Project Management - Planning a wedding - Essay Example

? Project Management Insert Introduction Project management has been a very important way of carrying through an assignment. It refers to a carefully organized and planned effort to carry though a project successfully. Projects are essentially one-time effort aimed at producing outstanding results (Kerzner, 2006). Project management entails the development of a project plan which in essence involves defining as well as confirming the objectives and goals of the project, identifying the tasks and defining the methods to be taken in achieving these goals. In addition, an individual would have to quantify the resources that are required and determine the budget as well as a timeline for completing the project. Project management also involves management of the project plan implementation, as well as running regular controls, in order to ascertain that there is objective and accurate information pertaining to the performance, in line with the plan. In case the project is not going according to plan, either as far as usage of resources or following the process is concerned, recovery actions would have to be devised and implemented to return it to the right course (Turner, 2003). Given that projects are essentially temporary or short term in nature, they necessitate the development of unique management strategies and technical skills all aimed at meeting distinct goals and objectives. Marking the importance of project management is the fact that the project is constrained in terms of funding, deliverables as well as time-duration within which it has to be completed (Kerzner, 2006). The main challenge for project management is essentially the achievement of all project objectives and goals while honoring preconceived constraints. The secondary challenge is optimization of the resource allocation and integration of the required inputs so as to achieve the predefined objectives (Slack 2000). Planning a wedding Overview of the project Wedding is one of the most important milestones in an individuals’ life. Being more or less a once in a lifetime occasion, the couple involved expects every single detail to go well, with no hurdles. This calls for detailed and organized planning, in order to use the available resources in the most efficient manner. In this case, taking into consideration the objectives and goals of the project would be imperative. Every couple would like to have memorable and unique wedding incorporating a great menu, beautiful decorations, enjoyable music as well as the best honeymoon. In this case, create ideas about color schemes, decorations and flowers matching the scheme, food and cake ideas, music, activities and games for guests as well as favors. Matching the dress codes, invitation cards, thank you cards and themes with other arrangements. Collaborating with the bands, caterers, decorators and designers who would be providing these services. In essence, it would be important that these contacts be followed up with to fasten and ease the arrangements. Booking the reception venue, the church as well as making honeymoon arrangements and incorporating the appropriate table and venue decorations to match up with the set out theme for the occasion. Taking care of the dressing arrangements for the bride, the groom as well as the bridesmaids and grooms men. Have the time schedule clearly stated and liaise with all the stakeholders to ensure that the wedding arrangements go according to plans. This would also entail communicating with all the stakeholders to ensure that the wedding starts and ends on time. Once the service is over, it will be important that all arrangements are made so as to ensure that, the reception venue is properly equipped with chairs and tables, plates, cutlery, water glasses and napkins. This also entails ensuring that the cake, food and drinks are ready as well as making arrangements with the entertainment band. Once the wedding ceremony is over, paying attention to the honeymoon arrangements would also be imperative. All these activities have to be aligned with the available finances in order to carry out proper planning in line with the budget. Consulting the couple as well as other stakeholders would be imperative in this case. Scope/Contract/Rationale More often than not, project management deals with management and balancing of three elements namely time, money and people. However, managing the project scope would be imperative. In essence, project scope defines the objectives of the project as well as the budget in terms of money and time created to aid in achieving the goals. In this case, it is imperative that any variations in the project scope be complemented by a matching variation in the budget of either resources or time (Kerzner, 2000). Budget Having a precise idea as to the wedding budget is bound to be stressful irrespective of the magnitude of the occasion. However, figure out the amount of money that is at your disposal and the amount that will be coming from the well wishers. In essence, liaising with both families separately is more preferable to encourage open discussions. With a budget of $130,000, the fundamental breakdown of the expenses would more or less look as follows Reception: 48000-50000 Attire: 8000-10000 Flowers: 8000- 10000 Ceremony: 2000- 3000 Entertainment/ band expenses: 8000-10000 Wedding rings: 2000- 3000 Videography or photography: 10000-12000 Stationery: 2000- 3000 Transport and parking: 2000- 3000 Gifts: 2000-3000 Honeymoon: 8000- 10000 Miscellaneous expenses would take up about 8000 dollars. It is always important to incorporate about 5 percent of the budget as an emergency fund. Time frame or duration plan Being a pretty complicated affair, wedding plans should be set off a number of months before the actual date. For the sake of the project, the wedding plans or the schedule will start around the 13th months prior to the wedding date. 13 to 9 months prior to the wedding Work out the budget. This entails determining the amount to be spent based on all contributions made. Pick the people who will be present at the wedding party and start a guest list. For the guest list, a database would be opened with columns for RSVPs, Contact information and gifts as well as any other information. This database would be used throughout the planning process. At this time, the venues and dates should be determined and reserved. It is imperative that a decision be made as to whether the reception and the wedding ceremony will be held in the same or separate locations, while factoring in the travel time and expenses between the locations. Carry out a research on the photographers, florists, caterers and entertainment bands and have the contact information. Booking a master of ceremony, or officiant would also be done at this time. 8 months prior to the wedding Hire the videographers and photographers. While you may not go into details yet, ensure that the videographers and photographers are willing and able to take the required shots. Book or hire the band. You could get recommendations from friends and family as to the best bands in town. Attending shows of potential bands would be imperative in order to acquire ideas about their performance in front of audience. Caterers should also be met and booked at this time, more so if the wedding venue does not offer catering services. Purchase or hire wedding dresses and also schedule time for not less than three fittings. However, the veil is to be bought 2 or 3 months prior to the wedding. Reserve hotel rooms for various guests coming from out of town, the hotels should be located as close as possible to the reception venue. 7 to 6 months prior to the wedding Choose and buy the invitation cards. If necessary, hire a calligrapher. Ensure that there are sufficient funds for addressing cards. In essence, addressing cards should be done in line with the budget. Plans for the honeymoon should be done at this time. Ensure that you have valid and up-to-date passports and schedule appointments with the doctor in case of any shots you may need. Take the measurements for the bridesmaids’ dresses and place orders for them. Meet the officiant in order to map out the wedding ceremony and ascertain that all official documents required in the wedding are available. These vary with religion and country. Book or hire the florist. Florists have the capacity to serve numerous clients in a single day and therefore, you should not be hurried on this aspect. In any case, you would be firm on the wedding palette to be incorporated in the ceremony. Reserve the electrical or structural necessities. While it may be assumed that the reception venue will be incorporate toilets, booking portable toilets in case of outdoor events, lighting components as well as extra chairs would be important. Arrange for transportation. Hire minibuses, limos, town cars and trolleys to cover every part of the occasion. Transportation should be match up the budget set aside for such arrangements. 5 to 4 months prior to the wedding Reserve the rehearsal as well as rehearsal dinner venues. If you will be throwing a day-after banquet for the guests, book a location for it as well. At this time, you need to check the samples of finished invitation cards and ask for revisions if necessary, in order to suit your requirements. If you will be having a bridal shower, send the list of guests to the host so that the necessary arrangements can be made. Choose and order for the cake depending on the lead time required by the bakers. In essence, consider having several tastings prior to committing to a baker. Start the dress fittings and buy the wedding shoes. Bring the wedding shoes to the first fitting in order for the tailor to choose the right length for the gown. Schedule the makeup artists and hair stylists. Book an appointment with the local experts in order to sample their services. You can then take a picture of the various styles so as to compare the results. Select the music to be played during the wedding ceremony. Varied types of music would be played at different occasions such as on announcing the wedding party, to start dancing or during dinner. Have a list of the music you want as well as that which you don’t want to be played in the wedding. 3 months prior to the wedding Finalize on the flowers and the menu. Since flowers and food may be affected by the season, you would have to wait till three months prior to the wedding in order to see those that are available. If necessary, order flavors. You could play safe by going for treats and monogrammed cookies representing your region or city. Arrange for welcome baskets for guests coming from out-of-town. Create a list of the people who will give toasts and also consult the people who you would like to speak during the reception. On the same note, finalize on the readings and determine the people who you would want to read them during the wedding ceremony. Schedule the second fitting and finalize the arrangement of the wedding ceremony as well as the reception. Have the programs and the menu cards printed. If this had not been budgeted for, you can you could easily create them in your PC. At this time, ensure that you buy the wedding rings in order to have sufficient time for engraving and resizing. Send your vendors the event schedules, and ensure that you send them a draft that gives them enough time to examine it, and give their opinion and feedback. 2 months prior to the wedding Consult again with vendors and ensure that all questions they or you had pertaining to the first draft are answered. Also, meet with the videographer and the photographer in order to discuss the various photos to be taken and in what locations. Ensure that you walk via the locations in order to note the spots that are appealing to you. Meet the deejay or band and review their playlists. As much as you will not be in a position to dictate all the songs that will be played, ensure that you have a list of music that you would like played. Have the wedding invitations sent 6 to 8 weeks prior to the wedding ceremony. On the same note, set the cutoff for RSVPs at 3 weeks after the postmark date. Make other arrangements pertaining to having the wedding announced in the local papers. In case you will be including a photo, be sure to adhere to the rules of the publications’ website as to how the picture should look like. At around the same time, you could hold the bachelor and bachelorette party. In essence, this falls within the responsibilities of the best man and the maid of honor. However, be sure to consult him or her in order to schedule the occasions. One month prior to the wedding Enter RSVPs to the guest list database and confirm with those who haven’t responded yet. With a clear idea about the number of people in attendance, have the bar stocked appropriately. At this time, get the marriage license and have several copies in case you will be modifying your name. In addition, visit the tailors for the final dress fitting. This can be scheduled to the final week or even cancelled if the dress fits properly. Print and send the directions to drivers of the transport vehicles in order to give them enough time to orient themselves with the routes and navigate it. Also, appraise them on the time schedules. At this time, you need to assign or make the seating arrangements. You can have names of the female guests written on sticky notes of a particular color different from the one on which the names of the male guests are written. This allows you to move the people without having the whole setting re-sketched. Have most or all expenses fully paid on the week preceding the wedding. Call the vendors and confirm the arrival times. Small tasks of the wedding day should be delegated to individuals who have confirmed their attendance. Have the timeline sent to the bridal party and include the contact information of every member as well as the point person who will deal will vendors in case or any problem. Arrange for the delivery of the wedding dress from the tailors or dressmakers. Also, confirm with the videographer and photographer as to the moments that you would like to be captured on film. In addition, have a final guest list sent to the caterers as well as all the venues that will be hosting the wedding related events. This should be done three days before the wedding. Quality Control In quality control, all the characteristics of the project would be examined in order to ascertain their capacity to meet the implied or stated goals and objectives. Quality control refers to the use of activities and techniques that compare the actual performance quality with the intended goals and objectives as well as defining the appropriate course of action to respond to the shortfalls (Healey, 1997). In essence, an individual would be monitoring the results of a project to ascertain their compliance with the relevant standards while identifying the varied approaches to eliminate causes of unsatisfactory results. This aims at improving the overall quality of the output (Kerzner, 2000). In the planning of a wedding, quality control would not only entail examination of the financial resources but also the human resources as well as time limits. Do the vendors have the expertise necessary to bring the best decorations? What is the quality of the food that the caterers cook? Is the color theme of the table decorations inline with the other themes? What is the capacity of the entertainment bad to handle the audience in the required manner? What is their variety of music or their entertainment capability? Is it in line with the required standards? On the time schedule, you would examine whether the activities were completed in time. In this case, was the wedding ceremony supplies delivered on time? Is there enough time for the passports or even the marriage license? Budget constraints could also have adverse effects as to the success of the wedding. It would be undesirable to have a glamorous wedding only to be left with a big debt. In order to control these risks, monitoring the whole implementation process would be important (Turner et al, 2000). This enables early identification of risks and deviations from the set standards thereby giving one time to make the necessary adjustments. In essence, having a clear understanding as to the risk areas right from the beginning will allow for division of alternatives. These risks should also be communicated to all the stakeholders in time (Turner et al, 2000). In essence, this is the basic idea behind the meetings during the project planning and implementation. All members and stakeholders should be appraised about any shortcomings or risks. There are three ways in which risks may be addressed, which include risk minimization, risk acceptance and risk avoidance. Risk avoidance involves organization of the project in such a way that no risk can be encountered (Webb, 2003). In the case of weddings, it may entail changing the suppliers or contracting other drivers, devising other ways of carrying out a particular part. Alternatively, a particular portion of the whole ceremony may be scrapped in order to avoid the risk it comes with. In most cases, the response will involve risk minimization. This entails preventing the occurrence of risks by manipulating the causes or by decreasing the resultant negative effects. However, this strategy would call for proper risk analysis in order to know the appropriate strategy (Slack et al 2003). Risk minimization for the wedding would include having some funds set aside to cater for miscellaneous expenses, making the reservations and bookings in varied venues in order to reduce the risk of suffering in case one does not have quality services, setting some more time for delivery or even having different caterers and decorators. Risk acceptance comes as appropriate in case the effects of the risk on the wedding are inconsequential or minimal. It may also be applied if it is impossible, expensive and time-consuming to manipulate the risk (Rosenau 2005). Project closure Being the final phase in the project life cycle, it is determined by completion of objectives and the presentation of the project to the client, in this case, the wedding couple. In essence, all the resources, both non-staff and staff, would be released and reallocated and redistributed to another project (Slack et al.2003). In closing the wedding project, all financial issues that have not been settled would have to be settled, and all the documents properly kept. In essence, the project team should be appraised on the success of the project as well as the lessons learnt in order to aid in improving their productivity in any future project (Kerzner, 2000). Ensure that the team members be appraised on the areas where they could have performed better, the risks that were identified and mitigated. They should also know whether the wedding was completed within the budgeted amount. Conclusion Project management is in essence the allocation and control of resources in order to meet particular objectives. Having a clear understanding of the resources available and objectives of the project would be imperative, (Kerzner, 2006). Given the fact that there is likely to be some deviations in the time taken to complete the project, resources used and even the attainment of some goals, coming up with appropriate risk mitigation strategies is important, (Webb 2003). The risk may be minimized, avoided or just accepted depending on the circumstances of a particular case. As for the closure of the project, appraisal of the project team members about the project progress, the risks and the mitigation strategies used. In addition, whether the project met the set goals and objectives, the team members should be appreciated for the roles they played (Healey, 1997). References Webb, A. (2003), The Project Manager’s Guide to Handling Risk (Aldershot: Gower). Turner, J. R. and Simister, S. J. (eds) (2000), Gower Handbook of Project Management, 3rd Edition Gower, Aldershot Slack, N., Chambers, S. and Johnston, R. (2003), Operations Management, 4th Edition, FT Prentice-Hall, London. Kerzner, H. (2006), Project Management: A Systems Approach to Planning, Scheduling and Controlling, 9th Edition, Wiley, New York. Rosenau, M. D. jnr (2005), Successful Project Management: a Step-by-Step Approach with Practical Examples, 4th Edition, Wiley, New York Kerzner, H. (2000), Applied Project Management: Best Practices on Implementation, Wiley New York. Healey, P. L. (1997), Project Management: Getting the Job Done on Time and in Budget Butterworth-Heinemann, Oxford. Read More