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Building new library for University of Charnwood
MODULE TUTORS: Kathryn Jones
Abdu alrhman alotabi
Abdo alslam altweejre
The report is about our construction team bidding for a design-build contract for the construction of a new learning zone for the University of Charnwood Library. The report contains some of the merits and demerits associated with the SWOT analysis, team work and how I perceived it. The risk management methods, strategy of management and the importance of using a group work are discussed. Through the discussion, the various management aspects and the contributions of stakeholders are discussed. The proposal will further discus how the team will manage the development and sign-off of the new library design; the library construction; compliance with all related regulations; the stakeholder’s relationship management; the relocation of the learning staff and how we will make sure that our team deliver on time, on the set amount and to a the highest standard.
Table of Contents
2 SWOT Analyses
3 Stakeholder Analyses
4 Management of Critical stakeholders
5 Risk Analyses
6.1 Article 1
6.2 Article 2
6.3 Article 3
BUILDING NEW LIBRARY FOR UNIVERSITY OF CHARNWOOD
Advantages and Disadvantages of using SWOT
A SWOT analysis encouraged the group to think about the positive sides of our construction procedure as well as the negative aspects. It was also to assists in the strengths and weaknesses associated with the design-build contract for the construction of new learning zone identification. It summarized all the information the team gained in the course of the research in a logical format (Armstrong, 2006). SWOT analysis was beneficial tool for decision-making and understanding dependencies between the University of Charnwood and the new Library. Proactive thinking was enabled, rather than counting on subjective opinions. In order to get objective results, other techniques influence the input factors of the SWOT analysis positively. SWOT analysis puts the benchmark for the strategy review, the place and the company or an institution’s direction (Albrecht, 2001). It was also valuable for a versatile application, for example business planning, strategic planning, strategic marketing planning, competitor evaluation, business and product development and research reports.
The SWOT analysis afforded a brief overview of essential and relevant information about internal assets as well as the market audit. In the light of benchmarking, it derived critical success for the market and evaluated strengths as a competitive advantage and weaknesses. Using SWOT analysis our team was able to exploit strategic windows to increase its profit potential and carefully use the allotted budget of $10 million. Adequate to the SWOT profile of a company, the SWOT provided possible strategic directions of impact that pointed out a profitable way for strategy definition.
However, SWOT analysis was a beneficial tool and easy to handle as it is afflicted with the dependency on the executor. The analysis could depend on the personal cognition and subjective position that is one essential disadvantage regarding the usage of its results for the definition of goals and strategy. Information about the strengths, weaknesses, opportunities, and threats were more presented rather than identified and classified (Daniel, 2004). The team was forced to overcomplicate the data collection to comprehend all information and dependencies given. The SWOT analysis became overloaded and lost its significance.
Security was a major element in the construction procedure and a vital component in the books in the Library as well. Although University of Charnwood had a reliable and strong security systems, it was still important for use to consider the security of the equipments as well as the materials that were used in the construction process. In the institution, the security departments were headed by security professionals who were highly qualified. According to Albrecht 2001, for one to a professional in security matters the person must have been subjected to thorough training and so the theory was applied in our case. We employed already trained people to gourd our materials during the night when the construction was not in progress. There were numerous challenges that the security personnel were subjected to in the course of executing their duties. It was very important for the security personnel to have the necessary knowledge on the issues affecting the information security. For easy management and identification the risks were ranked depending on their likelihood of happening. This also made it easy for their management and control.
There are various ways that security personnel prepared for new challenges and opportunities that they encountered as they executed their duties. The preparation that the security professionals required varied depending on the challenge or the opportunity that they anticipated. One main challenge that was identified and affected the security personnel employed was the openness of the site as well as dangers from the neighboring areas. Most security lapses happened because of a leakage in information security. It was therefore vital for security professionals to prepare themselves adequately on how do deal with the neighboring areas (Albrecht, 2001).
Another way that security professionals prepared for challenges and opportunities was by engaging in constant value adding trainings that were not just restrained to their areas of specialization but to the building of the Library. They were to train in all aspects of securities details that cut across all aspects of operations starting from the internal stakeholders and external stakeholders as well. It was also important for the security professionals to work close with all the other professionals in the institution in order to understand the business environment that they operated in.
For the security professionals to prepare for emerging opportunities, which they had never encountered before, it was paramount for them to understand the possible opportunities that could be utilized by others. The group ensured that the security employed had enrolled for advanced courses that added on their qualifications (Armstrong, 2006). The need for training may vary from various policies that organizations use. Some organizations have structures for refresher and career advancement programs for their employees. But when it comes to opportunities the security professionals should put in their individual efforts because they are bound to benefit directly in case of a career development. Trainings can either be academic or through seminars and workshops. In our case, further training was never carried.
The security professionals were made to understand the environment that they were assigned. The main reason for this was because security entails gathering of all the data in the new environment so that they might be able to come up with the risk assessment (Daniel, 2004). Every new environment poses a different security threat and the security details may differ from one environment to another (necessity of information gathering), take for instance the security in the banking sector and that of a social place. A new environment may call for new security policies, threats and uncertainties in execution plan.
According to Nelson and Judith 2004, knowledge of a security professional in a certain environment can be a drawback in a different environment. This is because different organizations rely on set principles and methods to perform their work. They have also shown that both personal and organizational factors contribute to individual performance. This explains the fact that a security professional can be exemplary one environment because of the combined factors of the said environment and his individual efforts. If taken to a different environment one factor of a reliable atmosphere is withdrawn. It therefore follows that similar security measures may not be applied in a different environment especially when it is the first time when the professional that is not used
The internal stakeholders and especially the employees were prepared to work in any environment that they might be posted and this helped in the risk reduction. There is a general feeling that if one works in one organization for long, the productivity might be compromised (Nelson and Judith, 2004). The move to the new Library however, was never scaring. To be ready to tackle any security scare that might arise organizations should invest highly in security development. Preparation is vital in enhancing readiness for the professionals to deal with the emerging challenges in their organizations. The need for a continuous training for the professionals was the major priority for the management.
The purpose for the formation and running of an institution also varies, this acts as the main determinant of the number of faculties an institution may choose to have also helps reduce the risk level in an institution. This directly affects leadership as the number of faculties not only determines the number of deans and department heads the institution have but also the kind of president or academic head to oversee the overall coordination of the administration. Proper management and good institutional communication decreases the level of risks in that particular institution and so was applied in University of Charnwood. Other factors that influence the type of leadership and hence affecting the risk level include the type of academic courses offered in these institutions (Armstrong, 2006). The leadership in University of Charnwood was one that put emphasis and actually understands the methodology used in extensive research and selection of the same was to bear in mind to include likeminded and capable individuals if such institutions are to have any chance of growing.
Leadership in University of Charnwood is usually collaborative with faculty consulting with professors in making of decisions. This is because professors do not view themselves as workers and consider their actions free to pursue their passion in research and consultations for the government or corporate world (Nelson and Judith, 2004). University of Charnwood was to come up with internal scholarships to members of staff wishing to join administration to take part-time courses in management institutional administration. This was to enable the vetting of candidates by evaluating the level of commitment towards self improvement and growth motivation and assist management in making informed decisions.
The movement of information in University of Charnwood might have brought about achievement of our set goals and objective or failure to do so. It was hence imperative that the information flowing in University of Charnwood was not distorted or broken for easier functioning of the organization. According to Porter 2008, organization communication breaks down following a number of problems inside and outside the organization. He further explains that the first and fundamental information breakdown begins with the management. It at times holds onto assumptions that since they are aware of the specific information then everyone should be or is aware (Brewster & Vernon, 2007). Bureaucracy is hated, that is, extensive written policies and procedures. Avoidance of this undermines the movement of information. In the same way, information can be given but misinterpreted by the receivers. Under any kind of pressure, urgent matters in the organization are attended to but not important ones.
Negligence is a stronghold against information flow. The management also may find it valueless to communicate to their juniors believing they should shut up and simply work. Organizational communication can only remain on toes and even improve if a number of things are put in place:
- The management should understand and completely support the fact that organizations must have an elevated standard of communication to save the organization from stilting.
- Development of effective communication skills like listening, speaking, inquiring and giving feedback through unfailing practice, will show that you appreciate each other was one of our main objectives for the smooth running of the construction process.
- Every individual was to assert for clarification whenever they don’t understand information given or even make suggestions on how one should effectively communicate.
- There were also good meetings with the management and the construction team.
In the process the institution’s communication system has grumbled, tracing back where the problem began becomes essential and heals the wounds. The communication structure could also be changed from one mode to another. For effective communication, it should be considered either as downward or upward. In the downward communications just to mention a few, the organization must see to it that every worker gets a framework of the strategic plan consisting of the organization’s mission, vision, character statement, goals and how they will be achieved (Dowling, 2008). Every employee ought to be given an employee handbook that has updated personnel policies. As well, have a primary set of steps for task conduction and incorporate it in the working manual. One should know what is required of them at places of work.
In the upward communication, let all employees account to their supervisors of the job done the previous week, to be done this week and the following one. On one meeting among the supervisors and employees does no harm (Porter, 2008). It created good rapport between the two parties. These meetings were used to solicit feedback. To ensure that feedback was acted upon with immediate effect to keep the organization on motion. To some extend, informal talks provided vital information to improve the organization.
In and during our stay, all the three formal kinds of communication were adhered to. No individual was allowed to reverse the operation of these bodies as was to undermine the well being of the construction process resulting to information breakdown. The organization was to fix in accomplishing its set goals and objective and therefore run at a loss. More emphasis was put on seniors versus juniors meetings as this proves to be a more reliable and better source of information for the .............
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