Project Management Bootcamp for Event Professionals

Project Management Bootcamp

Best Practices, Technology Tools, and Productivity Hacks

by danberger

INTRODUCE YOURSELFICE BREAKER

Agenda

• Why is this Important to Me?• Event Planner vs. Project Manager• Learning Objectives• Why is this Important to You?• Best Practices• The Project Definition Document• Technology Solutions• Asana Deep Dive• Productivity Hacks• Wrap-Up

Every experience is an opportunity

Celebrate Learn Meet

Mister TSE 2014

An Event Planner is a Project Manager with Style.

““

Objective 1:Understand Project Management

Objective 2:Save You Time

Objective 3:Get You Excited (about technology)

Project Management will…Make You Look Good

Project Management will…Make You Feel Good

Communicate it to your teamDon’t just have a to do list

If it can be done in 2 minutes…Do it Now

Get it on paper,To get it off your mind

Six Levels of Focus

Project Definition Document

• Project Overview• Why are we even doing this?

• Objectives• What are we trying to do?

• Scope• What does this project entail? What does it NOT entail?

• Assumptions and risks• What events are you taking for granted?• What are you concerned about?

• Approach• How are you attacking the project?

• Organization• Who are the stakeholders and what are their roles?

• Signature page• Initial effort, cost, and duration estimates

GET UP AND STRETCHBREAK

TECHNOLOGY SOLUTIONSPart II

Email & Calendar: Google Apps

25

Relationship Management: CRM

A good CRM tracks your activities

26

Proposal: BidSketch

Upload Word and PDF proposals, send them to customers, and track when they view it

27

Project Management: Streak

Create folders for your emails and processes within those folders to track progress.

28

Task Management: Google Tasks

Tasks right inside your gmail.

Ideal for linking emails to tasks.

ASANA & INSTAGANTTHands-On

30

Time Tracking: Harvest

Mobile and web time tracking for your vendors, contractors, part-time staff, etc.

31

Time Tracking: RescueTime

Quietly monitors what you’re working on (down to the website) and gives you a weekly productivity report

32

Contracts: LegalZoom

Very affordable boilerplate documents for all of your legal needs

33

Outsource: Elance

Place job posts for any work that you might need to get done.

Some projects are $20. 100% safe with many American contractors.

Communication: Google Drive

Virtual share drive makes sending back and forth emails very easy.

35

Communication: Evernote

Cloud-based solution that let’s you take notes and clip from to/any device.

36

HR: 15-Five

Your direct reports spend 15 minutes writing a weekly report and you spend 5 minutes reviewing it.

37

Email: Yesware

Read receipts for all your emails and no-reply reminders

38

Email: Canned Responses

Use templated replies to save you time

PRODUCTIVITY HACKS

Distraction-free Mode

The Pomodoro Technique

Multi-tasking…Is Making You Stupid

1. Set deadlines2. Set specific times to check email3. Meetings in the morning/afternoon

Delegating• Place a monetary value on your time.• Ask “is it possible to delegate part or all of this task?”• Train others to do your work (ongoing)• Outsource to virtual assistants/interns• Set expectations, priorities and deadlines• Accept that delegating is a two-way street• Take responsibility for the outcomes. The buck stops with you.• Give them ownership and accept the fact there’s a risk• Explain the importance of the task to get buy-in• Regularly check-in to motivate and ensure it meets your

expectations

• Strive to be a jack of all trades and a master of nothing• Hire people smarter than you (AKA specialists)

Objectives and Key Results

• Quarterly stretch goals• Developed by Intel, Perfected at Google• Must be measurable• Top-down• Transparent• .4 is too low, .9 is too high, .7 is just right

Know any cool cats?We Are Hiring!

Staying In Touch

49

[email protected]

(917) 359-7757(877) 9-SEAT-ME

http://www.slideshare.net/socialtables