🌍 4.2. Scenario: Team Roles Exercise
Please comment and discuss below what you would do in this scenario.
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Current module (4/10)
4. Roles
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5. Phases
Scenario 1: Be clear on if this task has been allocated to someone, if so, allow them to complete. If not, and you are capable then ensure it is communicated to the team that you will be completing.Â
Scenario 2: This will not work, decision need to be made for one line manager.Â
Scenario 1: I would explain to the Project Director that writing donor proposals is not part of my role as a Workstream Leader. My focus is on community engagement. I’d suggest that the Project Planner or Project Manager is the right person to do it. I can help with any info they need from my side, but I shouldn’t be the one writing the full proposal.
Scenario 2: I would talk to them and explain that it’s confusing and time wasting to report to both. According to the PMWC roles, Project Support should report to the Project Manager. I’d ask if we can follow that structure so everything is clear and I’m not doing the same work twice.
Scenario 1
Since drafting a proposal for a donor isn’t part of my responsibilities, I would gently remind it to the project director, and I would also suggest that the task be assigned to the project planner instead.
Scenario 2
It can't work. It wastes time, and lost time can also mean lost money or reduced impact due to unnecessary complications. I would speak with both line managers, explain my concerns, and propose reporting to only one of them going forward.
Scenario 1: In my case, I would request a clarification of roles, since taking on responsibilities outside my area could lead to two issues: on the one hand, neglecting my current tasks, and on the other, duplicating or taking over duties that belong to others. I believe it is important to maintain clarity in the allocation of responsibilities to ensure the team’s efficiency, while still showing willingness to provide support if my collaboration is needed.
Scenario 2: Similarly, I would ask for clarity on whom I should report to, as the lack of a defined reporting line can create confusion. I would also seek to understand why it is necessary to submit the same report to two different people, in order to avoid duplication of efforts and ensure a more efficient flow of communication.
Scenario 1 - Based on the request of the Project Director, it will be wothwhile to organise a meeting with project team members. Project writing is a skill and as this role has been assigned to the Workstream leader, he has to ensure coordination for the sucesss of this task. Based on the scope of the proposal, team members will contribute to the write up which will be reviewed internally prior to submit to the Project dirrector.
Scenario 2 - It will be important to try to respect the deadlines for the first deliverables. However it will be advisable to seek for advice and support to explain to both parties for the need to rationalise time management in the execution of the workstream leaders responsibilities
Scenario 1: Highlight this is not within my current responsiblities, indicate that it might be better suited to the project manager as they are more knowledgable of project requirements and objectives.
Scenario 2: Ask project manager and project director if they report into each other to try and establish a hierarchy... or else you could identify their expertise so you know which one to get approval for specific tasks.
Although the newly assigned task may not fall within the functions and responsibilities originally assigned to me, it could become a fundamental priority within the organization, and in this scenario, there might not be a better-prepared person to carry out the task. Therefore, through an open dialogue with the project director or leader, certain guidelines could be established to temporarily step outside specific functions and achieve an important milestone.
Scenario 1: I would handle this by explaining that my role is quite specific to my workstream and that asking me to work on something else unrelated to the workstream would potentially impact adversely on progress of my workstream. I would explain that the drafting of a proposal is the project planner's role. The project leader appears to have by-passed the project manager (assuming they are different people), therefore ignoring the project's roles and decision-making authorities in the standard project structure and, no doubt, what is documented in the project plan.
Scenario 2: As the Project Support, I should only be reporting to the Project Manager. The Project Director line manages the Project Planner and the Project Manager, not me. It's the Project Manager who line manages me. I would refer them back to the project plan and the roles and ask them to respect these. Consequently, I would report only to the Project Manager because I am reporting on work that is part of the day to day running of the project and, therefore, the checking of the work and any decision making rests with the Project Manager. Having both review my work and make decisions on it independently just duplicates effort, causes confusion, and this is so particularly if their decisions are contradictory.
Scenario 1
As the Work stream Leader of a burrowing owlets project, I would ask:
a) I will speak to the Project Manager about who they feel is best suited to take on this task?
b) Who is the Project Planner whose responsibility is fundraising?
c) Is it specific to burrowing owlets in which I could offer some input, is that why I've been asked?
Scenario 2
As project support of a forest owlet project, I would recommend having a Line Manager that is the Project Manager, and then the Project Manager can discuss things with the Director. One line manager is appropriate and double decision making prolongs action.
Scenario 1: I’d ask for clear role definitions to avoid neglecting my own tasks or duplicating others’, while staying open to help when needed.
Scenario 2: I’d explain that reporting to both is confusing and inefficient. As per PMWC roles, Project Support reports to the Project Manager, so I’d ask to follow that structure to keep things clear and avoid duplicate work.
Scenario 1: I would inform the project director that this is not part of my roles Considering at the beginning of a project duties are usually allocated, I would direct him or her to whomever seems to be best suited for this as my responsibility is community engagement.
Scenario 2: This would be an issue in the long and shirt run as I can report to only 1 person about 1 task
Scenario 2 I would discuss with both line managers if there is a way of streamlining this rather than having to report the findings twice to both as it seems a waste of time and resources for everyone to have to report all findings twice especially in conservation where time is a finite resource.Â
Scenario 1 If writing proposals is not part of my job description I would ask why they have chosen me for the task and any tips they can give on how to write a proposal for the donor such as what areas of conservation are they likely to support.Â
Scenario 1: I would offer to assist with the proposal's community engagement objectives, as this is my workstream, but proposal writing in itself is not part of my responsibilities and I won't be able to write the entire proposal myself. I do know however, that assisting with proposals (in my organisation) is part of everyone's responsibilities, regardless of roles. It might just be because we are an NGO and are dependent on Grants and donor funding to ensure that we remain employed. We do have a proposal team that assist with putting together the final proposal based on everyone's input.
Scenario 2: I would ask whether it is necessary to report on my progress to the both of them and whether I can report either to one or the other - they can relay the information if need be. If it is unavoidable (that both needs to be informed of everything at all times), I would suggest a joint meeting where both are present and I can provide feedback all at once.
Scenario 1:
If I were the Workstream Leader for community engagement, I’d respectfully clarify my current responsibilities and explain that proposal drafting falls outside my role. However, I would express willingness to assist by sharing community data or insights that might strengthen the proposal.Â
Scenario 2:
In this case, I would request a short meeting with both the Project Manager and Project Director to clarify the reporting structure and streamline communication. Having one designated person to report to would reduce duplication, confusion, and time waste.