Project Manager Protocol

One of the defining elements of the Dx Adventure Radio Club (DA-RC) is its projects — more specifically the success of its projects.

This reputation has not occurred by accident.  Nor has it materialised on the whim of high participation levels which can leave an event flagging when the novelty of partaking has worn off.  The genius of DA-RC’s projects has come about more for the thoroughness of preparation and planning which precedes them, as well as the diligence of Project Managers in the post-management phase.

Essentially, DA-RC is renowned for its professionalism and it is this same trait in the area of project management which has ensured that whatever project the club initiates is not just a success but a resounding one at that.  This advanced groundwork underpins all DA-RC projects and is the key to our project success.

Project Managers are special administrators which is why any member managing a project is welcomed into the DA-RC Leadership Team as a matter of course.

In addition to infectious enthusiasm, there are many elements which must be fulfilled by a Project Manager to ensure any project which falls under the DA-RC banner achieves its goals.  This is a guide as to what you might expect from a DA-RC Project Manager…

1.  Innovation/Originality

In this area, the Project Manager is expected to blend traditionalism with modernism when putting together project guidelines.  While these should be consistent with the existing conventions of its respective community (ie. ham, SWL, 11m, CB), intelligent innovations in all aspects of project management are the expectation for all DA-RC projects.

2.  Promotion

Advertising a project and then marketing and promoting it via a number of mediums is the responsibility of the Project Manager.  The intent should be to inform as many people as possible about an event via as many mediums as possible so that participation is at a premium, sponsors are rewarded with great ‘air-time’ and the DA-RC brand is seen in the best possible light.

The following efforts are expected from all Project Managers:

  • Emails on the DA-RC mailing list to keep members informed of impending dates, changes in guidelines, dates, prizes, etc.  The incidence of these emails should increase as the project event approaches. (E.g. Once a month 4 months out from the event and then weekly in the 3 weeks preceding the event)
  • Emails on non-DA-RC mailing lists informing non-members in the respective hobby community about the club’s project, including impending dates, changes in guidelines, dates, prizes, etc.  The incidence of these emails should increase as the project event approaches. (E.g. Once a month 4 months out from the event and then weekly in the 3 weeks preceding the event)
  • A copy of the project guidelines should be sent to each of the club’s partner organisations so that it can be advertised on the respective website.

3.  Meticulousness

All Project Managers are expected to be meticulous in pre and post management of an event to lessen the likelihood of problems or issues.

4.  Incentives

Prizes are the responsibility of the Project Manager who has the choice of either:

i) Paying for prizes himself; or
ii) Seeking sponsorship from retail outlets

All large prizes must be sent via registered postal mail.  In the event of prizes not being received by any placegetter, then the Project Manager will provide a suitable replacement.

In the event that a project is sponsored by a retail company it is normal practice to have the prize sent direct from the company to the prize winner and not via the Manager.

5.  Reflection

All Project Managers are required to participate in honest and ongoing reflection of the Project’s performance with a view to ensuring standards are maintained or improved for following Projects.

One of the best avenues for discussing pre and post Project management is on the Leadership Team Mailing List where all Project Managers are expected to contribute in accordance with their skills, knowledge and experience.