MGMT-5058

Applied Project Management Strategies

Summer 2023

Staff Day Project Launch

Summary
• Project Objectives
• Background Information
• Communications
• Start Planning
• Due Dates
• Ensure that these dates are enforced with your
team
Project Objectives
• Plan, organize, research, and cost all activities for a one-
day Staff Day to be held in London, ON
• Research and select venue, meals, speakers,
entertainment, prizes, etc.
• Prepare all materials including notifications, invitations,
registration, program, workshop information, evaluation
forms, etc.
• Compile a conference budget
• Work as a team to meet objectives
 Background Information
• As an Executive Administrative Assistant, you and your team have been
tasked to plan a Staff Education and Appreciation Day.
• You will choose a past co-op placement that one of your group members work
for to be the “employer”.
• Your professor will act as your “boss”
• We will assume the Company is comprised of approximately 50
employees (plus you and your group)
• This is an annual Staff Education and Appreciation event, which is mandatory for all
company personnel to attend and participate.
• You and your team create the theme for your day!
 Background Information…/2
• The Staff Education and Appreciation Day is scheduled for
Thursday, October 5, 2023. Friday, October 6, 2023, the
office will be closed and all Staff, will be paid for the day, as
an additional holiday for 2023!
• Attendee name and contact information will be created by you
• The company has a budget of $15,000 to be allocated for the
day; all other costs must be covered by other creative means,
including Sponsorship.
 Use Your Time Wisely
• As the assumed supervisor for company, the Professor will
periodically ask for a status report and/or request a remote meeting
for a progress update
• There are four progress updates throughout the semester where you
will be required to create a status update form or memo and submit
specific deliverables to your professor to show that you have been
using your time appropriately.
• You will receive a mark for each of these updates and a mark for
the project overall.
Schedule of Status Reports
• Week 10 – Status Update Form 1 (5%)
• Week 11 – Status Update 2 Form 2 (5%)
• Week 12 – Status Update 3 Form 3 (5%)
• Week 13 – Final Status Update and all
completed files/project package due
(20%)
 Communications
• Any member of your group can contact me about the project at any
point
• assume that the Professor represents the company
• Copy all group members on all emails sent to your professor
• Any email for questions or clarifications has to include the
subject: Staff Day Project Clarification
• These communications should be saved and submitted with
your final project submission
• h_beecroft@fanshaweonline.ca
 Communications
• Treat your communications with me as professional
and realistic related to the event you are planning
• copy all team members on all emails
• for all responses use “Reply All”
• use correct sentences, spelling, grammar, titles, for all
communication. Do not use texting shortcuts
• You will be including copies of these emails in your final submission. You
could lose marks for any/all unprofessional communications
• For course-related questions that are not related to the project
you will not use the “Staff Day Project Clarification” subject line
and do not have to act like your professor is your employer/boss
 Start Planning
What to do…NOW!!

• Update your group contract if you feel changes are needed

• You have been working together for a month, personalize your group contract to reduce the
risk of problems occurring ahead
• You should finalize this document now
• Think about which company you will be planning the event for,
and consider what theme you will give your event (you will
have an assignment with this information in week 8!)
• Review all the resources for this assignment so you feel
confident and ready to work in your group
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slide…
 Start Planning…/2
• Brainstorm all of the things you will need to consider
and tasks that need to be completed when planning a
staff day
• devise an Event Checklist; research event planning
checklists and create a checklist that your team feels is
comprehensive
• draft a project plan (table) to assign tasks and set
deadlines (you are responsible for updating tasks and
status)
• Determine next week’s work plan
• you and your group should be keeping logs of what is completed each
week.
 Marking
• Project files and submission is worth 20% of final grade:
• If work appears to be very unevenly divided between group
members, individual marks may be considered
• Keep a detailed task list, including who was responsible for
what, when it was due, if it was completed on time, etc.
• Remember – it is the responsibility of all group members to
edit all documents, you must work together

continues on next slide…

 Marking…/2
• Marks will be assigned based on:
• meeting the submission requirements
• suitable events, facilities, meals, etc. selected
• documents are complete and comprehensive
• documents are appealing, creative, and user friendly
• accuracy, spelling, grammar
• group work—effectiveness and efficiency
• Subjective grading based on the whole package
• A / B project – meets the minimum requirements
• An A+ project – goes above and beyond expectations
• A rubric is available
 Assumptions
• The names Fanshawe College nor the actual real company
name are to be used as names to procure information from
local businesses—do not falsely represent yourself as actually
planning an event if you do reach out to any businesses
• If you call businesses for quotes and information, make sure you identify
yourself as a student doing research for a project
• If you can’t find specific costs, you will do internet research to come to the
best possible assumption and cite your sources.
• Your assumptions are to be documented, with the citations and handed in