PE - Implement organizational skills to improve efficiency/workflow SEM1 2.01 - Operations PE - Implement organizational skills to improve efficiency/workflow PI - Develop production schedules for events PI – Schedule tournaments

Define the term production schedule Production scheduling is the management and allocation of resources, events and processes to create goods and services Detailed timelines that allow your event to flow smoothly A business adjusts its production schedule based on the availability of resources, client demands and efficiencies.

Purpose of Using a Production Schedule The goal of production scheduling is to balance client needs with available resources while operating in the most cost-efficient manner To keep the event on schedule with minimal issues To provide timing of tasks – personnel & locations

Components of a Production Schedule Date of the event Key contact information Access to event locations – load in Lights, audio & sound checks Crew/cast arrival times Rehearsal times/breaks Event times Departure times – load out

Factors that Impact Production Scheduling Personnel – absenteeism, lateness or types Materials – wrong types or quantities Equipment/facilities – bathrooms, concessions Utilities – availability, type or distance from venue Environmental conditions Emergency protocol Safety procedures Parking Sight lines Risk assessment/contingency plans

Production-Planning Tools Knowledgeable event production team Film editing software Film scripts Planning lists Necessary supplies Cell phones PDAs Laptops Sketchbooks Personal assistants Notebooks Planning tools Site plans/maps Signage Project evaluation & review techniques – PERT/CPM/Gantt chart Historical performance - evaluate and reflect

Relationship between a Production Schedule and a Project Plan How best to make it Sequencing/synchronization of tasks – very detailed List priorities, constraints & conflicts Monitoring execution Managing changes Adjust the plan based on changes What to make When to make it How much to make Where to make it Materials required Resources required No real time controls Overview/goal of event

Procedures for Developing a Production Schedule 1. Research & Development Use the past as a tool Know your finances, resources, partnerships, political climate, environmental concerns & timing 2. Represent your target market Keep it focused on your target market’s demographics 3. Design Keep it entertaining and use appropriate colors/layouts 4. Planning – adjust when necessary 5. Coordination/Implementation - communication 6. Evaluation – improvement for future events

How to Develop a Production Schedule 1. Establish a budget (review & reflect) 2. Select an appropriate site or venue Checklist for site/venue & technical requirements 3. List all elements that should be tracked & monitored Break the elements into individual tasks Meet with task personnel & create a list of priorities/order/time/date Enter the tasks in a spreadsheet, record time required & responsible personnel Meet again with task personnel and gain final feedback

How to Develop a Production Schedule 4. Create an overall time line for all essential tasks 5. Establish risk management plan/contingency plan Minimal, normal and worse case scenarios 6. Implement production schedule Communicate & feedback Prioritize & reschedule as necessary – handle problems or issues Manage overall time schedule 7. Reflect and evaluate the schedule Let’s visit the following website about schedules https://www.smartsheet.com/online-gantt-chart?s=8&c=3&m=414&a=012g&k=%2Bgantt&gclid=CO_Lwtfel7ICFQmpnQodnSQAXg

Operations - Schedule Tournaments

Operations - Schedule Tournaments What is a Tournament? Organized among a number of competitors, contesting with each other within the discipline of a well-defined game.

Identify types of tournaments Round Robin – everyone plays each other at least one time Double Elimination – teams must lose twice, after one loss they move into losers bracket Single Elimination – when you lose you no longer play in the tournament Multistage – games are played during same period but at different locations/fields over extended period of time – can compete at different levels or stages

Identify types of tournaments Heats – a round of competition, such as a swim meet Tournament play – seeded based on ranking-normally single elimination Ladder – individual contests ranked on a ladder and can move up or down based on results Match play – in golf, you either win, lose or half a hole and only count total holes won Scramble – all golf players hit, players select the best ball and all shoot from that spot

Describe factors to consider when planning tournament schedule Venue(s) Inside/outside Time of day/year Weather obstacles Location of participants – logistics Costs of executing the tournament The economy & discretionary income The number of participants and time allocated Local governmental or administration issues Volunteer support

Explain how technologies can be used to schedule tournaments Host of on line sites offer tournament scheduling options www.wizehive.com/ www.allprosoftware.com/ www.tournamentsoftware.com/tournaments.aspx?id=2

Discuss ways to determine activities timeframe Average length of competition Number of competitors Number of games per day/hour Timeframe for set-up and take-down of each game Timeframe for Non-sporting events Introductions, ceremonies, songs, intermission and post game interviews Timeframe of concessions and merchandise sales operation

Demonstrate procedures for scheduling tournaments Get approval of Sanctioning Bodies Select time(s) and date(s) Reserve venue(s) Determine Tournament Type Decide on Tournament Participants Notify Tournament Participants Create Production Schedule of tournaments Include all time lines of tasks Recruit and organize volunteers, police, administrators and other personnel to operate the tournament