"How to specify and agree timescales, budgets and resources"
In your working life as an apprentice there will be times you will be asked to do a task that you were not expecting, thus is life. Things happen and you must be prepared for this.
A good way to get a grasp of the task laid out before you is always to ask, how long? How much and what do I have to do it? This will get you started. Walking into any task without being forarmed with this knowlegde will undoubtably be the downfall of many an apprentice.
For example, sending post ( a common intern/apprentice task ) You are asked (this is specifying) to send a package to a client or another company, They tell you when (say its by Friday) thats your timeframe (its Monday in this example), You are then given 10 pounds for, thats it you've guessed it, your budget. Now when it comes to the resources for this task, you would think for this particular case, "What have I got to send a package?....AHA the post office", well I cant see any better resource for letter sending than that. Then armed with this knowledge you would have a basic outline of how, when, and where to send your package. If for some reason you needed more time, or more money thats when you would write, email or ask them verbally usually for more time or budget to complete the task, and this would be you agreeing the terms of the task.
"Explain how to construct a simple project plan"
Using my earlier post on
Unit 4.2, the uses of handy tools for managing your workload I will now explain the making of a simple project plan. For the ease if this example I will say you are tasked with creating a DVD filing system on your works local server.
Step 1: Arrange your timeframe and set out clear goals and checkpoints for your project (by this date, have this finished etc.), this will allow the planning to actually take place and give yourself dates for reviews with your team, or even explain to a superior how your project is moving along. As well as setting up simple easy to manage naming conventions for your project if you are working within a team to avoid confusion and any passwords you will be using if the project requires that security.
Step 2: Acquire your budget (if applicable) and begin to access what resources or methods you can use to undertake and eventually complete the project, combining them with your budget, or acquiring them through your budget (say you needed to buy the database software). For this example you would want Excel or something similar, your resources would also be the DVD's the company wants you to place into your finished library.
Step 3: With budget, resources and timeframe achieved you can now move onto the actual creation of the "project", You would start to create the folders, ensuring naming conventions on the Excel database and the files on the local server were all matched and easily decipherable by anyone who would use it.
Step 4: With the basic foundations of your project (your empty spread sheet, stacks of DVDs to be input, the right software, and you being within your timeframe), it is time for the hardest part, the inputting of the data into the project. You could have weekly meetings to discuss with your team or line manager the progress to keep them resassured that the task will be completed on time (this can be done by email or Skype if you would so wish it).
Step 5: With your database being created you would need to make sure that it is saved and backed up regularly, as this is the downfall of many a long term project in the office sector. You could either use a back-up hard disk and secure it somewhere safe or move the files regularly into a back-up folder if there is a back-up server provided. If not there is always blank disks to save the files or USB drives to store them on for safe keeping.
Step 6: With your now finished project if required it would usually be time to implement it or if relevant present it to those who set the task out to you. Implementing it would be uploading it to its final resting place within the local server and testing it to ensure that it is live and accessible. Usually you would email around the office or have a meeting with those who would be using it and explain how to access/use it. If it required a training session you would work to arrange it that they had sufficient knowledge of how to maintain the finished project properly. Or alternatively often a finished project requires a presentation, this would be you showing off the finished database, outlaying its uses and operation to those who had set you the task.
And I shall now add in another step, one that is often the saviour of a project and the personification of foresight.
Step 7:
Have a Contingency plan, I have already spoken about this in a few steps already but in my opinion this is the step to take note of the most.
Often in this world you are thrown a curveball something that knocks even the best laid plans, straight to the ground. This is why in the media sector having a contingency plan is key. In our example it would have been having the files stored correctly, but also having plans for say the DVDs you're having inputted go missing or any number of tragedies that could occur, ie your team deserting you halfway through completion knocking back your deadline. Your line manager spontaneously combusting leaving you without someone with sufficient knowledge of who to turn to when you need help to ascertain if you are on the right track.
The benefits of planning for the worst thing imagineable can only help you to hit your goals and ensure you are entrusted with future projects. It is the little things that will save you, if you're a cameraman, bring a spare lens - we don't want that cracking now do we? Have all your tapes of your latest feature in the boot of your car and your car is towed? Sorry you should have put copies of your work in more than one place. Contingency!
For example the case of Oliver Reed in the Ridley Scott film Gladiator, unfortunately this talented actor died halfway through filming so the extra footage they had luckily had shot (I believe for an extended edition they had planned) was used in conjunction with a bit of CGI to give Oliver Reed's character in the movie a final resolution. If they had not filmed the extra footage they would have had to recast this part throwing them way behind schedule or cut him from the movie entirely ruining the narrative.
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| "See ya real soon kids!" |
And finally, a little piece on
naming conventions, If you are using an office server or even just arranging emails for yourself its best to stick to some kind of formula you can search for easily. Whether its for storing pictures or sending emails to clients, you want to be able to bring up this information in a flash should the situation call for it. There is nothing worse than frantically trying to find an emailed receipt from a clients credit card in your inbox of 10,000 emails with your accountant waiting to do the expenses behind you. Its embarassing stuff. Ensuring you stick to simple, search friendly naming conventions will make sure your work is easily traceable and available for those important moments.
Example of naming conventions: I name all emails at work in a simple formula of CLIENT/PRODUCTION/REASON. So when I am asked about where their correspondance is for "Steve in Shoot your Face 2's, medical insurance", I am only a quick email search away. (easy, no?).
