Once your project starts, you should know that you’re facing a series of meetings and tasks during your project.
You have a management team, and may have created a project focused building committee. You probably have other committees and departments that will participate. And you have a board of directors.
So what are their tasks and who does what? Here’s a general list of events that will require a sustained effort, often involving multiple people.
- Weekly or bi-weekly meetings with the project team.
- Separate meetings with the project manager.
- Separate internal meetings
- Efforts of facilities manager to coordinate with the design team
- Meetings with management, operations and facilities staff to develop an architectual program and work through designs at every level
- Presentations from your project team to management and committees at all levels and follow up evaluation and discussion.
- Periodic board presentations and action
- Acquisition of equipment, contracting for services and miscellaneous construction not coordinated by the project team
- Finance, capital capital campaign and financial control
- Staffing and operations planning for new or expanded facilities
- Public relations and community outreach
- Move in and operations
- Oh, the opening party
How do you staff these tasks? Every organization is different and there is no formula for how to meet these needs, but you need to make a realistic evaluation and set expectations of how much time you need from staff at every level, from CEO to operations and facilities staff. And then shift responsibilities and/or add staff. I encourage you to be proactive, engaging actively in the project. Most meetings require preparation, attendance and followup. Rely on your project manager to help you get your arms around this.
All this involves significant cost which you can just absorb in your operations budget, but you can also make some or all of them project costs.
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Budget Management Introduction