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Project Management for the future assistant
The document discusses project management techniques for planning an event including the QTC Triangle to identify priorities, gap analysis to assess current and desired states, and dependency sequencing to organize tasks. Specifically, it provides an example of planning an event for a senior management team in Paris, outlining key questions, constraints, resources, risks and breaking the project into three phases with assigned tasks and sign-offs.
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Project Management for the future assistant
- 1. Breakout session:Breakout session: ProjectManagement for the future Assistant Heather Dallas Dallas Development Ltd
- 2. Welcome to Practical ProjectManagement Heather Dallas For Practically Perfect PA Dallas Development 2
- 3. Outline • Establish projectparameters • Resources, constraints & risks • Plan & prioritise milestones & tasks 3Dallas Development
- 4. QTC Triangle toascertain the project drivers Dallas Development 4 Quality CostTime
- 5. Dallas Development 5 Brief:Organise an event for global senior management team in top hotel in Paris for 4th November, a high profile dinner for the night before with top speaker. Budget is £35k. Questions: Is it 3 line whip? Has date been published? Is date non-negotiable? Does it clash with any public holidays? What is the overall purpose? Will attendees pay own travel & accommodation? Rural or central Paris? Where are delegates from? Easy access to airport and trains? Any personal preferences or dislikes for hotel chains? Has guest speaker been invited? Entertainment for night before? Seating plan?
- 6. Gap Analysis Dallas Development6 2. Now 4. Constraints 5. Risks3. Resources 1. Outcome
- 7. Gap Analysis Dallas Development7 2. Now 10 year old Excel, 50% use, 2000 records 4. Constraints 2 months Unknown system £5000 budget Terry leaves 3 weeks 5. Risks System issues Users – not ‘bought in’ Data protection 3. Resources IT Marketing Manager £5000 budget 2 months Terry – expert user 1. Outcome Marketing Database 5k records Fit for purpose All staff trained
- 8. Dependency Sequencing 8Dallas Development Phase3 24hours before & event 20th Nov Sign-off Phase 2 May-Nov Logistics Sign-off Phase 1 March-April Research & Book Sign-off
- 9. Dependency Sequencing 9Dallas Development Phase3 24hours before & event 20th Nov Check everything Travel to hotel Meet speaker Update final delegate list Sort name badges Sign-off Phase 2 May-Nov Logistics Visit hotel Dietary requirements Choose menus Table plan Collate handouts Get copies of slides Update agenda Update delegate list Audio visual Sign-off Phase 1 March-April Research & Book Establish aim Save the date Confirm speaker Draft delegate list Phone Claude, Paris Book Eurostar Email venue agent Visit 3 venues Debrief ’client’ Final decision Negotiate contract Finalise agenda Send out Jis Sign-off
- 10. Summary • QTC Triangle •Gap Analysis • Dependency Sequencing 10Dallas Development
- 11. Breakout session:Breakout session: Howto run better events William Thomson Gallus Events