EVENTS MANAGEMENT

TOURING AND VENUES

PROJECT MANAGEMENT FOR EVENTS
 CONTENTS

Introduction to Project Management

Estimating Time
Gantt Charts
Critical Path Analysis – An Overview
Stakeholder Analysis
Stakeholder Planning
 N.B.

As you move ahead in your career, you are

likely to face more complex and difficult
challenges. Some of these may involve the
coordination of many different people, the
completion of many tasks in a precise
sequence, and the expenditure of a great deal
of time and money.
 Introduction
What is project management?

“Project management oversees the initiation,

planning and implementation of an event, in
addition to monitoring the event and
shutdown. It aims to integrate management
plans from different knowledge areas into a
cohesive workable plan for the entire project.”
 Estimating Time
Important because:-

• Time determines the setting of deadlines for

delivery of projects, and so the assessment of
your reliability.
• Timing determines the pricing of contracts and
hence their profitability.
 Estimating Time
Be mindful of:

• Underestimating the amount of time because

you are not familiar with the task to be carried
out. Ask someone who might know!
• Forgetting to take into account unexpected
events or unscheduled high priority work.
• People also often simply fail to allow for the full
complexity involved with a job.
 Estimating Time

In order to understand what you need to do

study the task in detail
 Estimating Time
Drill Down Method

• Simple technique for breaking complex tasks

down into progressively smaller parts.
• Keep going until you fully understand the
contributing factors
• Highlights where you might need further
information
• Helps you create a plan to handle issues
 Estimating Time
website Write brief

Online outsource
Online promo
Breaking Sales mobile
even on
pre-order telesales
tickets Phone sales Automated
before the buy
service
event Face to
date? face/referral Group discount
sales Online tie in
Box office competition
sales
Print ads
Other
Joint venture businesses
 Estimating Time
Allow extra time for, as an example:-

• Other high urgency tasks to be carried out which will have

priority over this one
• Accidents and emergencies
• Internal meetings
• Holidays and sickness in essential staff
• Contact with other customers, perhaps to arrange the next job
• Breakdowns in equipment
• Missed deliveries by suppliers
• Interruptions
• Quality control rejections
 Gantt Charts
What are Gantt Charts?

This simply shows the various tasks that have to

be done in a time sequence order.
 Gantt Charts
Sequential and Parallel Activities

Sequential:-
Tasks that need to be completed in order or
“sequence”

Parallel:-
Tasks that can be completed at any time, at the same
time or after any stage.
Gantt Charts
 Gantt Charts
Video

http://www.youtube.com/watch?v=HQwE0Xv1lAA
 Gantt Charts
Useful for:-

• Allowing you to assess how long a project should take

• Determining the resources needed
• Laying out the order in which tasks need to be carried out.
• Managing the dependencies between tasks.
• Monitoring its progress.
• Taking remedial action to bring the project back on
course.
 Critical Path Analysis
What is Critical Path Analysis?

The critical path method (CPM) or critical path

analysis, is a mathematically based algorithm
for scheduling a set of project activities. It is
an important tool for effective project
management.
 Critical Path Analysis
Notes:-
Circles show events within the project, such as the start and finish of tasks.
The number shown in the left hand half of the circle allows you to identify
each one easily. An arrow running between two event circles shows the
activity needed to complete that task. A description of the task is written
underneath the arrow. The length of the task is shown above it.
 Critical Path Analysis
Video

http://www.youtube.com/watch?v=JZKsk17a6oA&feature=related
 Stakeholder Analysis

"Stakeholder management (analysis and

planning) is critical to the success of every
project in every organization I have ever
worked with. By engaging the right people in
the right way in your project, you can make a
big difference to its success... and to your
career."
 Stakeholder Analysis
• What is Stakeholder Analysis?

Stakeholder Analysis is the technique used to

identify the key people who have to be won
over. You then use Stakeholder Planning to
build the support that helps you succeed.
 Stakeholder Analysis
Benefits:

• You can use the opinions of the most powerful

stakeholders to shape your projects at an early stage.
Not only does this make it more likely that they will
support you, their input can also improve the quality
of your project.
• Gaining support from powerful stakeholders can help
you to win more resources – this makes it more likely
that your projects will be successful.
 Stakeholder Analysis
Benefits:

• By communicating with stakeholders early and often,

you can ensure that they know what you are doing
and fully understand the benefits of your project – this
means they can support you actively when necessary.
• You can anticipate what people's reaction to your
project may be, and build into your plan the actions
that will win people's support.
 Stakeholder Analysis
Steps:-
Your boss Shareholders Government
Senior Alliance Trades
executives partners associations
1.Who are your Your
coworkers
Suppliers Media
stakeholders? Your team Lenders Interest
groups
(Get the right Customers Analysts The public
Prospective Future The
contact!) customers recruits community
Your family
 Stakeholder Analysis

Steps:-

2. Work out their

power,
influence and
interest to
focus on the
right people.
 Stakeholder Analysis
Someone's position on the grid shows you the actions you have to
take with them:

•High power, interested people: these are the people you must
fully engage with, and make the greatest efforts to satisfy.

•High power, less interested people: put enough work in with these
people to keep them satisfied, but not so much that they become
bored with your message.

•Low power, interested people: keep these people adequately

informed, and talk to them to ensure that no major issues are arising.
These people can often be very helpful with the detail of your project.

•Low power, less interested people: again, monitor these people,

but do not bore them with excessive communication.
 Stakeholder Analysis
Steps:-

3. Understand the most important

stakeholders so you can work out how to
win their support.
 Stakeholder Analysis
Key questions
• What financial or emotional interest do they have
in the outcome of your work? Is it positive or
negative?
• What motivates them most of all?
• What information do they want from you?
• How do they want to receive information from
you? What is the best way of communicating your
message to them?
• What is their current opinion of your work? Is it
based on good information?
 Stakeholder Analysis
Key questions
• Who influences their opinions generally, and who
influences their opinion of you? Do some of these
influencers therefore become important stakeholders
in their own right?
• If they are not likely to be positive, what will win them
around to support your project?
• If you don't think you will be able to win them
around, how will you manage their opposition?
• Who else might be influenced by their opinions? Do
these people become stakeholders in their own right?
 Stakeholder Analysis
Summarise
 Stakeholder Analysis
Key point:
• As the work you do and the projects you run
become more important, you will affect more
and more people. Some of these people have
the power to undermine your projects and
your position. Others may be strong
supporters of your work.
 Stakeholder Planning

What is Stakeholder Planning:

Planning your communication so that you can

win stakeholders around to support your
projects.
 Stakeholder Planning
To carry out a Stakeholder Planning exercise, create a table with the
following column headings:

• Stakeholder Name
• Communications Approach
• Key Interests and Issues
• Current Status - Advocate, supporter, neutral, critic, blocker
• Desired Support - High, medium or low
• Desired Project Role (if any)
• Actions Desired (if any)
• Messages Needed
• Actions and Communications
Stakeholder Planning
 Stakeholder Planning
Steps

• 1. Fill in the table with Power/Interest Grid

Information

• 2. Plan Your Approach to Stakeholder

Management for example:-
sponsorship of the project,
advice and expert input,
reviews of material to increase quality, etc.
 Stakeholder Planning
3. Think Through What You Want from Each
Stakeholder:
• Write this information down in the ‘Desired Support’,
‘Desired Project Role’ and ‘Actions Desired’ columns.

4. Identify the Messages You Need to Convey:

• Typical messages will show the benefits to the person
or organization of what you are doing, and will focus
on key performance drivers like increasing profitability
or delivering real improvements.
 Stakeholder Planning
5. Identify Actions and
Communications:

• Think through what you need to do to

keep your best supporters engaged and
on-board.

•Work out how to win over or neutralize

the opposition of skeptics.
 Stakeholder Planning
5. Identify Actions and Communications:

•Where you need the active support of people who are

not currently interested in what you are doing, think
about how you can engage them and raise their level of
interest.

•Consider how what you are doing will affect your

stakeholders. Where appropriate, let people know as
early as possible of any difficult issues that may arise,
and discuss with them how you can minimize or manage
any impact.
 Stakeholder Planning

Good Stakeholder Planning helps you to

manage the politics that can often come with
major projects. It helps you win support for
your projects and eliminates a major source of
project and work stress.
 And Finally

Something will always go wrong!

However
Failing to plan means planning to fail