Kaizen7 events project team_Structure and Methodolgy for Golden Media Adz International Inc.events marketing

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The document proposes a structure and methodology for a Kaizen7 project team for Golden Media Adz International Inc.'s events marketing. It recommends a lead role framework with an Events Director and Co-Director coordinating specialists and coordinators across functional blocks like programs, secretariat, promotions, logistics and finance. The framework aims to clarify decision-making, ensure effective execution, collaboration and accountability. It details responsibilities and proposes developing the structure over early and scaled stages as the team grows in size and complexity.

________________________
Proposal for Structure
and Methodologies for Kaizen7
events project team for
Golden Media Adz International
Inc. Events Marketing
_________________________
Prepared by:
Ralph Frondoza, Founding member
Kaizen 7 Group of Companies (K7GOC)

Impactsourcing.ph building a bigger pie for a better future
This paper is to present the structure and methodology that can be utilized by
Kaizen7 events project team for Golden Media Adz International Inc. Events
Marketing.
If the application of the proposal will be approved, the following benefits may
be enjoyed:
1. Increased team capability to set and fulfill project milestone and goals
through maximizing individual strengths and competencies.
2. Increased individual drive and focus resulting to speed of action/
response to changes based from on the ground data.
3. Exemplify a culture of accountability and team excellence.
4. Benchmarking of team performance setting a base for duplication and
scaling to multiple project teams.
5. Effective preparation and decision making platform for future Kaizen7
project directors and co-directors.
Proposed testing timeline for the effectiveness of the proposal to team is for 3
months or 3 events from K7project team agreement (majority vote) starting the
1st day of implementation.

Impactsourcing.ph building a bigger pie for a better future
_________________________
I. Proposed Team Structure
Lead role and multi- functional framework
A lead role and multi- functional framework focuses on the following
- Clarity and speed in decision making for leads and co-leads
- Effective operational and tactical execution ( Milestones and weekly
goals)
- Efficient collaboration of leaders/co-leads with coordinators
Kaizen7 GOC current framework
_________________________
KAIZEN7 GOC
F.M.
PROJ
TEAM

Impactsourcing.ph building a bigger pie for a better future
Kaizen7 project team proposed framework (GMAdz International Inc. Events
Marketing)
EVENTS DIRECTOR
EVENTS CO-DIRECTOR
PROGRAMS
COORDINATOR
(EM)
SECRETARIAT
SPECIALIST
(JET)
PROMOTIONS
SPECIALIST
(CHARISSE and
LUIGI)
MARKETING
COORDINATOR
(THORM)
MARKETING
SPECIALIST
(RALPH)
LOGISTICS
(LUIGI)
FINANCE
(GMAdz)

Impactsourcing.ph building a bigger pie for a better future
_________________________
A. Framework responsibilities
Leadership:
Events Director
(ED)
Events Co-
Director
(ECD)
Coordinator
(Cord)
Specialists
(Specs)
Project Planning
(Project Team’s
Course of
Action) and
reporting to
team of events
progress per
week
Project
personnel
request and
placement (for
blocks and
committees)
Development of
block or
committee
personnel
(coaching)
Deliver daily
results
Project Delivery
(Fulfillment of
Event Milestones
and Weekly
goals)
Project costing
(per event)
Reporting of
committee or
block
performance on
weekly basis
Reports results to
committee/
block
coordinator
Setting of
Meeting
Schedules and
Agenda
Provide
leadership in
case of ED’s
unavailability
Assure weekly
goals delivery
Operational leadership roles
(monthly –weekly focus)
Tactical leadership roles
(weekly-daily focus)

Impactsourcing.ph building a bigger pie for a better future
__________________________
Functional:
Program
must do’s
Secretariat
must do’s
Promotions
must do’s
Logistics
must do’s
Finance
must do’s
must do’s
General
concept
and
overall
design of
the event
Update of
events
databases
Provision of
all event
collaterals
(printing of
letters,
materials,
etc.)
Event
budgeting and
cashflow
Preparation
of
sponsorship
letters
Secure venue and date
of the event
Design of social media
games
Providing of
Official receipt
Sending
out of
letters
Communic
ations for all
event
personell
Negotiation
s on
sponsorship
deals
Design of posters for
social media and
tarpaulins
Design
and
printing of
registration
forms with
waivers
plus race
numbers
Follow-up
of all
personnel
(participan
ts
speakers,e
mcee etc.)
Meeting
minutes
and events
related
document
ation
Printing of tarpaulins,
posters, and leaflets
Revenue and
Profit report
per event
Meeting
with
potential
sponsors/
Close deals
with
sponsors

Impactsourcing.ph building a bigger pie for a better future
_________________________
B. Framework Mechanics**
1. One person can only have a maximum of 2 functions, or 1 function
and 1 leadership role.
2. Core team will be determined by the 1st signatories of the project
memorandum of agreement (Kaizen7 project team for GMAdz
International Inc. Events Marketing MOA).
 All issues concerning the whole project team will be put into a
majority vote decision.
 Any changes here of will be added and documented to the
existing project MOA.
3. Functional block may consist of 1 member who will be assigned as
coordinator. Blocks will only have 1 coordinator.
4. Functional block will be composed of 2 or more committees. (i.e. 1
program block, consists of secretariat and promotions committees).
Maximum teams per block will be agreed upon by core team upon
reaching scale stage.
5. Any request for leadership adjustments will be raised to the core team.
6. Providing inter-committee support in pre, during and post project
activities is highly encouraged.
_________________________

Impactsourcing.ph building a bigger pie for a better future
_________________________
C. Framework of development stages
 Early Stages:
Defined to be a day after 3 months or 3 events upon
implementation or after 7 plus or minus 2 core members are
reached whichever comes first.
 Scaled Stage:
Defined to be a day after 6 months or 6 events upon
implementation or after
16 project members are reached.
II. General Methodology
Check listing and Project Management Planning.
- Will be discussed in detail by elected Events Director (ED) and Events
Co-Director (ECD)
_________________________

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Kaizen7 events project team_Structure and Methodolgy for Golden Media Adz International Inc.events marketing

1. ________________________ Proposal for Structure and Methodologies for Kaizen7 events project team for Golden Media Adz International Inc. Events Marketing _________________________ Prepared by: Ralph Frondoza, Founding member Kaizen 7 Group of Companies (K7GOC)

2. Impactsourcing.ph building a bigger pie for a better future This paper is to present the structure and methodology that can be utilized by Kaizen7 events project team for Golden Media Adz International Inc. Events Marketing. If the application of the proposal will be approved, the following benefits may be enjoyed: 1. Increased team capability to set and fulfill project milestone and goals through maximizing individual strengths and competencies. 2. Increased individual drive and focus resulting to speed of action/ response to changes based from on the ground data. 3. Exemplify a culture of accountability and team excellence. 4. Benchmarking of team performance setting a base for duplication and scaling to multiple project teams. 5. Effective preparation and decision making platform for future Kaizen7 project directors and co-directors. Proposed testing timeline for the effectiveness of the proposal to team is for 3 months or 3 events from K7project team agreement (majority vote) starting the 1st day of implementation.

3. Impactsourcing.ph building a bigger pie for a better future _________________________ I. Proposed Team Structure Lead role and multi- functional framework A lead role and multi- functional framework focuses on the following - Clarity and speed in decision making for leads and co-leads - Effective operational and tactical execution ( Milestones and weekly goals) - Efficient collaboration of leaders/co-leads with coordinators Kaizen7 GOC current framework _________________________ KAIZEN7 GOC F.M. PROJ TEAM

4. Impactsourcing.ph building a bigger pie for a better future Kaizen7 project team proposed framework (GMAdz International Inc. Events Marketing) EVENTS DIRECTOR EVENTS CO-DIRECTOR PROGRAMS COORDINATOR (EM) SECRETARIAT SPECIALIST (JET) PROMOTIONS SPECIALIST (CHARISSE and LUIGI) MARKETING COORDINATOR (THORM) MARKETING SPECIALIST (RALPH) LOGISTICS (LUIGI) FINANCE (GMAdz)

5. Impactsourcing.ph building a bigger pie for a better future _________________________ A. Framework responsibilities Leadership: Events Director (ED) Events Co- Director (ECD) Coordinator (Cord) Specialists (Specs) Project Planning (Project Team’s Course of Action) and reporting to team of events progress per week Project personnel request and placement (for blocks and committees) Development of block or committee personnel (coaching) Deliver daily results Project Delivery (Fulfillment of Event Milestones and Weekly goals) Project costing (per event) Reporting of committee or block performance on weekly basis Reports results to committee/ block coordinator Setting of Meeting Schedules and Agenda Provide leadership in case of ED’s unavailability Assure weekly goals delivery Operational leadership roles (monthly –weekly focus) Tactical leadership roles (weekly-daily focus)

6. Impactsourcing.ph building a bigger pie for a better future __________________________ Functional: Program must do’s Secretariat must do’s Promotions must do’s Logistics must do’s Finance must do’s must do’s General concept and overall design of the event Update of events databases Provision of all event collaterals (printing of letters, materials, etc.) Event budgeting and cashflow Preparation of sponsorship letters Secure venue and date of the event Design of social media games Providing of Official receipt Sending out of letters Communic ations for all event personell Negotiation s on sponsorship deals Design of posters for social media and tarpaulins Design and printing of registration forms with waivers plus race numbers Follow-up of all personnel (participan ts speakers,e mcee etc.) Meeting minutes and events related document ation Printing of tarpaulins, posters, and leaflets Revenue and Profit report per event Meeting with potential sponsors/ Close deals with sponsors

7. Impactsourcing.ph building a bigger pie for a better future _________________________ B. Framework Mechanics** 1. One person can only have a maximum of 2 functions, or 1 function and 1 leadership role. 2. Core team will be determined by the 1st signatories of the project memorandum of agreement (Kaizen7 project team for GMAdz International Inc. Events Marketing MOA).  All issues concerning the whole project team will be put into a majority vote decision.  Any changes here of will be added and documented to the existing project MOA. 3. Functional block may consist of 1 member who will be assigned as coordinator. Blocks will only have 1 coordinator. 4. Functional block will be composed of 2 or more committees. (i.e. 1 program block, consists of secretariat and promotions committees). Maximum teams per block will be agreed upon by core team upon reaching scale stage. 5. Any request for leadership adjustments will be raised to the core team. 6. Providing inter-committee support in pre, during and post project activities is highly encouraged. _________________________

8. Impactsourcing.ph building a bigger pie for a better future _________________________ C. Framework of development stages  Early Stages: Defined to be a day after 3 months or 3 events upon implementation or after 7 plus or minus 2 core members are reached whichever comes first.  Scaled Stage: Defined to be a day after 6 months or 6 events upon implementation or after 16 project members are reached. II. General Methodology Check listing and Project Management Planning. - Will be discussed in detail by elected Events Director (ED) and Events Co-Director (ECD) _________________________

Kaizen7 events project team_Structure and Methodolgy for Golden Media Adz International Inc.events marketing

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