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.

1. Breakout session:Breakout session:
Project Management for the future Assistant
Heather Dallas
Dallas Development Ltd

2. Welcome to
Practical Project Management
Heather Dallas
For Practically Perfect PA
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3. Outline
• Establish project parameters
• Resources, constraints & risks
• Plan & prioritise milestones & tasks
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4. QTC Triangle to ascertain the
project drivers
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Quality
CostTime

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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
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2. Now
4. Constraints 5. Risks3. Resources
1. Outcome

7. Gap Analysis
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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
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Phase 3
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
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Phase 3
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
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11. Breakout session:Breakout session:
How to run better events
William Thomson
Gallus Events