Project Management for the future assistant

Breakout session: Breakout session: Project Management for the future AssistantHeather DallasDallas Development Ltd

Welcome to Practical Project Management

Heather DallasFor Practically Perfect PA

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Outline

• Establish project parameters

• Resources, constraints & risks

• Plan & prioritise milestones & tasks

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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?

Gap Analysis

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2. Now

4. Constraints 5. Risks3. Resources

1. Outcome

Gap Analysis

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2. Now10 year old Excel, 50% use,2000 records

4. Constraints2 monthsUnknown system£5000 budgetTerry leaves 3 weeks

5. RisksSystem issuesUsers – not ‘bought in’Data protection

3. ResourcesITMarketing Manager£5000 budget2 monthsTerry – expert user

1. OutcomeMarketing Database5k recordsFit for purposeAll staff trained

Dependency Sequencing

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Phase 324hours before & event 20th Nov

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Phase 2May-NovLogistics

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Phase 1March-AprilResearch & Book

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Dependency Sequencing

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Phase 324hours before & event 20th NovCheck everythingTravel to hotelMeet speakerUpdate final delegate listSort name badges

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Phase 2May-NovLogisticsVisit hotelDietary requirementsChoose menusTable planCollate handoutsGet copies of slidesUpdate agendaUpdate delegate listAudio visual

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Phase 1March-AprilResearch & BookEstablish aimSave the dateConfirm speakerDraft delegate listPhone Claude, ParisBook EurostarEmail venue agentVisit 3 venuesDebrief ’client’Final decisionNegotiate contractFinalise agendaSend out Jis

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Summary

• QTC Triangle

• Gap Analysis

• Dependency Sequencing

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