Media Project Planning and Execution

The assignment focuses on a media project that involves planning and executing a press conference. The document details various stages of the project, including identifying key players, preparing a press kit, selecting a date, time, and location, providing training to participants, contacting media representatives, following up with them, making arrangements for the event, and preparing the venue for the press conference. The ultimate goal is to successfully execute the press conference to promote the Aid Hearing project.

DEVELOPING A PROPOSAL
FOR A MEDIA PROJECT AND
OBTAINING CLIENT LETTER
OF INTENT

TABLE OF CONTENTS
1. INTRODUCTION AND BACKGROUND................................................................................1
2. REQUIREMENTS.......................................................................................................................1
2.1.1 TECHNICAL PROPOSAL....................................................................................................1
2.1.1.1 Describing product or service offered.............................................................................1
2.1.1.2 Drafting Execution plan including Work-breakdown structure, timeline, deliverables
and resource allocation................................................................................................................2
2.1.2 FINANCIAL PROPOSAL.....................................................................................................7
2.1.2.1 Describing cost breakdown structure including cost per deliverables and other
associated costs...........................................................................................................................7
2.1.2.2 Analysing method and time of payment.......................................................................10
2.1.3 LETTER OF INTENT..........................................................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................13

1. INTRODUCTION AND BACKGROUND
Media agency services are important in Arab countries such as UAE as online marketing is increasing in country. Moreover,
by getting more reliant on digital marketing, campaigns, content management, clients can attain marketing activities. Present report
deals with project of media agency for the local client in the GCC (Gulf Cooperation Council) which will produce Press Conference
featuring new aid hearing project. The Press Conference will be attended by most of GCC media which will include high officials and
industry leaders. Customer wants media services for enhancing his business and promote business in order to maximise business
operations. For undertaking this project, technical and financial proposal for the media agency will be taken into account. Pleasant
Media Services will provide media agency services in effective manner to customer and deliver project within stipulated time. Th e
services such as online marketing, affiliate service, lead generation consultancy, content management and advertisement campaigns
will be provided.
The technical proposal will include description of service as what it will offer and then execution plan will be made as well.
This plan will include timeline, work-breakdown structure, deliverables and resource allocation which are the main factors to be
included in project for delivering the same to client. On the other hand, financial proposal will be produced covering cost breakdown
of project, methods and time of payment. Moreover, letter client from MENA region will be made available. The project will be
delivered on time to customer for achieving satisfaction.
2. REQUIREMENTS
2.1.1 TECHNICAL PROPOSAL
2.1.1.1 Describing product or service offered
Pleasant Media Services is formed for providing advise to clients with regards to how they should place their brand or
advertise their offerings for presenting positive picture of themselves to the public. In recent scenario, artificial intelligence has
become extremely useful for corporations in order to succeed in the competitive world. This helps to place the product in the market
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and attain assured success quite effectually (Kerzner, 2018). In order to perform the services in effective manner, local client in GCC
(Gulf Cooperation Council) will be provided with digital marketing, media services etc. so that client can present Press Conference
which will be feature new aid hearing project in the market.
This product is consisting of various features and programmed in a manner that it will bring the satisfaction among the
consumers and overcome with the hearing problems. It includes hearing and activity tracking, small, discreet and quick to fit, light in
weight as well as invisible products. It can easily be connected with the mobile devices such as iPhone, iPad, Apple watch as well as
Android phones.
Advertising and marketing with the help of technological advancement such as digital technology has countless benefits to
business. Pleasant Media Services will provide all range of services such as online marketing, affiliate service, lead generation
consultancy and content management to provide wide range of services to customer for enhancing level of satisfaction. These services
will help to attain good amount of profits by offering them at affordable costs. Customer will be benefited as media services will be
provided to them. With the help of these services, customer can enhance its brand by advertising it its target market. Thus, client will
be able to attain good marketing tactics to avail benefits.
Media agency services includes advertising, enhancing public relations and related forms of media management. Advertising
campaigns and related services will be provided to client in order to attain customer base and enhancing share in the market (Heldman,
2018). On the other hand, various digital media services will also be provided such as PPC (Pay Per Click), Search Engine
Optimization (SEO), online reputation management etc. The range of media agency services will be offered to customer by which
they may be able to attain its target market.
2.1.1.2 Drafting Execution plan including Work-breakdown structure, timeline, deliverables and resource allocation
The execution plan is necessary to be prepared by the business so that project may be effectively accomplished in a better
manner. Pleasant Media Services will provide media and advertising services to client of GCC. In order to complete this project, all
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inputs will be used and deliverables will be given to customer. The Project Execution Plan is also termed as Project Management Plan
defining strategy for effectively managing project. The plan describes policies, procedures and priorities which will be adopted by
Project Manager so that project may be completed on time and deliverables may be attained.
It can be analysed that Pleasant Media Services will provide effective services to client in order to enhance corporation for the
purpose of improving brand image in front of public (Tonchia, Tonchia and Mahagaonkar, 2018). The tasks such as preparation of
WBS, timeline, deliverables and resource allocation will be set in step-by-step manner. This will lead to complete project within
scheduled time. Furthermore, these tasks will be streamlined in a better manner as per the scheduled activities for completing project
by properly executing the same. It includes following information listed below-
Work-breakdown structure
It is the useful project deliverable which help to organise team's work into manageable sections. In simple words, it is the
structure in which all activities are executed in accordance to scheduled made so that project may be accomplished in timely duration.
Moreover, with the help of work-breakdown structure, complicated activities are reduced for streamlining tasks in a better manner.
The tasks are measurable, independent and are clearly defined within limits imposed on them. Thus, Pleasant Media Services will go
in-hand with work-breakdown structure so as to provide effective services to client by scheduling and breaking down activities in
effectual manner for providing healthy deliverables.
The work-breakdown structure provides clarity that digital media services will be provided to client and as per the structure
and Gantt chart, activities will be completed as per the alignment in a better way (Calabrese and et.al., 2018). This leads to provide
desired deliverables by company in the best manner possible to customers, thus, satisfying them. Moreover, with the help of work-
breakdown structure, duplication of work can be reduced as Project Manager assigns work in accordance to the background of
personnels and thus, efficiency and productivity can be accomplished quite effectually.
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Timeline
It is the important aspect in the project. Any delay in one activity gets whole project delayed and as a result, cost overruns
takes place. It is essentially required that project should be get completed on time and for attaining the same, Gantt chart is being
produced highlighting when will be the project will get completed (Bredillet, Tywoniak and Tootoonchy, 2018). The activities
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Media
Project
Selecting
date and
time
Selecting
main
players
Identify
media
representa
tive
Develop
press kit
Select
date
Select
time
Select
location
Provide
training
Contact
media
Followi
ng up
media
Make
arrange
ments
Prepare
room
Execute
press
confere
nce

highlighted in Gantt chart provides clarity that one after another activities will be attained as per the cost and work-breakdown. The
project will be accomplished within 89 days as disclosed by Gantt chart.
Task Name Duration Start Finish
Define message 2 days Thu 1/10/19 Sun 1/13/19
Selecting date and time 2 days Mon 1/14/19 Tue 1/15/19
Select date 2 days Mon 1/14/19 Tue 1/15/19
Select time 1 day Wed 1/16/19 Wed 1/16/19
Selecting location 3 days Thu 1/17/19 Mon 1/21/19
Selecting main players 28 days Tue 1/22/19 Thu 2/28/19
Provide training 4 days Tue 1/22/19 Sun 1/27/19
Identify media representative 5 days Mon 1/28/19 Sun 2/3/19
Contact media 5 days Mon 1/28/19 Sun 2/3/19
Following up media 7 days Mon 2/4/19 Tue 2/12/19
Develop press kit 6 days Wed 2/13/19 Wed 2/20/19
Make arrangements 6 days Wed 2/13/19 Wed 2/20/19
Prepare room 5 days Thu 2/21/19 Wed 2/27/19
Execute press conference 1 day Thu 2/28/19 Thu 2/28/19
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Figure 1 Gantt chart
Deliverables
The deliverables requiring in the project is to be delivered to client so that may be provided with enhanced services. With the
help of this, client will be satisfied with these services and organisation will attain desired profits. The project deliverable is termed as
product or service as a result of process. It can be analysed that Pleasant Media Services will offer range of media services such as
online marketing, affiliate services, lead generation consultancy and content management and entire range of digital media services.
Thus, with the help of these services, client will be satisfied as project will be delivered on time.
Resource allocation
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Project need resources and they are scarce. In addition to this, Project Manager is under the duty to allocate resources as per
the project purpose so that wastage may not done. Since the resources are scarce, it is required to be allocated in most judicious
manner. Thus, project may be delivered according to the plan (What is Resource Allocation in Project Management?. 2018). The
resources required in this media agency services will be equipment, internet facilities, qualified personnels who are well-equipped
with coding and computer languages etc.
2.1.2 FINANCIAL PROPOSAL
2.1.2.1 Describing cost breakdown structure including cost per deliverables and other associated costs
Cost Breakdown Structure is one of the crucial project tool in which cost is allocated to different resources in accordance to the
Work-breakdown structure. It is a breakdown of work to be done by subcontractors and provide an overview how many costs will be
incurred on a project (Dykstra, 2018). It is required that cost incurred should be within the budget else, cost overruns will take place
which will make project unviable. Thus, it is needed that budget should be followed and in case of deviations of actual costs with that
of budgeted costs, corrective measures should be implemented for reducing costs quite effectually. Therefore, with refence to plan
cost structure Aid hearing project of the industry there can be estimation of various expenses which will cost company as:
COST BREAKDOWN STRUCTURE - PROJECT BUDGET
Item
Number Requested
(Quantity)
Cost Per
Item
Taxes &
Shipping
Total Cost (In
AED)
Project preparation
Site cost of press conference 1 AED 40.00 AED 10.00 AED 50.00
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Arrangements at conference 2 AED 30.00 AED 14.00 AED 74.00
Expneses on guests 1 AED 30.00 AED 15.00 AED 45.00
Machines 2 AED 40.00 AED 18.00 AED 98.00
Initiation
Lightening charges 2 AED 42.00 AED 18.00 AED 102.00
Sitting arrangements 1 AED 20.00 AED 5.00 AED 25.00
Air conditioning 1 AED 20.00 AED 5.00 AED 25.00
Producing Aid Hearing machines 10 AED 30.00 AED 300.00
Sitting arragnegement for GCC
members 5 AED 70.00 AED 20.00 AED 370.00
Expenses on Projector 3 AED 800.00 AED 120.00 AED 2,520.00
Total costs AED 3,609.00
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Other Associated Costs
Particulars Amount (in AED)
Direct Costs
Software costs 100
Hardware costs 100
Total Direct Costs 200
Indirect Costs
Office expenses 120
Secretarial services 130
Total Indirect Costs 250
Fixed Costs
Rent 1000
Insurance 500
Total Fixed Costs 1500
Variable Costs
Internet charges 100
Telephone expenses 110
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Total Variable Costs 210
Total associated costs 2160
Interpretation-
It can be referred to above table that costs will be incurred to complete project. Cost breakdown structure provides clarity that
quantities required with cost per unit and taxes will be included to arrive at total costs. This means that total costs of project will be
AED 3609 and thus, project will be delivered in effective manner.
2.1.2.2 Analysing method and time of payment
There are various types of services which will be provided to client by Pleasant Media Services. It is required that services
should met cost and sold at a profit so that firm may gain desired profits (Chapman, 2018). This means that organisation will be able
to attain profits in the best manner possible by implementing well-defined strategies and then providing better media agency services
to clients. There are various methods of payments such as cash, online payment, bank transfers, direct deposit, paying through debit or
credit cards etc.
It can be analysed that Pleasant Media Services will adopt online payment mechanism as it is one of the secure form of
payment. It is cost-effective and reliable method and also saves time for collecting payment (Fangel, 2018). The money for the
services will be paid through online payment mechanisms from client as a result, firm will attain payment. On the other hand, client
will be given 2 months time to provide the payment in effectual manner. Hence, payment will be made by customer once project is
delivered to them.
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2.1.3 LETTER OF INTENT
The letter of intent is being obtained from the MENA Region Council. It is a document that outlines agreement between parties
before agreement is being finalised (Martinsuo and Hoverfält, 2018). Hence, it is useful document governing terms and conditions of
project. The letter of intent is provided below-
Date: 7 January 2019
MENA Region Council
Subject: Obtaining letter of intent
Respected Dignitary,
We extend our support for providing digital media services to our firm and giving chance to provide services to the
corporation. The services will be helpful for the corporation for getting good brand value and also enhancing brand identity. The
project prepared is very much aligned to goals of the client.
Pleasant Media Services is honoured to serve GCC local client with wide variety of media services and providing better
image to the public. The financial and technical proposal have been completed and project will take 89 days to finish. Moreover, it
will cost AED 3609 and project will be attained in time. The client will be provided with complete project under terms. Moreover,
client is obligated to pay through online payment for media services offered.
We will be glad for submitting full proposal with additional information for further review.
(Sign)
Project Manager
Pleasant Media Services
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CONCLUSION
Hereby, it can be concluded that project is required to be delivered on time so that business may be able to accomplish profits.
The media agency services will be offered by Pleasant Media Services to local client in the GCC which will enhance his satisfaction
level as improvement in brand image will be done. It can be assessed that project management plan is made showing that it will take
89 days to get project completed and handover deliverables to client. This means that project will be completed as highlighted with the
help of Gantt chart and scheduled activities will be attained in sequential manner. Moreover, costs will be incurred for completing
project on time and all resources will be allocated accordingly. Along with this, the press conference has discussed the features of Aid
Hearing project which would have appreciation and growth in the market.
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REFERENCES
Books and Journals
Bredillet, C., Tywoniak, S. and Tootoonchy, M., 2018. Exploring the dynamics of project management office and portfolio
management co-evolution: A routine lens. International Journal of Project Management. 36(1). pp.27-42.
Calabrese, A. and et. al., 2018, May. Evolutionary Learning in Strategy-Project Systems. Project Management Institute.
Chapman, W., 2018. Engineering modeling and design. Routledge.
Dykstra, A., 2018. Construction project management: A complete introduction. Kirshner Publishing Company.
Fangel, M., 2018. Proactive Project Management. Van Haren.
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley & Sons.
Martinsuo, M. and Hoverfält, P., 2018. Change program management: Toward a capability for managing value-oriented, integrated
multi-project change in its context. International Journal of Project Management. 36(1). pp.134-146.
Tonchia, S., Tonchia and Mahagaonkar, 2018. Industrial project management. Springer.
Online
What is Resource Allocation in Project Management?. 2018. [Online]. Available Through: <https://www.wrike.com/project-
management-guide/faq/what-is-resource-allocation-in-project-management/>.
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