As Project Management (PM) team, your primary task is to ensure consistency across all departments. The PM team is composed of one representative from each department of the event organization, and their important task is to each report back and forth between the management team and the respective departments. It is recommended that the PM team creates:

1. A meeting schedule incl. specific time and date for each PM meeting

2. Meeting agendas incl. keywords about the topic for each meeting

3. Meeting minutes (i.e. a summary of each meeting incl. important decisions that have been made during the meeting, and a division of responsibility in case there are any follow-ups as a result of the meeting). Press the button below to download a template for taking meeting minutes.

It is recommended that you use Asana for keeping track of all 3 points above. See the picture below, which provides a suggestion on how to do this.

This page sums up four tools which can be used by the project management team. Be aware that the tools may be used separately by each department, and later on collected by the management team, in order ensure consistency. For example, each department will create their own budget and deliver them to the PM team. The PM team then compiles the different budgets in order to get an overview of all the costs and revenue streams. They may report back to each department in order to make adjustments etc. The same goes for the milestone plan. Each department has their own milestone plan, but since they each have tasks that are dependent on other departments, the PM team can ensure that deadlines are consistent across all departments. Furthermore, they can also identify possible doublets and as a result ensure proper communication across those departments whose tasks are closely connected.

Press the tool in order to get more information on how to use it in your team.