MODULE 2:

The Project Cycle

“The way to get started is to quit talking and begin doing.” - Walt Disney

MINDS ON

Project Management usually has a cycle that it takes. Regardless of the scope of the project most follow these 5 steps.

Initiation Phase
Planning Phase
Execution Phase
Monitoring and Controlling Phase
Closing Phase

Watch the video below and identify key ideas for each step. Record your answer in your Student Workbook.

This is an animated video discussing the various stages of the Project Management cycle. It discusses some important general information about Project Management and then breaks down each cycle with what is happening and what should be accomplished in each one.
9:13

Implementing the Project Life Cycle

Now that you have learned the basics of each step in the Project Life Cycle, it is time to implement them. For the rest of this module you are going to be given a scenario and will be responsable for working within each step to achieve a goal. This obviously will not be 100% what a project life cycle is like for a real project, but gives some insight to how things function in each stage.

Setting the Tone: Your Assigned Project

You have just joined a company (of your choice) and you are tasked with planning a dinner for your direct team of 6 people (including yourself). This dinner usually happens 4 times a year within your company to connect the team, build relationships, and integrate any new staff into the group. There is no agenda for business, just a chance for colleagues to get together. You have a budget of $600 TOTAL for the event and the dinner needs to take place in a venue close to your office (walking distance - You can choose where your office is).

In each stage you will be given new or further details to allow you to progress through this task. Ensure you are writing all of your ideas/plans in your Student Work Book.

Note: If you are unsure about what direction to go with this, ask a friend or teacher for advice. Be creative with this and have fun! There are no wrong answers, but rather we hoping you can get through the various stages to get a feel to what project management could look like.

Stage 1: Implementation Phase

Just as you would with every project you would be on a PM you would start with Implementation Phase. This is the time where you clarify the project, get a good understanding and ensure you know what you are trying to achieve. You will need to clarify OR make up any further details you need for this event to have a good understanding of the task (some possible questions may be to get you started) …

What type of company do I run?
What are the age ranges of the people I work with?
Do they all know each other except me or are there multiple new people?
Where is your company?
What is around your company?
Are you ordering food ahead or are people choosing their own dish?
What is the time frame of the event?
What is the plan for paying?

Stage 2: Planning Phase

Now that you have your details, it is time to start putting things together. Create a list of things that have to be completed to get this project up and running. This should be a comprehensive list and should ensure you get to your dinner party

(e.g. Invites, menu options to stay within budget, time frame, directions, how are you getting RSVPs, can they bring guests, what restaurant are you going to, are you ordering ahead of time, are you giving options, are you playing any games, dietary restrictions, etc).

Basically... Plan your event, have fun with it but stay in budget of $600.

Stage 3: Execution Phase

It is the day of your event and there is an issue! There is a big work meeting and it is going to be delayed - meaning your dinner needs to be pushed back an hour.

What are you doing to address this quickly?
How are you going to let the place know
How are you going to let the people know?

Lets Problem solve - as the project manager there are bound to be issues dueing Execution so lets roll with it and get thigns done!

Stage 4: Monitoring and Controlling

Ahhh we made it! Your dinner is here and people are starting to arrive. Time to Monitor and Control your 'Project in the Moment' as the PM/Host

What happens at the actual event? Make a list of things to be considered

Do you get there early or at the same time?
Do you have food or drinks waiting for people?
If people are ordering - how do you avoid going over budget?

Oops someone is late - what do you do? Do you let everyone order? Do you wait?

Oops there is lull in conversation - how do you deal with it?

The event was a success! It's time to get going but 3 or the staff want to stay behind. You need to close out the bill - how do you say this to them and transition to them paying for their own food and drinks moving forward?

This video gives information about Business Dinner Etiquette and how to have good conversation in a professional setting.
3:00

Stage 5: Closing

You did it ! The event was a success - Congratulations!

Do you need to do anything to close out the event after (the next day)?

Do you talk to people after/send an email?

Do you have to do anything with the bill?

Personal Reflection

What are some similarities from the what happened here in your Dinner Party Project to one within your SHSM industry? Try and identify 2 - 3 things that could be similar for a project that you may find in your related industry.

Discuss with your classmates or think on your own. Record your reflection in your Student Workbook.

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