Getting the best out of the team and steering the project to a successful conclusion is the role of the project manager. Once a brief has been established, it is then the task of the project manager to ascertain how the team will be able to achieve it. The first stage is the planning process. Here the project manager will need to delegate roles to the members of the team, define their objectives and determine the key tasks that they will undertake.

Always make sure these tasks are well documented and that everyone is not only clear of their involvement, but also happy with what is expected of them.Project Managers should be well acquainted with the particular skills of each member of the team and be able to assign tasks appropriately.

Projects in all industry sectors can become extremely complicated and the exhibition industry is no different – the project manager needs to be able to divide the project into manageable tasks. Using a “Work breakdown structure” or “WBS” is a good visual way of representing these tasks. It is much like a family tree with the objective at the top and all the tasks necessary to achieve it underneath grouped into the areas of responsibility of the members of the team. The bigger and more complex the project, the larger and more complex the WBS will be.

Give the different levels a name such as Phase, Task or Activity. These names will vary between organizations, but it is important to be consistent when referring to them.

With the more complex projects it is often necessary to break down the larger elements into discrete tasks that can be dealt with individually. Treating them as almost separate design jobs which will only be merged back into the overall scheme further down the line. these tasks can often include jobs not necessarily familiar with your teams normal output and may very well be the types which may need to be outsourced. However it will still be someones job to make sure that these task are not only delegated but also completed to the required time frame and budget.

Don’t take on too much yourself! If you try to do too much yourself you may become part of the problem rather than part of the solution. You will be over-worked, over-stressed, and shown to be the weakest link in the chain, highlighting your inabilities to plan accordingly. Likewise by passing too much of the workload to other collegues you then run the risk of over-working them to the point of tension and resentment.

This method of working, although potentially time-consuming to set-up will pay dividends through increased productivity and the system can then be applied to future assignments. Projects tend to be more unsuccesfull when not properly planned out.

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