Harvard Case - The Road to the Olympic Games Tokyo 2021 (A-D): Why Many Heads Are Better than One
"The Road to the Olympic Games Tokyo 2021 (A-D): Why Many Heads Are Better than One" Harvard business case study is written by Folkert Mulder, Steffen Giessner. It deals with the challenges in the field of Human Resource Management. The case study is 14 page(s) long and it was first published on : Sep 11, 2022
At Fern Fort University, we recommend a comprehensive Talent Management strategy for the Tokyo 2021 Olympic Games Organizing Committee (Tokyo 2020). This strategy will focus on attracting, developing, and retaining a diverse and highly skilled workforce, while fostering a culture of collaboration, innovation, and excellence. This will involve a multi-pronged approach encompassing strategic HR planning, leadership development, organizational development, performance management, employee engagement, and diversity and inclusion initiatives.
2. Background
The Tokyo 2020 Olympic Games Organizing Committee faced significant challenges in the lead-up to the Games, including the COVID-19 pandemic, budget constraints, and a complex organizational structure. The case study highlights the need for effective talent management to address these challenges and ensure the success of the Games. The main protagonists are Toshiro Muto, the CEO of the Tokyo 2020 Organizing Committee, and the various stakeholders involved in the Games' organization, including volunteers, athletes, sponsors, and government officials.
3. Analysis of the Case Study
The case study reveals several critical issues:
- Lack of a cohesive talent management strategy: The Organizing Committee lacked a clear plan for attracting, developing, and retaining talent, leading to difficulties in finding and managing the right people for the right roles.
- Organizational structure and design challenges: The complex organizational structure with multiple stakeholders and layers of bureaucracy hindered effective communication, collaboration, and decision-making.
- Leadership challenges: The leadership team lacked experience in managing large-scale events and struggled to effectively delegate tasks, motivate employees, and foster a collaborative environment.
- Diversity and inclusion issues: The Organizing Committee lacked a diverse workforce, potentially limiting its ability to tap into a wider pool of talent and perspectives.
- Change management challenges: The rapid changes and unexpected events, such as the pandemic, required agile and adaptable leadership, which was lacking in the initial stages.
Applying the SWOT framework:
Strengths:
- Strong national support and government backing
- Experienced volunteers and staff in specific areas
- Established infrastructure and resources
Weaknesses:
- Lack of a cohesive talent management strategy
- Complex organizational structure and bureaucracy
- Leadership challenges and lack of experience in managing large-scale events
- Diversity and inclusion issues
- Change management challenges
Opportunities:
- Leverage technology and analytics for efficient operations
- Foster a culture of innovation and collaboration
- Enhance employee engagement and motivation
- Develop a robust succession planning strategy
- Embrace diversity and inclusion to attract and retain top talent
Threats:
- Budget constraints and financial pressures
- Potential for delays and disruptions due to unforeseen circumstances
- Competition from other major sporting events
- Negative media coverage and public perception
4. Recommendations
Strategic HR Planning:
- Develop a comprehensive talent management strategy: This strategy should outline the organization's talent needs, recruitment strategies, training and development programs, performance management system, and employee retention initiatives.
- Conduct a thorough job analysis: Identify the specific skills, knowledge, and experience required for each role within the organization.
- Implement a robust workforce planning system: This system should forecast future talent needs, identify potential skill gaps, and develop strategies to address them.
Recruitment Strategies:
- Expand the recruitment pool: Utilize various channels to attract a diverse range of candidates, including online platforms, social media, and professional networks.
- Develop a strong employer brand: Highlight the unique opportunities and benefits of working for the Organizing Committee, emphasizing its mission, values, and commitment to excellence.
- Implement a structured interview process: Ensure that all candidates are evaluated consistently based on pre-defined criteria and competencies.
Leadership Development:
- Invest in leadership training and development programs: Equip leaders with the skills and knowledge needed to manage complex projects, motivate teams, and foster a collaborative environment.
- Promote a culture of mentorship and coaching: Encourage senior leaders to mentor and coach junior staff, providing them with guidance and support.
- Develop a succession planning strategy: Identify and groom potential leaders for future roles within the organization.
Organizational Development:
- Streamline the organizational structure: Simplify the structure and reduce bureaucratic layers to enhance communication, collaboration, and decision-making.
- Foster a culture of collaboration and innovation: Encourage cross-functional teams, knowledge sharing, and creative problem-solving.
- Implement a performance management system: Establish clear performance expectations, provide regular feedback, and recognize and reward high performers.
Employee Engagement:
- Develop employee engagement initiatives: Implement programs that foster a sense of belonging, purpose, and pride among employees.
- Provide opportunities for career advancement: Create pathways for employees to develop their skills and advance within the organization.
- Offer competitive compensation and benefits: Ensure that employees are fairly compensated and provided with benefits that meet their needs.
Diversity and Inclusion:
- Promote diversity and inclusion at all levels: Implement policies and practices that ensure equal opportunities for all employees, regardless of gender, ethnicity, religion, or sexual orientation.
- Develop a diversity and inclusion training program: Educate employees on the importance of diversity and inclusion, and provide them with the tools and resources to create a more inclusive workplace.
- Establish a diversity and inclusion council: Create a forum for employees to discuss diversity and inclusion issues and provide feedback on initiatives.
Change Management:
- Communicate effectively and transparently: Keep employees informed about changes and provide them with the necessary support to adapt.
- Involve employees in the change process: Seek input from employees and involve them in decision-making to ensure buy-in and ownership.
- Provide training and development opportunities: Equip employees with the skills and knowledge they need to thrive in a changing environment.
Technology and Analytics:
- Leverage technology to enhance efficiency and effectiveness: Implement systems for talent management, performance tracking, communication, and collaboration.
- Utilize data analytics to inform decision-making: Track key performance indicators (KPIs) related to talent management, such as employee satisfaction, retention rates, and diversity metrics.
5. Basis of Recommendations
These recommendations are based on the following considerations:
- Core competencies and consistency with mission: The recommendations align with the Organizing Committee's mission to deliver successful and memorable Olympic Games.
- External customers and internal clients: The recommendations address the needs of various stakeholders, including volunteers, athletes, sponsors, and government officials.
- Competitors: The recommendations aim to ensure that the Organizing Committee remains competitive in attracting and retaining top talent compared to other major sporting events.
- Attractiveness: The recommendations are expected to improve employee engagement, retention rates, and overall organizational performance.
Assumptions:
- The Organizing Committee is committed to investing in talent management initiatives.
- The leadership team is willing to embrace change and adopt a more collaborative and inclusive leadership style.
- Employees are receptive to new initiatives and are motivated to contribute to the success of the Games.
6. Conclusion
By implementing a comprehensive talent management strategy, the Tokyo 2020 Organizing Committee can overcome its challenges, attract and retain a highly skilled and diverse workforce, and ensure the successful delivery of the Olympic Games. This strategy will involve a multi-pronged approach encompassing strategic HR planning, leadership development, organizational development, performance management, employee engagement, and diversity and inclusion initiatives.
7. Discussion
Other Alternatives:
- Outsourcing HR functions: This could reduce costs and provide access to specialized expertise, but it could also lead to a loss of control over talent management processes.
- Adopting a more decentralized organizational structure: This could empower employees and improve decision-making, but it could also lead to inconsistencies and coordination challenges.
Risks and Key Assumptions:
- Budget constraints: The implementation of these recommendations may require significant financial investment.
- Resistance to change: Some employees may resist changes to the organizational structure or processes.
- Lack of leadership commitment: The success of these initiatives depends on the commitment and support of the leadership team.
8. Next Steps
- Develop a detailed implementation plan: Outline the specific actions, timelines, and resources required to implement each recommendation.
- Secure leadership buy-in: Gain the support of the CEO and other key leaders for the talent management strategy.
- Communicate the strategy to employees: Inform employees about the changes and the rationale behind them.
- Monitor progress and make adjustments as needed: Track key performance indicators and make adjustments to the strategy based on the results.
By taking these steps, the Tokyo 2020 Organizing Committee can build a strong and capable workforce, fostering a culture of collaboration, innovation, and excellence, ultimately ensuring the success of the Olympic Games.
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Case Description
This case follows the National Field Hockey team's journey from the preparation for the 2016 Olympic Games in Rio de Janeiro up to the 2021 Olympics in Tokyo. The case describes the process of rebuilding cohesion among the players, addressing issues of team development and leadership development. The culture and mindset change within the team is seen from the perspective of Jim Carousa, an independent advisor on strategy and organisational change.The team's coach had asked Jim to support him in building an outperforming team. Jim's task was to establish trust among the team by developing a clear direction and effective interaction among the players and coaching staff. How did he handle this challenging task? Moreover, how did he manage to re-align a dysfunctional team and establish strong and effective leadership for it? What was his approach, and what are the key lessons from this process? The case consists of four parts. Case A looks at what happened during the Olympics in Rio de Janeiro that caused the team to lose the game; it then explains Jim's thinking in the following months as he questioned how to solve the challenges the team was facing. Case B describes the team's development as they solved key challenges in team dynamics, leadership and team culture. Case C illustrates the emergence of a new leadership team. Case D describes the aftermath of the team development process and the consequences for the team when, due to the postponement of the Olympic Games in Tokyo, they needed to continue for another year. By addressing these challenges candidly, this case provides valuable insights to anyone who is involved in or concerned about change management in a complex environment.
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