Project Management Tips

Running a project is not an easy job. It requires well-planned strategies and there are steps to be followed. For every event, project management is required in order to ensure the event runs smoothly. Preparation is very crucial. Today, I’ll share with you some project management tips.

There are 3 steps in project management for every event:

1. Pre-Execution (Preparation)
This is where a project manager should consider what are the things needed for the project, who will be involved (manpower), where the event will be conducted, etc.

- The Project Manager (PM) will conduct the meeting to discuss with the teams about the itinerary of the program, the delegation of tasks and responsibility, the list of activities, and what is going to happen for that particular project.

- PM must manage the accommodation and transportation. Request for quotation must be made earlier to ensure the place is not fully booked and the transport is available for the particular date.

- Buy the materials needed, and if you already have it, the PM needs to ensure it’s in good condition. The materials of all stations must be packed and ready before the activities are conducted.

- Liasing with client: request 50% payment, participants namelist, confirmation of accommodation and transport vendor. The 50% must be in at least 2 weeks before the program, otherwise the project will not commence.

- All team facilitators must be clear about their responsibilities for respective stations, the materials needed, the show business, and the contingency plan.

2. During Execution
- During execution, the PM must ensure that the training room is comfortable and the layout of the room must be done accordingly as requested by the lead facilitator.

- Food must be served according to the timeplan and if there are problems, the PM must find the solution: ie, get the person in charge of F&B or conduct another activity with participant. Consult with the lead facilitator if the program time needs to be changed.

- All facilitators must maintain show business throughout the program days. If is an emergency or problems, PM must make a fast & right decision. Any consequences will be borne by PM, that’s why the right decision is very important.

3. Post Execution
This includes :
- Pack all the items and ensure all items in the list are packed accordingly and in good condition (functioning).

- Debriefing (sharing of what should or shouldn’t be doing for the next project, the team will discuss about what are the areas to be improved for next project if the same problems were to happen in the future or what are the better ways to make the project more smooth and easier to conduct.)

- The report of the project, where trainers will be inform about the outcome of the event, i.e: from participants feedback form, they’ll be asked about their satisfaction towards the program including the activities, the accommodation, transportation, etc. This information will help the client to improve on for future events as well.

- Remaining 50% payment must be made within the period that has been agreed between both parties. Certificate of completion for the participants will be given after the payment is made.