4 Key Steps in a Successful Event Project Implementation Plan

By: MicroTek Team
11/12/2018

Whether you are planning a corporate meeting, training or business event of any kind, planning how to manage a project effectively can be time consuming and —let's be real—a tedious affair. That is exactly why it’s essential to have a thorough implementation plan that will serve as a blueprint for achieving your event's success and to seek outsourced partners with specialization in areas in which your team is not able to execute.

A well-planned project implementation plan will ensure that all aspects are being managed properly and accurately assessed after completion. As anyone who has even planned something as relatively simple as a birthday party can attest, it is crucial to understand the entire planning process to make sure all the “little details” are covered at every step of the journey. There is a reason why Benjamin Franklin once said, “If you fail to plan, you are planning to fail."

Read The Complete Training Program Planning Guide

Here are four key steps involved in a project implementation plan you can take to avoid the dreaded "F" word and avoid failure.

1. Write a Project Plan: When building a project plan, first define your core goals. A few questions to ask:
  • What are you trying to accomplish? Your goals should tie back to core business drivers.
  • Do you have the resources internally to execute and deliver? Internal resources could include project managers, subject matter experts, logistics management and business management. And, oh, lest we forget .... a big enough budget! 
  • What are the cost implications? Determine the costs of all resources so you can tie these components back to the corporate budget. Throughout the project, remain focused on the core goals that support the objectives of the business as a whole. In turn, this will help you stay on track with what may be a limited budget.

2. Manage Resources Efficiently: Do you have the resources needed to deliver against the project goals? Can your existing team manage the process without additional help? If not, perhaps working with an outside vendor or outsourcing partner for part of your project delivery is needed. Consider outsourcing a training or meeting delivery partner who can assist with logistical details such as: selecting training venues; required technology, including hardware or software; sourcing instructors; training materials; managing digital content; travel logistics, including lodging, transportation and travel.

Tracker, MicroTek's Exclusive Online Event Management Portal

Be sure to choose a vendor who has a strong track record delivering in the areas needed most by your project and company. When selecting a vendor, seek a training delivery company that enables you to effectively manage your program with one single point of contact.

3. Stick to Your Schedule: As you’re putting all of these pieces together, be sure you’re adhering to your original schedule. Unless a plan or resource is critical to the established goals don’t spend too much time in any one area. If you choose to actively work with an outside vendor, determine how they can help offset some of your workload. This will ensure your team can focus on the core needs of the project itinerary without additional distractions.

4. Evaluate Project Success: Once you have completed and reached all of your training or meeting event project goals, it’s important to evaluate the impact it had on your business. How are the systems or resources that were put into place operating now that it’s complete?

A good practice is to send out a short evaluation or survey to the core business leaders of your organization to gauge the effect to their teams or systems post-project. Through this feedback, you will have a better understanding of what went well and how you can improve for your next task. Additionally, be sure all payment or billing arrangements have been made to all delivered services. Any vendor who’s highly valued and paid on time will want to work with your organization on any new projects well into the future. You’ll sleep easier knowing you have a helping-hand just a phone call away!

Whether it’s your first time managing a project or you're a seasoned professional, one thing remains the same: Advance planning is the key to success! To achieve your corporate objectives, it’s important to pay attention to both the big picture and the fine details. The four major steps outlined in this article will help make sure your upcoming event is a success.

If you're planning a meeting and want to make sure you've got all your details covered, check out MicroTek's complimentary "5 Step Guide for Busy Meeting Planners."

GET THE GUIDE