37BE Assignments and timeline

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Organisation of the module Virtual Innovation Week

It is essential that all of you, individually and as a team member, join in all online events as scheduled. Keep in mind that you will be performing as entrepreneurial managers in the upcoming sessions and throughout the whole game week. So, next to working on your assignments, you need to keep your social media channels and interaction alive. What to do first? Work step-by-step.

Preparations to be done in the week of Monday 22nd. of March, before the Kick-off

To give you a head-start, especially as we will not physically meet, we want you to take the following 5 steps (as communicated by e-mail) before 29th of March:

• Step 1: Check the website of the hotel, as it is
  

Just have a quick look at the website of the Emerald Forest Hotel. You see the 'training program', that is what you are in now.

• Step 2: Study the 'Introduction to Hotel'
  

Study the Introduction to Hotel: here you will find the 10 pages you need to read on the hotel, the history and the situation as you will take over the management of the hotel.

• Step 3: Study the 'Introduction Game play'
  

Study the Introduction Game play: here you will find the 10 pages you need to read on what you can do as the new Management Team.

• Step 4: Go to 'Your Game 37BE'
  

Well, you already did, as you ended up here.

• Step 5: Meet (online) with your fellow team members
  

It will be a bit of an extra challenge to cooperate online due to the COVID-19 measures, but still, act as a team player and aim not to leave anyone behind. We know MS-Teams can work miracles, you can also use other back-channels like WhatsApp. Managing a hotel is having your team and hotel well-organized. Make sure you meet asap and work together in a professional way, and support everybody in the team to perform his/her tasks well and in time. Good management is also good team-management. If things don’t work out as planned, act immediately. In Year 0 you will make a Management Team contract.

Team File
As a team you will work in a shared Team File, a Google spreadsheet. You will receive this secret link from your coaches. With this link, you will have access to your hotel’s Team file: the most important file in the game. This is the document in which you need to present your assignments, formulate your future plans for your hotel, and where you will also find your results under each year. The secret link will look something like 'https://goo.gl/L4cABC' and is case sensitive.
Keep your link private and secret! In this Team File, you will work on:

- Your assignments.

And you will find, per playing year:

- The revenues of your hotel.

- The profit of your hotel.

- The ranking of your hotel on the assigned entrepreneurship activities.

- Your ranking of your hotel on the assigned creativity activities.

- Feedback from your coach.

Your coach will have access to your Team File at all times. A few things to bear in mind while working collectively in this Team File:

- Please use Chrome as your browser (will work the best, both owned by Google).

- When you are logged in in Google (YouTube, Gmail): you will get a few more options in your menu ribbon.

- It is real-time, with a small delay. And be aware that: The last edit counts: so make sure to agree with, which team member will do the final editing (mind the deadlines).

- Work online only: downloading, converting to Excel etc. will always give issues.

- You all have edits right, at the same time, in the same Team File.

- You have edit rights in a selected number of cells, only the yellow ones: follow the instructions, do not change tabs, don't make new tabs etc.

- Many cells have a small triangle on the top right hand: hover your mouse over it, as this will give additional information on the subject.

- You are not allowed to change things after the deadline, or in any previous year.

- It can be handy to install the extension "Editor for Docs, Sheets & Slides", available via this link. The extension is needed for copying / pasting information between Google files.

- It can get busy online, on the Google servers, on your WiFi e.g. So loading might take a few seconds, if the file doesn't seem to load, exit and open it again or do a refresh (once!). For reassurance: we hardly had any problems on the 'Google side'.

Virtual Innovation Week, Monday 29th March

• Step 6: Kick-off

Join in and participate in the main online kick-off along with other Management Teams: you will get instructions from the owner Christina Bergman or CEO Jill Jandal.

You will then receive information regarding your Team and the Game, such as:

- The team members with whom you will make up the Management Team of the hotel: the list has been made available via MS-Teams, so you should familiarize yourself with your own Teams channel.

- The team number of your hotel. This will look something such as "37BE-A01".

- Your Game is the 37th Game in row and takes place in Leuven, Belgium, so that is why its number is 37BE.

- Your hotel. For instance, if your hotel is located in the fictitious city of Amstelburg, therefore the letter A will correspond to your hotel. The letter B stands for the city of Budano, the third city being Copenstadt: C; D stands for Dreskovski, E for Efemada, G for Geopodo and H for Hadique: 7 all together. All cities are located in Belgium (or any European country and city).

- Your hotel in this case will be hotel number 01 out of approximately 7 to 10 hotels in your city. The 'other ones' are your competitors.

• Step 7: City meeting year 0.
  

Check the time slot of your City in your schedule and visit MS Teams. It might be shortly after the kick-off. If you have time, check the other tasks of this week. In this session you meet your coach, your competitors, ask questions, have a look at the assignments of this week etc. Very bad idea to miss out on this. In this session you will get your (secret) link to your Team File and will know which channel in this MS Teams 'belongs' to your Management Team. So you can 'go' to your own channel afterwards, and make arrangements within your team.

More information
After this, during the game you can find much more info in:

- In the main menu you can see your Game 37BE, with its own homepage and information. Don't bother about other Games.

- Always in the menu you can find the Hotel Info pages. They give detailed information on the real hotel.

- Clicking Game play info will show you information on how to handle your hotel in this simulation. This is also always available in the menu and on the Game play.

- Clicking Help will show more information on photos and videos of the hotel and links to the social media accounts of Emerald Forest Hotel.

- Clicking Social media EmeraldForestHotel will show the dominant currents social media accounts the hotel has.

• Step 8: Join the Facebook and WhatsApp group
  

The first assignment. Go to Facebook group of 37BE and request to join the group. You can join with a FB hotel page or a personal account (one per team will do). This is a private group and will not influence your timeline.
As a service there is a special 'helpline: we suggest you to use this. Please choose one mobile number representing your Team in the Game: fill this number out in your Team File (it is part of the assignment of year 0). Please send an app from this mobile to Game Support 37BE +31 6 8275 9959 with just your Team number: so 37BE-A01 or 37BE-C10 e.g. Nothing else. You will be added to the group then. You'll get instruction in the app, on how to use e.g.

• You run the hotel by a number of assignments:

Structure
Schedule	Year	Business assignment	Mark	Creativity assignment	Mark
Deadline Monday	Year 0	37BE Business assignment year 0	....	37BE Creativity assignment year 0	....
Deadline Tuesday	Year 1	37BE Business assignment year 1	....	Start 37BE Creativity assignment year 2
Deadline Wednesday	Year 2	37BE Business assignment year 2	....	Finish 37BE Creativity assignment year 2	....
Deadline Thursday	Year 3	37BE Business assignment year 3	....	Start 37BE Creativity assignment year 4
Deadline Friday	Year 4	No new assignment	....	Finish 37BE Creativity assignment year 4	....

• Step 9: Make your year 0 Business assignment
  

Make your 37BE Business assignment year 0.
Your team will work in this file, and after a year has passed, you will also find the results in this file. After reading the assignment, discuss your strategic plans with regard to the hotel and come to conclusions. This all should be in your Team File well before the deadline. Changing after the deadline is not possible.

• Step 10: Make your year 0 Creativity assignment
  

Make your 37BE Creativity assignment year 0.

Deadline Monday, March 29th at 13.00 'Year 0'

Virtual Innovation Week, Tuesday 30th March

• Step 11: City meeting year 1: check the time slot of your City in your schedule and visit MS Teams
  

Results of the year 0, looking ahead at year 1.

• Step 12: Consultancy: check time slot of your City in your schedule and visit MS Teams
  

This is the time to ask questions about all the tasks.

• Step 13: Make your year 1 Business assignment
  

Make your 37BE Business assignment year 1.

• Step 14: Start your Creativity assignment
  

Start working on your 37BE Creativity assignment year 2, deadline in year 2

Deadline Tuesday, March 30th at 13.00 'Year 1'

Virtual Innovation Week, Wednesday 31th March

• Step 15: City meeting year 2: check the time slot of your City in your schedule and visit MS Teams
  

Results of the year 1, looking ahead at year 2.

• Step 16: Consultancy: check the time slot of your City in your schedule and visit MS Teams
  

This is the time to ask questions about all the tasks.

• Step 17: Make your year 2 Business assignment
  

Make your 37BE Business assignment year 2.

• Step 18: Make your year 2 Creativity assignment
  

Finish your 37BE Creativity assignment year 2

Deadline Wednesday, March 31th at 13.00 'Year 2'

Virtual Innovation Week, Thursday 1st. April

• Step 19: City meeting year 3: check the time slot of your City in your schedule and visit MS Teams
  

Results of the year 2, looking ahead at year 3.

• Step 20: Consultancy: check the time slot of your City in your schedule and visit MS Teams
  

This is the time to ask questions about all the tasks.

• Step 21: Make your year 3 Business assignment
  

Make your 37BE Business assignment year 3.

• Step 22: Start working on your Creativity assignment
  

Start working on your 37BE Creativity assignment year 4, deadline year 4

Deadline Thursday, April 1st at 13.00 'Year 3'

Jill Jandal, CEO of the Emerald Forest Hotel, wishing you good luck in the final push forwards

Virtual Innovation Week, Friday 2nd. April

• Step 23: City meeting: check the time slot of your City in your schedule and visit MS Teams
  

Results of the year 3, looking ahead at year 4.

• Step 24: Make your year 4 Creativity assignment
  

Finish your 37BE Creativity assignment year 4
Deadline Friday, April 2nd at 09.00 'Year 4'

• Step 25: The Final: check the time slot of your City in your schedule and visit MS Teams
  

This will be the final and results of the competitions will be given.

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