Establishing the Deep Dive Organization: A Project Overview

DERIVABLES

DEVELOPMENT

IMPLEMENTATION

MONITORING

Strategy development

Leadership / mentoring

Management

prototypes

Question

Task: What are the key components of the project charter for establishing the Deep Dive Organization?

Answer

Project Charter

A. Project Title: Creation and Construction of "Deep Dive Organization" Organization

B. Project Objective: Using the LEGO Serious Play methodology, we aim to build an organization called Deep Dive Organization that facilitates collaborative experiences. The project will be completed within a six-month timeframe and will cost $500,000.

C. Product Scope Description: After the project is complete, Deep Dive Organization will be able to offer LEGO Serious Play workshops and programs that strengthen teams, products, and services.This will include a physical location for operations, a range of tailored programs, and a website and social media presence. This will enable us to promote our services and engage with clients.

D. Project Milestones and deliverables

1. Month 1: Define mission, vision, and values; conduct market research; develop staffing plan

Outlining Deep Dive Organization's mission, vision, and core values, future aspirations and guiding principles.

Clients, competitors, and market trends.

List of job positions, descriptions and required skills and qualifications.

2. Month 2: Develop marketing plan; establish physical location; establish supplier relationships

Deliverable 2.1: Defining target audiences and setting measurable goals for Deep Dive Organization's marketing plan.

Deliverable 2.2: Contract for the lease or purchase of facilities that Deep Dive Organization will use for workshops and operations.

Deliverable 2.3: Contracts signed with suppliers for essential materials for workshops, including LEGO sets.

3. Month 3: Hire and train staff; develop range of LEGO Serious Play programs

Deliverable 3.1: Fully trained and qualified staff who are ready to begin their respective roles.

Deliverable 3.2: A portfolio of LEGO Serious Play programs, designed to cater to a variety of client needs and scenarios.

4. Month 4: Develop website and social media presence; establish partnerships with other organizations

Deliverable 4.1: Develop a fully functional, user-friendly website showcasing Deep Dive Organization's services, values, and unique offerings, along with active social media accounts.

Deliverable 4.2: Establish strategic partnerships with other organizations that complement Deep Dive Organization's services.

5. Month 5: Launch operations; refine and improve services based on feedback

a. Deliverable 5.1: Completion of initial workshops and client engagements to mark successful launch of operations.

b. Deliverable 5.2: Development of a revised services plan based on early feedback, which includes improvements, additions, or changes to the initial range of LEGO Serious Play programs.

6. Month 6: Evaluate effectiveness of services; make necessary adjustments

a. Deliverable 6.1: An assessment report that includes client satisfaction, achievement goals, and improvement areas for Deep Dive Organization's services.

b. Deliverable 6.2: Adjustments to Deep Dive Organization's operational plan based on the evaluation findings to begin the next phase of growth.

C. Stakeholders:

a. Founder/CEO: As the top decision-maker, the CEO sets the strategic direction, formulates the company goals, and ensures alignment with the organization's mission and vision. In order to achieve organizational objectives and successfully execute projects, their commitment, engagement, and performance are crucial.

b. Employees: All people tha play a direct role in the day-to-day activities of the organization.

c. Clients: Business or organization that hires Deep Dive Organization for LEGO Serious Play workshops. Deep Dive Organization's success depends on their satisfaction and engagement.

d. Suppliers: Providers of essential materials, like LEGO sets and other materials.

e. Partners: Partnerships Deep Dive Organization forms with other organizations. Deep Dive Organization may benefit from complementary services or other strategic partnerships.

a. Investors or Shareholders Funders with a vested interest in Deep Dive Organization's financial success would be key stakeholders if the organization receives external funding..

D. Impact Statement

Potential Impact	Systems / Units Impacted
Deep Dive Organization is going to start offering seminars and programmes that are based on LEGO Serious Play. These programmes are going to be geared to improve the efficiency of teams, products, and services.	The teams, products, and services.
Deep Dive Organization will assist in attracting and retaining a diversified consumer base, in addition to assisting businesses in better understanding areas for improvement.	Better customer retention

E. Pre- Assigned Resources

a Human Resources: The Founder/CEO and initial team members. From the beginning, these individuals bring their skills and expertise to the project.

b LEGO Sets: Deep Dive Organization's Serious Play methodology is central to our offerings, so we will pre-assign LEGO sets.

c Technological Resources: A customer relationship management system (CRM) or project management software may be included in this category.

d Financial Resources: Funding or capital to start the organization would be pre-assigned. For example, this could be used to cover the costs of hiring, purchasing materials, and securing a location.

F. Project Risks

a. Competition Risk: There may be too many providers offering similar or alternative corporate training and team-building solutions in the market. Market share and profitability of Deep Dive Organization may be affected by this intense competition.

b. Operational Risks: Among these are issues related to the delivery and availability of necessary resources, such as LEGO sets. Additionally, workshops could be disrupted by natural disasters, pandemics, or other events that could affect the physical location or the ability to gather.

c. Reputation Risk: The reputation of Deep Dive Organization could be harmed by any negative client experience or public relations issue. There could be a poor reception to a workshop, a service issue, or negative public comments about the workshop.

d. Regulatory Risk: Deep Dive Organization may have to comply with legal or regulatory requirements, such as business licensing or data protection laws. A failure to comply with these requirements can lead to legal trouble, fines, or other consequences.

G. Success Measurements

• Strategic Alignment: In line with Deep Dive Organization's mission, vision, and values. An organization's strategic objectives and goals should be addressed by the project.

• Market Penetration: Within a specific timeframe, a business has succeeded in gaining market share, repeat business, or acquiring new clients.

• Client Satisfaction: Currently, positive reviews, testimonials, and feedback indicate a high level of satisfaction with our services. In addition to customer retention rates, referral business can also be measured.

• Financial Performance: Financial targets are met or exceeded by the organization. Various financial metrics can be used to measure this, including revenue, profit margins, and return on investment.

• Operational Efficiency: A high level of efficiency is maintained in the workshops and other operations, as well as effective utilization of resources. Workshop delivery rates, staff and resource utilization rates, or operational costs as a percentage of revenue may serve as measures of effectiveness.

• Brand Awareness: Deep Dive Organization and its unique products are successfully promoted through this project. You can measure this by looking at metrics such as website traffic, social media engagement, or media mentions.

• Staff Engagement and Development:

• Employee satisfaction levels, staff retention rates, or professional development opportunities are indicators of staff engagement and development.

• Regulatory Compliance: Compliance with all relevant legal and regulatory requirements has been achieved without any significant issues or penalties.

• Risk Management: Risks are effectively managed and mitigated by the project, and there are no major issues or incidents that could negatively affect the organization or the project.

Work breakdown structure

Deep Dive Organization provides organizations and individuals with quality training methodologies covering multiple phases, promoting participation, engagement and rapid implementation through organizational development. This valuable training ensures efficiency and enables communication and problem-solving strategies for stakeholders. (ASSOCIATION OF MASTER TRAINERS, 2021b).

Steps:

• Research: Find the target market, Analyze current trends in training and team coaching. Investigate communication and problem-solving strategies.

• Target market: enterprises or individuals involved in education, training, coaching, learning and development specialists, researching, consulting and team/project leaders. (ASSOCIATION OF MASTER TRAINERS, 2021b)

• Current trends (Major deliverables): Organizational development, Business, psychology and learning.

• Design: Development of training methods, such as training materials and learning objectives. Website and social media development to gain a presence in the market. Videos, images, webinars, blogs, posts.

• Testing: Evaluate the training methodology, ensuring it meets the learning objectives and provides opportunities for effective communication and problem-solving. This process can be evaluated by doing training samples. Social media and website development are created to make the user experience approachable and friendly; therefore, it has to be constantly tracked.

• Delivery: overall implementation of the program structure, such as creating scheduled programs or material content for trainers and clients.

• Material content: Identifying communication styles, negotiation techniques, Brainstorming and idea generation sessions, Conflict resolution skills, creative thinking, risk management, and decision-making. (Laoyan, 2022b)

• Monitoring: control of the program process, such as tracking project budget, milestones, schedules, website and social media updates, and keeping up to date with the latest communication and problem-solving strategies.

Rubrics

Rubrics

Major deliverables: Organizational development, Business, learning and psychology.

Sub Deliverables: Constructivism, Leadership, Play and Imagination.

Work package: Application Techniques, Core programmes, and the supporting theories.

Organization Breakdown Structure

Deep Dive Organization's founder and CEO: provides strategic vision and overall leadership. Among their responsibilities are setting the company's goals and objectives, ensuring alignment with the mission, and guiding its growth. They are responsible for overseeing operations, making critical decisions, and establishing the foundation of Deep Dive Organization's success.

Chief Facilitator: Leading LEGO Serious Play workshops and programs is the responsibility of the Chief Facilitator. Besides having a profound understanding of LEGO Serious Play methodology, they also possess facilitation skills that enable them to engage participants effectively. In order to increase collaboration, ideation, and problem-solving among teams, the Chief Facilitator creates customized experiences tailored to the specific needs of clients. Providing high-quality services and ensuring Deep Dive Organization's engagements succeed are their primary responsibilities.

Business Development Manager: The Business Development Manager plays a vital role in driving Deep Dive Organization's growth. They actively identify and acquire existing clients and business opportunities. Building and nurturing relationships with clients and partners are key responsibilities. The Business Development Manager develops and implements strategies to expand the client base, strengthen the organization's market position, and explore potential areas for growth.

Operations Manager: Deep Dive Organization's Operations Manager oversees the company's day-to-day operations. It is their responsibility to oversee the logistical aspect of the workshops, to ensure smooth execution, and to allocate resources efficiently. To ensure smooth service delivery, the Operations Manager schedules workshops, manages resources, and maintains quality control.

Marketing and Communications Manager: Deep Dive Organization's Marketing and Communications Manager handles marketing. In order to market the organization's services, they develop and implement marketing strategies. Besides creating and managing promotional campaigns, maintaining the brand's presence across multiple channels, and engaging with the target audience, the Marketing and Communications Manager is crucial to building brand awareness, attracting new clients, and positioning Deep Dive Organization as a collaborative experience leader.

Customer Relations Manager: Customers are Deep Dive Organization's top priority, and the Customer Relations Manager is responsible for maintaining and building strong relationships with them. Getting to know clients' needs, responding to their concerns, and handling feedback effectively ensures high customer satisfaction. Client Relationship Managers serve as the main point of contact for clients, nurturing long-term relationships, and identifying new client retention and growth opportunities. In order to foster customer loyalty and deliver exceptional customer experiences, they play an essential role.

Responsibility Matrix

TASKS	PAULO	JUAN	DIEGO	JORGE	SUKHPREET
Target market			R	R	S
Content development	R	R		S
Workshops	S		R		R
Programs		S		R	R
Website	R	R	S
Social media content	R	R		S
Customer experience			R	R	S
Reports	S		R		R
Analysis results		S		R	R

Deep Dive Organization Communication Plan

1. Founder/CEO:

• Type of Information: High-level project updates, strategic decisions, risks, and opportunities.

• Frequency: As needed, with formal updates at least monthly.

• Method: In-person meetings, emails, and phone calls.

2. Employees (Chief Facilitator, Business Development Manager, Operations Manager, Marketing and Communications Manager, Customer Relations Manager):

• Type of Information: Detailed project updates, task assignments, performance feedback.

• Frequency: Daily or as needed for task-related communications, weekly for general updates, and quarterly for performance reviews.

• Method: In-person meetings, email updates, team collaboration tools, and performance review sessions.

3. Clients:

• Type of Information: Workshop schedules, feedback requests, service updates.

• Frequency: As needed or following each engagement.

• Method: Emails, phone calls, surveys.

4. Suppliers:

• Type of Information: Order updates, feedback on product/service quality.

• Frequency: As needed based on procurement schedule.

• Method: Emails, phone calls, meetings.

5. Partners:

• Type of Information: Collaborative initiatives, strategic updates, performance reports.

• Frequency: Quarterly or as per agreement.

• Method: Meetings, emails, phone calls.

6. Investors or Shareholders:

• Type of Information: Financial updates, strategic decisions, significant achievements or changes.

• Frequency: Quarterly or as per agreement.

• Method: Formal reports, meetings, emails.

Deep Dive Organization Communication plan additions:

• Establish escalation protocols: Determinate what to do if problems occur or stakeholders require further information. Clearly define the steps to escalate issues or inquiries to the proper team members, managers, or other stakeholders.

• Use collaboration tools: To help team members communicate and share documents, consider using collaboration solutions like Microsoft Teams, Slack, or Google Drive. These solutions can ensure that everyone has real-time access to the same data and updates.

• Tracking feedback: Maintain a close eye on stakeholder feedback to ensure the communication plan fulfills their requirements and expectations. Ask for feedback via surveys, interviews, or other channels, and utilize the responses to alter the communication strategy as necessary.

• Continue to keep records: All communication activities should be documented, including meeting minutes, progress reports, and any other pertinent paperwork. This documentation can monitor development, pinpoint problems, and show that communication and collaborative attempts have been made.

REFERENCES

Strategic Play Global (0914162 B.C. Ltd.) - Experience. (n.d.). https://www.strategicplay.com/experiances

Hayes, C. and Graham, Y. (2020), "Understanding the building of professional identities with the LEGO® SERIOUS PLAY® method using situational mapping and analysis", Higher Education, Skills and Work-Based Learning, Vol. 10 No. 1, pp. 99-112. https://doi.org/10.1108/HESWBL-05-2019-0069

Theresa Quinn, Sok-ho Trinh & Jonathan Passmore (2022) An exploration into using LEGO® SERIOUS PLAY® (LSP) within a positive psychology framework in individual coaching: an interpretative phenomenological analysis (IPA), Coaching: An International Journal of Theory, Research and Practice, 15:1, 102-116, DOI: 10.1080/17521882.2021.189842

ASSOCIATION OF MASTER TRAINERS. (2021, September 21). Home - SeriousplayTraining. SeriousplayTraining. https://seriousplay.training/ Laoyan, S. (2022, October 29). Problem Solving Strategies for the Workplace [2023] Asana. Asana. https://asana.com/resources/problem-solving-strategies

Building a Better Business Using the Lego Serious Play Method: Kristiansen, Per, Rasmussen, Robert: 9781118832455: Books - Amazon.ca. (n.d.). https://www.amazon.ca/dp/1118832450?ref_=cb_interstitial_us_ca_desktop_rec_bullseye_unk_dp_dp

Team, E. (2023). Startup Risks and How to Manage Them | Embroker. Embroker. https://www.embroker.com/blog/startup-risks/ Deep Dive Organization

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