41EE Assignments and timeline

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Organisation of the module Emerald Forest Hotel business simulation

Regretfully, meeting each other will be nearly impossible, in these Covid times. Therefore, 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 business managers in the upcoming sessions and throughout the week duration of this game. So, next to working on your assignments, you ought to keep your social media and interaction alive. What to do first? Take it step by step.

Preparations to be done in the weeks before Thursday 13th. of May, at noon

To give you a head-start, especially as we will not physically meet, we want you to take the following steps before 13th. of May:

• Step 0: Kick-off 15th of April at 17.00 in MS Teams

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 Teams, so you should familiarize yourself with your own Teams channel
• The team number of your hotel. This will look something such as "34EE-A01".
• Your Game is the 34th Game in row and 'takes place' in Tallinn, Estonia, so that is why it is number 34EE.
• 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. All cities are located in Estonia (or any European country and city).
• Your hotel in this case will be hotel number 01 out of approximately ten hotels in your city. The other nine are your competitors.

• 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: 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. 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 business ranking of your hotel, based on your net profit.

- The creativity ranking of your hotel

- 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'.

• Step 5: Go to 'Your Game 34EE'
  

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

• Step 6: Join MS Teams, the Facebook and WhatsApp group
  

Join MS Teams - 34EE Emerald Forest Hotel (use your @taltech.ee mail account).

Go to Facebook group of 34EE 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, send an app from this mobile to Game Support 34EE +31 6 8275 9959 with just your Team number: so 34EE-A01 or 34EE-C10 e.g. Nothing else. You will be added to the group then. You'll get instruction in the app how to use e.g.

• Step 7: Preparations in teams - strategy, name, logo (12-15th study week)
  

Check Year 0 part in Team File example. You've gotten your Team's 'secret link' with access to your Team File. So, prepare, and you can start working carefully in the Team File, as all is already active and live.
Think of a new strategy (Name, logo, slogan, main target groups etc. see 34EE Business assignment year 0.
Find your solution for the Trade Fair in the current situation (2+2) 34EE Creativity assignment year 0.

The start of the module, Thursday 13th May

• Step 8: General meeting 0 at 10.00
  

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 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 34EE, 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 Emerald Forest Hotel will show the dominant currents social media accounts the hotel has.

• You run the hotel by a number of assignments:

The total of the assignments:

Structure
Schedule	Year	Business assignment	Creativity assignment
Deadline Thursday	Year 0	34EE Business assignment year 0	34EE Creativity assignment year 0
Deadline Friday	Year 1	34EE Business assignment year 1	34EE Creativity assignment year 1
Deadline Saturday	Year 2	34EE Business assignment year 2	34EE Creativity assignment year 2
Deadline Sunday	Year 3	34EE Business assignment year 3	34EE Creativity assignment year 3

To be done Thursday 13th. May, Year 00:

• 09.00-10.00 Meet your Management Team via MS Teams
• 10.00-11.00 General meeting in MS Teams
• 11.00-12.00 Coaches available for questions in MS Teams
• 12.00-14.00 Presentation of your own hotel and checking other hotels for competition analysis
• 14.00-17.00 Working on Creativity assignment 0
• 17.00 Deadline Competition analysis, part of Creativity assignment 0

Deadline Thursday 13th of May, year 00 'Preparations and Trade Fair'
The next two assignments will be assessed, and are crucial. Click for details:

• 34EE Business assignment year 0, Deadline 10.00
• 34EE Creativity assignment year 0, Deadline 17.00

Too late or incomplete will bring you a low mark, and your hotel in problems with a low occupancy rate.

To be done Friday 14th of May, Year 01:

• 09.00-10.00 Meet your your team via MS Teams
• 10.00-11.00 General meeting in MS Teams
• 11.00-12.00 Coaches available for questions in MS Teams
• 11.00-15.00 Analysis of the results; decisions on prices and costs and reflections (Business assignment year 1) and finishing B2B strategy (Creativity assignment year 1)
• 15.00 Deadline for decisions on prices, costs and reflections (Business assignment year 1) in your Team file for year 01
• 15.00-17.00 Working on Creativity assignment year 1
• 17.00 Deadline for Creativity assignment year 1: B2B Strategy

Deadline Friday 14th of May, Year 01 'B2B'
The next two assignments will be assessed, and are crucial. Click for details:

• 34EE Business assignment year 1, Deadline 15.00
• 34EE Creativity assignment year 1, Deadline 17.00

Too late or incomplete will bring you a low mark, and your hotel in problems with a low occupancy rate.

To be done Saturday the 15th of May, Year 02:

• 09.00-10.00 Meet your your team via MS Teams
• 10.00-11.00 General meeting in MS Teams
• 11.00-12.00 Coaches available for questions in MS Teams
• 11.00-15.00 Analysis of the results; decisions on prices and costs and reflections (Business assignment year 2)
• 13.00-15.00 Negotiations in MS Teams
• 15.00 Deadline for decisions on prices, costs and reflections (Business assignment year 2) in your Team file for year 02
• 15.00-17.00 Working on Creativity assignment year 2
• 17.00 Deadline for Creativity assignment year 2: Negotiations Memo

Deadline Saturday 15th of May, Year 02 'Negotiations'
The next two assignments will be assessed, and are crucial. Click for details:

• 34EE Business assignment year 2, Deadline 15.00
• 34EE Creativity assignment year 2, Deadline 17.00

Too late or incomplete will bring you a low mark, and your hotel in problems with a low occupancy rate.

To be done Sunday 16th of May, Year 03:

• 09.00-10.00 Meet your your team via MS Teams
• 10.00-11.00 General meeting in MS Teams
• 11.00-12.00 Coaches available for questions in MS Teams
• 12.00 Deadline for decisions on prices, costs and reflections (Business assignment year 3) in your Team file for year 03
• 12.00-13.00 Team preparations for Creativity assignment year 3: 3 Minutes of Fame
• 13.00-15.30 Hotels present their 3 Minutes of Fame videos in MS Teams in turns
• 17.00 Deadline for Creativity assignment year 3: 3 Minutes of Fame
• 17.00-18.00 Game Final: Award Ceremony

Deadline Sunday 16th of May, Year 03 '3 Minutes of Fame'
The next two assignments will be assessed, and are crucial. Click for details:

• 34EE Business assignment year 3, Deadline 12.00
• 34EE Creativity assignment year 3, Deadline 17.00

Too late or incomplete will bring your hotel in problems and result in a low mark.

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Emerald Forest Hotel offering an emerald hotel experience! | Run your own hotel in this management simulation.

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Emerald Forest Hotel offering an emerald hotel experience! | Run your own hotel in this management simulation.