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Scheduling And Timing


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Scheduling And Timing

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Scheduling And Timing

  1. 1. Scheduling and Timing by ahmad bassiouny
  2. 2. INTRODUCTION <ul><li>Last session we looked at the first two phases of an event: </li></ul><ul><li>INITIATION </li></ul><ul><li>PLANNING </li></ul><ul><li>Now we shall look at </li></ul><ul><li>Resources in detail </li></ul><ul><li>Scheduling </li></ul>
  3. 3. Remember the Planning Exercise?
  4. 4. Planning Exercise <ul><li>You are to run a morning seminar for music industry executives in the Utzon Room. </li></ul><ul><li>The number of people is 100 </li></ul><ul><li>The seminar will be broken into 2 sessions: 0900-1030 and 1100-1230. </li></ul><ul><li>2 presenters who will require audio visual equipment. </li></ul><ul><li>Morning tea is to be provided </li></ul>
  5. 5. Planning Exercise <ul><ul><li>Established major task areas </li></ul></ul><ul><ul><li>The Venue </li></ul></ul><ul><ul><li>Audio Visual </li></ul></ul><ul><ul><li>Program </li></ul></ul><ul><ul><li>Marketing </li></ul></ul>
  6. 6. Planning <ul><ul><li>Established second level tasks associated with the venue </li></ul></ul>
  7. 7. Planning <ul><li>Venue </li></ul><ul><li>Room layout </li></ul><ul><li>Registration area </li></ul><ul><li>Catering </li></ul><ul><li>Signs </li></ul><ul><li>Stores delivered </li></ul><ul><li>Stores collected </li></ul>
  8. 8. Planning <ul><li>What about the SCHEDULING? </li></ul><ul><li>- sequence and timing </li></ul>
  9. 9. Planning <ul><li>Venue </li></ul><ul><li>Room layout </li></ul><ul><li>Registration area </li></ul><ul><li>Catering </li></ul><ul><li>Signs </li></ul><ul><li>Stores delivered </li></ul><ul><li>Stores collected </li></ul>
  10. 10. Planning <ul><li>Sequence </li></ul><ul><li>Stores delivered </li></ul><ul><li>Room layout </li></ul><ul><li>Registration area </li></ul><ul><li>Signs </li></ul><ul><li>Catering </li></ul><ul><li>Stores collected </li></ul>
  11. 11. Planning <ul><li>Timing </li></ul><ul><li>Examine the seminar example task sheet. </li></ul><ul><li>Allocate a time to each task. </li></ul><ul><ul><ul><li>Indicate by drawing a line out from each task how long it will take to complete that task. </li></ul></ul></ul><ul><ul><ul><li>Allocate jobs to 3 staff, A (you), B &C </li></ul></ul></ul>
  12. 12. Planning <ul><li>Congratulations! </li></ul><ul><li>you have created a </li></ul><ul><li>Gantt Chart </li></ul>
  13. 13. Planning <ul><li>An alternative to the Gantt Chart: </li></ul><ul><li>A Production Schedule showing Milestones </li></ul>
  14. 14. Implementation <ul><ul><ul><ul><ul><li>Production Schedule </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Running Sheets </li></ul></ul></ul></ul></ul><ul><ul><li>These are detailed schedules of: </li></ul></ul><ul><ul><ul><ul><li>What is to happen </li></ul></ul></ul></ul><ul><ul><ul><ul><li>When it is to happen </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Where it is to happen </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Who is responsible </li></ul></ul></ul></ul>
  15. 15. Implementation <ul><li>Using the seminar Gantt Chart example, create a running sheet just for the event from 06.00 to13.00. Fill in the time and responsibility. </li></ul><ul><li>Assume you have yourself and 2 staff to allocate responsibility. Call them You, A & B. </li></ul>
  16. 16. Implementation <ul><li>Congratulations! </li></ul><ul><li>You have just created a Running Sheet </li></ul><ul><li>This is now approved by the stakeholders </li></ul><ul><li>We now have the DETAIL and SCHEDULING </li></ul><ul><li>documentation </li></ul>
  17. 17. Sequence and Timing <ul><li>An exercise in logic </li></ul><ul><li>Use your experience and/or your contractors to establish both sequence and timing </li></ul><ul><li>Gantt Charts, Production Schedules and Running Sheets </li></ul><ul><li>Confirm with your stakeholders </li></ul>
  18. 18. Next <ul><li>Controlling of the event </li></ul>