🌍 4.2 Scenario: Team Roles Exercise
Please comment and discuss below what you would do in this scenario. Scenario 1
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4: Roles
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I would discuss with my Project Director for the justification for me doing this task, and have an open discussion about work dissemination and roles. Perhaps I could assist someone else who is responsible for this task however I would be mindful of extra workload.Â
I think this is a very well put course of action. While taking a task such as this is interesting and can be a more proactive role in the project, there are a lot of complications that could arise from it and disturb the team dynamics. Not to mention, as you said, that the extra workload can hinder your ability to deliver on your own responsibilities as Workstream leader.
As a workstream Leader, I should know what the project entails. I will seek further guidance on the overall view of the proposal, key activities, objectives/milestones, timelines, and the budget and then give a trial to the proposal development.
It depends on if there is a designated workstream leader for proposals. I would ask the Project director why he is asking me to draft that proposal and which of both tasks (drafting proposal or community engagement) should be prioritized since I cannot work on both in parallel in good quality. I would aim to draft the proposal with colleagues who are experienced in this field.
I would say yes if the project is small and the project planner is super busy although that would depend on my current work load.Â
As a work stream Leader, I would politely thank the project director for the opportunity but I would first say to him that I would need to speak to my line manager and I would clarify my roles in the project (being community engagement). If I am capable, I would show my availability to help around in the process of drafting this proposal as this could be an opportunity for career growth.Â
I would thank them for the opportunity and explain that this does not fall under my responsibilities on the project. I would be happy to support the person who's job it is if this would help.
It's important that we have an open conversation to understand the circumstances. Is there a role in the project that is specifically responsible for planning and implementing funding?
 I always prioritize my role as a workstream leader. If I have the skills and available time, I'm more than willing to assist the person in that role or the Project director if there isn't one.Â
In this scenario, you should professionally clarify your role while also offering support in a constructive way.Â
Perhaps an explanation like this "I really appreciate the trust in me to take on this task. My expertise is in community engagement, so while proposal writing is outside my direct responsibilities, I’d be happy to provide any relevant insights from our engagement work that might strengthen the proposal. It might be best to have our fundraising team or someone with grant-writing experience lead this process."Â
if anyone has time i would appreciate feedback on my answer.Â
@Ezekiel I agree with your response and with the explanation you provided. After reviewing the notes and a few other answers, I remembered the project planner typically has fundraising responsibilities, so it might make sense to specifically call that individual out as a resource for the project director.
I completely agree with @Ezekiel 's approach and was just thinking of adding the project planner bit, when I read @Summer LaRose 's reply :) So, I think, together, they make a sensible and respectful response.
I would make the project director aware that my time and workload should be taken into account but will assist when and where I can to make the proposal work for the good of the project. Â
I would discuss the task with my Project Manager to ensure that the new task does not hinder my ability to complete other tasks. After that, I would discuss the different aspects of the new proposal with the Director, Project Manager and Support to highlight the objectives, priority areas, indicators and targets for the new proposal.Â
I would reply, "As the project planner, Sarah, would be in a better position to do that. Unfortunately, it is outside of the scope of my role for this project. Would you like me to tell Sarah to reach out to you or would you rather follow up with her directly?"
It sounds like something the project planner should be doing? I would therefore indicate to the Project director that whilst I would be glad to jump on the new task I would need clearance with the project manager to ensure it doesn’t interfere with my other responsibilities and will check with the project planner on any key details I need to focus on.
Concordo Contigo, é sempre bom sermos humildes nestas situações e respeitar as hierarquias da organização
I agree with the answers provided. As a the community engagement workstream leader, my expertise and my specific role for this project fall under the umbrella of community engagement, not fundraising or donor relations. The project planner is typically responsible for raising funds, so I would ask the project director to touch base with that individual. I would also let them know that with project manager approval, I would be happy to support the project planner by providing stories and statistics on our community engagement work. If there is a specific scenario where the project planner was unavailable for this task, I might take it on if it fell within the range of something I had interest in expanding my knowledge and expertise in, if I had time available after completing my existing weekly tasks, and if the project manager approved of my involvement in that capacity.
Bom Dia.
Primeiro eu iria falar com o director para entender melhor o porque de ele me dar esta tarefa que nĂŁo faz parte da minha responsabilidade. depois poderia avaliar se iria me sentir confortavel com a tarefa poderia realizar, mas caso visse que nĂŁo compro com os requisitos para comprir com a tarrefa poderia aconselhar ao director a procurar um profissional qualificado para executar a tarefa.
In this situation, I would handle the request professionally while maintaining clarity about my role. Here’s how I could go about it:
Be grateful to the Project Director for considering me for this task, gently remind him/her that my workstream is focused on community engagement and that proposal writing typically falls outside my designated responsibilities and instead of outrightly declining, I'd suggest an alternative approach which would be identifying the appropriate person or team responsible for drafting proposals and recommend that the request be directed to them and offer to provide relevant community engagement insights that could support the proposal if applicable.Â
I think this approach shows professionalism, reinforces clear role management, and ensures the task is handled by the right person.
I would express my gratitude for this opportunity and make it known that while I am willing to contribute, I would need guidance on how to approach it effectively as it is not within my scope of work. I could suggest working alongside a person responsible for donor relations to ensure the proposal aligns with the overall project objectives and funding strategy.
i would politely ask the Project Director for clarification. "I’d be happy to contribute where I can. Could you clarify the scope of my involvement? Are you asking for a full draft or just input from a community engagement perspective? If they expect a full proposal “I can certainly provide details on how the community engagement efforts align with the donor’s goals. However, given that proposal writing isn’t my area of expertise, perhaps i can collaborate with someone from the fundraising or grants team to ensure a strong submission.
I would clarify whether this is a one-time ask or if I should be incorporated into that workstream. If it is a quick task and I have the time, I could volunteer my time to help and it might be a good learning opportunity. But, I would use it as a discussion point about roles.Â
I will accept doing the work, but i will also discuss with the project director to respectfully seek clarity as to what needs to be done & why I have been asked to perform the task which is not part of my role.
I m never against taking over of new responsibilities if I have extra time, but I would ask the director to have a meeting with them and my line manager to discuss this in further detail.Â
I would ask to have a chat or call with the Project Director to understand more around the proposal, ask how this would fall under my roleÂ
I would tell him that i could gladly collaborate with the project planner in giving him feedback or ideas but that this is not my responsibility
I would speak to the Project Manager as my immediate line manager. It may be that he will discuss further with the director, or that the PM will know that there is another workstream leader whose remit this falls within.
I would first off thank them for thinking of me to assist in the new assignment, I would further ask for time lines and addition information involved with the draft proposal, to which i will thereafter discuss about my current assignments and responsibilities that need to be done within the project timelines. I would then inquire whether its possible to hire extra support or I assist a team member with the new assignment without jeopardizing my assignment as a solution.