Project Management Report: Organizing Indoor Sporting Event Project

This project management report details the organization of an indoor sporting event, structured around the concept of an Olympic-style competition within a university setting. The report outlines project objectives, the phased approach to project management, and identifies key staff roles including coach, athletic trainer, event coordinator, and fitness directors. It includes a stakeholder analysis, budgetary information, and a detailed timescale with a work breakdown structure. Furthermore, the report presents a risk register, emphasizing its importance for project success, and explores communication strategies, including the application of Social Information Processing theory. Finally, the report analyzes different methodologies and concludes with a summary of the project's key aspects, offering a comprehensive overview of the event planning and management process.

PROJECT MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
PROJECT 1......................................................................................................................................3
Objectives....................................................................................................................................3
Approach.....................................................................................................................................3
Key staff......................................................................................................................................3
Stakeholder analysis....................................................................................................................4
Budgetary information................................................................................................................6
Timescale....................................................................................................................................7
Work breakdown structure........................................................................................................10
PROJECT 2....................................................................................................................................10
Risk register..............................................................................................................................10
Importance of risk register........................................................................................................13
PROJECT 3....................................................................................................................................13
Communication.........................................................................................................................13
Analysis of different methodologies.........................................................................................15
CONCLUSION..............................................................................................................................17
REFERENCES..............................................................................................................................18

INTRODUCTION
Project management is very essential for the company in managing the project as this will
ensure that the project is successfully completed. The present report will outline the completion
of the project of organizing the event of indoor activities like the Olympics is organized. Thus,
for this the report will work on all the necessary things like stakeholder analysis, budget, risk,
communication and other related issues.
PROJECT 1
Objectives
“To organize for the indoor sporting event with reference to Olympic event within the
university of London.”
Objectives
To arrange for different resources for the indoor activities.
Here the university want to organize for the event which will include a wide range of indoor
games and sporting activities which will be based on concept of Olympics. Here the authorities
of university have asked a team of the university to make a complete project for the organizing
of this event and they want to make the event a flagship event within the market. Thus, for this
the major focus of the university is over the managing the project in effective manner.
Approach
The approach taken for the completion of this project is the phased approach of project
management. This approach of project management is being selected for the completion of the
work as under this method the whole process of project management is divided in different
phases. Thus, this will make it much easier for the university to organize the whole event in
proper and effective manner. Also, the phases will help the university in controlling all the other
activities of the managing of the project in much easier manner. This approach will be helpful for
the project manager as they will know how they have to manage all the different phases of
managing whole project.

Key staff
Coach: The coach's role is to teach the students about the sports and the things that are
required to be known for having a successful career in it. They provide guidance throughout the
game and also prepares them for facing competition.
Athletic Trainer: The athletic trainer provides assistance to the trainer in treating their
muscles and bone issues. They work on instant assessment of the injuries and providing timely
medical services. They also provide information to the sports teams with respect to how to deal
with the injuries.
Sporting Event Coordinator: The event coordinator works on planning and organizing
the sports events along with taking the responsibility for promoting it as well. Engages in a
discussion with the all sports teams with respect to the needs and requirements such as
transportation, organizing the schedule and accommodation (Lee and Cunningham, 2019). The
coordinator acts as the liaison between the sports team and the event facility. They are mainly
responsible for negotiating the contract costs and also works on ensuring that all the required
equipments are working properly or not.
Fitness directors: The fitness directors of the institute works on the aspects in relation to
the operations of gyms and other fitness and health clubs. They are responsible for managing the
fitness related administration of the facility. They carry out complete research before purchasing
any of the fitness and health equipments and also creates healthy and safe athletic programs. The
fitness director provides education in respect to the exercises and nutritions that the sports person
requires.
Stakeholder analysis
Stakeholders Impact Comments
Coach High The coach provides training
and guidance to the students
which helps them in
performing well against the
competitors. They exercise
hard work for preparing the

students for the events by
organizing practices and also
teaches sportsmanship. Thus,
the coach is having a huge
impact (Lau, Milne and
Dickson, 2018).
Sporting Event Coordinator High The sport coordinator has the
full responsibility to carry out
the event successfully without
any problem. It completely
dependent upon the
coordinator to make sure
everything has been taken care
of on time.
Media High For making the sports events a
huge successful, media plays
an important role in promoting
the event all across the places
which helps in creating buzz
about the event and a sense of
craze to watch it or participate
in it.
Sport sponsors High The event is about to be
organized is at high level
which requires a huge amount
of investment and thus,
sponsors are the one who
provides the relevant funds for
making the event a success
which is used for meeting

requirement of organizing the
events and managing the other
activities.
Participants High Participants are the major
stakeholders have a high
impact on the success. They
are the ones for whom it is
being organized and thus, it is
essential to take care of the
interest of the participants
otherwise, it will lead to the
failure of the event.
Budgetary information
Expenses Amount
Travel cost £2000
Material cost £2200
Wages of staff £6000
Charges for insurance £800
Cost of equipment £1200
Management cost £3300
Cost of overhead £4500
Total £20000

Timescale

Work breakdown structure
PROJECT 2
Risk register
Risk Owner Scores Likelihood Mitigation strategy

(1-5)
1-high
5- least
effective
Strategic
risk
Management 1 Medium this risk can be mitigated with help of
proper researching before making and
implementing the strategy. This is
majorly because of the reason that if
strategy made is not in accordance with
the changes taking place in the
environment the strategy will not be
good (Amon, 2019).
Operation
al risk
Operational
department
3 High this risk can be solved with help of
proper planning and use of latest
planning and controlling tools.
Complianc
e risk
Legal
department.
4 Low for the mitigation of this risk the strategy
used is to keep a record of all the laws
and rules and regulation which are
applicable for the operation of the
company.
Environm
ental risk
Management. 3 High this risk can be mitigated by using the
strategy of creating a good and
coordinated environment within the
business area. This is due to the fact that
this will assist the project manager to
manage the working environment of
company in good manner (Rees, Ashley
and Cameron, 2019).
Financial
risk
Finance
department
2 High this risk can be mitigated with help of
properly planning all the sources from

which the company can get finance.
Also, another strategy is of listing out all
the different types of sources of finance
and then compare it.
Security
risk
Maintenance
department
3 Low for this the mitigating action is to have
latest technology relating to the
protection of all the data and
information so that these will not be
misused and are kept as safe and secure.
Reputation
al risk
Marketing
department
1 Medium for this the mitigating action is to make
good and effective marketing strategies
so that the consumer like the project and
its outcome.
Technolog
y risk
IT and research
and development
department
1 High for this the mitigating action is that the
project manager must the record of all
the changes and advancement taking
place within the sector of technology.
Economic
risk
Research and
development
department
2 High for the management of economic risk
the mitigating action is to hire a person
who will record for the changes taking
place in economy and then implement
the same within the project.
Competiti
on risk
Marketing
department
3 High for the mitigation of risk proper and
effective use of market research
techniques is essential as this will help
the project manager to understand what
other companies are using for their
strategy.

Importance of risk register
The risk register is a document which outlines all the possible risk which the can be faced
by the project manager in completing the project. This document is very important for the
success of the project as when the person know in advance that what all risk they can face then
the person can make strategies for overcoming those risk if the risk happens in actual. This is
very important as the risk register also outlines the level of impact up to which the risk can have
over the project and its completion. This impact involves low impact, medium impact and high
impact. This assist the project manager in prioritising the risk in accordance with the possible
outcome. Thus, this assist the manager in making a list of all the possible risk on the basis of the
impact that is the risk which is high will be taken care of first and the risk which have low impact
will be analysed in the end. Also, the risk register outlines the mitigation plan that is it discuss
the way in which the risk can be minimised if it occurs in actual. Thus, for this reason that risk
register in very much important as it also outlines the way in which the risk can be solved and
the impact of the risk can be minimized. For instance, the risk of competition and it is sure that
this will occur but with help of the risk register it is recommended that more effort must be
placed on the marketing of the project. This is essential as more of the marketing will attract
more of the student to come and this will increase the participant and viewer for the indoor event
and activities. Also, it can be seen that with help of the risk register the project manager can also
predict some of the related risk which may not be mentioned in the risk register but which can
occur in the future and which is contingent. Also, this register for the risk assist the project
manager in identifying the alternate solution as well in case the given solution in the mitigation
plan are not useful or successful in the implementation and minimization of the risk.
PROJECT 3
Communication
The communication is defined as the exchange of ideas and information for the
attainment and completion of the intended activity. This is very essential as this will assist the
whole team in completing the whole work of the project on time. If the communication will be
good and effective and clear, then this will help the company in managing the project in
successful manner (O'Har, Senesi and Molenaar, 2017). The communication is crucial and need
to be in clear format and structure as if the communication take place in proper structure then

this will assist the project team to clearly understand all the different types of aim and objectives
of project. Thus, the clear communication will make sure that the employees and other team
members clearly understand all the activities which are to undertaken for the completion of the
project. Also, communication is important for effective team development and team working.
This is majorly because of the reason that when every person know what work they have to do
and this will make sure that the work of each team member is not same.
The theory of communication used in the project for organizing the indoor sporting event
like Olympic is the Social Information Processing theory. This theory states that the sue of online
method of managing the communication must be managed in such a manner that it looks like the
interaction is taking place face- to- face. Under this theory it points out the fact that how strong
bond can be created with help of online conversations. The major reason underlying this fact is
that many a times it is possible that the person is not present at the place and if any information is
to be given to them then the online method is used like emails or through use of social media
networks. For this the project manager of current project will make use of online method and
will communicate all the working activities and policies and plan with the project team and
employees. Also, all the policies and plans need to be communicated with the project sponsor as
they invest their money within the market. Thus, it is the responsibility of the project manager to
communicate all the details to the sponsor as well. For this the use of email is done for
communicating all the details and areas of project with the sponsor.
In the same manner the employees or the team working on the project want all the details
of the project as they are the people who actually works for the completion of the project. For
them it is very essential to have all the details of the different activities which will be undertaken
in order to manage the different activities of the project completion (Communication theories
applied in project management, 2020). Thus, here the project manager also uses the method of
messaging the employees about the activity which they have to perform in order to complete the
project. All the working activities are messaged and is communicated in written form as this can
be referred in future as well if any reference is required in future.
In addition to this the communication is also necessary for the project resource allocator.
This is necessary as if the resources will not be allocated in proper manner and if the allocation
of the resources is not communicated in good and effective manner then the working will be
affected of the project. Thus for this the resource allocator also communicates all the information

relating to the resources and its use to all the team members in form of written communication
over email. This is done because of the fact that if the person or the team member need to check
that what the resources are allocated to them they can just have a look over email. Also, in
addition to this if the project team members also want to see that which resources are being used
by others they can see that as well.
In the end it can be said that the communication plays an important role within the
success of the communication. This is pertaining to the fact that if the aims and objectives of the
project will not be communicated to the people working on it then the company will not be able
to manage the project in effective manner (Kuchta and Ptaszyńska, 2017). Also, the clear
communication assists the project manager in increasing the team work and this in turn will
increase the working efficiency of the company.
Analysis of different methodologies
There are many different types of methodologies which the project manager of
organizing of the indoor sport event and its success. The different types of methodologies are
listed as below-
Agile- this is a methodology which help the project manager in completing the project in
successful manner. This is an incremental and iterative approach for the development of a
software or the project or system. Under this system the cross functional team work together for
the different work and activities and emphasis over the face to face interaction.
Strength
 The major advantage of using this method is that this method is more suitable for the
projects which do not have clear the clear aim and objectives.
 Another major objective of this methodology is that under this exhaustive planning is not
required and at the beginning of the development process.
Weakness
 The major drawback of using this methodology of project management is that the
resource requirement for the hard or complex project is very tough and hard to estimate.
 Another major disadvantage is that there is always the risk of everlasting project which
affect the working of project.
Waterfall- this is a model of project management which assist the project manager in testing the
whole project. Under this model the software or the system is being tested and checked that

whether the project will be successful or not. This is a systematic method under which the whole
series of steps which is in a chronological system.
Strength
 The major advantage of this method is that this model is very simple and easy to be
understood and applied within completion of project (Lindlof and Taylor, 2017).
 Another advantage is that this method is easier to manage as every phase has different
deliverable.
Weakness
 The major weakness of this model is that there is high amount of risk or uncertainty as if
the project will not get successful then all the work will go in vain.
 Another weakness is that this method is not suitable for the long and ongoing projects.
PRINCE 2- this is a process based method very effective for the management and completion of
the project. PRINCE stands for Project In Controlled Environment and is used for giving the
fundamentals skills which are necessary for the successful handling of the project.
Strength
 Main strength of this model is that this help the project manager in easily recruiting the
people for the completion of the project.
 Another benefit of using this is that this can be used in combination with agile method as
well for better working.
Weakness
 The major limitation of using this method is that this does not include the use of the soft
skills and this decrease the working efficiency of the people working on the project.
 Another weakness is that under this method the documentation is very heavy and it takes
a lot of time in completing the documents (Stiff and Mongeau, 2016).
Recommendation
With the above analysis it is recommended to the project manager of organizing of indoor
event at university is to use the Agile methodology of project management. This is majorly
because of the fact that this is much simple method to be applied in the managing of project.
CONCLUSION
In the end it is concluded that for the success of the project the most important thing is
the proper and effective planning. This will make sure that the whole project is completed in the

planned manner only. This report outlines the different stakeholder of project like project
manager, sponsor, resource allocator and others. Also, many different risk was identified like
financial, technological and other along with their mitigating plan. In the end for communicating
Social Process Information theory was used. Also, the different method like Agile, Waterfall,
PRINCE 2 and many other was discussed but the Agile methodology was recommended.

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..
Gollier, C., 2018. The economics of risk and uncertainty. Edward Elgar Publishing Limited.
Kuchta, D. and Ptaszyńska, E., 2017, July. Fuzzy based risk register for construction project risk
assessment. In AIP Conference Proceedings (Vol. 1863, No. 1, p. 230006). AIP
Publishing LLC.
Lau, C. K., Milne, S. and Dickson, G., 2018. Stakeholders’ evolving roles in events: a macro-
analytic approach. International Journal of Hospitality & Tourism Administration,
pp.1-28.
Lee, W. and Cunningham, G. B., 2019. Group diversity's influence on sport teams and
organizations: a meta-analytic examination and identification of key
moderators. European sport management quarterly. 19(2). pp.139-159.
Lindlof, T.R. and Taylor, B.C., 2017. Qualitative communication research methods. Sage
publications.
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.
Rees, S., Ashley, M. and Cameron, A., 2019. North Devon Marine Pioneer 2: A Natural Capital
Asset and Risk Register.
Stiff, J.B. and Mongeau, P.A., 2016. Persuasive communication. Guilford Publications.
Online
Communication theories applied in project management. 2020. [Online]. Available through:
<https://project-management.com/communication-theories-applied-on-project-
management/>