PRE-GAME PART THREE: PROJECT LOGISTICS
Written By: Author
What do hotels, food, security, and video recording have in common? They’re all part of the chain of logistics that happens behind the scenes before a successful event. The AF CyberWorx logistics guru is Cheyenne Ellis. She does more than just gather and send out a hotel list and coordinate access badges and video recording of the event outbrief. She also lines up transportation into the secure location where events are held, builds baskets with supplies for each breakout team, coordinates with our support team for food delivery, ensures buildings and elevators are accessible, and a myriad of other small details to let participants and the team focus their energy on the problem being worked during the event.
For her to be successful, though, she needs the cooperation of stakeholders and participants involved in the event. She says the most important thing she needs is for participants to fill out the requested information as quickly and accurately as possible. Otherwise, she may be unable to help, constrained by security or other deadlines. “We’re very strategic on what we ask for. We’re doing this because we need to.”
The place to give information is through the portal every participant is directed to at registration. The information provided allows Cheyenne to acquire security badges, lets her know if there are any food allergies (or preferences), as well as gives contact information in case there’s a last-minute change or weather issues to ensure participant safety and comfort. Without the proper information, we can’t get you on base, get you access badges, and through security to attend the event.
It’s critical that participants read the information they’re given before arriving on base for an event. It may involve what to bring (and not bring), base visitor hours, directions to the parking area, shuttle transportation, and how to navigate the maze of hallways to AF CyberWorx.
For stakeholders, the most important thing is to be involved and responsive, even if they are unable to attend the event. The best results happen when stakeholders give fully fleshed-out directions including their goals and a fully formed problem statement. Not only do these give the problem-solving team direction, they keep the stakeholder in the loop with what’s going on. The stakeholder is a critical part to shaping the way forward to a solution. Having involved stakeholders helps the event run smoother from the beginning all the way through approving implementing changes identified by the project teams.
AF CyberWorx does as much work behind the scenes as possible to make a design sprint run as smoothly as possible. Without cooperation from participants, however, that work is difficult. Be prepared with your end of the logistics and we will be that much more effective at designing a solution!