Managing Projects in the Organization: Event Management Report

This report provides a comprehensive analysis of project management within the context of Chilled Events, an innovative event company. It begins with an introduction to project management principles, emphasizing the importance of teamwork and goal achievement. The main body critically assesses the usefulness of various project management tools and techniques, including Agile, Waterfall, Prince2, Scrum, Critical Path Method, and Work Breakdown Structure, evaluating their relevance in the current business environment. The report then outlines a detailed implementation plan for a live event, including steps such as goal setting, budgeting, and team organization. A self-assessment plan is included to evaluate the ability to manage a project, followed by recommendations and a conclusion summarizing the key findings. The report highlights how these techniques help companies, especially during the current pandemic, to raise profitability and revenues while ensuring safety. The goal is to provide a robust framework for effective project management in event planning.

Managing Projects in the
Organisation

Table of Contents
Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
Critical assessment of usefulness of project management tools as well as techniques and
assess to which they are useful in light of changes which have taken place........................1
Implementation plan of project as well as relevant steps that should be followed as well
as how this plan will going to be implemented.......................................................................4
Critical evaluation of ability to manage a project with self assessment plan.....................8
Recommendations...................................................................................................................11
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
Project management is basically referred to a process of working in team to accomplish
goals, objectives as well as success criteria at a particular time. As there is basic challenge of
project management is to accomplish all various planned goals of company at a given point of
time. This could be basically described as a project documentation which is designed at starting
of development process (Allen, 2019) . As managing project in company is said to be a concept
that helps company in having coordination among company strategies as well as project
management, program management as well as portfolio management. As structure of company '
s project management is used in aligning operations of project management. This report is based
on managing project of Chilled Events which is an innovative promotions, experimental as well
as live event company. As this company is going to host a live event as their project. As this
project seems to be creative and provides lot of learnings so it creates higher motivation to be got
engaged with this project. As this project will going to provide a lot of learnings in specialised
area of event planning as well as management. And some how if this project is carried by
company as a result there will be a loss of experiencing as well as learning of various concept of
carrying out a live event. This report includes critical assessment of effectiveness as well as
relevance of project management, implementation plan of project, critical evaluation of ability to
manage project along with its conclusion(Vrchota, J. and Řehoř, P., 2019).
MAIN BODY
Critical assessment of usefulness of project management tools as well as techniques and
assess to which they are useful in light of changes which have taken place.
It has been critically analysed that project management tool and techniques plays an
important role and responsibility in defining structure, work, utilization of resources, allocation
as well as at times which decides fate of a project as well. There are various techniques as well as
tools of project management that helps in carrying up an project effectively in a specified point
of time. Project management tools and techniques helps in carrying and running out an project
effectively which leads to accomplishment of planned goals and set targets (Alreshidi,
Mourshed and Rezgui, 2018). In terms of Chilled Events some of tools as well as techniques of
project management which could be used by company in order to carry a live event effectively
and accomplishment of planned goals of event planning and management that are as follows:
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 Agile: This methodology is considered to be most effective as well as popular
methodology of project management. As it used sprint method in which company could
break a project in form of sprints or cycles. As terms agile that means capability to move
fast and responding swiftly to changes, as this techniques of project management makes
way for flexibility or collaboration (Amadi, Carrillo and Tuuli, 2018). It is extensively
used in software development as well as is best suited for small software projects which
needs frequent communication and requires to work together for analysing demands and
other factors of a project. In terms of Chilled Events, company is using this technique of
project management in their operations for designing and development various graphics
for their event. As for running a live event there are various graphics and designing which
is required and that is to be performed by software development with this technology.
 Waterfall: This tool of project management is considered to be most simple as well as
old is technique in carrying out a project it is also known as software development life
cycle which focuses on making a solid plan for effective execution of a project. Waterfall
technique of project management is sequential means in which activities has to be
completed before the next activity starts in the pipeline. In this technique needs should be
defined in the beginning for carrying an event so that there is a specific planning as well
as company’s project plan could be carried effectively (Aubry and Lavoie-Tremblay,
2018). In terms of Chilled Events company is using this technique of project management
in their operations for making effective planning and execution of their project which is
life event. With this technique event could be e carried in an effective manner by
completing one role and responsibility. Waterfall model of project management is useful
for company as it helps in in executing various activities and task which are required to
be performed by company for running a live event as there are various roles and
functions which are to be performed in event.
 Prince2: This technique of project management is made up of principal and processes in
this principles its standard enables it which is to be implemented by any company in
respective of its nature that enables company to take appropriate action for having
successful completion of projects (Bond-Barnard, Fletcher and Steyn, 2018). In terms of
Chilled Events company is using this project management technique that helps company's
operations to perform with process in taking various actions and decisions in terms of
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running effective add a project. This technique of project management helps company to
take various effective decisions and design strategies according to the actions so that
project plan should be accomplished well and profitability could be increased. As when
decisions of activities which are to be performed are taken in an effective manner as a
result execution of task could be performed without any delay or confusion and live event
it could be carried successfully.
 Scrum: In this methodology of project management which state that it focuses on
enhancing communication speed of development as well as team work in a project in
scrum methodology team is led by scrum Master which is also known as subject matter
expert who is making companies way for seamless collaboration or encourages team
members to have planned outcomes as a result (Chakkol, Selviaridis and Finne, 2018).
This technique of project management focus on keeping in mind requirement of software
development team and with changing times as many teams are either using a derivative or
using combine with other methodology. In terms of Chilled Events, company is using
scrum methodology in their operations for having communication and speed of
development as well as working in a team so that work and responsibilities could be
performed in event effectively without having any confusion or delay.
 Critical path method: It is said to be an effective technique of project management which
places and emphasize on amount of time which is taken to complete a project this
technique of project management motivates team to come to conclusion at a more rapid
speed while there is striking harder than ever to reach deadlines on or before the desired
due date (Czischke and Huisman, 2018). In terms of Chilled Events company is using this
technique in their operations and project management to determine specific time which is
required to perform a role and activity for carrying up an event successfully. As it is
necessary to determine time scale of various activities which is required to be performed
within a specific time period.
 Work breakdown structure: As every project is made up of different small and big
activities which could be taken by project managers or team members. Work breakdown
structure technique of project management makes a larger complex task by organising or
breaking them into smaller, manageable chunks. Work breakdown structure is said to be
a key project deliverable which defines a detailed cost and time estimate to help
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managers by having clear understanding as if managers of company estimates will exceed
intended budget or deadline (Geraldi and Söderlund, 2018) . In terms of Chilled Events
company is using work breakdown structure in project management technique for
carrying out different small and big task in their live event and also for working in a
team. As work breakdown structure will help in identifying various activities which are to
be performed for carrying live event successfully.
As these techniques and tools of project management helps companies for running and
carrying life event project successfully as taking into consideration of present coronavirus
pandemic situation it is important to use this technique of project management so that it event
could be managed well with taking off safety and security precautions in event (Hughes, Rana
and Dwivedi, 2020) By using this technique of project management for performing a live event it
will be beneficial for company to raise profitability and revenues also with taking care of present
pandemic disease in a safety manner.
Implementation plan of project as well as relevant steps that should be followed as well as
how this plan will going to be implemented.
Implementation plan basically presents and map about how to bring company's strategic
plan to life by breaking into identifiable steps that in every steps which is assigned to a team
member of company on setting as well as planning up a timeline. Implementation plan is used as
a support device for company's strategic plan, an implementation plan maps out how to bring
company's strategic plan to life by breaking it into identifiable steps, where each step is assigned
a to team member to complete on a set timeline (von Danwitz, 2018). By carrying
implementation plan it provides various benefits to company which consists of enhancement of
cooperation, ensuring buy in of company, staying as well as keeping ion track and increasing
productivity of company. As it deals in assigning responsibilities and roles for completing and
performing live event project in an effective manner. As when work as well as roles are
performed in an effective manner it helps in gaining profitability for company.
To implement the work plan or strategy for the concert, there are various plans and
actions that event organizer should follow the guidelines such as:
Develop event goal and objectives: The basic step is to take plan the event is to establish
a tangible goal and objectives. First of all make a to do list in that organizer have to know about
the logistic that is required. In the prospective of concert show things will require like: podium,
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mike, amplifier and various other thing (Jøranli, 2018). Setting a goal with quantifiable metrics
of success will make it easier for the organizer to assure to reach them.
In the context of chilled projects, if they are looking forward to do a concert show they
have to organise team, they takes a concerted team effort to manage all the details and
identifying one key event manager or chairperson for subcommittees such as: volunteer
management, sponsors, publicity, entertainment, speakers and venue management. Organiser of
the project they have to take briefing of the team members and assign work to them. After that
they have to develop system of accountability along with the preventing reckons fro falling to the
wayside. They have to allow delegate and also remember the accounts for committee meeting in
event planning timing (von Danwitz, S., 2018).
Establish the budget: It is very important part of planning a project, there are many great
ideas fall by the way side because event team generally came with it forgot to take their budget
into consideration before beginning to plan. There are some critical expenses that need to include
in budget that is given below: venue: To perform a show, event organiser are responsible to decide the place and should
encompasses the rental as well as any insurance that need to purchase. Food and drink: They have to know number of people in the event and after they should
order some extra food or beverages items. This thing will gives benefit, if some one
wants to eat more. So they are able to take extra item. Entertainment: It is also very important, before arranging the logistic they have to cross
cheque all the things such as, mikes, drawn, led screen, projector or various thing
(Jovanovic and Beric, 2018). This field can be customized however require to be, weather
its allocated for speakers, DJ. Make sure they have wiggle room, vanity van or
accommodation costs along with compensation. Decor: They are responsible for all arrangements, flower petals, net curtains and various
items. Establishing the cost upfront that will help to organizer to determine which one
they can afford. Staff: It requires the number of staff, however it's key to account for the transportation
and lodging cost of the staff (Tshuma, Steyn and Van Waveren, 2018). According to
arrangements, event organizer have to know how many staffs are required. So that
operation can run smoothly or significantly.
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 Marketing: It is very important tool to promote the brand value as well as image. To
promote the event, they have to use social media platforms such as Facebook, Instagram
live video channels and putting flyer over the town. This thing will help to enhance the
business.
 Software: They have to check all the soft-wares before starting of concert and also
considering incorporating into event planning.
For instance, if chilled projects have not picked a venue, it is very important to keep the
maximum that can afford spend in mind before making those decisions.
Set the date: Chilled projects must know the date might already be pre set for a recruiting
event and be sure considering the following point such as, they have to plan 4 to 6 months
before, so that operation will run successfully, prevention of lack of barrier (Keers and van
Fenema, 2018). They have to aware of statutory and religious holidays, avoid school holidays
time period such as, summer or winter holidays. They are responsible for check the dates with
key participants like speakers, presenters and VIP guest.
Develop event master plan: once company have good idea of all the cost and timeline
associated with event. Master plan helps like back up plan as well as making easier to coordinate
with volunteers and event committee member. Master plan including overall aspects such as,
venue, logistics and catering management, speakers and presenters to identifying their logistic
and management. Publicity and promotion like , online promotion, social media etc.
Book the venue: thee are some important things that have to be consider such as,
accessibility, venue have a accessible entrance and elevators. This and many other factors go into
choosing space that ll participants will feel comfortable in (Sutrisna and Goulding, 2019).
Size: If an event for 50 people they will need different space than one for 500. it consider
company need to separate rooms for breakout session.
Identify the establish partnership and sponsors, it is very essential because sponsorship or
partnership saves the monetary fund and also enhance the brand name as well as image this thing
will help to enhance their productivity. So, business can run smoothly and efficiently. They have
to looking corporate sponsor to fund a portion of the event and also do partnering with
community organizations that might be able to offer a venue or assistance with organising or
staffing an event (Marinho, Sampaio and Moura, 2018).
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Develop publicity plan: This thing also consider as promotion plan for the business such
as web announcement, electronic mail, social media, press and media connections and printed
materials.
In last determine day of process to prepared everything going on around the event and
also keep tracking on the order of the event itself and planning out program is the next step. In
the context of chilled projects they have to make appropriate list, and check all required things
and often been said that success of anything stems from good planning. If company wondering
what makes event successful, then this is the best way to start by making planned
comprehensively and appropriately and that simply means things are getting moving well in
advance which is important to become successful event.
In order to present this data as well as information of live event project of event
management and planning company (Matthews, Stanley and Davidson, 2019). There is
implementation plan which is to be carried in order to perform various stages of planning and
carrying up an event. And for carrying up event successfully it is necessary to perform all tasks
and activities for carrying up an event. And for that Gantt chart of activities is to be prepared in
order to have idea of activities which are required to be performed.
Gantt chart:
As Gantt chart is a kind of bar chart which defines a schedule of project. As this chart
shows as well as presents dependency relationship among different activities and present
schedule status of company. It is taken as a base for timeline of project. Gantt chart is divided
sides where left side identifies project activities and top side shows time frame of project (Riis,
Hellström and Wikström, 2019). Length of charts that relates activity's time chart of completing
activity. It is a pictorial representation that makes easy to evaluate progress of project and
beneficial for analysing activities.
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Critical evaluation of ability to manage a project with self assessment plan.
Self development plan or personal development planning is referred as a process of
creating as well as designing an action plan which is based on awareness , reflection, goal setting
, awareness along with planning for having personal development in terms of establishment of
career, education as well as relationship and self improvement (Nachbagauer and Schirl-Boeck,
2019). Self development relates in determining strengths and weaknesses and according to that
build different strategies so that performance of company could be improved in higher terms. In
terms of Chilled Events, self development plan could carried by performing SWOT analysis. As
for managing a live event SWOT analysis of company is as follows:
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Strengths Strengths of company are said to be its positive points which helps them in
dealing with uncertainties.
 Company provides specialised as well as superior service.
 Chilled events is having motivated and experienced team.
 Company has strong relationships with partners as well as vendors.
 There is good and effective PR as well as good market share (Nagorny-
Koring and Nochta, 2018).
 There is focused networking in event planning and management sector.
Weaknesses Weaknesses of company are said to be its areas of improvements of company.
In these areas company requires improvement.
 There is shortage of funds.
 Company faces difficulty in building awareness in markets.
 There is inability to scale at large.
 Company sometimes faces lack of media as well as corporate contacts.
Opportunities Opportunities of company are said to be present chances of company that
could be grabbed by company in order to achieve profitability.
 There is growing demand of events planning as well as management in
corporate markets.
 There are various new markets which are present in corporate world.
 There is support form local authorities which is present in markets.
 There is an opportunity of favourable economic conditions which is
present in market.
Threats Threats refers to fears of company that could cause harm to company from
competition which are present in corporate markets.
 Company could face a threat of recession in markets.
 There is an inability of searching skilled resources (Nyarirangwe and
Babatunde, 2018).
 There is future competition from complementary service providers.
 There is unavailability or expensive raw materials in markets which
are related to event planning.
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Along with personal development plan could be made on basis of strengths and
weaknesses. As this plan helps in overcoming weaknesses of company. In terms of Chilled
Events, personal development plan of company is as follows:
Sr
No
Learning
objective
Current
proficiency
Target
proficiency
Development
opportunities
Time
scale
1 Decision
making skills
In present scenario
I score average in
my decision
making skills that
further requires
enhancement.
To gear up and
Speed up as well
as authentic even
in most crucial
situations
(Papadonikolaki,
van Oel, and
Kagioglou,
2019).
For developing
and creating this
competency, I will
gain further
experience and
knowledge of
business analysis
process. Also I
will make use of
Six Thinking Hats
technique that
would help me to
analyse various
aspects in terms of
a situation.
19/03/2
1
2 Analytical
skills
Presently company
is having average
analytical skills.
To develop
proficiency to
visualize,
articulate or
resolve both
intricate and
fundamental
problems as well
as challenges.
To enhance this
skill company
could attend
analytical skill
training involving
workshops on
critical thinking as
well as strategic
management.
21/03/2
1
10