project management for the future assistant
TRANSCRIPT
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
Sign-off
Phase 2May-NovLogistics
Sign-off
Phase 1March-AprilResearch & Book
Sign-off
Dependency Sequencing
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Phase 324hours before & event 20th NovCheck everythingTravel to hotelMeet speakerUpdate final delegate listSort name badges
Sign-off
Phase 2May-NovLogisticsVisit hotelDietary requirementsChoose menusTable planCollate handoutsGet copies of slidesUpdate agendaUpdate delegate listAudio visual
Sign-off
Phase 1March-AprilResearch & BookEstablish aimSave the dateConfirm speakerDraft delegate listPhone Claude, ParisBook EurostarEmail venue agentVisit 3 venuesDebrief ’client’Final decisionNegotiate contractFinalise agendaSend out Jis
Sign-off
Summary
• QTC Triangle
• Gap Analysis
• Dependency Sequencing
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