GitLab Marketing, 8 Nov 2019

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From YouTube: MPM - Webcast Project Planning

Description

This video outlines the marketing programs team webcast project planning process.

Topics covered:
1) Virtual Events request handling
2) Gantt chart creation to
3) Epic creation
4) MPM support issue creation.

Questions? Reach out on the #marketing_programs slack channel tagging @aoetama.

A

All right so I'm going to go over the webcast project management portion, so everything starts with the NPM underscore virtual event. Request issue template so there's two ways: this issue template gets created. One is you create it when you initiate the virtual event for an integrated campaign or really the webcast for an integrated campaign or say a requester submits it?

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So this virtual event request issue. Template contains all the high-level details of the virtual events. This is really to make sure that you have all the pertinent information before you start the planning process. So.

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Usually it has the requester the event type most likely. You will see this one tracked, which is the end user of our cascade la posta. Is this really lead gen webcast that we host ourselves, the rest, I think for the most part, I still support them, and then the business goal and as well as the audience? This is really to help provide some guidance on how to build the list for the audience whether it's prospects or customers. Things like that.

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So you know where to pull the list from there's also the topic that should be filled out the event date. We should also be basically, we felt out at the issued due date by the requester and the speaker, which has to be filled out before you can move the status from planning to Rick whether it has a paid us budget, yes or no, and if so, how much it will be. The bottom section here, which is for account specific webcast only these are really far for a upsell webcast at the moment.

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So you can ignore this. For now,.

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I'm most likely will still be having both of these. So currently, the issue template is auto assigned to me because I was handling all virtual events requests, but in the next MPI Michael, let's chat if this might make sense or if we should Auto assign to all of us, so the defaults that stat status when you, when someone submits this issue, template will be status plan.

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So what you want to do is you want your supposed to I've mention you to confirm if the requests that they is feasible, so you want to make sure that again all the information that you need they filled out and then check if there is an overlap with another virtual event. So there's a link here as well and they should template to the virtual events calendar. So you want to see, say: okay is there any overlap, copy paste?

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And then, if say that was like for December 5th or something- and you see that oh there's not an overlap in the request of time- you're not supposed to go forward with it, because we only have one webcast license. So we want to make sure we don't overlap each other in scheduling webcasts.

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But if says, December 4th and there's not can go ahead and confirm through the comments back to the back to the requester, just confirm the date and then go ahead and move the labels to from status plan to status, whip and add the webcast label, as well as the fiscal year labeled.

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This will make sure it appears on the webcast board in your lab.

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So next, once you've got confirmation and you move the status from plan to it for me to proceed with creating the Gantt chart, the epic and the MPM subsequent NPM support issues, so I'm gonna go over the Gantt chart really quickly. The Gantt chart here, Nick again chart for webcast planning under the dam framework, NPM only template so for webcasts that are tied to an integrated campaign. You wouldn't have to create a new copy.

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Rather you would just clone or basically fill out the Gantt webcast planning table within your integrated campaign, young-young and document, or if you have more than one webcast and you would basically clone this, get webcast planning to for each subsequent webcast. So within the Gantt chart you have.

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The when the life date is when the webcast scheduled to be live, the MPM that will be doing the project plan and project management, basically for the webcast, the PMM and presenter or presenter that will be presenting Q&A support optional and the BMP. Usually that will be supporting this from a pit as perspective and email reviews so really quickly. The first column is the action item, column.

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So here list all the action items. Some of these are optional, so, for example, like host pick of internal team, I've marked it as optional, as well as design assets delivered.

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Sometimes that is pretty optional as well, because sometimes with it's a great campaign, we've pre, created or pre study designs ahead of time, so there's no additional design work that needs to be delivered specific for the webcast again, it's a case-by-case basis and then blog post promotion, which is again an optional thing that you want to check with the requester because blog post, it's not a required step within the webcast project planning at the moment. But it's nice. If you know there is that component and content team is willing to support it.

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So it's more of a nice to have verses in my hands and then in the status column, it will tell you the status of that particular action item or task on the left and then in the template or additional documentation.

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Column should link to mostly the issue templates, that's related to the action items, but for some of these there are no issue templates like, for example, set up tracking in Salesforce, Market and zoom. So I'll link the training video on how to do that here. So basically, it's it's just linking to issue templates or any additional useful documentation.

A

That's related to the action item on the last column and one thing to note: for example, there is usually like there's some tasks that share the same issue: template so, for example, email invite copy, written and email invite schedule share the MPM Oh three invitation reminder template. So what I do is I, usually just link it to the in the in the temple itself. I, don't link it to the initial pass that was due, so the email copy, written and then in the email in my scheduled I.

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Just note it in the notes that this is to do within the the MPM or three invitations reminder issue template.

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And then you there's a column for you to link the issues once you've created, created them, the DRI that will be doing the Tass itself and then, if you fill out the life date so say, which is a webcast, are gonna go like it's a stalk of December I'm in charge of December 2019.

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Then it should auto populate the day of the week when the specific tax is due the due date of when the task is due and all this is already calculated based on the SLA column here, column, H, there's also a column for column J, which is column for dependencies. So it's to outline that, for example, in order to host a kickoff call, you need to make sure the presenter has been secured.

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So basically things that will prevent the section item from from being created or things that needs to be completed prior to being able to work on these specific action items will be documented here in the dependencies column and then finally, the notes column, which should outline the just give you more color about the particular action item or task.

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As mentioned earlier.

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So once the Gantt has been filled out, you're now ready to create the epic, as well as the NPM support issues. So when you create the epic um for the webcast, you want to make sure that it follows the same. When I tell you the naming convention of the webcast title the date in month, three letter 300 months day here and then you want to copy and paste the code. That is on the virtual events handbook on what to put in there epic description. It should contain a link to the main issue.

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A link to the Gantt chart a link to the landing page and email template. You will also link the market up campaign and marketers programming software's campaign here once you create- and it also contains a section which is a list of all the am/pm support issues that you need to create.

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So after all, this is filled out and you've created the NPM support issues and linked back to this epic. The final epic should look like this. It has the description filled out and this NPM support issues all in here, as well as other relevant issues tied to the MP and marketing ops.

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So this is all for the project planning portion of webcasts now I'm going to go over the technical setup portion.

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