Project Management: Analysis of Royal Wedding Planning Strategies

This project management assignment analyzes the planning and execution of a royal wedding. It begins with an introduction outlining the project's scope, timescales, and key personnel, including the manager, supervisor, coordinators, and employees. The assignment then details the aims and objectives of the wedding plan, emphasizing the importance of providing a memorable experience for the couple and their guests. A significant portion is dedicated to stakeholder analysis, identifying employees, family and guests, government authorities, competitors, and suppliers, and their respective roles and impacts. The report also addresses time management strategies, network diagrams, and risk management techniques. Furthermore, it discusses the methodologies and processes involved in successful project completion, providing a comprehensive overview of the strategies used to ensure a successful royal wedding. The project management techniques employed include Gantt charts, network design, and critical path analysis, along with a focus on cost and time management.

PROJECT MANAGEMENT
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TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
Overview of the project:..............................................................................................................3
Timescales of the wedding:.........................................................................................................3
Key people:..................................................................................................................................4
Manager:......................................................................................................................................4
Supervisor:...................................................................................................................................4
Coordinators:...............................................................................................................................5
Employees;...................................................................................................................................5
Aims and objective of strategy:...................................................................................................5
Stakeholders:................................................................................................................................6
Employee:....................................................................................................................................6
Family and Guest members:........................................................................................................6
Government/legal authorities.......................................................................................................7
Competitors..................................................................................................................................7
Suppliers......................................................................................................................................7
Time management........................................................................................................................8
Network diagram.......................................................................................................................12
Risk management.......................................................................................................................12
Time...........................................................................................................................................17
Scope..........................................................................................................................................17
Methodologies and processes....................................................................................................17
Success/ failure..........................................................................................................................18
CONCLUSION..............................................................................................................................18
REFERENCES..............................................................................................................................20
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INTRODUCTION
Project management is the process from which the preparation, initiation and execution
of the effective plans at workplace and control over it for achieving the goals of the organization.
Every organization uses different instruments of the project management in order to achieving
their task or specific goals in long run. As per the case study, for arranging and managing the
schedule of royal wedding a wedding planner is trying to make a plan. For managing these the
chosen entity uses various project management techniques for the explanation of current report
like as, Gantt chart, network design and critical path etc. It also shows risk management as well
as cost and time management for the organization (Wysocki, 2011)
Overview of the project:
In United Kingdom, the royal wedding is organizing by the Wills and Michelin for the
beautiful couple Paul and Henry. Wills & Michelin had 10 year experience in the field of
wedding and also they had unique knowledge & unique ideas to give memorable moments to the
couple and a remarkable experience to other guest, family etc. The best part of this is
organization uses different idea for each wedding and makes it different. They invite famous
actors and actresses from various countries and also they invite various singers to sing songs for
the couple. Apart from this, they plan various competitions such as, singing song for their spouse
or dance competitions, which show them different from others. The wedding planner plans the
extraordinary wedding in the budget of Paul & Henry and includes all the expenses even small or
big expenses in the budget that shows the perfection in the wedding (Dinsmore and Cabanis-
Brewin, 2006 ). Most important think they provides proper convenience facilities to their guest,
proper hotel rooms, tasty foods to make them happy and does their work on time. Furthermore,
they prepares an auspicious wedding card and send them to the guest earlier so that they can able
to attend the wedding. Project planner provides videographers and photographers to captures all
the memorable moments of the couple. They do not take extra amount of these thinks, provides
all these facilities to them in their budget. Try to hard that wedding is plan as good as possible.
Timescales of the wedding:
Wedding is planned for Paul & Henry who were engaged before 6 months by the
organizer. Therefore, it requires to share of plan about the budget before 4 months of wedding
for managing and arranging the needs and wants of the broom and bright. Thus, preparing the
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blueprint of plan wedding planner need time. Furthermore, they need advance booking for the
garden before 3 months of wedding. The most important think is perfect stylish dresses for
broom and bright, it will take time for make. Wedding planner needs advance booking for hotel
rooms, foods, catering etc to satisfy the all the needs and wants of wedding. Apart from this,
there is an time requires fir hiring people for providing convenience facilities, makes pre
wedding shoot and videographer or photographers to makes wedding memorable.
Key people:
There are many peoples who requires to organize Royal wedding perfectly such as,
manager, supervisor, controller, coordinator and lot of other people. All these key people have a
specific roles and responsibilities which have to be completed before time as per decided in
project plan (Cleland and Gareis, 2006). Key peoples Role and Responsibilities are describe as
per the wedding project are as follows:
Manager:
Manager are those who take responsibilities for planning, controlling, administering and
leading of the project. In any kind of project management, manager plays key role to successful
completion of the project. They sets all the aims and objective along with the budget & circulate
them, while design the appropriate plan. This gives the optimum utilization of all the resources
and helps to get better output as per desired by organization. They divides the entire work in
smaller part and circulate it as per the efficiency and effectivity of the people. They have to
manage all the physical and financial deployment to meet milestone of the project successfully.
In wedding planning manager take the responsibilities towards the completion of entire work on
time with proper manner.
Supervisor:
Supervisor are those who control, manage and directorate all the activities towards the
project of people in the organization. These are those authorities who monitoring the
performance level of personnel by making comparison of output of their performance. In
wedding planning supervisor have to be more responsible towards the completion of work within
suitable time with efficiency and satisfaction of the customer. They have to determine the
efficiency off the people to choose therm for a project. Supervisor maintain the decorum or
discipline of the people towards the work and gives proper rewards to the employee of the
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organization. Therefore, by this they can achieve the success by completing the demand and
expectation level of the customer.
Coordinators:
Coordinator are those people who co-ordinate all the activities of the peoples of project.
Furthermore, in the plan of Royal wedding they have to make arrangement by using all the
aspects as per the need of the customer. Their role and responsibilities towards the project is to
done work truthfully and with more efficiently (Larson and Gray 2011). Their efforts saw in the
effectiveness of the work. Hence, by making proper delegation toward the work and prevent the
duplication in the work will surely help in achieving the goal successfully. Coordinator must be
familiar and passionate about the sustainable performance towards the work. They must have
good ideas, visions and missions towards project.
Employees;
Employees are those who have a responsibilities to implement the entire activities under
the supervision of the manager, coordinator or supervisor as according to the strategies framed.
Employees are the most important part of the organization. Moreover, they are the main key
people who plays vital role in providing qualitative services to the client of every organization.
Without any employees, organization can not done their work with satisfy the needs on the
customers. On the other hand we can say that the entire work whole and sole depends upon the
employees. In Royal wedding planning it not possible to satisfy the needs and wants of the
customer with any efficient employee. Thus, the main requirement of the Royal wedding planner
is skilled employee.
Aims and objective of strategy:
Aims refers to the point or direction of the work which is prepares to achieve the goal. To
achieve any long term or short term goal aim is necessary to be prepares. As per Royal weeding
planner their aim is to give memorable experience to the broom and bright and give remarkable
experience to the guest and other family members. Their main objective is to satisfy all wants
and needs of the couple and other people. Moreover, provides delicious food, proper rooms and
quality and quantity of them is also to be considered. Provides them auspicious place, pre
wedding shoots, videos, photograph with wide range of quantity. Try as much as possible to
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touch the heart of couple to became their day memorable. Try hard that couple and other guest
members will stay happier while attending the whole Royal wedding.
Stakeholders:
A person who have an interest in the outcome of the of the organization whether direct or
indirect it is affected by individual or group of peoples. These people contributes their
knowledge (which acquires from experience) to support in any form to the organization. In
Royal wedding planner stakeholders contribution affects positively towards the organization
such as, to take authority to allocate resources or to take decision of the organization. There are
many stakeholders who affect the organization positively or negatively, few of them are as
follows:(Freeman, 2001.)
Employee:
In Royal wedding planners employees major role is to satisfy the needs and wants of the
couple Paul & Henry or their guest and family members in a very effective manner. Employees
contributions towards the interest in outcome is more therefore, these are the main stakeholder of
the Royal wedding planners. Their salary is depend upon the organization profit so they have
always interested to know the profit of organization. Event planner provides them requisite
salary to boost up their energy to get the maximum level of efforts and provides maximum level
of satisfaction to the client. Thus, it is necessary to provide the employees incentive plans, bonus
and appraisal to increase the confidence level and also gives monetary as well as non monetary
benefits to reduce the work time or working hours. Royal wedding planner provides trips and
time gap between work to employees to them refresh them and than again take advantage of their
efficiency & effectiveness towards the work. They also conduct many activities regularly to
refresh to employees and reduce their stress of their work.
Family and Guest members:
As per the weeding planning organization, there are most of people which are come
under the list of stakeholder. It is necessary to protect the interest of the family and guest
members for the organization and satisfy their needs or wants as much as possible in an efficient
manner. Planner arrange many activities in the event for increase the interest of guest and family
members like, song competition, dance competitions and also provides them wide range of
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variety of tasty delicious food to make them more happier. Furthermore, Wills and Michelin
provide their clients a good facilities for stay and convenience to make them more happier.
Government/legal authorities
Royal wedding planners included another stakeholder in their list is government of the
country in which they event have to be perform. There are various rules and regulations made by
the government in the context of weeding such as, loud music is not perform in late night. Takes
major steps to those people who are likely to make parties in late night. It is most necessary to
the weeding planner to keep update regularly about the norms of the government, by which they
plan the event for party. Thus, it is the responsibilities to the weeding planner to take any
decision after studying carefully the rules & regulations of the government.
Competitors
Competitors are those people whose are always interested to know the methods, facts and
the strategies that other competitors used. Afterwards, they makes their strategies to compete
with other in this market. In present scenario, competitors are available for each and every
organizations, to forfeit their strategies or methodology and after updating them build more
customer. Here, Royal wedding planner have more competitors throughout the world. They use
similar techniques & methodologies which others are use or sometimes they modified those
strategies and forfeit the client of the organization (Wysocki, and et.al., 2011). Accordingly,
event planner uses their strategies more carefully and done all activities which were prescribe in
while preparation of the plan.
Suppliers
Suppliers are those people which provides the product or services to the organization for
their work. In the list of every organization supplier plays most effective role to satisfy the
customer. They are one of the most important stakeholder because they provide main product
and services through which company satisfy the needs and wants of their customer. Thereafter,
through timely payment it is necessary to maintain healthy relation with the suppliers. Therefore,
it is needed for the event planner to make relation with decorators lighters and videographer or
photographer by giving timely payment.
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Time management
Task Name Duration Start Finish Predecessors Total Slack
Royal wedding project 113 days Thu 5/4/17 Mon 10/9/17 0 days
Initiation 43 days Thu 5/4/17 Mon 7/3/17 0 days
Setting timeframe,
deadlines, budget, risks
associated, goals
8 days Thu 5/4/17 Mon 5/15/17 0 days
Setting the
expectations of
stakeholders
5 days Tue 5/16/17 Mon 5/22/17 3 0 days
Deciding the sources
of funds and
communicate with the
client.
10 days Tue 5/23/17 Mon 6/5/17 4 0 days
Planning 20 days Tue 6/6/17 Mon 7/3/17 0 days
Searching for the
location of event. 5 days Tue 6/6/17 Mon 6/12/17 5,4 0 days
Arranging the
funds required for
carrying out the event
15 days Tue 6/13/17 Mon 7/3/17 7 0 days
Presenting the
entire wedding plan to
the client
12 days Tue 6/13/17 Wed 6/28/17 7 3 days
Execution 38 days Tue 7/4/17 Thu 8/24/17 0 days
Finalizing venue of
the wedding 10 days Tue 7/4/17 Mon 7/17/17 9,8 0 days
Deciding the list of
guests which are to be
invited
7 days Tue 7/18/17 Wed 7/26/17 8,9,11 0 days
Accommodation
must be booked and
executed.
9 days Thu 7/27/17 Tue 8/8/17 11,12 0 days
Staff for services
like catering, decoration,
serving, attending the
guests must be booked.
12 days Wed 8/9/17 Thu 8/24/17 13 0 days
Monitoring and
controlling 16 days Fri 8/25/17 Fri 9/15/17 0 days
Checking of the
catering, decoration
9 days Fri 8/25/17 Wed 9/6/17 14 0 days
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services properly
Monitor the light
system of the stage. 7 days Thu 9/7/17 Fri 9/15/17 16,14 0 days
Closing 16 days Mon 9/18/17 Mon 10/9/17 0 days
Transportation
services given to guests
to the place of venue.
6 days Mon 9/18/17 Mon 9/25/17 17 0 days
Taking feedback
about the event
organized.
5 days Tue 9/26/17 Mon 10/2/17 19 0 days
Check the final
expenses incurred in the
whole event.
4 days Tue 9/26/17 Fri 9/29/17 19 1 day
Document the report
of the event and submit
it in which the
description about the
expenses are written.
5 days Tue 10/3/17 Mon 10/9/17 20,21 0 days
Gantt chart
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Interpretation
Gantt charts are used in planning and scheduling the project and is considered as a tool or
a technique to show the overall performance. They helps in giving a brief about the whole
project and the tasks and also show the deadline of the project plan. This technique help the
wedding planner to analyze the tasks which needs to be completed using minimum time. It helps
to identify the activities which are involved in critical path. It shows that which activity needs to
be completed before other activity starts. It helps in scheduling the tasks in a proper manner and
by analyzing it, time management can be done properly. It also helps the wedding planner to
sequence the tasks and helps to reduce the burden of the project for the entire team. Thus, it gives
a benefit of efficiency as due to scheduling and sequencing the activities, event can be organized
efficiently. Multiple activities right from the beginning of creating a project plan to submission
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of report and taking a feedback can be shown through gantt charts along with the duration and
timescale of tasks.(Sharp, 2012)
Network diagram
The above network diagram presents that the project of designing a Royal wedding will
take a time duration of 113 days.
Risk management
Risk management is considered as an important aspect of the project planning. Project
manager needs to consider risks associated with the entire project to carry out the plan efficiently
and effectively. Wedding planner must plan their project in such a way so as to satisfy their
clients and their motive should be to make those customers retain for longer period. If any risk
arises wedding planner must handle the uncertain events in order to make it a successful event.
All risks must be managed properly in order to create best image in the eyes of client as well as
other guests who attend the wedding. They should leave the best impression of their entity.
There are many risks associated with the wedding which must be handled by the wedding
planner in an effective way. As per the study, this event is organised by the entity which is
having a high level of competition in the market. Various strategies must be adopted to manage
the risks.(McNeil, and et.al., 2015.)
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Firm can face contingency risks which includes large number of unexpected guests,
unexpected rain or storm, failure of the project plan created by the wedding planner, less amount
of food according to the number of guests etc. Technical problems can also be faced by the
wedding planner at the time of execution of an event that are power failure, any tragedy like fire
or accident occurs at the time of wedding, problems in lighting, music, etc. Project can be failed
due to the wrong planning or execution. Lack of catering staff or lack of communication between
the staff and the wedding planner may also be considered as the reason for the project failure.
Sometimes entire team of wedding planner may get a negative feedback from the guests as well
as from the client, therefore at the time of planning and execution these risks must be considered
and managed accordingly. Last minute arrangements is also a risk which can be faced by the
entity. These risks must be anticipated in advanced so as to avoid them at the time of execution
which may lead to success of the event.(Burke, 2013. )
Risk matrix
Objectives Probability of happening of an event
Impact
Very low Low Medium High Very
high
Very high Negative
feedback given
by the guests or
the client.
Time
manageme
nt was
inappropri
ate.
Contingency
risks such as
large number
of guests
arrived,
weather
conditions
etc.
Inappro
priate
setting
of
budget
targets.
High Failure of
the project
due to
Improper
functionin
g or lack
Lack of
communicati
on between
Increasi
ng cost
and
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inappropriate
execution
and
planning.
of trained
staff of
decoration
, catering
etc.
the staff and
the wedding
planner.
expendi
ture.
Medium Inadequate
monitoring
and
supervision .
Operation
al
requireme
nt like
human,
physical
resources
etc.
Time
consumption
is more or
unexpected
expenses at
the time of
wedding.
Low Technical risks
arises like
failure of
electricity, or
problems in
lighting, music
etc.
Very Low Lack of
proper staff
or
employees.
Performance
of the entity
in organizing
an event.
Cost management:
Cost management in a project means to estimate, and distribute the costs or expenses to the areas
in a project. Budget should be set at the time of planning for the proper functioning of the
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project. Costs should be controlled and administered and it is very necessary for the manager to
plan the whole budget. It is necessary for the wedding planner to anticipate coming expenses in
advance so as to reduce the chance of the wedding event going over budget.
After the completion of the events of the wedding, costs or expenses which were predicted at the
time of planning must be compared with the actual costs incurred in the whole event. Various
resources are used to carry out an event which includes financial, human, capital resources.
Wedding planner needs to carry out various expenses in the course of organizing an event like
distributing wages and salary to the staff involved in catering, distribution etc., costs related to
decoration, costs incurred on lighting, music etc.
Name of the expenses or costs Amount of costs (in '000 GBP)
Collection of data or information from the client 25
Wages and salaries distributed to the catering
staff, decoration staff, supervisors, managers
etc.
160
Costs for execution of the wedding 100
Costs related to lighting. 50
Expenses incurred on the items of wedding 60
Costs related to the attire of the clients. 125
Expenditures on decorative items 85
Food and catering costs 120
Costs incurred in the accommodation of guests,
serving the guests etc.
100
Expenses in the photography, gifts etc. 65
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Expenses incurred in traveling. 120
Total expenditures incurred for the wedding 1010
As per the above budget plan of a royal wedding, it has been evaluated that total costs that are to
be spend will be 1010000 GBP. Schedule to incur the costs within some days is as follows:
Time duration (in days) Amount (in '000 GBP)
22 125
55 319
68 463
85 578
102 700
On the 118th day 868
Triple constraint triangle:
Every project manager should consider certain constraints and carry out their event using these
factors. Three constraints a wedding planner may consider mainly which are cost, scope, and
time. These are known as triple constraint as the three constraints appear in the form of triangle
with the quality factor in the center.
Cost:
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To carry out a project , certain costs need to be considered while preparing the project plan.
Various costs are associated with the plan but if these costs exceeds the budget then that will be
considered as a problem for the wedding planner which will affect the smooth functioning of the
whole event. Project must be completed within the overall budget. If the cost is reduced then
wedding planner either have to increase the time period or to limit the scope of the project.
Wedding planner must prepare the budget in such a way so as to meet the deadline of the project.
Time
It is considered as a very important constraint for the project manager. It is very much
necessary to decide the timeframe to meet the deadline. Various factors results in the delay of the
project plan which are unavailability of some materials like flowers, other decorative items etc.
Time management should be effectively done by wedding planner otherwise it will hamper the
performance of the wedding planner in negative aspects.
Scope
Many projects result in a failure due to this constraint as many times scope is not properly
defined or understood from the initial stage. If wedding planner increases the scope of the
wedding in terms of decorations, catering etc., either the costs will enhance or time period will
increase.
Therefore, cost, time and scope are interrelated to each other and need to be managed by
the wedding planner while carrying out the wedding plan.
Methodologies and processes
Wedding planner must consider some of the methods and processes to carry out the
project plan in an effective way without any barriers. Various techniques and tools are to be used
which will help the wedding planner to schedule and sequence their tasks effectively. Gantt
charts, critical path activities, network diagram etc. needs to be used by the wedding planner to
analyze the completion of each activity and which activity needs how much time. Critical path
method helps the wedding planner to make the detailed plan and helps ascertaining the schedule
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as well as sequence of each task (Meredith, and et.al., 2011). It helps identifying the most
critical activities in the project that needs to be paid more attention by the wedding planner.
Gantt charts and network diagrams are another tools which are to be used while making a plan. It
helps the wedding planner to decide that which activity needs to be included and which can be
avoided. By using these tools and techniques, sometimes wedding planner may be able to reduce
the cost or time duration of the entire project. Network diagram is considered as an effective time
management technique as it helps the wedding planner in assessing the overall duration in which
the project can be completed (Martinelli, and et.al., 2016. )
Success/ failure
The ultimate motive of the project is to get success after the completion of the project. As
per the current plan of royal wedding, project must be planned and executed in such a way that it
becomes successful. Wedding planner must assess the whole project that it will be successful in
the end or not. According to the present royal wedding plan, plan is evaluated to be profitable
and effective. (Cuellar, 2010.)
Various management techniques have been used by the wedding planner such as gantt
charts, network diagrams, critical path method etc. to make it a successful one. Because of the
use of thees tools royal wedding plan is considered to be a effective plan. Therefore, on the basis
of the analysis done, royal wedding plan is said to be successful.(Papke-Shields, 2010)
CONCLUSION
From the above research, it can be concluded that various types of tools and techniques
have been used to make a plan successful. Techniques used to set the priority and time duration
of the activities involved in the whole project. Gantt charts, network diagram etc. are used to
sequence and schedule the activities and critical path method is used to analyze the important or
critical activity in the projects which needs to be paid due attention. It also helps to reduce the
overall time duration of the project. Various other factors were included while making a royal
wedding plan were risks associated with the wedding, time management, cost management etc.
which helped to estimate the overall time and cost associated with the project. Moreover, triple
constraint triangle was also considered by the wedding planner in which three types of
constraints were included i.e. cost, time and scope having quality as the central aspect for
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effective functioning of the whole project. Various other services were included like
entertainment, music, drinks, hair and make-up etc. it is also required by the wedding planner to
consider and decide the place, date and time of pre wedding shoot.
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REFERENCES
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Winter, M. and et.al., 2006. Directions for future research in project management: The main
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