Managing the mound of projects

Project management is a juggling act...

My time at the Department of Sport and Recreation has been amazing. Everyday I am there I get given new and more challenging tasks. The past week has been a highlight. Every morning the communications office undertakes media monitoring, quite an important task as they are a government organisation. I was given this task to complete, I was shown the format of how they do it, and given some examples of what type of stories are important. At first I was worried I would miss something but I soon got in the mindset and was able to identify the stories. This was a great opportunity as media monitoring is a useful skill and something that I imagine a graduate will be given to do at a new job. But I did take longer than they usually would to do which raises the issue of managing the workload.

The main topic of this blog is managing the load, I am currently only doing two days a week at work experience, as I am sure many of you are, and many tasks carry over a few weeks. This is something that I had to adjust to, keeping track of what you did last week, and remembering what you had to do this week. It sounds simple enough but after a week of uni, and work and family and friends, it is easy to forget. I learnt to keep track very early on, the second week to be exact, as I came back in I suddenly realised things I though I would remember I didn't. The other issue is that things do take me longer than the experienced employees. This means I have to juggle and prioritise the tasks I am given to ensure the more important ones are done in time and the other stories which are less important are left to last. Again I think this is a great skill I have learnt whilst completing my placement.

Overall I think I am doing well at the placement,  so far I have learnt how to speak professionally on the phone, media monitoring, project prioritisation and keeping track of what I am doing, all pretty useful skills.

Straight in the deep end

So the first day at my work experience placement will definitely be one to remember.

I walk into the office fifteen minuets early to make sure I make a good first impression and after a ten minuet briefing I find myself sitting in a meeting with a client listening and note taking all about their website design and where value can be added. While learning this was extremely interesting and exciting for me at the same time I was so nervous to be dealing with a client straight away, thank goodness my supervisor was hosting the meeting and I was just sitting in.

I picked up on what the client was wanting from their website, and was later shown by one of the website designers how to go into website back ends to add in text and images. I really enjoyed doing such a creative job on my first day.

Later I was shown how to do something they call SEO reports, Search engine optimisation. This means where a client’s website sits in search engines such a Google and Bing, this is found from keywords attached to their websites that potential customers may type into search engines. The higher up on the Google search page the client’s website sits the better. They do this report on a monthly basis and each month they use Google Adwords to research what words are being searched most and add those to the websites keywords to better their SEO position.

My last job of the day was to assist the Marketing executives in preparing for four expos they have coming up in the next couple of weeks for four of their different clients. This was the highlight of my day as it meant I got to go shopping! Only to office works and Big W for all the stationary items needed but it was still fun and I learnt all about how to prepare for an expo along the way from my trusty supervisor. Once back at the office I got to gift wrap personalised gifts for a conference on Friday. I was also given the down low on why giving personalised and branded gifts are so important. Which is, “to wow the client,” so they do not forget you, the trick is to give a quirky unusual gift to make the customer think about it and relate it back to the company it came from. For example today the gift was for a company who turns 30 this year so we will be giving those who go to the conference a clock that has a magnetic board attached to it that you can write on and rub out as many times as you want. On all the boards I wrote “Happy 30th Birthday” and set the times on the clocks before wrapping them up.

So all in all I had a very busy day, and my brain is over flowing with information, but I really enjoyed it and can not wait for my next few weeks.

Until next time,
Emeline

& so the big day creeps closer and closer!

The pace is really starting to pick up in the Corporate Communications offices at Curtin, with Open Day just 3 weeks away! - and it's only going to get crazier, with more and more work to do. So it's becoming really important to keep track of everything I'm doing and to stay in control....however one thing none of us can control, (but we wish we could), is the weather on the day! I really hope we get lucky with weather as good as last year's Open Day, where roughly 17,000 people attended!

Since I last posted, many huge deadlines have been met. Including the launch of the mobile website, the desktop website, and the finalised program now just a day (potentially even hours) off being sent to the printers! I have been quite involved in the several rounds of proof reading and editing of the program, as well as updating the activities online. It's great to see the program finally come together after that many weeks of editing, activity changes and delays.

http://www.openday.curtin.edu.au/ - is the site to visit!

One ethical issue that was of huge interest to me when finalising the program was the type of paper and ink decided on for the printing. We had to seek advice from Curtin's environment and sustainability officer who compared the different printing company's offer in terms of paper and ink types, and how recycled and environmentally friendly they were.

Now that I have officially booked 8 activities for the 'Fun Zone', my tasks are starting to gear towards the risk management side of the event, including working on completing an event application form and a health and safety risk assessment - which we all came across in PR techniques in the 'event management' lecture, but never actually had to complete one! Another big task we're working on is organising signage for the event - what to order, how many signs / banners and where to place them all on a campus that's almost big enough to be a town!

Depending on the budget, another addition to the event may include multicultural performers, which I have been researching and seeking quotes from entertainment agencies for the last few weeks.

Another thing that continues to amaze me in the 'real world' is the cost of the event as a whole! They certainly ain't cheap, and this work experience will influence me to appreciate the large amounts of effort that goes into any large scale event.

I hope all your placements are treating you well, and I strongly encourage everyone to attend Open Day - for recreation! Being part of this event has influenced me to see it as not only a recruitment event - but a community event.

Sarah Mullen

14308662

Bentley Campus

Marketing is an Umbrella Term

Hi Y'all

As I've been working on my final report for this unit, I've had the opportunity to reflect on all the work I have completed throughout the year working for the marketing consultancy.

One thing I have realised is that marketing really is more of an umbrella term for a range of activities that span across marketing, PR and advertising. Much of the work I previously considered to be marketing, is in fact PR and advertising.

This would be because marketing can be considered a very proud term for a wide range of activities. Within marketing plan strategies, PR and advertising often feature prominently.

Much of this cross over occures within the marketing consultancy because when a client requests a certain strategy or project, we do not decline on the basis that we do not specialise in that field. Although we may not be as prepared or well equipped for large projects, small to medium businesses often require smaller projects to be carried out, just a developement and ad placement.

Overall I have realised that marketing is not specific, but can be considered a general term that emcompasses a range of projects and strategies to cater to each persons/businesses needs, although specialisation is an optimal business function, consultancies often can afford to turn clients away.

Blog again soon

Marketing Major 4th ed.

Hi Guys

Hope all is well with everyone! It has been exciting reading about the Perth Fashion Festival, and I have been immersing myself in this since the beginning.

On Friday the 4th the event I have been working occured, and to my great delight, it went fantastically, without a single hitch!

I had spent the day making final decorative arrangements at the commercial property where the event was being held. As well as transporting drinks etc. The event started at 4pm, the Adam Springhetti Jazz Trio (whom where absolutely FANTASTIC!! Massive recommendations) arrived at 3pm to set up, shortly followed by catering, and the event started promptle at 4.

The guests were invited to help themselves to the drinks being served at the bar, and to take advantage of browsing through the property, showcasing their investment. The event was held in the large and impressive foyer.

At 5:30pm, the directors of the syndication gave a short speech, before taking part in a ribbon cutting ceremony. The event finished promptly at 7pm and guests made their way out, while I helped to pack up and clean up.

To all accounts the event was an absolute success, the clients thanked me for my efforts in orchestrating the event, and my immediate boss gave me her congratulations - stating that she was glad she no longer had to organise events, and that in future these projects would immediately be directed to me.

I have certainly learnt alot, especially about time management and client management! Clients can be very difficult, and often don't realise time constrictions to how long it takes to accomplish projects - particularly design projects.

Overall I'm am VERY relieved the event is over, that it was a success, and that I have shown to my boss some of my capabilities. I am also incredibly proud of myself!

Blog again soon!

Marketing Major 3rd Ed.

Hi guys

The event I have been planning will be taking place Friday next week, and I'm almost 100% sure that all plans are taken care of.

This week my client decided that he would like stubby holders printed as promotional material. Because he decided this less than 2 weeks before the event, the cost of printing goes up 20% because its a rush job. My client was not very impressed with this, but there really isn't anything I could do about that. So we resolved the issue, we stubby holders are now at the printers, still paying the 20% rush job charge.

I'm also gonna get cracking on drafting up that media release, heres to hoping my skills are up to par!

Blog again soon!

Marketing Major 2nd ed.

Hi Guys,

sounds like everyone is having a good time in their placements!

As mentioned in my previous blog, I'm in the process of organising an event for my client - the opening of a recently renovated commercial property. It has been quite the task of organising all the aspects that go into an event.

It is being held Friday 4th September, 4-7pm at the property. I'm anticipating it to be a very networking style event.

I have booked a jazz band for atmosphere, and confirming final catering menu and arrangements this coming Monday. As well as finalising arrangements for balloon bunches - in corporate colours, name tags, and drinks lists. Invites were sent last week, with an RSVP of this week - have already confirmed approximately 30 people.

I now have the task of completing media release - drafting at least - to be sent right after the event. Or perhaps before the event? This has been given me some strife.

Because I work at a consultancy I have an allocated and agreed upon number of project hours, which have very quickly been consumed - leaving me with about 1 hour to complete the above - future reference - add project management hours!!

I keep getting this feeling that I am infact missing something from my event - if anyone has any suggestions - would be very much appreciated.

Your contributions and suggestions are appreciated.

Blog again soon!