Project Managment in Event Coordination

Welcome to Project Management in Event Coordination - a short course outlining the fundamental steps to achieving successful outcomes in managing projects in event coordination.  

This short course strives to give you the tools to confidently deliver outcomes on-time, within budget and with great value.  After this short course you will be able to recall the 8 sequential steps of project management and points in each step.

Module 2 - 8 Sequential Steps of Project Management

8 Sequential Steps of Project Management

TABLE OF CONTENTS:

1.  Tabular Format of Eight Sequential Steps of Project Management

2.  Eight Steps of Project Management Explained

  1. Getting Underway – Start up
  2. Planning the Quality
  3. Planning the Time
  4. Planning the Cost
  5. Empower the Team and Set Up Controls
  6. Control Work in Progress
  7. Follow up, Re-Plan, Give Feedback
  8. Wrap Up and Evaluation

1.  Eight Sequential Steps of Project Management

Step 1:

Getting underway

Project “start-up” and project definition

  • Discuss to clarify and define the project clearly.
  • Get whatever brief in writing and include all project stakeholders.
  • Involve the project sponsor thoroughly to elicit commitment.
  • Team-build the project team.
  • Write the project definition to give the project scope and range.   Include the project end-results objectives, outcome milestones, technical requirements, limitations, and exclusions.

Step 2:

Planning the quality

 

  • Complete a work breakdown. 
  • Set project specifications for each sub-unit in the work breakdown.

Step 3:

Planning the time

  • Determine the sequence of sub-units, and time limits for each unit.
  • Determine the critical path.

Step 4:

Planning the cost

  • Estimate the cost of each sub-unit and establish cost estimate.
  • Draw up the budget.

Step 5:

Empower the team and set up controls

  • Assign responsibilities, authorities and accountabilities.
  • Set up control procedures in line with accountabilities, for example, control point identification chart, milestone charts, budget control charts, and so on.

Step 6:

Control work in progress

  • Control Work in Progress (WIP) though the various control mechanisms, that is, control point identification chart, milestone charts, budget control charts.
  • Set up control intervals and reporting requirements.

Step 7

Follow-up, re-plan, give feedback

  • Follow-up on controls and reporting requirements.
  • Take corrective action when needed and praise generously for positive results.

Step 8

Wrap up and evaluation

  • Bring the project to a successful conclusion
  • Evaluate project effectiveness and plan to do better next time.
  • Learn for the future.

Figure 1 - Eight Sequential Steps of Project Management

2. Eight Steps of Project Management Explained

1. Getting Underway – Start up

Starting a project can feel daunting.  The best way to tackle it is to get support behind you from the project stakeholders and project sponsor.  By including these key players, there is no hidden surprises that can arise during project delivery and there is a good opportunity for discussions around what the scope/range/end results/objectives/outcomes/milestones/technical requirements/limitations and exclusions should be.  This is very important information which needs to be captured in a written format – namely a project definition.

This could information could be gathered over a number of meetings with stake holders and sponsors to ensure the end goal is being interpreted correctly by the project manager.

Once these details are clear, a team building of the project team is essential to boost team-work and set a clear outcome.

2. Planning the Quality

Complete a work breakdown.  This would be to take the project as a whole and break it down into smaller tasks needed to achieve the end result.  An example would be planning a wedding.  The project would be a wedding, but tasks needed for completion to achieve the end goals would be:

  • Photographer
  • Caterer
  • Venue etc.

Sub-units as above in the breakdown will have their own specifications as below:

  • Photographer – date, time, cost, number of photo’s, album etc
  • Caterer – date, time, cost per head, menu’s etc
  • Venue – date, time, cost, lighting, draping etc.

3. Planning the Time

This is an important part of the planning process and these sequencing and deadlines with regards to time should be as strictly adhered to as possible.  For example:

        a) Confirmation of Venue:                  10 October – Deposit payable:         10 October

        b) Confirmation of Caterer:               10 October  - Deposit Payable:         10 October

        c) Confirmation of Photographer:    31 July – Deposit Payable:                 31 July

4.  Planning the Cost

This part of the planning process of the project requires meticulous, detailed attention.  The goal is to remain affordable with the most value.  By using your Work Breakdown, carefully tabulate the cost of all the sub-units.  Allow for end of year cost increases and unforeseen roadblocks within reason.  Tabulate the budget required to achieve the desired outcome discussed at the start up meetings.

5. Empower the Team and Set Up Controls

This is a very important part of the project process.  Enlisting the right people to perform the right tasks is invaluable in delivering the best outcome.  Ensure that the assigned responsibilities are assigned with accountability checks in place, and the right people are given the authority to ensure the task is carried out to completion. 

For instance, if this were a project to set up an international medical conference, having someone responsible for hotel bookings for delegates would be essential.  A good example of a control check would be to have an email sent to all delegates 3 weeks prior to the conference to request that they contact the right people should they not yet have received their booking confirmations.

6. Control Work in Progress

Ensure that you as the project manager sees the control checks as and when they happen.  Continuous feedback in this regard is essential to stay in touch with what is happening on the ground so that no surprises pop up with delivery.

7. Follow up, Re-Plan, Give Feedback

Ensure that things are running smoothly by means of regular meetings with responsible people.  Discuss control checks, deadlines, budgets etc to ensure that everyone is still working towards the same outcomes.  Create a positive environment for discussion around problem areas and give positive reinforcement with a job well done.

8. Wrap Up and Evaluation

Evaluate after the conclusion of the project.  There is always room for improvement, mark these areas where improvements could be made for future projects of a similar nature.  Engage with sponsors and stakeholders for a concluding meeting to ensure there are no elements that these key figures are unhappy with.

When using the 8 Sequetial Steps of Project Managment, which of the below options would form part of planning the quality of a project?

  • Set project specifications for each sub-unit in a work breakdown.
  • Team-build the project team
  • Assign responsibilities, authorities and accountabilities
  • Set up control intervals and reporting requirements

Which Step of the Eight Sequential Steps of Project Management would you be completing if you were estimating the cost of each sub-unit and establishing cost estimates?

  • Empowering the team and setting up controls
  • Getting underway - Project 'Start-up' and project definition
  • Planning the cost
  • Planning the quality

Which of the below options relate to the Start-up and Project Definition step?

  • Get whatever brief in writing and include all project stakeholders
  • Complete a work breakdown
  • Team-build the project team
  • Determine the critical path
Select one or more: