Logistics management is the discipline that deals with the detailed arrangement, organisation and implementation of all the activities involved in planning an event or project.
Below are the major steps to follow for the effective logistics management of any event:
Task Analysis
Develop a detailed description of all the tasks to be undertaken by every person involved in the planning of the event. Mobilise all the necessary equipment and personnel needed to accomplish the various tasks. Identify their strengths and weaknesses and implement an effective structure detailing how they will come together and work towards the success of the event.
Task Sequencing
As an events’ organiser you need to specify appropriate guidelines and expectations for when the tasks should start and end. Identify clear time restrictions or guidelines on the strategies or actions to be adopted for the effective supply of resources. Have a clear flow or order of the strategies based on priorities and their importance to the event.
Task Positioning
Establish the time limit for tasks and other restrictions or limitations that are involved with each task. State clearly all requirements to be met based on the tasks, the space for the event venue and all equipment used. Determine the locations, routes and allocate spaces in the venue where the equipment will be loaded or unloaded. Combine all these factors such as the time, equipment and personnel requirements to successfully complete the tasks.
Contractor Coordination
Effective communication with all suppliers and contractors is important for cooperation and relationship building. This is achieved by giving any updates and briefings on the progress of all activities and tasks undertaken before the event takes place. Carefully monitor the performance off all staff or contractors that have tasks assigned to them prior to the event to ensure they are working towards the success of the event. Work jointly and combine efforts so that you can identify problems that may arise and solve them before the actual day of the event.
Action Plan Execution
For successful planning of an event, implement strategies which ensure that all activities and tasks undertaken are performed well. All services provided by your organisation need to be functional when executing all the activities in preparation to the event. Monitor the transportation of the equipment or goods to the venue to ensure they are safely handled when loaded or off loaded. Familiarise yourself with any legal requirements related to labour laws and act in accordance to them when dealing with all personnel involved in planning the event.
Communicate clearly the requirements for the event and recruit the best personnel and suppliers to avoid unnecessary setbacks at the event.
