Last week I discussed how project management is the key to event success. I shared the steps our planners take with their clients to ensure expectations are exceeded and accountability is met. This week I will dive a little deeper into the must haves in creating a successful project management roadmap.
Team Buy In
Our planners start with a project kick-off call, to make sure the team is on the same page. During this call we outline the format of the project plan, weekly call agendas, and how the team will be able to access the information and make updates. This call can be used to answer any questions, let team members make suggestions, and adjust the process to meet the team’s preferences/needs. When a team is able to provide input and feel like they are a part of the overall process, they are much more active in helping the success of the project.
Reminder: The project kick-off call is also when we introduce our teams along with their responsibilities to streamline communications throughout the planning process.
It is important to agree upon a set schedule for calls (i.e. weekly, bi-weekly, monthly, etc.), as well as, establish a standard call agenda/format that is sent out prior to each meeting. This helps build an expectation for team members to come to meetings with updates for their areas. It is also imperative that you have a dedicated note taker that can capture any updates and action items.
Reminder: The most time sensitive topics should be covered first.
Consistent, Timely Follow Up
Communication is key! I make sure to send emails before team calls with a summary of the meeting agenda and outstanding items from previous meetings (this is also where I highlight the project dashboard summary link). After each team call, I send a summary email to give an overview of the notes and action items that were taken and any new deadlines that were established. As project manager, it is also important to track any at risk tasks within the project plan, make sure those individuals are followed up with separately to get updates that are not provided during the team calls.
Maintain Tools and Dashboard
Keep the project plan and process up to date. This is so vital to truly see how a project is tracking and what is at risk. I find it helpful to add a “last updated” date/time stamp on my dashboard, so team members are aware of the last time I modified any of the contents.
At Meeting Expectations our planners are trained and ready to lead. Let us keep your projects and teams on task to accomplish your goals and advance your story. Contact us today.