3 On schedule

Starting point Working with words | Managing projects

1 What projects are you 1 Work in groups. Look at the picture of a ride at a theme park. Try to list six
currently working on? stages in a project to build a ride like this, starting with ‘Brainstorming’.
2 Think of one project. 2 Join another group and list your stages. Add any new ideas to your list.
What are some of the
key stages? 3 Read the article about planning and building theme parks. Which of your
stages does it mention?

A RIDE THAT RUNS ON TIME

T
heme parks are big business these days. Millions of would only take one of the teams to fall behind schedule
visitors buy tickets to enjoy the rides at Universal or go over budget and the whole project could be delayed.
Studios in Florida or Disneyland Paris and each Assuming the construction phase stays on track,
year visitor expectations are higher. To survive in this there then follows a long period of safety testing and
competitive world, every major theme park needs its new assessment of the ride’s performance. Having made the
attraction, which requires years of upfront planning. launch date, the park starts to monitor visitor feedback;
Phase one in most projects begins with brainstorming. they survey visitors, and the overall success of the new
The theme park designers think about the story behind ride will be calculated over time by the number of visitors
the ride and its imagined geographical location. No idea is choosing to go on the ride every hour.
considered too crazy at this stage as there are no budget
constraints – yet. Once the basic idea is agreed, each part
of the ride is storyboarded, like scenes from a film. The
images from the storyboard are then transformed into
a combination of 3D models of the ride and images on
a computer. At this point, the design team presents the
concept to the main project manager and tries to provide
an accurate forecast of the time needed to complete the
project and a realistic budget.
Once the project is given the go ahead, phase two
begins and the project team starts to work with other
engineers, model makers and sound and lighting
designers. In order not to miss the deadline, the project
will need a wide range of people with specialist skills,
and many parts of the process are outsourced. This is
a critical period when it’s easy to run into problems. It

4 Work with a partner. Read the article again and answer these questions.
1 Why do theme parks need a new attraction every year?
2 How controlled are the early stages of a project?
3 What does the team have to present at the end of phase one?
4 In phase two, why does the number of people involved increase so much?
5 What can go wrong at this stage of the project?
6 How does the theme park know if the project is successful?

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 Unit 3 | On schedule

5 Match 1–10 to a–j to make phrases from the article.

1 upfront a constraints
2 budget b forecast
3 accurate c on track
4 realistic d budget
5 miss e planning
6 run into f launch date
7 stay g problems
8 go over h the deadline
9 fall behind i budget
10 make the j schedule

6 Work with a partner. Do you associate the phrases in 5 with successful (S) or
unsuccessful (U) projects, or both?

7 Match the words in bold in 1–6 with a phrase with the same meaning from 5.
1 To avoid problems later on, let’s start with some preparation before we do
anything else. upfront planning
2 Do we have a sensible amount of money or are we supposed to do this
without spending anything?
3 Can I spend as much as I like or are there any limitations to the amount of
money I have?
4 At this rate, we won’t meet the deadline to have it in the shops.

5 I need a correct prediction about timings and costs before I give the go ahead.

6 The project didn’t stay on track with regard to the timings.

8 Choose a verb from the list that can go with all three phrases in each group.
miss stay go run make
1 smoothly / on time / into problems
2 the deadline / the launch date / the chance
3 on track / within budget / the course
4 over budget / ahead with the plan / out of control
5 the deadline / a plan / a mess of it

❯❯ For more exercises, go to Practice file 3 on page 110.

9 Work with a partner. Read the notes on a project review. Discuss and
make a list of what went right and what has gone wrong for the project.
Example: The total cost of the work has gone over the original budget.

Project: increase plant space of factory by 25% and install new production line
Total cost of the work: estimate = €1 million; actual cost = €1.3 million
Time for completion of project = 18 months; actual time = 2 years
• project meetings not held on regular basis – communication often by email (not
everyone copied in)
• clearing of site took place quickly and easily – met deadline
• production manager changed specification of production line equipment to
increase capacity, but didn’t tell project manager – software program had to be
rewritten quickly – resulted in errors in program
• problems during construction – discovered length of new building 2 m short
(due to changes in specification – suppliers not told of change)
• equipment for production line delivered two weeks late – not able to install
power connections at scheduled time – loss of several weeks on schedule
• all other new equipment arrived on time
• kept to budget for first six months, but overspent after construction problems

10 Work with another pair and compare your lists.

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 Unit 3 | On schedule

Business communication | Running an update meeting

Context
The Tech-Tariff project is
a collaboration between
MMT-Tec (service provider)
and Anvikon (mobile phone
manufacturer). The aim is to
launch a hi-tech phone with
new advanced features from
Anvikon in combination with
MMT-Tec’s new tariff which
includes free videophoning
and multimedia message
services. Sarah and Michelle
from MMT-Tec and Ian from
Anvikon are meeting to discuss
the progress of the project.

1 ▶ 3.1 Read the Context. Listen to Part 1 of the meeting and make notes about
the items on the agenda.

TECH-TARIFF UPDATE MEETING 2 SEPT

Agenda
1 Update on marketing activities (MMT-Tec):
• Launch date 1 Set for 15th November
• Advertising campaign 2
• Launch party: Venue 3
Catering: 4
2 Update on Anvikon activities:
• Handset 5
3 Project schedule 6

2 ▶ 3.1 Listen again and answer questions 1–3.

1 What four phrases does Sarah use to ask for an update on the project?
2 What three phrases do Sarah and Michelle use to clarify the problem with
the battery?
3 Turn to audio script 3.1 and underline all the phrases Michelle and Ian use
to give an update on the project.

3 ▶ 3.2 Listen to Part 2 of the meeting and answer questions 1–3.

1 Why didn’t Ian like the idea of finding another battery supplier?
Tip | things 2 Why didn’t Sarah like the idea of not mentioning the battery life?
Use things to speak/ask about 3 Which proposal did they finally decide on?
situations in general.
How are things with you? 4 ▶ 3.2 Listen again. Complete these suggestions made by the speakers.
How does your side of things What do the speakers say to respond to each of the suggestions?
look? a another battery supplier?
Things aren’t running as response:
smoothly as I’d hoped.
b keep the same battery but not mention its lifespan.
response:
c and see what the technicians suggest …?
response:
d Using a different phone for the launch .
response:
e look at what we can reschedule.
response:

❯❯ For more exercises, go to Practice file 3 on page 110.

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 Unit 3 | On schedule

5 Work with a partner. It is two days before the launch of the new Tech-Tariff
Key expressions phone. Student A, you are Michelle. Turn to page 136. Student B, you are Ian.
Use the information below. Update each other on the progress of the project.
Asking for an update
Make sure you:
How does your side of
things look? • clarify any information you’re not sure about
How’s the … coming along? • make and respond to suggestions as necessary
How far are you with …? Student B
How are things with …?
1 Read the ‘To do’ list you received from Michelle and the notes you have written
What’s the current status of …?
under your tasks (I).
Giving an update
2 Michelle will call you. Answer Michelle’s questions about your tasks.
Up to now (the launch date)
has been (set) … 3 Ask Michelle to update you on her tasks (M).
He (booked the venue) two 4 Make and respond to suggestions as necessary.
weeks ago.
I’ve already …
I haven’t … yet.
We’re on track. Launch date ‘To do’ list
Things aren’t running as
smoothly as I’d hoped. • Bring Anvikon merchandise to venue (I)
We’ve hit a problem with …
Done! Already sent. Suggestion: bring extras and leave in car?
Clarifying a problem
• Finalize timetable of day with sound engineers (M)
So what do you mean exactly?
So what you’re saying is …? • Brief Anvikon staff about handset demonstration (I)
So the real problem lies Problem – illness in office – rescheduled for tomorrow when all
with …?
sales staff are present.
Making a suggestion
Suggestion: time – mid-afternoon?
How about (+ -ing)
We could (+ verb) • Check replies from the press – who’s coming? (M)
Why don’t we (+ verb) • Send Anvikon PR manager’s speech to MMT-Tec (I)
… would be my proposal. Not ready! Will contact him again today.
If you ask me, we should …
Suggestion: PR manager emails it direct to MMT-Tec?
Responding to a suggestion
• Make sure Sarah’s briefed on everything (I/M)
That’s a good idea.
It’s worth a try. On track! Have logged everything – will send brief to Sarah
I don’t think that would … tomorrow p.m.
That’s possible (but …)
That’s not an ideal solution.
I’m not convinced.
I suppose so.

Practically speaking | Questioning a decision

1 When someone makes a decision, do you ever question it? What does it
depend on? For example, do you ever question your manager’s decisions?
What might happen if we don’t question decisions?

2 ▶ 3.3 Listen to three conversations and match each conversation 1–3 to the
topics a–c.
a budget b staffing c schedule

3 ▶ 3.3 Listen again and tick (✓) the expressions you hear.
1 Are you sure that’s the best way forward?
2 I don’t think that would work.
Tip | softening
3 That’s not an ideal solution.
To sound less critical, you can
soften your question like this: 4 Is that really the case?
I’m sorry, but I’m not sure I 5 Sorry, but I’m not sure I agree.
agree. 6 I’m not entirely convinced.
That’s a good idea, but is it the
only way forward? 4 Work with a partner. Make a list of three decisions you have made recently
I take your point, but is that (either at work or at home). Then take turns to tell your partner about each
really the case? decision. As you listen, question your partner’s decision and make sure they
have made the right decision.

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 Unit 3 | On schedule

Language at work | Present perfect and past simple

1 Work with a partner. Read sentences a–f and decide if the tenses in bold are
either present perfect or past simple.
a Up to now, the launch date has been set for the 15th of November …
b We’ve hit a problem with the handset battery life.
c He booked the venue two weeks ago.
d I’ve already received offers from various catering companies.
e I haven’t made a final choice yet.
f I sent you a proposed agenda yesterday.

2 Answer the questions in the Language point.

LANGUAGE POINT
Which of the sentences in 1 refer to …?
1 a present situation resulting from a past action – we don’t know or say
when the action happened
2 a finished past action – we know or say when it happened
3 something that has/hasn’t happened during an unfinished period of time

Which words in sentences d and e mean that …?

4 something has taken place earlier than expected
5 we expect that something will take place

❯❯ For more information, go to Grammar reference on page 111.

3 Which of these time expressions can we use …?

1 with the past simple
2 with the present perfect
3 with either – but under what circumstances. Give examples.
up to now so far (this week) since our last meeting in the last month
today last week a couple of weeks ago this morning yesterday
to date just over the last few months

❯❯ For more exercises, go to Practice file 3 on page 111.

4 Work with a partner. Student A, turn to page 136. Student B, turn to page 137.
Update each other on your project.

5 Work with a partner. Student A and Student B, turn to page 138. Follow the
instructions and ask and answer questions about these ‘To do’ lists.

1 Print out an
d collate six co
of proposal to pies
o ssubmit to 2 Email colleague and ask for all
management. the details about the conference.
Contact offic
e suppliiers to Confirm acceptance of conference
check
delivery date
of latest orrd place with conference organizers.
e.
er
Email all staf
f with agenda Book return flights to Madrid –
next team mee for
ting. Friday to Monday.
Compile mailin Find two possible hotels in
g list for this
year’s brochu centre of Madrid.
re.

6 Work with a partner. Think of five goals or plans you have had during the last
six months. Tell your partner which of these you have achieved and when, and
give some details. Which have you not achieved and why?

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 Unit 3 | On schedule

TALKING POINT

Five most common problems on projects

Discussion
1 Do you agree with the list of the five most common problems on a project?
Would you add any other problems to the list?

2 Which of these problems have you experienced on a project? What happened?

3 What have you learnt from your mistakes on previous projects? How do you
do things differently now?

Task
1 Work in groups. Prepare a presentation entitled ‘Five best solutions
for Project Managers’. Use the list of the five most common problems
and create a new list with the five best solutions.

2 Join another group and take turns to present your list of solutions.
How similar or different were the five solutions in each group?

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