Ok, I have to warn some people that my observations in this post are quite frank. I don't mention any names, but if you read this and you recognize yourself being criticized in here, I make no apologies. I would be happy to talk to you about how we could improve upon the work that was done and I'd be happy to hear any reasonable feedback you may have on my work. Please e-mail me or call me at the NOC if you need to reach me. I know change is not immediate and that I probably have ruffled a few feathers trying to set some change into motion. I know that people here can be stubborn and some think that of me as well. I can only hope that change for the better will eventually take place - even if it's not a conscious decision because of lessons learned.
I also felt the need to wait to post this until the decision was made on where the 2018 Commonwealth Games were being held as Hambantota was a bid city, so there was no chance that people could say I influenced a negative outcome on the bid process (although Canada has now been blamed). Congratulations to the Gold Coast!
An opportunity that came up unexpectedly was one that involved work with the South Asian Beach Games (SABG). When I had returned from CYG and midterm, I was disappointed to see the staff hard at work on SABG. Prior to leaving, I had checked, and double checked with them that they didn’t want to use Zeus for SABG Accreditation, which they didn’t need but as we addressed that they promised that they would not be involved with any SABG work as the Games Secretariat had it under control.
It wasn’t out of choice that they had to do work for SABG as the Games Secretariat eventually needed the help of the NOC. Seeing the disorganization and fresh out of my experience with coordinating results at the CYG using Zeus, I inquired about results management for SABG. The reaction was an "uhhhhhh..." so I offered that I would look into the possibility of managing Sri Lanka's results on Zeus. That quickly turned in to managing the results for all of SABG, but instead of Zeus it was done on Excel. (Long story short, there are non-Commonwealth countries that are a part of SABG whereas Zeus is currently geared towards Commonwealth countries ... soon to change!)
The two weeks leading up to the games were intense. The office staff worked through the weekend and stayed as late as 1am at the office only having to take up to two hours to get home and then get back on transit by 7am to get back to the office the next day. By the time the games started I was seriously worried about their health as they were running on empty especially since they were not eating meals regularly. Perhaps they are used to it as Sri Lankans eat breakfast early, then lunch around 1pm, then dinner isn't until well after 8 or 9pm! For me it was really a struggle as most of you know I snack all day long. I eventually was attached to a bag of food, but not food that I am used to eating as the only fresh food I could really carry was bananas. So during this week of prep and then at the games, dinner often wasn't until 10:30pm when we were back at our accommodation and for me that is WAY off my schedule and goes against my rule of eating before I sleep. But, if I didn't, I would have been nutritionally starving my body and that's not good either!
Ok, so back to the disorganisation... it comes from the Games Secretariat being a bit old fashioned wanting to plan everything from beginning to end without help. They didn't realise they were a bit out of touch, I think, with how games procedures have evolved and the intricacies with planning such an event. For example, accreditation applications and the accreditation forms were done on paper ... with carbon copy paper to make multiple copies. THEN, these forms had to be entered by hand into the online "accreditation system" which wasn't completed on time for the teams to do themselves so the NOC staff and a team of volunteers had to enter them all. I had put "accreditation system" in quotations because it hardly qualified as one. It was an online form with fields to fill in which then filled in the accreditation card template. No reports could be run and the system was extremely slow. There all sorts of glitches and it was poorly developed. These cards then had to be printed off one by one through the system and we only had an inkjet printer to do it. Then, because the alignment of how the cards were printed was poor, each one had to be cut out of a piece of 8x11 paper by hand and then glued together because the print out was single sided. Then, these were stuffed by hand into a plastic pouch. Oi!
Then there was the volunteer management. There was no volunteer manual. Sure, the volunteers received a training session, but a lot of those volunteers could not make the training session. As a volunteer I would have been frustrated as I would have had such a vague idea of what my role was, what the rules were, and who my resources were that I would not have felt empowered. However, these amazing volunteers pulled it off by coming together as a team. I could see some of the committee members being really frustrated with all the questions they were getting from the volunteers as they tried to solve problems ... but that is a result of not having proper procedures and communication protocols in place.
One of my biggest frustrations was having to deal with the demands of the media here. They just didn't understand that sometimes, they had to wait for the information as we were working with limited resources. Many wanted paper print outs which was just not possible with the tools we had. I had to insist that the best way for them to receive updates was via e-mail. Unfortunately a few of them failed to understand the pace at which we could work at and what we had to work with which brought out the ugly side in me. I am not proud of it. I'm not sorry for it. But instead, I am disappointed in myself for not keeping my cool. What was really frustrating to hear was that the members in the media centre were not helping each other out. I don't know if it's common - I do know that agencies compete against each other to be the best. But really? Results are public knowledge and I'm sure passing a score over to a fellow member of the media isn't going to hurt your career.
Well, how about some positives? The venues were fantastic. The crowd in Hambantota was through the roof (literally). The matches were free to watch, as were the nightly concerts and as a result, the venues would be filled to the rafters with spectators. It was so so SO awesome to see a sporting event bring the community together to enjoy sport. I could tell that some spectators weren't familiar with the rules of the sports, but were having a blast anyhow!
And then there were the athletes. For many of them, this was their first ever international competition. For others, they were veterans. What was great was to see the cooperation of the veteran nations in some of the sports teach the newbies in some of the sports. For example, it was the first international competition for at least two of the teams participating in Beach Handball and the progress these teams made through the few days of competition were remarkable. The learning and adaptation that was going on was the spirit of sport visible for all to see. Loved it!
Personally, this was a huge learning and personal development experience. As I've been learning how to manage my stress and my tolerance level for uncomfortable situations, the ones I encountered at SABG were more challenging than most I've ever had to deal with. It pushed me to new limits and it really made me again, thankful for the training that has been provided to the CSOs by CGC and CGF. I struggle day to day with the cultural norms here and they were magnified tenfold at the games. It's so cliche, but it's so true when they say "what doesn't kill you makes you stronger."
I also felt the need to wait to post this until the decision was made on where the 2018 Commonwealth Games were being held as Hambantota was a bid city, so there was no chance that people could say I influenced a negative outcome on the bid process (although Canada has now been blamed). Congratulations to the Gold Coast!
An opportunity that came up unexpectedly was one that involved work with the South Asian Beach Games (SABG). When I had returned from CYG and midterm, I was disappointed to see the staff hard at work on SABG. Prior to leaving, I had checked, and double checked with them that they didn’t want to use Zeus for SABG Accreditation, which they didn’t need but as we addressed that they promised that they would not be involved with any SABG work as the Games Secretariat had it under control.
It wasn’t out of choice that they had to do work for SABG as the Games Secretariat eventually needed the help of the NOC. Seeing the disorganization and fresh out of my experience with coordinating results at the CYG using Zeus, I inquired about results management for SABG. The reaction was an "uhhhhhh..." so I offered that I would look into the possibility of managing Sri Lanka's results on Zeus. That quickly turned in to managing the results for all of SABG, but instead of Zeus it was done on Excel. (Long story short, there are non-Commonwealth countries that are a part of SABG whereas Zeus is currently geared towards Commonwealth countries ... soon to change!)
The two weeks leading up to the games were intense. The office staff worked through the weekend and stayed as late as 1am at the office only having to take up to two hours to get home and then get back on transit by 7am to get back to the office the next day. By the time the games started I was seriously worried about their health as they were running on empty especially since they were not eating meals regularly. Perhaps they are used to it as Sri Lankans eat breakfast early, then lunch around 1pm, then dinner isn't until well after 8 or 9pm! For me it was really a struggle as most of you know I snack all day long. I eventually was attached to a bag of food, but not food that I am used to eating as the only fresh food I could really carry was bananas. So during this week of prep and then at the games, dinner often wasn't until 10:30pm when we were back at our accommodation and for me that is WAY off my schedule and goes against my rule of eating before I sleep. But, if I didn't, I would have been nutritionally starving my body and that's not good either!
Ok, so back to the disorganisation... it comes from the Games Secretariat being a bit old fashioned wanting to plan everything from beginning to end without help. They didn't realise they were a bit out of touch, I think, with how games procedures have evolved and the intricacies with planning such an event. For example, accreditation applications and the accreditation forms were done on paper ... with carbon copy paper to make multiple copies. THEN, these forms had to be entered by hand into the online "accreditation system" which wasn't completed on time for the teams to do themselves so the NOC staff and a team of volunteers had to enter them all. I had put "accreditation system" in quotations because it hardly qualified as one. It was an online form with fields to fill in which then filled in the accreditation card template. No reports could be run and the system was extremely slow. There all sorts of glitches and it was poorly developed. These cards then had to be printed off one by one through the system and we only had an inkjet printer to do it. Then, because the alignment of how the cards were printed was poor, each one had to be cut out of a piece of 8x11 paper by hand and then glued together because the print out was single sided. Then, these were stuffed by hand into a plastic pouch. Oi!
Then there was the volunteer management. There was no volunteer manual. Sure, the volunteers received a training session, but a lot of those volunteers could not make the training session. As a volunteer I would have been frustrated as I would have had such a vague idea of what my role was, what the rules were, and who my resources were that I would not have felt empowered. However, these amazing volunteers pulled it off by coming together as a team. I could see some of the committee members being really frustrated with all the questions they were getting from the volunteers as they tried to solve problems ... but that is a result of not having proper procedures and communication protocols in place.
One of my biggest frustrations was having to deal with the demands of the media here. They just didn't understand that sometimes, they had to wait for the information as we were working with limited resources. Many wanted paper print outs which was just not possible with the tools we had. I had to insist that the best way for them to receive updates was via e-mail. Unfortunately a few of them failed to understand the pace at which we could work at and what we had to work with which brought out the ugly side in me. I am not proud of it. I'm not sorry for it. But instead, I am disappointed in myself for not keeping my cool. What was really frustrating to hear was that the members in the media centre were not helping each other out. I don't know if it's common - I do know that agencies compete against each other to be the best. But really? Results are public knowledge and I'm sure passing a score over to a fellow member of the media isn't going to hurt your career.
Well, how about some positives? The venues were fantastic. The crowd in Hambantota was through the roof (literally). The matches were free to watch, as were the nightly concerts and as a result, the venues would be filled to the rafters with spectators. It was so so SO awesome to see a sporting event bring the community together to enjoy sport. I could tell that some spectators weren't familiar with the rules of the sports, but were having a blast anyhow!
And then there were the athletes. For many of them, this was their first ever international competition. For others, they were veterans. What was great was to see the cooperation of the veteran nations in some of the sports teach the newbies in some of the sports. For example, it was the first international competition for at least two of the teams participating in Beach Handball and the progress these teams made through the few days of competition were remarkable. The learning and adaptation that was going on was the spirit of sport visible for all to see. Loved it!
Personally, this was a huge learning and personal development experience. As I've been learning how to manage my stress and my tolerance level for uncomfortable situations, the ones I encountered at SABG were more challenging than most I've ever had to deal with. It pushed me to new limits and it really made me again, thankful for the training that has been provided to the CSOs by CGC and CGF. I struggle day to day with the cultural norms here and they were magnified tenfold at the games. It's so cliche, but it's so true when they say "what doesn't kill you makes you stronger."
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