Mastering Real Project Management: How We Delivered a High Stakes Complex Event for 13 Years Straight - Deepstash

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A Real-Life Example

A Real-Life Example

One of my businesses is a global marketing agency where we deliver everything a company could need in the realm of marketing: strategy, consulting, branding, online/offline campaigns, and even marketing below the line.

What’s “below the line”?

To simplify it, think on events. Massive, complex projects where every detail, from concept to execution, is on us.

We create, design, and develop these from scratch for some of the biggest corporations out there.

Here, I’m pulling back the curtain on one of these projects.

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416 reads

The Scale of a Global Shareholders Event

The Scale of a Global Shareholders Event

This massive project involves managing a high-stakes annual shareholders meeting for a major corporation.

Key aspects include:

  • Non-negotiable deadline and high-profile nature.
  • Global reach with 1,000 live attendees and worldwide streaming.
  • Managing 500 on-site staff and 15+ suppliers.
  • Condensed two-month planning timeline.
  • Responsibility for every detail from staging to logistics.

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318 reads

DWIGHT D. EISENHOWER

"Plans are nothing; planning is everything."

DWIGHT D. EISENHOWER

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354 reads

Big Milestones: The Backbone of Project Success

Big Milestones: The Backbone of Project Success

Big Milestones are crucial for driving project success by:

  • Establishing key deliverables and outcomes with specific dates.
  • Creating natural dependencies without complex Gantt charts.
  • Aligning all stakeholders and suppliers towards common goals.
  • Forcing urgency and accountability in the project timeline.
  • Balancing ambitious deadlines with realistic achievability.

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271 reads

Collaborative Planning for Shared Commitment

Collaborative Planning for Shared Commitment

The planning process involves deep collaboration to ensure project success:

  • All suppliers participate in defining Big Milestones and deadlines.
  • Main tasks are mapped out and durations estimated.
  • Timeline feasibility is analyzed through quick assessments.
  • Deliberation and refinement occur as a team.
  • Result is full commitment from all parties, including the client.

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216 reads

LOU HOLTZ

"It's not the load that breaks you down, it's the way you carry it."

LOU HOLTZ

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220 reads

Weekly Execution Mode: Dynamic Project Management

Weekly Execution Mode: Dynamic Project Management

Transitioning from planning to execution involves:

  • Breaking tasks into manageable pieces.
  • Implementing a weekly meeting system focused on Weekly Goals.
  • Balancing ambitious targets with achievable workloads.
  • Addressing risks, surprises, and new client requirements.
  • Maintaining agility and focus throughout the project.

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189 reads

RALPH WALDO EMERSON

"Common sense is genius dressed in its working clothes."

RALPH WALDO EMERSON

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195 reads

Common Sense Approach to Team Success

Common Sense Approach to Team Success

Relying on common sense in Project Management means:

  • Ensuring everyone understands the purpose behind actions.
  • Skipping unnecessary practices (like stand-up meetings) if they don't add value.
  • Using weekly meetings, real-time Project Management systems, and effective communication tools.
  • Building trust through constant connection within the team.
  • Aligning big goals with daily actions for meaningful work.

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174 reads

NAT TURNER

"Good communication is the bridge between confusion and clarity."

NAT TURNER

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Simplified Communication for Maximum Clarity

Simplified Communication for Maximum Clarity

Effective communication in complex projects involves:

  • Weekly meetings that drive focused progress.
  • A Project Management system providing real-time information.
  • Team Communication supporting both asynchronous and synchronous needs.
  • Building trust through constant connection.
  • Ensuring all team members, regardless of role, understand the project's direction.

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140 reads

The Essential Alignment: Big Goals and Daily Actions

The Essential Alignment: Big Goals and Daily Actions

Successful Project Management hinges on:

  • Clearly connecting overarching goals to day-to-day tasks.
  • Reflecting this alignment in the Project Management system.
  • Giving meaning to each team member's daily work.
  • Constantly reinforcing how individual tasks contribute to the larger mission.
  • Maintaining clarity and purpose throughout the project lifecycle.

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137 reads

LAWRENCE BOSSIDY

"Execution is the ability to mesh strategy with reality, align people with goals, and achieve the promised results."

LAWRENCE BOSSIDY

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134 reads

A Proven Formula for Project Success

A Proven Formula for Project Success

The key elements of this successful approach include:

  • Big Milestones for setting non-negotiable deadlines.
  • Weekly meetings for fine-tuning and committing to achievable goals.
  • Fast and efficient communication channels.
  • Applying common sense to all aspects of Project Management.
  • Balancing ambition with practicality in goal-setting and execution.

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Adaptability in the Face of Challenges

Adaptability in the Face of Challenges

This Project Management approach has proven its resilience by:

  • Successfully delivering the event for 13 consecutive years.
  • Navigating various obstacles, including a global pandemic (COVID).
  • Maintaining flexibility while adhering to core principles.
  • Demonstrating that the system works across different scenarios.
  • Proving its effectiveness through consistent results.

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111 reads

Accessibility and Applicability of the Method

Accessibility and Applicability of the Method

The beauty of this Project Management approach lies in its:

  • Simplicity and ease of understanding.
  • Straightforward implementation process.
  • Reliance on common sense rather than complex methodologies.
  • Proven track record in high-stakes, complex projects.
  • Potential for adaptation to various project types and scales.

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