Posted at 01:49h in Project Management Training by admin 0 Comments
Recently, I spent a few glorious days at WaterColor Inn on the Florida panhandle (oil sitings: zero). During the visit, I had the good fortune to chat with Cheryl Walton, the Inns wedding and events guru. Our talk confirmed what Ive long suspected: a wedding is a project and managed as such.
Being a guy, I didnt see the planning process for my own wedding. I just did as I was told and showed up on time. So it was fascinating to hear how well the steps of WaterColor wedding planning fit into the PMIs five process groups.
Initiating. First, Carla Thomas, the Inns sales maven, pitches the Inn and obtains a contract from the bride. After that, theres a Vendor Day. The bride and Cheryl get together with all the florists, caterers, photographers, etc. who can make the brides vision come to life. Cakes and menu items are tasted. After due time for decision-making, with Cheryls guidance, the bride makes her choices and the vendors are signed up. The brides budget and style (traditional, modern, southern, etc.) are key inputs.
Planning. Cheryl plots out to-do lists for every possible category for the 30 or more weddings she juggles at once. Because shes got content-area experience, she knows what to look out for. Will anyone need wheelchair access? Will there be readers in need of mikes? At the reception, will people stand, sit, or both? Risk planning actually starts on vendor day; everyone is supposed to have a plan B in case of trouble. In case of rain, theres always an alternative indoor location booked for outdoor nuptials. Planning is the most challenging part, Cheryl said, because there are so many variables and every wedding is different.
Executing. The Inn can host two weddings per day, with a separate coordinator, besides Cheryl, for wedding two. At this point, all the hard work is done, so everything should go smoothly, Cheryl said. That doesnt mean things are left to chance. Everybody whos anybody gets a wedding itinerary, a plan for who goes where, with what, at what time.
Monitoring and Controlling. Throughout all the process areas, the coordinator is in continuous contact with the wedding party and the vendors. This is especially true on the big day, when the coordinator is on hand from beginning to end.
Closing. Oh, thats cocktail hour! Cheryl laughed. The closing session for a WaterColor wedding is an informal, fun talk among the people who pulled off the wedding. Its a celebration, but theres also a conscious effort to review any issues that came up so they can be handled next time.
As you can see, theres a lot going on here: Getting the assignment. Determining the requirements. Obtaining the resources. Constructing a work breakdown structure. Planning for risks. Communicating to resolve issues and ensure the clients needs are met.
Reviewing the project at the end for lessons learned.
If thats not project management, I dont know what is. By the way, if you want to hold your wedding at WaterColor Inn, email weddings@watercolorresort.com.