Project Management for a Music Festival - Case Study Example

PROJECT MANAGEMENT REPORT FOR A MUSIC FESTIVAL By Student ID Professors Name Tutorial day/Time Executive Summary Festivals have played a great part in promoting the growth of music amidst decline in the revenues generated from the sale of albums and singles. Some of the reasons for the decline in sales include the increase in streaming and downloading sites such as spotify and YouTube. The prevalence of such sites has hereby made it easier and cheaper to access such music hereby affecting such sales. The industry has thereby shifted to festivals as a means of promoting sales and increasing the revenues generated from the industry. The increased exposure to music and information through the various internet sites has made music festivals more marketable. The paper outlines a project management for a three day music festival in the country Victoria that is to be held during the Australia Day Weekend the coming year. It adopts various approaches in developing a resourcing plan, risk management plan and leadership or management plan. Justifications to why each of the approach was chosen across each of these plans will also be given through a compare contrast analysis with the alternatives. Table of Contents 1.0. Introduction ………………………………………………………………...…………… 4 1.1. Problem Identification …………………………………………………………... 4 1.2. Problem Solving ………………………………………………………………… 4 2.0. Project Plans and Discussion of approaches …………………………………………… 5 2.1. Resourcing ……………………………………………………………………….5 2.2. Risk ……………………………………………………………………………….6 2.3. Leadership/Management ………………………………………………………….7 3.0. Justification of approaches ………………………………………………………………..8 3.1. Resourcing ……………………………………………………………………….. 8 3.2. Risk ……………………………………………………………………………….. 10 3.3. Leadership/Management ………………………………………………………….. 11 4.0. Conclusion ………………………………………………………………………………… 13 5.0. References ……………………………………………………………………………….... 14 6.0. Appendix ……………………………………………………………………………….…. 15 6.1. Appendix A ………………………………………………………………………. 15 6.2. Appendix B ………………………………………………………………………. 16 1.0. Introduction The music festivals have become an integral part in the entertainment industry providing various economic, social and cultural benefits. Their primary role in promoting the sale of music that has been greatly affected by the increase of streaming sites and free downloading sites. Due to the economic benefits enjoyed by the various stakeholders such as promoters, event’s organizers, and sponsors and booking agents, there have been an increase in the number of music festivals in the 21st century. The increase has therefore attracted a lot of business interest and academic attention towards the matter as viewed from the various disciplines. The paper will discuss a project management that outlines the various factors essential assessing in the organizing and managing a music festival. 1.1. Problem Identification With the festival being held over a three day period during the Australian Day weekend, starting from Friday, 27th January 2017 to 29th on Sunday, a crowd of 8,000 to 12,000 people are expected when comparing it to previous festivals. The huge number means many resources are needed to deal with the overcrowding and the high demand for accommodation. Strategic planning is also required to figure out how access to and from the venue will be taking into consideration the huge traffic and narrow, winding and hilly roads leading to the venue. Another concern is the ease of the attenders to access toilet and drinking water considering the sunny weather. 1.2. Problem Solving A crucial step in ensuring the success of a music festival is the identification of the available resources and the assessment of their ability to meet the needs of the huge number of events attenders through carrying out a proper resource plan. It also requires the assessment of the potential risks and the allocation of tasks by carrying out a risk management plan and leadership and management plan respectively. 2.0. Project Plans and discussion of approaches 2.1. Resourcing The inputs required to implement a project are limited in nature requiring the selection of the right resourcing plan to ensure these resources are properly managed to help meet the organization’s goals and objectives (Deb, 2006). The approaches adopted need to clearly assess the resources available for the organization use. They include the identification of an appropriate venue that is not only capable of holding the expected 8,000 to 12,000 crowd size without overcrowding, but one that provide alternative options such as sufficient toilets, access for the disabled, and alternative exit and entry routes. To ensure the compliance with the authority, the council permit need to be obtained prior to the event. The approach also needs to take into concept other crucial factors affecting the resources such as the location, the availability and timing during the three days of the Australian day weekend when the event will be held. Once the resources are identified, an approach that helps in allocating them to specific activities need to be applied. Such can be done through the use of RACI, Gantt or Histogram. In case of slow progress, an approach that helps in speeding up the progress of the process, such as through fast tracking and crashing need also to be adopted. Approach Discussion Methods used to identify resources, quantities, skill level, location, timing and availability The approach helps in the detailed identification of the resources necessary to the planning, implementation and completion of the project (Deb, 2006). Resource allocation using RACI, Gantt chart or Histogram or a combination of the methods After identifying the resources available, the approach can be used in allocating them to the various tasks. Crashing or fast-tracking The approach can be used in shortening the duration the project take without necessarily interfering with the scope at an added cost. 2.2. Risk Project managers need to assess the various risks that the music festival project may be facing hereby affecting the possibility of its success. Such possible risks include injuries due to the large crowd size, expected to be range 8,000 to 12,000. The approach need to point out the root cause of the problem rather than consequences to avoid affecting the success of the project. After a proper assessment of the risks hereby their identification, each of the identified risks need to be analyzed to identify their cause and the type of impact that they may pose to the project (Furman, 2015). Other risks include power failure, bad weather, insecurity, crowd crashes, and fights. The impacts of such risks may include limiting entrance through roads, limited access for the disabled and crowd injuries. The right response to mitigate these risks is also crucial and they may include backup generator, developing emergency plans, first aid response, security and crowd control and disability access. Approach Discussion Identification of the risks relation The approach assesses the root cause of the problem. Analyze risks: Main qualitative method is impact versus probability matrix using cause and effect method and the fish bone matrix. Once the risks are identified, they are analyzed to give insight into their causes and the effect on the project (Gajek & Ostaszewski, 2004). Response to risks The approach helps in taking actions to mitigate such risks from affecting the progress of the project (Greene & Stellman, 2013). 2.3. Leadership/management Since the completion of a project involves the performance of various tasks, either individually or simultaneously by various shareholders, it is essential to establish a leadership and management plan that will guide their actions. Ensuring that the various employees are capable of working together as a team can help enjoy the benefits of team work. Such cohesiveness can be achieved by engaging the employees in team development activities hereby combining and harnessing the strengths of these employees. While working in these groups, conflict between the employees is highly likely thus the need to develop a management plan. An approach that enables the employees to solve such conflict between themselves is crucial in enhancing cohesiveness of the group. Such an approach is the six step method that involve Understanding, agreeing on goals, identify causes, the solution, choosing desired solution and implementing them. Approach Discussion Team development The approach focuses on the various strengthens brought up by working together as a team. Conflict resolution Solving the various disparities that may arise while working in teams using a six step method that include understand, agree of goals, identification of causes, identify possible solutions, choosing desired solution and implement desired solution (Ramsbotham et al. 2011). 3.0. Justification of approaches 3.1. Resourcing Ensuring that all the required resources are taken into concept while initiating the project require proper planning. Various resourcing plan approaches are available for managers to choose from but the suitability of the choice depends on the type of project under consideration. Choosing Human Resource Management plan involve carrying out an analysis of the current human resources and the labor market that enables the organization to describe the roles of the human resource and predict the future needs of human management. However, it is unsuitable to the project under study as it only focuses on planning of human resources hereby not applicable to planning for other resources such as venue and water resources. In organizing a music festival estimated to attract between 8,000 to 12,000 crowds, it is crucial to adopt a resourcing plan that not only identify the resources available but also one that assesses their flexibility and ability of these resources to meet the goals and objectives of the organization (Deb, 2006). The choice of the approaches suitable for resourcing plan under music festival is the focus on the ability of the approach to give a clear and succinct view of the resources, availability and their use in accomplishing the organization’s goals and objective. The chosen approach help the organizers to confirm the appropriateness of the venue in terms of location and availability during the three days the festival is supposed to be held. The skills level of the human resources are also identified helping in the assigning the tasks to the employees depending on their ability that is determined by the skills they possess. The approach can hereby aid in division of labor. Training and employee development program can also be heavily guided by this approach. Identifying the location, timing and availability of these resources also help in assessing their appropriateness to the given tasks (Greene & Stellman, 2013). Once the resources that are at the disposal of the organization are identified, they should be allocated to the various activities that are involved in the project. An approach that helps in allocating human resources in a musical festival project is the use of RACI, Grant chart or Histogram or a combination of these models (Heldman, 2015). Although the HRM plan is an equally effective tool in describing the roles of the employees, the RACI model provides a better option by issuing a visual illustration. For each of the activity involved in the project, the RACI model, shown as appendix A classifies who is responsible, accountable and who need to be consulted and informed. The combination of the model and the Gantt chart can be used to track the progress of project schedule through giving a visual illustration of the various phases of the project. A resource histogram can also be used in combination with the RACI and Gantt chart as it gives a visual display of the time that a specific resource is expected to be utilized in the project (Heldman, 2015). Project managers needs to take into factor the occurrence of unforeseen circumstances that may slow down the progress of the project. An approach that can hereby fasten the process need to be taken into consideration. Such an approach is the crashing or fast tracking that can fasten the progress of the three day music festival in case of delay (Greene & Stellman, 2013). The challenge of housing for the attendees can slow down the progress of the festival and therefore the events managers should adopt crashing approach such as contracting with hotels and lodgings that are in close proximity to the venue hereby foregoing the step thus speeding up the event progress. Fast tracking can be used in the project to speed up the progress by executing some tasks simultaneously. Such tasks that can be done simultaneously is venue identification and recruitment of the employees. Both of the approaches occur at an expense where crashing increases the total cost of the project by requiring use of more resources whereas fast-tracking increases the risk due to the change in the schedule of activities (Greene & Stellman, 2013). 3.2. Risk The adoption of an approach that identify the root cause of the potential problem gives deeper insight into the main cause of the problem as compared to an approach that identifies such risks through the Delphi technique, SWOT analysis, lessons learned from previous lessons and structured interviews (Kauffman & Moiseichik, 2013). The use of root cause in risk planning help in reducing the probability of the risk re-occurring since it identifies the root cause of the problem (Furman, 2015). A root cause analysis of severity of injuries in such places can help the management in implementing the right security and crowd control measures instead of only focusing on the first aid response. The use of risk impact versus probability matrix shown as appendix B is easier in ranking risks depending on the impact and probability when compared to a risk register as it describes risks in a clear manner giving visual illustrations. It is also more effective in identifying the risks before their occurrence providing a mechanisms for their mitigation (Gajek & Ostaszewski, 2004). Such an approach can easily identify the high risk and probability of injuries or damage of property by the attendees hereby the management taking a public liability insurance. Other risks include bad weather that can limit the ability to continue with such festival and high waste production that can cause legal problems. For the waste production, the management can respond by adopting the right waste management system. Another approach also incorporated in the mix is the response to such risks using such strategies as avoidance, transferring the threat and mitigating hereby providing actual solution to such risks since it provides a proactive risk strategy (Furman, 2015). In case of identification of an opportunity, strategies include its exploitation, sharing them and even enhancement. 3.3. Leadership/management Various parties are involved in the implementation and completion of a project. Team work have previously proven to be successful and the same strategy can be applied in a three day music festival project expecting a crowd of 8,000 to 12,000 people (Gibson & Connell, 2012). Ensuring the success of such team work requires the adoption of an approach that draws on the strengths of team work. Unlike team building that require the interaction of team members in different contexts other than their jobs, team development directly addresses the concept of teamwork hereby consuming little time as compared to the former thereby a more suitable approach for a three day music festival (Lu et al. 2012). The approach is essential in ensuring the accomplishment of the overall objective of the team unlike a strategy that evaluate individual team member performance against a relevant criteria since such an evaluation may not reflect team play and may discourage teamwork. When working in teams, the members are faced with several disagreements that may ruin the progress of the project. Resolving such conflict within groups should not affect the cohesiveness of the team. One approach to tackle such challenges is through adopting the six methods of conflict resolution. They include understanding each other and agreeing on goals, identifying the causes of conflict, identifying some possible solutions, choosing the most desired solution and implementing the desired solution (Grant & Kirton, 2007). 4.0. Conclusion In ensuring the success of a music festival, it is of crucial importance to carry out a project management. Carrying out the analysis helps in the identification of the various critical factors in the management of projects such as the timeframe within which the project is expected to be carried and reach its completion, the scope of work to be covered within the project and the manner in which the work is expected to be executed through the designation of roles and responsibilities. The effective implementation of the various aspects of project management ensure the limited financial, material and human resources are properly organized taking into concepts the constraints of time and cost to achieve the set goals and customer satisfaction whereas ensuring the tasks are completed within the expected timeframe and budget. 5.0. References DEB, T. (2006). Strategic approach to human resource management: concept, tools and application. New Delhi, Atlantic. FURMAN, J. (2015). The project management answer book. GAJEK, L., & OSTASZEWSKI, K. (2004). Financial risk management for pension plans. Amsterdam, Elsevier. GIBSON, C., & CONNELL, J. (2012). Music festivals and regional development in Australia. Farnham, Surrey, England, Ashgate. GRANT, C. H., & KIRTON, R. M. (2007). Governance, conflict analysis and conflict resolution. Kingston, Ian Randle Publishers. GREENE, J., & STELLMAN, A. (2013). Head first PMP. Beijing: O'Reilly. HELDMAN, K. (2015). PMP: project management professional exam: deluxe study guide. KAUFFMAN, R. B., & MOISEICHIK, M. L. (2013). Integrated risk management for leisure services. Champaign, IL, Human Kinetics. LU, J., JAIN, L. C., & ZHANG, G. (2012). Handbook on decision making. Vol 2, Vol 2. Handbook on Decision Making. Heidelberg, Springer. RAMSBOTHAM, O., WOODHOUSE, T., & MIALL, H. (2011). Contemporary conflict resolution: the prevention, management and transformation of deadly conflicts. Cambridge, UK, Polity. 6.0. Appendix 6.1. Appendix A Responsibility assignment matrix (RACI model) for human resource planning Project Manager Project Assistant Board of Directors Event Organizers Legal Advisors Activity A Responsible Accountable Consulted Activity B Accountable Responsible Consulted Activity C Informed Accountable Responsible Activity D Informed Responsible Accountable Responsible Informed Activity E Accountable Accountable Responsible 6.2. Appendix B Impact Versus Probability matrix for risk planning IMPACT PROBABILITY Negligible Minor Moderate Major Catastrophic 5 Rare Low Low Low Medium Medium 4 Unlikely Low Low Medium Medium Medium 3 Moderate Low Medium Medium Medium High 2 Likely Medium Medium Medium High High 1 Very likely Medium Medium High High High Read More