Ultimate Guide to Event Management 5

Part 1.3: Procedures & Fulfilling Pre-Requisites

Reminder: This part is very crucial as students (project managers) were mainly stuck and delayed in progress at this stage due to lack of understanding in addressing or fulfilling the requisites needed.


These are the steps needed to be taken after your first meeting if you are the project manager;

• Ask the secretary to compile the working paper
• Meet the advisor, explain regarding the project you are doing and inform him/her that you will give them updates regarding the progress
• Meet with the Student Council (SC), explaining to him/her regarding the program and ask them to write a recommendation letter
• When the working paper is ready, get a real hand signature from the advisor, project manager & secretary then compile it with recommendation letter from SC (Insert with support letter if any)

With the above ready, continue with the procedures that you need to go through before getting the approval. Latest procedures in CUCMS is as below;

Ultimate Guide to Event Management 4

By: Dr^Waqipedia

Part 1.2: Project Planning & Working Paper

90/10 Rule:

"First 10% of your time that you spend planning and organizing your work before you begin will save as much as 90% of the time getting job done once you get it started."

Previously, I shared with you all the Triangle of Vitalities which is essential in 'creating your vision'. Having that in mind will lead you to the next stage; project planning.

In the corporate world, to understand the project planning, you need to familiarize yourself with certain terms such as corporate planning, strategic planning, marketing or operational planning.

However, I would like to emphasize on two types of planning which would be of great help when you are working on the event-based type planning. They are;

• Strategic/Long-Term Planning
• Operational/Short-Term Planning 

Strategic planning works like future-oriented planning, it determines the long term objectives of an organization or team as a whole with a time horizon of more than 3 years. The strategic plans will contain the framework to stay competitive, live up to the core values, get rid of any threats and take advantage of opportunities. The distinctive attributes to it are your vision, mission, core values, future goals and the strategies. 

Next, the operational planning or short-term plan. It is a specific, smaller scale project which has been planned according to the strategic planning or after looking throughout the big picture. The plan works out on a smaller basis once in 3 months or 3-4 times per year depending on the planning. In simpler words, strategic planning is the big picture and broad spectrum whereas the operational plan is drafted to be focused and specific.

Tips of Handling a Meeting

By: Dr^Waqipedia

Six Golden Tips About Meeting

1. Don't Meet - Avoid a meeting if the same information could be covered in a memo, email or brief report
2. Set objectives for the Meeting - Before planning the agenda, determine the objective of the meeting. The more concrete your objectives, the more focused your agenda will be.
3. Provide an Agenda Beforehand - Your agenda needs to include a one-sentence description of the meeting objectives, a list of the topics to be covered and a list stating who will address each topic for how long. Follow the agenda closely during the meeting.
4. Assign Meeting Preparation - Give all participants something to prepare for the meeting, and that meeting will take on a new significance to each group member.
5. Assign Action Items - Don't finish any discussion in the meeting without deciding how to act on it.
6. Examine your Meeting Process - Don't leave the meeting without assessing what took place and making a plan to improve the next meeting.