If you would like to create and manage a project you have to know exactly what its goal will be. Let’s use a charity run as an example, a very popular event in these last years. Its aim is not only a healthy way for participants to raise money for a good cause, but also a very visible way of publicising your charitable cause to the community.
Step 1: Define outcome and assign tasksWhen the project is clear and you have determined the desired outcome, you can start to outline each of the project’s component tasks and the resources that you need. Considering the charity run, you should firstly choose a route. It will play a central role in other decisions you make concerning resources as staff size, security and transportation. Moreover, since it’s a charity event you should be as inclusive as possible, involving people of all ages. But the route is not the only thing: also safety, transportation, resources and legalities of a Charity Run are important points that have to be considered.Step 2: Identify the players and spread the news.Who can participate in this kind of project (internal or external persons) and who can be the competitors? In this case the main participants can be local people who are living close to the location where the run takes place; but for finding them you have to spread the news about the event. You can use traditional marketing such as post, TV, radio, newspaper advertisements (not always you can afford it) or free marketing channels such as Facebook, Twitter and all social media that is ideal for creating a buzz about your charity event.Step 3: Create a timeline.In our case study the deadline is the day of the run. Until that day you should be really busy collecting contact information, entry fees, and fundraising commitments from people who want to participate and keeping them motivated. Most of these events use an integrated online event management system that allows them to build a custom online registration form, link that form to the website and collect participant contact data online. Ideally, you would also collect payment online during the registration process.Step 4: Leave room for improvement!When everything is planned, the last step is to review your project and, if needed, make amendments to it, according to any last minute unexpected difficulties or complications.Step 5: Get FeedbackAfter the charity run, you could already be thinking about the next event and send those who registered a follow-up email in which you offer a discounted rate. Another important thing to do would be to send an online survey to your participants and ask them what they liked and what can be improved for next event. This feedback is extremely valuable and will help you to monitor your project and to generate new ideasfor the next.