Put yourself in the role of a project manager collaborating with MTD, an events company.
Considering the difficulties and problems that MTD encounters in their projects, what insights have you gained this week that could offer assistance?
If an iterative approach were employed in organizing an event as a project, what would be the consequences? Similarly, what are the implications of adopting an agile approach? If the company sought your advice, what would you recommend?
Contribute your thoughts and ideas to the discussion.
This week, I learned that clear communication and collaboration are key in project management. For MTD, it’s important to have open channels of communication and involve all stakeholders throughout the event setup process.
If I were to advise MTD, I would suggest combining both approaches. By taking an iterative and agile approach, MTD can benefit from the advantages of both methods. They can continuously refine their event setup process while remaining adaptable to evolving requirements. This way, they’ll be able to deliver successful and customer-centric events.
I learned that when faced with a project, I must first analyze either by using the VUCA framework or the ‘simple, complicated, complex’ framework to know what approach to apply. At the same time, consider that there is no ‘right answer’ to dealing with project issues.
It is essential to determine hypothetically what kind of project lifecycle the project will look like to find the best method. As a Project Manager, I will have an open mind to enable me deploy a spectrum of methods especially when faced with a myraid of challenges.
Using the iterative approach can help with testing project ideas, getting feedback from stakeholders, retrospecting, and determining the next line of approach. The implication of an agile approach is the short timeframe and adaptability it allows: this eliminates waste, and is not stringent on tools or processes to deploy.
The agile method is big on collaborations, clarity in details, increased team efficiency, etc.
I would advise the company to communicate their ideas while I discuss this with my project team, where we analyze the project using a framework. I will also use the iterative approach to enable me to get reviews to ascertain the progress and direction of the project.
There’s no specific approach in project management. A project manager must determine an approach based on the realities present in the enviand how it affects the project. The PM might choose to use both or any of the approach based on how it fits and provides solution.
Iteration approach makes it easier for team members to effectively and quickly make changes to the project dues to changes in the environment.
With Agile project management, primary constraints, such as time and cost, can be continuously evaluated. Rapid feedback, collaboration, continuous adaptation and Q&A best practices are built into teams’ schedules, which ensures quality output and a streamlined process.
Having observed the MTD events situation, I would say they fall short in effective coordination of events and using the linear approach as their pm would cause a lot of challenges as events are uncertain and volatile in nature and such flexibility is required which the linear doesn’t provide room for.
Also adopting just the agile approach would promote flexibility but would also require a cultural shift in the organization
I would rather adopt the hybrid approach which is the combination of linear and agile using the VUCA framework to best tackle the challenges faced by MTD events. For effectively planning of events, also maintaining a structured organization to manage uncertainties.
As the project manager working with MTD, I’ve learned several valuable insights this week that could help address challenges and improve project management:
Dynamic Nature of Events:
Events are inherently dynamic, with requirements and details often evolving as the event date approaches. It’s crucial to have a flexible approach that allows for changes in scope, schedule, and priorities.
Communication and Collaboration:
Effective communication and collaboration are essential. Regular check-ins with the team, stakeholders, and vendors can help ensure everyone is on the same page and that any emerging issues are addressed promptly.
Technology Integration:
Utilizing project management tools and event-specific software can significantly enhance organization and coordination. Integration of technology can streamline processes, enhance communication, and provide real-time updates on project status.
Now, considering an iterative approach to setting up an event as a project:
Iterative Approach:
This involves breaking the project into smaller, manageable phases and continuously refining and improving each phase based on feedback. This could be beneficial for events, as it allows for early testing, adjustments, and ensures that changes can be accommodated more easily.
Implications:
Faster adaptability to changes in event requirements.
Early identification and resolution of issues.
Continuous improvement throughout the project.
Now, considering an agile approach:
Agile Approach:
This is an iterative and incremental approach to project management, where requirements and solutions evolve through collaboration between cross-functional teams. It emphasizes adaptability to change and customer satisfaction.
Implications:
Regular and frequent collaboration with stakeholders.
Quick responses to changing requirements.
Continuous delivery of small, valuable increments.
Advice for MTD:
Blend Iterative and Agile Approaches:
Combine the strengths of both iterative and agile approaches. Use iterative cycles within an overall agile framework. This allows for continuous improvement while maintaining the agility to respond to changing client needs.
Invest in Technology:
Implement project management tools and event-specific software to enhance communication, collaboration, and real-time tracking of project progress.
Focus on Communication:
Emphasize regular communication within the team and with stakeholders. This ensures that everyone is aware of changes, challenges, and the current status of the project.
Training and Skill Development:
Provide training and support for team members to adapt to iterative and agile methodologies. This includes building skills in collaboration, adaptability, and using relevant technology.
Risk Management:
Develop a robust risk management strategy to identify potential challenges early and plan for contingencies. This is particularly important in the dynamic environment of event management.
By adopting a flexible, iterative, and agile approach, MTD can enhance its ability to deliver successful events, adapt to changes, and continually improve its project management processes.
Building awareness and analyzing MTD’s situations will help the organization to develop appropriate responses to the difficulties and problems that MTD encounters in their projects. The VUCA framework would be an effective tool for this.
If an iterative approach were employed in organizing an event as a project, the risks would be mitigated on time at a low cost. Also, there would be effective communication and transparency among the project team and stakeholders.
I would recommend the use of Hybrid approach, incorporating the strong points of both the linear and iterative approaches.
Adopting an agile approach has several implications, including;
1.Flexibility
2.Customer collaborations
3.Iteractive development
4.Faster time to market
5.Improved communication
6.Risk management
7.Continuos improvement
8.Adaptability to change
9.Enhanced quality
10.Empowered teams.
While adopting agile offers numerous benefits, its success depends on proper implementation, team collaboration, and a commitment to agile principles
A kick off meeting is a launch meeting I have in mind
What does the event need
1. Alignment
2. Team bonding
3. Motivation
4. Clarification
5. Communication
Who should attend
1. Project team
2. Key stakeholders
3. Project sponsors
Activities to be included
1. Project overview
2. Team introduction
3. Q&A session
4. Stakeholder engagement
How will I & the team perform
1. Enhance communication
2. Establish relationship
3. Share vision
4. Increase motivation
This week, I’ve observed that MTD faces challenges in coordinating various event elements, such as vendor management and logistics. To assist, implementing a robust communication plan and using project management tools could enhance coordination.
If an iterative approach were applied, it could lead to more flexibility in adapting to changes during the event planning process. However, potential drawbacks may include increased complexity and the need for clear communication to avoid confusion among team members.
On the other hand, adopting an agile approach could provide a structured framework for MTD to respond quickly to client feedback and changing requirements. This might improve customer satisfaction, but it would require a cultural shift within the organization to embrace iterative development and continuous collaboration.
If MTD sought my advice, I would recommend a hybrid approach, incorporating elements of both iterative and agile methodologies. This would allow for flexibility while maintaining a structured framework to manage uncertainties in event planning effectively. Additionally, investing in training for team members on these methodologies would be crucial for successful implementation.
As a Project Manager collaborating with MTD, an event company: The insights gained that could offer assistance with difficulties and problems encountered include:
I. The holistic understanding and application of the VUCA framework.
II. Unpacking decision-making using the Volatility, Uncertainty, Complex, and Ambiguity dimensions as adapted from Bennet & Lemoine,2014.
III. An understanding of the Linear and Iterative approach in Project management.
If an iterative approach were employed in organizing an event as a project,the consequences & implications would include:
1. Appropriate Feedback from end users.
II. Continuous value delivery with each iteration rather than only at the end of the project.
III. Ideas are always brainstormed on and tested.
IV. The viability of the Project is also known
V. Outputs are at regular intervals.
MY RECOMMENDATIONS TO MTD EVENT COMPANY.
I. Employ the use of Agile & Iterative practices for project executions/planning.
II. Always plan to mitigate the challenges posed by”VUCA”.
Yes I recognise these stages from experience. The business behaviours I witnessed in each stages are:
1. Forming stage: this was characterized by site visit and kick-off meeting
2. Storming stage: conflict arose between team members. Meeting was set-up to reconcile both parties
3. Norming: characterised by weekly project meeting
4. Performing: characterised by project milestone been hit
5. Adjourning: characterised by project close-out
As a PM assigned to work with MTD, , it’s best to 1st, understand the project, next is to study the environment where the project will be carried out. This is very necessary to aid in determining the best approach to use, whether Agile, Iterative or Hybrid.
Using an iterative approach in setting an event project:-
The implications is that
– the event project risk would be reduced, changes would be easily implemented
-Adaptability, collaboration and efficiency in work and communication would be enhanced.
An iterative approach brings the advantage of managing risks by exploring the environment in bits rather than at one go. So in planning an event, in an uncertain or new context, MTD should consider iterative approach in order to understand the environment and users better before drawing up a concrete plan that might be executed in a linear approach since it involves constructions.
My advice for the Company would be to imbibe the Hybrid approach has it would allow for flexibility, reduce risk, and enhance stakeholder satisfaction.