Project Leadership Group A

F -X C h a n ge F -X C h a n ge
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c u -tr a c k c u -tr a c k
Good Afternoon Everybody

My team and myself we will be presenting the assignment with regards to the module
Project Team and Leadership Development with the title: Planning of Pope’s visit in
Mauritius.
Our team consist of Yan, Aumeer, Sina, Bala and myself Achevine.
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In this presentation we will be briefly covering the different stages we had undergone from
setting up the team and understanding the different behavior of each member and also
understanding the strength, weakness, leadership skills, communication skills, negotiation
skills and motivation of each member through out the group seminar.
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Every team has to undergo through the 5 stages to form a group to grow to the point
where they are functioning effectively together to deliver the results, Forming, storming,
norming, performing and adjourning.
Stage 1: Forming
1. we had our first introduction meeting where we had shared our backgrounds, interests
and experience.
2. We discussed about the project, goal and objectives and what roles each member will
play on the project through a brainstorming session.
Stage 2: Storming
1. In this stage we have shared our different ideas and opinions about what and how
these should be done.
2. During this stage we had some conflicts of accepting ideas of others which the team
leader (Sina) has to step in to help the team to resolve the problem either individually
or as a team.
3. We had to develop the good listener attitude and respecting the difference and ideas of
others.
Stage 3: Norming
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1. After stage 2 we were able to work more effectively as a team by developing processes
and procedures.
2. Sharing of information and how to complete the project started getting natural as we
started respecting others opinions and value their differences.
3. We have started trusting each other and helping each other to work toward a common
goal.
Stage 4: Performing
1. At the performing stage, our team was working and focusing on reaching the goal as a
group as we trust each other and rely on each other.
2. At some instance we had to review our internal processes to get the project going
without affecting the progress.
Stage 5: Adjourning
1. At this stage the project is nearing to closure where we congratulate each other for
achieving the goals of the project and we discussed the good and bad experience of the
project.
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After several brainstorming sessions we came to the point that we needed to have 5 main
department to meet the project goals and objectives:
1. The Event
2. The Accommodation and Facility
3. The Security
4. The transport & logistic and
5. The finance
6. Next slide shows the organigram of the project team
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1. Sina was chosen as the project team leader and security manager.
2. Achevine was chosen as the event manager.
3. Yan was chosen to manage the finance.
4. Bala was chosen as the Facilities manager.
5. Aumeer was chosen as transport manager.
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Aumeer A.Y
The aim is to successfully plan and organize the pope visit in Mauritius.
The project team will be responsible for planning and meet demands of the public and the
pope.
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Aumeer A.Y
After our brainstorming session and the distribution of the work areas to each member, the
objectives were then established.
The objectives were in accordance with the papal standards. (information gathering from
previous papal visits in other countries)
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Aumeer A.Y
The tasks identification was carried out based on a set of criteria, i.e Budget, Organizing
team, Pope and Guests as the main work packages. With the help of a work breakdown
structure, the three word packages were further broken down into smaller work packages
such as: event venue, residence, transport & security, communication, financing
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From the different task identified, the project team did a SWOT analysis of the global task
presented to us. This was done so as to be able to properly understand the framework of
the project in terms of opportunities and potential threats that could happen. This analysis
would also help in developing a strategy which would consist in using our strengths and
opportunities to counter the weaknesses and threats. As displayed on the slide is a review
of the SWOT performed during the project initiation stage.
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While developing the strategies from the SWOT, 2 weaknesses and 1 threat was
considered as we had the most control over them.
For limited parking space at the event, a strategy pertaining to Public Holiday was set in
place. Being established that this day will be a public holiday as per government
communiqué; no traffic thanks to business, closure will help with the possible parking
issue. Link with police force and media coverage will also provide necessary tool to deploy
this strategy as well.
Another big weakness was possibility of delay in shipping the Popemobile. As such, the
project team has liaised with two of the local automobile dealership. Thanks to the Pope
visit being a widely trusted event, Mauritius car dealers saw this as an opportunity for
advertising their brands while this allowed the project team to alleviate the issue of delay.
Of course this weakness was communicated to papal staff and was agreed upon under
papal security standard.
Furthermore, the Pope being one of the most prominent religious figures, the protocol
team behind him will eventually have guidelines. This is one of the threats that could
disrupt many areas of this project. However since papal protocol was made available in
advance to organizing team, the project team was investing as much time as necessary to
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follow all the steps necessary as described. However this threat, although a strategy set in
place, might still resurface hence strict rehearsal and confirmation from papal delegates
would still be required.
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Different problems identified are as follows:

1. Thabor despite saving cost on accomodation as a property of Diocese of Port
Louis is a remote location with difficult road access. It also lack 24 hr internet
and security facilities. To attend to same rational model was considered as
appropriate as we had ready available information online. Among the other
methods outlined in PMBoK (5th Edition), brainstorming on past apostolic
journeys was considered as the best information gathering due to limited time.
Two alternatives were generated namely Eureka Guest House and Voila
Bagatelle. QFD as a rational evaluation method was used to evaluate feasibility
of options based on budget, technology and policies of Vatican’s Organising
team. Reversibility of tasks and ethical implications also was assessed. Finally
Gantt chart was used as an effective tool to communicate and schedule tasks in
collaboration with team members.
2. For the two other problem bounded rationality models was used found to be
more appropriate. Firstly, for holding the Holy mass, satisficing model was found
more appropriate as location cannot be altered. However, to address the
problem of increasing population (30K to 100K), CDM is considered as an
appropriate place with plentiful space for parking and ability to accommodate
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crowds of over 100K people, a big screen is to be installed at Champ de Mars for
live broadcast of holy mass and visit of Pope after same. All vehicle to be directed
to CDM for parking.
3. Finally, incremental decision making shall be considered to attend to the issue of
delay in Popemobile shipment. Since we did not have enough time to properly
evaluate rationally the acquisition of two new vehicles, we rather consider the
idea to lease and buy same from either Reunion Island or a local car dealer.
However, local one was the definitive solution due to time constraint.
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The functional responsibilities matrix follows an organisation matrix. Same follows a

diagonal structure with input from different functional department namely facilities
management, events management, transport management, security management and
finance management. The whole team is led by the project manager who is also
responsibility for the security.
The functional matrix facilitates inputs and negotiations among team members. It also
gives an overview about functional roles to be assumed by each team members.
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The Belbin model was use evaluate the behavior of each team member within the group
and to see how they do things.
Each team member was requested to do a self evaluation by using the 9 Belbin team roles
and from that the team was analysed and how the imbalances can be manage within the
team members.
From the table it can be observed that there are void within the team that need to
reviewed to improve the performance of the team.
It was initially observed that there was a void in the Thinking Oriented Role e.g. The
Monitor Evaluator and Specialist need to reviewed within the team.
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The final evaluation of the team was carried out by the leader and it was observed that
there was actually surplus than void in the team.
The 3 roles are implementer, Team worker and Resource investigator.
It is observed that there is a lot of IMPLEMENTER in the team who turns ideas into plans
and action and their weakness is that they have a tendency to be inflexible and they are
resistant to changes.
Furthermore there was 4 TEAM WORKERS in the team who ensure that the team is
working well together and they often sacrifice their time to the team. Their weakness is
that they too much diplomacy.
There is a lot of RESOURCE INVESTIGATOR as they extroverted and enjoy working with
external stakeholders to help the team to achieve its objective. And their weakness is that
they have a tendency to be over optimistic and they lose interest quickly once the initial
enthusiasm has passed.
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Using the experience we had through this assignment, the project team collectively
did a self-reflection over the strengths and weaknesses we had. This was done to
know where we could progress as a team and potentially individually.
The most striking strength are as displayed.
One being Perspectives & Approach. What we mean by that is; at the beginning
stages, many ideas were proposed from different members. This was a great
opportunity to solve problems from different perspectives and most definitely
helped in achieving the adequate solution faster.
The second strength is that our team possessed Commitment. Commitment

towards each other but more importantly towards the project goal. This allowed us
to achieve a sense of cohesion throughout the length of the project.
Furthermore to that with different skill set and knowledge, in most cases our group
was able to solve issues in a professional and cohesive manner. In cases where
problems were being faced by one member, there would always be at least one
other member of the project team to find a possible solution or loop hole. This
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complementary situation allowed for overall better team work.
Our group evolved in an environment with very few conflicts thanks to interpersonal
skill. We do think that communication highly contributed to this factor.
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Although the numerous strengths we did possess, the teamwork was not perfect.
Being a new group of people working together, flaws were present.
Satisficing, for example was one of them. Decision making process often was done
in a rushed manner. This factor was mainly due to time constraint set in place. It
therefore led to accepting solutions that might the most optimal one. However, as a
group we were able to counter this factor through collective effort and team
cohesion.
Groupthink was also a weakness that was detrimental to this group. Upon group
meeting, we often found out that members within the group would not speak out
their mind and often opted for the chosen group solution. It might have been
because of members being frighten of rejection or even fear of conflict. However
the more we moved along as a group, the less it was being present.
Thirdly, during the beginning stages, there was an organisational issue within the
team direction. This often led to delay within the project even though targets and
deadline were set. Still a proper time management with respect to task allocated
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was not present until later within the project. This tampered with the timeframe of
the project and required extra resources and effort to be able catch up with
deadlines.
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After the team building exercise, we conclude that Belbin Team Roles model has been very
useful in determining the performance of the team and the team members.
We also had the opportunity to put into practice the decision making process,
management of people, communication and negotiation processes.
For a project to be successful it is important to have a good communication protocol as we

had setup a WhatsApp group for communicating and we also learnt that face to face
communication is more efficient to understand each other.
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18

Project Leadership Group A

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Project Leadership Group A

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F -X C h a n ge F -X C h a n ge

Good Afternoon Everybody

Different problems identified are as follows:

The functional responsibilities matrix follows an organisation matrix. Same follows a

The 3 roles are implementer, Team worker and Resource investigator.

The second strength is that our team possessed Commitment. Commitment

complementary situation allowed for overall better team work.

For a project to be successful it is important to have a good communication protocol as we

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