it,
whether it is changing to the risk estimates or actual numbers such as costs related to damage.
It is found that when risks are not managed then it highly impact on project. For example-
if there is delay in activity then no proper actions are taken then it affect on project deadline.
there may be more delay in project which can led to rise in its overall cost. Likewise, if risk of
lack of funds is not managed then there might be requirement of more financial resources. In
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addition, in every activity there is mismatch of funds. therefore, due to that it may result in
financial loss of organising of event. However, when there is lack of funds it led to delay in
activity as they are not completed. Hence, it entirely affect on project (O'Har, Senesi, and
Molenaar, 2017).
Project 3
Need for effective communication structure
As a project manager of sport organization and event management, it can be said that for
making an event successful and encouraging all people to participate in an effective manner there
is requirement of having an effective communication structure. Communication plays an
important role as it allows project manager and all other people to share information and make
them aware about features and changes about sport. For example: Project manager for an indoor
sporting event wants to organise a sport event or Olympics between London and other higher
institute so, it is important to communicate and provide all information to participants or students
about features, timing and all other details of sport in order to influence and encourage them to
take participate and make this successful (Yildiz, 2017). It can allow all team members and
project manager to reduce errors which can occur because of miscommunication.
Transnational model of communication: By making an effective use of communication
theory, project manager for an event indoor sporting event can organise and make this sport
successful by promoting communication and making all people aware about every detail of sport.
Transnational model of communication is known as one of the best models which allows project
manager and people to interact with others and also having knowledge about importance of
active listening. This model of communication believes that for making communication effective
it is important for both sender and receiver of information and messages to have active listening
skill for knowing as what other person want to say and exchange messages. It is an effective
process of continuous change as well as transformation where every component get changed like
people, environmental and modes of communication as well. It states that if one of the
communicator (sender and receiver) do not focus on listening to other than transnational and
effective communication is not possible and there are chances of failure of communication and
increasing conflicts, errors and failure of project due to miscommunication (O'Dowd, 2019). In
addition, it can also be said that sponsor of sport in London university can increase effectiveness
of communication and its project if it uses the best medium of communication. There are several
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modes and ways of interacting and exchanging information such as: E-mail (written), face to
face (oral) and others. As per the current situation it can choose mode of communication and can
share information to project manager, all involved staff members and students as well.
There are several factors which can affect effectiveness of communication and its model
such as cultural factors, societal factors etc. People of different culture and lifestyle of people can
change communication pattern of people because people of different culture take it as
unacceptable while interacting with others. So, it is also important for sponsor and project
manager to consider these factors and influence people to adapt changes and cooperate. Team
working can be the best ways of solving this issue. Some authors believe that team working
allow all members to interact with each other which improve their relations. When they interact
and work closely with each others then they value and respect of each others feelings and
culture. So, it can be said that by focusing on team working and training, project manager and
sponsor can make this sport successful (Pilkington, 2016).
So, with the help of this theory or model of communication, sponsor of sport can be made
aware about importance of communication as how it can help them out in making this sport
successful as well as attract students and participants to the great extent.
Prince 2, Agile and Waterfall methodologies
There are several methodologies related to project which can allow project manager in
managing all functions related to their project as project manager of London University wants to
organize sport. So, for this it is important to make use of Prince 2, Agile and Waterfall
methodologies (Saltz and Crowston, 2017). By comparing all these methodologies it can make
the best decision of selecting and implementing one of them.
Prince 2: It is one of the most used methodology for managing projects. There are several
functions which are being played by Prince 2 methodology and because of its effectiveness and
success of project management by implementing this methodology it has grown in popularity in
the UK. For this, around 150,000 Prince 2 exams have been set. One of the main features of this
methodology which makes it effective and unique than Agile and other methodologies is it
focuses on accomplishing business goals and perform functions accordingly. It is a plan based
and predictive. Other main feature of this methodology is it is based on 7 principles which allow
project manager to perform their functions effectively. It uses work packages (Vaníčková,
2017).
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On the flip side, there are some limitations of this methodology such as: it does not cover
soft skills and also does not advocate that how team should be organized. It is the most used and
effective but small scale organizations cannot implement it if project manager or senior manager
does not have knowledge about implementing it in an effective manner.
Agile
It is an umbrella term which is being mainly used to refer to several product development
methods as well as techniques by project development teams. It is effective project management
methodology because it has helped project managers in solving some problems which occur in a
successful project management such as: delay in submission of project and delivery of products,
over budget and poor quality. It allows project manager to improve quality of project. So, it can
be said that by making use of this methodology, project manager of London University can make
its sport organization successful. As compare to Prince 1 it focuses on customers' requirement
rather business goals and control ways as how work is carried out. It is product based and
adaptive in the nature (Azanha and et.al., 2017.). One of the main features of this methodology is
it responds to changes and problems quickly.
On the other hand, in the context of limitations it is identified that it is time-consuming
and has greater demand on developers. There is a lack of necessary documentations by which
anyone can track projects and can create several other problems. Only senior manager who have
experience can take decision at the time of development process.
Waterfall
This approach and methodology of software development is highly sequential and can
easily be divided into 7 different phases. All divided phases needs to be completed and followed
one by one. Next phase and second phase cannot be completed until 1st phase has been
completed. There are some principles of this methodology which makes it effective and able to
project managers to make an effective use of this approach such as: adaptability or ability to
adapt changes in an effective manner, effective customers' involvement, focuses on team
working for reducing errors and improving quality, sustainability and testing. So, it can be said
that by making use of this approach, project manager and sponsor of sport in London University,
they can organize sport in a successful manner and can make all staff members flexible (Andrei
and et.al., 2019).
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Whereas, there are some limitations which is the main reasons as it is not effective as like Prince
2 and Agile is project manager needs to follow all 7 steps and if once he reaches to testing stage
then it becomes difficult for him to go back if he found any problem. It is time-consuming
process of software development and project management.
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REFERENCES
Books and journals
Amon, E., 2019. Risk Management Plan and Risk Register for Design Low-Power Wave Energy
Converter for Non-Grid Applications (No. 312). Marine and Hydrokinetic Data
Repository (MHKDR); Columbia Power Technologies, Inc..
Azanha, A. and et.al., 2017. Agile project management with Scrum. International Journal of
Managing Projects in Business.
Leidner, J.L. and Shah, S., Thomson Reuters Global Resources ULC, 2016. Risk identification
and risk register generation system and engine. U.S. Patent Application 15/181,194.
Lovett, A.A. and Greaves, S., 2018. A natural capital asset check and risk register for the
Anglian Water Combined Services Area. CSERGE and The Anglian Centre for Water
Studies, School of Environmental Sciences, University of East Anglia.
O'Dowd, R., 2019. A transnational model of virtual exchange for global citizenship education.
Language Teaching, pp.1-14.
O'Har, J.P., Senesi, C.W. and Molenaar, K.R., 2017. Development of a risk register spreadsheet
tool for enterprise-and program-level risk management. Transportation research
record, 2604(1), pp.19-27.
Pilkington, A., 2016. Communicating projects: An end-to-end guide to planning, implementing
and evaluating effective communication. Routledge.
Saltz, J. and Crowston, K., 2017. Comparing data science project management methodologies via
a controlled experiment.
Vaníčková, R., 2017. Application of PRINCE2 project management methodology. Studia
Commercialia Bratislavensia. 10(38). pp.227-238.
Yildiz, A.K., 2017. Effective communication skills to manage the library: relations between
managers and librarians. Qualitative and Quantitative Methods in Libraries. 1(2).
pp.141-153.
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