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Risk Workshop and Risk Register

RiskWorkshop and Risk Register

Riskworkshop and risk register

Everyproject team normally faces various problems as they attempt to goahead with certain activities towards the realization of the goalsstipulated. In such situations, there is usually chance that the saidproject could fail if necessary steps are not taken towards theproper identification of risks and finding out proper steps thatwould be taken towards ensuring that there is minimization orcomplete cutting down of some of the impediments to theaccomplishment of a project. Such a process is normally expedited andfacilitated with the creation of a risk register (Hillson &ampSimon, 2012). The document is basically a tool in which all theforeseeable and identified risks could be outlined, their causesstipulated and some remediation measures stipulated for the purposeof ensuring that the said problem is well dealt with in a manner thatwould be appropriate and satisfactory. The paper aims to create arisk register through the identification of pre-workshop activities,threats, and opportunities for the same.

Pre-workshopactivities

Theprocess shall involve carrying out various actions that are bound toensure that the process of the workshop goes on as smoothly as itwould desirable. In such a case, the process will be heightenedthrough the creation of right procedures in which the members willhave a meeting in which they will get to brainstorm on various issuesthat they may need to include in the risk register (Hillson &ampSimon, 2012). One of the cases of interest is such as theidentification of specific risks that are of interest as a way ofmaking formidable preparations towards the next step that the projectteam shall take. Most of the activities identified in thepre-workshop phase are normally carried out with by members of theproject team with extreme efforts from the project facilitator aswell as the project manager who does their role to ensure that theprocess goes on as would be desirable. A risk workshop agendanormally has two roles. One of them lies in the identification ofthreats and opportunities that do phase the given project that isbeing examined by the project team (Hillson &amp Simon, 2012). Thesecond phase is basically bound to the aspect that all the risks thatare outlined in the discussion are attached to a given owner whoshall take charge in ensuring that the procedures that would beagreed upon on how to deal with the challenge are followed, though,to the letter, for the purposes of achieving better outcomes in theend.

Themobilization process to the venue is quite important because it helpsin availing the necessary material to the room where the discussionswill take place. The case could include setting up of a projector andensuring that the PowerPoint material is well affixed, movement ofthe relevant stationary that the project team could deem necessaryfor running the meeting as well as the provision of computerfacilities when necessary (Hillson &amp Simon, 2012). In suchsituations, the team usually has little need for experiencingshortfalls as it makes deliberations on various issues as most of theactivities that will be run in the room will have all the resourcesneeded.

Theprocess of brainstorming on some of the risks that could beassociated with the problem for the purpose of identifying them isalso quite important. The process helps to ensure that the projectteam does focus on the problem and with time, it will be in aposition to gather more information regarding it with the need todevelop proper strategies that will be geared towards theminimization of the said risk (Burke, 2013). The fact that manypeople will be in a process of identifying the risks also pointstowards the fact that the project team shall be in a position toidentify all the said risks that the said project could face,conclusively. In such situations, it shall be in a position to takeup the right steps towards the reduction of the said problems thatthe team could come up with in the long run.

Theassessment of the risk is also essential as it ensures that the teamis able to focus most of its activities towards characterizing therisk as well as identifying some of the roots and immediate causes ofthe said risk. The project team could also establish the risk ratingof the said element in terms of likelihood of occurrence of the riskand the level of severity that would be associated with the said risk(Hillson &amp Simon, 2012). The activity would help to ensure thatthe project team puts in more effort towards establishing properprocedures that would go a long way to deal with the problem andaddress the risk accordingly. In such situations, there will beincreased chances of success of the said project in the long run.

Theassigning of duties to various members of the project team is quiteimportant in that it enables every member of the project team to havean area which he could focus on and pay more attention to. The personcould, therefore, carry out more research concerning the specificrisk that has been assigned to him in a bid to come up with betterstrategies that would help to minimize the said risk accordingly(Burke, 2013). The situation will also be of importance given thatthere will be a reduction in the possibility of a clash of duties asevery member of the project team shall have a specific role to play.

The‘way forward’ activity shall be the situation whereby the projectmanager summarizes the entire session that the project team shallhave and provide an idea of the steps that will be taken later on(Burke, 2013). The activity helps to end the session with theprovision of the specific planned actions that the project team wouldneed to embark on, for the purpose of ensuring that they are on theright track towards the realization of the project goals.

Table1: Pre-workshop activities

Activity

Time interval (in minutes

Person in charge

1

Mobilization and venue preparation

20

Subordinate staff and project facilitator

2

Brainstorming and risk identification

25

All

3

Risk assessment

20

All

4

Assigning of duties to members

15

All

5

Way forward

  • Dates

  • Actions

  • Owners

20

Project manager

Topfive threats in a risk register

Theproject team would identify some threats that would likely be of harmto the project and provide huge challenges in terms of realization ofthe specific goals and objectives that were set up. The threats wouldinclude little community support, reduced funding from donors, shortperiod to achieve project deliverables, changes in community needsand little government support and facilitation (Hillson &amp Simon,2012). These elements would point towards the fact that there wouldbe high chances of minimization of the likelihood of the realizationof the specific plans that the project team established in the firstplace. The likelihood and severity rate would be measured on a scaleof 1-10. The countermeasures include some of the actions that wouldneed to be put in place to ensure that there is a high chance ofreduction of the threats and as well, play a huge role towards therealization of the desired outcomes that necessitated the creation ofthe project.

Threat or opportunity

Description of risk

Likelihood of occurrence

Severity of effect

Countermeasures

Impact

1/12/2016

Threat

Little community support

4

6

Have an active engagement with the community before rolling out of the project in a bid to explain to them how they could benefit from outcomes realized from the project

The occurrence of the threat would make the community fail to take up the deliverables of the project and, therefore, lead to failure of the project in the end.

2/12/2016

Threat

Reduced funding from donors

6

5

Write proposals for funding to donor bodies informing them of the importance of a given project that the organization is involved with as well as a needs assessment report that shows areas that seem to have a deficit. The project team would also need to prepare periodical budgetary reports to the donor agency to inform it on how various monies disbursed to the organization were used. The practice brings in the element of accountability.

The realization of the threat would make it hard for the project team to continue running the project as they will lack the necessary resources to do so. With the continuity of such case, there is a high likelihood that the project could come to a standstill in the long run.

3/12/2016

Threat

Short period to achieve project deliverables

5

4

The project team would need to hire more people and find more resources that would play a huge role towards the realization of the goals of the project in a timely fashion.

There is a high chance that the time allocated for the completion of the project would elapse before the completion of desired outcomes of the said project. The case, therefore, means that the project will not have attained its primary objective of being complete.

4/12/2016

Threat

Changes in community needs

4

7

The project would need to monitor the needs of the community with the aim of identifying any changes that would be attained for the purpose of restructuring its activities to be in line with the specific provisions outlined in the project

In case there is an extreme shift in community needs, there is a high chance that all the deliverables attained in the project would be useless as they shall not be of relevance to the community in the end.

5/12/2016

Threat

Little government support and facilitation

6

6

The team would need to share information regarding its activities with various government organs for the purposes of harnessing some support from the government. The process will ensure that the project goes on well as would be anticipated.

6/12/2016

Opportunity

Acceptance by community heads and gatekeepers

8

7/12/2016

Opportunity

Increased flow of information among stakeholders

7

8/12/2016

Opportunity

Availability of proper infrastructure to facilitate the realization of project goals.

5

Justificationof assignment of probability and impacts for each opportunity

Theprobability of occurrence of the opportunity of the project and itsdeliverables being accepted by the community is set at 8 on a scaleof 1-10. The index is reasonably high. The case is highly likely,given that in most cases, an organization will roll out a projectthat it is sure will be taken up by the community of interest. Theproject team normally carried out a needs assessment to identify thespecific problems that the community goes through. In such cases, theteam is able to brainstorm on the specific problems and come up withrecommendations on the various activities that it could take part in,for the purpose of ensuring that it is in a position to meet theneeds of the said community through the provision of variouselements.

Theopportunity of increased flow of information among stakeholders isassigned the index of ‘7.’ The figure is assigned, owing to thefact that there is high chance that the various stakeholders involvedin the project will be willing to communicate with one anotherefficiently as they shall have a common goal of ensuring that thereis the proper realization of the project outcomes for the benefit ofthe community members involved. The case of development ininformation technology is also good to mention. The aspect shows thatthere is a high chance that people will be in a position tocommunicate with one another more effectively as a result of thevarious media of communication that current technology has providedthem.

Theavailability of proper infrastructure is assigned the index ‘5.’The case points towards the aspect that the infrastructure availableis barely enough to aid towards the attainment of goals of theproject. While there is the likelihood that the available resourceprovided to the public will meet the threshold, the project teamwould need to withstand many challenges to remain on course andensure that the project goes according to plans that were laid downin the first place. Some of the infrastructure that the project teamwould be more concerned with include road network and availability ofwater and electricity, among others (Burke, 2013). The situation isbecause these aspects most often act towards the facilitation of thespecific activities of the project team to the point that it is ableto meet its obligation in the best way possible. Given that theavailability of infrastructure is deemed to be quite low, there wouldbe the need to call for various government agencies to aid in theprovision of necessary infrastructure.

Conclusion

Theproject team will be in a good position to realize the variousoutcomes of the project when it carried out the procedure of riskidentification in a systematic manner. There is also the need ofincorporating competent personnel in the team. These people will bequite aware of the various issues that they need to focus on, for thepurpose of ensuring that they are in a position to providehigh-quality services (Burke, 2013). The process of identifying thevarious opportunities that would be of interest for the project isalso essential because it shows the high chances that the projectteam has, in being able to lead the project towards the rightdirection. The crucial role of a risk workshop register can,therefore, not be emphasized enough.

References

Burke,R. (2013). Projectmanagement: planning and control techniques.&nbspNewJersey,USA.

Hillson,D, &amp Simon, P. (2012). Practicalproject risk management: The ATOM methodology(2nd ed.).Vienna, VA.: Management Concepts.