Risk Management: Planning a corporate retreat

Planning a corporate retreat is no small feat, and risk management is key to ensuring a successful event. To minimize potential setbacks, event planning teams should identify and prepare for potential risks, including budget overruns, weather-related issues, and changes in client requirements. By proactively addressing these concerns, project managers can ensure a smooth planning process and deliver a memorable experience for participants. Effective risk management planning is crucial to minimize surprises and keep the project on track.

Scenario:

An event planning team of five is tasked with planning a corporate retreat for a business with 85 employees. This retreat involves hundreds of to-dos, a large budget, client-initiated changes, and important discussions with the client. The project manager knows there is a lot to do, and they are ready to lead the way.

Right from the beginning of the project, the project manager creates a spreadsheet to track what needs to get done in the project, and what teammates are working on. They also send status update emails twice per week to the stakeholders.

The project has a $100,000 budget. There are many items to purchase and rent, including venue space, retreat materials, food, chairs, and tables. The project manager allows each one of their teammates up to $3,000 in expenses, with anything over requiring an approval.?

Shortly after the project begins, the client decides they want to slightly change the theme of the project to focus on the future instead of the past. The project manager has to work with several team members to implement the changes which include graphic design, retreat materials, and signage.

Throughout the process of changing the theme of the retreat, the project manager works closely with the client by phone, email, chat, and video to ensure that the theme updates meet their expectations.

There is an award-ceremony dinner at the end of the retreat. The deadline to finish scheduling the dinner is in two days. Several crucial decisions need to be made: the menu, lighting, and presentation music. To make sure the deadline is met, the project manager has a video meeting with the client to ensure the dinner choices meet their expectations.

Discussions

How did the project manager enable decision-making in the project?

The project manager enabled decision-making in the project by working closely with the client and involving their team members in the decision-making process. They also set up a spreadsheet to track progress, which helped them to identify roadblocks and make informed decisions. By doing so, the project manager ensured that the project was on track and aligned with the client's expectations. ~ Maxima Danzi, Research Lead

How did the project manager communicate and escalate in the project?

The project manager communicated and escalated in the project by sending regular status update emails twice a week to the stakeholders, working closely with the client by phone, email, chat, and video to ensure that the theme updates meet their expectations. By maintaining regular communication with the team and stakeholders, the project manager kept everyone informed and ensured that any issues were addressed promptly. ~ Dorcas Seshie, Remote Researcher

How did the project manager remain flexible in the project?

The project manager remained flexible in the project by adapting to changes in the project, as when the client decided to change the theme of the retreat. They worked closely with their team members to implement the changes and ensure that the project stayed on track. By remaining flexible and adaptable, the project manager ensured that the project remained aligned with the client's expectations, despite unexpected changes. ~ Victoria Mends, Product Designer

How did the project manager use strong organizational skills in the project?

Additionally, the project manager demonstrated organizational skills by coordinating with several team members to implement the client's theme changes and ensure the award ceremony dinner was scheduled on time.

Risk management is not about avoiding risks altogether, but about identifying and mitigating them to achieve a successful outcome. ~ Vince Churchill, Software Lead