Steve Beeler

You have a goal…I have a way to get you there.

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Event Management

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What makes an event a special project management challenge? Everything has to be ready in the first minute! In automotive, there is a “Job One” date when the first car rolls off a new assembly line. After Job One, production ramps up as problems are solved. In event management, there is no such luxury. When the gates open, it is go time.

I recently completed a two-and-a-half year adventure in the planning and organization of Formula Ford’s 50th anniversary celebration at Road America. The FF50th was a very complex five day event with a full slate of racing and off track activities The FF50th was not perfect but it was pretty good.

FF50th Group Photo
A timeless image of an historic occasion (courtesy Jay Bonvouloir)

Here are some keys to successful event management:

First, write a business plan that paints a picture of the event. Thoroughly think through the who, what, where, when, and why. I outlined the FF50th business plan. Outlines are easy to edit and can be read quickly by busy people. Eleven headings fully scoped the FF50th: Objectives, Where and When, Sanctioning Body, Leadership Team, Car Eligibility, Driver Eligibility, Race Groups, On-Track Schedule, Surprise & Delights, Communication Channels, and Budget.

Next, start thinking about the how. That’s where the “traditional” project management tools come into play, first a Gantt chart followed later by a punch list. The timing plan should pull decisions as far forward as possible to provide more slack time for all the little details. Remember: an event has a hard deadline…get ready for it!

Event Management Gantt Chart
FF50th Gantt chart

The Gantt chart defines blocks of work and timing at a “big picture” level.  The punch list gets into the nitty gritty of who and when at the task level.  It is also a good place to capture decisions and other project data.  The Gantt chart is updated infrequently.  The last revision to the FF50th’s Gantt chart was made eight months out.  One the other hand, the punch list changes about every time something happens.  In practical terms, that means daily (more on this below).

FF50th Punch List
First page of FF50th punch list

With the picture painted and a work plan taking shape, the next step is to recruit people to work on the event. No doubt the right people are the single most important key to successful event management (and anything else I can think of, for that matter). Find people who will start with your picture and then surprise you daily with something better.

The last key to successful event management is a new project management trick that I learned while doing the FF50th. About six weeks out, the world was spinning just a little too fast for my punch list…all the little details! To slow things down, I drew up a short list of twelve deliverables that had to be done right and on time. Then frequently during the day, I reviewed the list asking a simple question: Is there something that I need to do NOW to make this deliverable happen? If the answer was yes, then that e-mail was written or that phone call was made right then and there.

Event Management Short List

The short list eventually grew to nineteen deliverables. Even so, the world slowed down and the “must haves” all fell into place.

So there you have it, an event management road map. Now go out there and deliver an epic event!  Click HERE to let me know how you are doing.

Fractional Leadership

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Some time back, LinkedIn suggested that I connect with someone who described herself as a Fractional CEO. This title caught my interest. A Google search led me to a series of articles on fractional leadership. To my great surprise, I discovered that I am ahead of a curve that I did not know even existed.

Fractional Leadership

Fractional leadership is a simple concept. Fractional implies part of a whole. In this context, full-time for a limited duration or part-time over a longer time horizon. Leadership requires vision, perspective, organization, inspiration, accountability, etc.

I found aspects of fractional leadership in most if not all of my case studies.  At one end of the time horizon, I provided daily (including weekend) boots-on-the ground project management for a manufacturing plant rearrangement that spanned seven months.  In another case, I worked part time for two and half years to organize and deliver an event, the FF50th.

At established companies, fractional leadership is an effective solution during periods of transition: a new product or IT systems launch, a plant relocation or rearrangement, an ISO registration, an opening of a new sales territory, integrating an acquisition, the unexpected exit of a key executive, etc. Fractional leadership can quickly and cost effectively fill a transitory mis-match between skills and resources.

Startups and emerging growth companies are excellent candidates for a fractional leadership solution. A fractional operations engineering expert can provide technical direction, supervision, and business acumen until cash flow catches up.

I merely discovered, and did not invent, fractional leadership. Here is a link to one of the better articles that I found:

Kimberley A. Whitler: “The Outsourced Executive: A Growing Leadership Staffing Solution” (Forbes)

Fractional leadership is a nimble, flexible, and cost-effective alternative to a full-time hire and my preferred client relationship. If fractional leadership is a potential solution to your business challenges, please click here to start a conversation.

Variation and Waste

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Variation is at the root cause of almost all waste in manufacturing and business systems.  It is no coincidence then that variability reduction is the foundation for the Toyota Production System (Lean Thinking) and its success in continuously reducing waste.  Two games of chance with dice and cards illustrate the linkage between variation and waste.

The first game is a single piece flow system with five machines.  The output of each machine is represented by the total of two dice.

The average of two dice, of course, is 7.  However, our five-machine system only averages 4.3…a 38% loss!  Why?  Variation and waste.  In single piece flow, no machine can outproduce another.  Production is lost through waiting losses (blocks and starves) when the machines interact with each other.  Balanced and dependent systems are surprisingly common.  They never work as expected.  In isolation yes, in combination no is a key lesson from Theory of Constraints.

The second game is a system of three machines feeding an assembly area.  The output of each machine is represented by the draw from a deck of cards.  In order to assemble a product, all three cards must match.

Variation and Waste

Each machine is produces one card per time period.  Jokers represents a defective product and cannot be matched.  The decks are shuffled so the three output sequences are independent.

Variation and Waste

Quite a few cards collect (to the right of the decks) before there are matches for the assembly machine to assemble (to the left of the decks).  Work in process inventory (WIP) and lead time are horrendous.  Throughput suffers as the assembly area waits for matches.  In isolation, each machine is successfully producing cards.  In combination, the system is performing poorly.  Variation and waste again.  This time the variation is in sequence, but the waste is equally dramatic.

Variation and waste.  Not exactly like peanut butter and jelly.  While variation is always present, robust systems can be designed through discrete event simulation to minimize the linkage between variation and waste.

Trailer and Tow Vehicle

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There is no avoiding them. If you go racing, then a trailer and tow vehicle are coming to the party with you. Once there, they must provide shade and shelter while serving as the headquarters for everything off-track: set up and maintenance, problem solving, strategizing, bench racing, hospitality, etc. Here are some considerations for sizing and selecting a trailer and tow vehicle.

Trailer and Tow Vehicle

Less is more. The big rigs pulled by pro teams are seriously cool. However, at most club circuits they are awkward to spot at best and nearly impossible to back into place once the paddock begins to fill up. Big price tags (initial investment and fuel costs) come with that size and weight. I made a conscious decision to race out of the smallest enclosed trailer possible. My narrow track Lola T-540 fills the floor of a 12-1/2 foot x 6 foot single axle trailer. There are racks above the car for totes, noses, tires, etc. Fuel jugs, tool boxes, and shelter poles have homes on the trailer floor around the car. I have made such a small trailer work for many years and it is delightfully easy to tow even with an SUV. But it is at its weight limit. For most Formula Ford racers, a 16 x 7 enclosed double axle trailer would seem to be the best compromise.

Portable workshop. After selecting your trailer, the next step is to set it up as a portable workshop. At a minimum, that means fast access to its contents. If something is needed at the race track, it is generally needed in a hurry. If not constrained by space and weight, a small workbench with a vise is a great thing to have at the race track. And a workbench needs a light…

RV vs SUV vs pickup. I successfully towed with an SUV for many, many years until I recently found a 25 foot RV that is a perfect match for my minimalist trailer. I like the RV because it is great for hospitality and there is no shuttling back and forth to a hotel. The larger the trailer and the heavier the race car, the more likely a longer, more powerful pickup or RV will be required.

Shade and shelter. These are must haves at the race track. If your trailer and tow vehicle are not equipped with awnings, standalone shelters work just fine.

There is no one correct answer for the trailer and tow vehicle question but getting it right will make a huge difference in the effort required to travel to the track and the experience once there.

This is the fifth in a series of blogs on how to get started in racing. If you missed the first four, here are the links: How to Get Started in Racing, Tools and Equipment, Spare Parts, and Shop Space.

Shop Space

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Now that we have the tools and equipment and spare parts needed to maintain our race car, we need shop space to do the work. Nobody ever has enough shop space. How much shop space is needed?

The first consideration is obvious: enough room to move around the car. The task with the largest footprint is alignment. Regardless of alignment method, count on the car “growing” in all directions. Engine changes require extra space, too, but only at the back of a rear engine Formula Ford.

Shop Space

The second consideration is where to put all the stuff. Stuff in this context includes more than just tools, equipment, and spare parts. When a race car comes into a shop, it just kind of explodes. Tires and body parts come off at a minimum. Depending on what maintenance is being performed, there must be places for suspension links, uprights, axles, brake rotors and calipers, the seat, etc. And if the engine is coming out there are oil lines, an oil cooler, an oil tank, water hoses, a header tank, engine mounts, and so on to keep track of.

The third consideration are workbenches. A sturdy 6-foot workbench with a vise is a minimum requirement. If homes are needed for a drill press and bench grinder, one workbench will not be enough.

All things considered, a Formula Ford requires about 240 square feet of shop space, about three times it’s footprint. Here are some tricks to squeeze into a minimalist shop space:

Hang as much stuff up on the walls as possible. Peg board is great for that. Wall mounted shelves and cabinets are good, too.

Store spare parts in stackable totes. Put them on stock racks and/or slide them under workbenches.

Utilize a big plastic tub to store parts (cleaned and labeled) during major maintenance projects like engine changes.

When all else fails, put it in the race trailer.   🙂

One last thought on shop space: there is never enough lighting. Hang more lights than you think you will need…tired eyes late at night will thank you.

This is the fourth  in a series of blogs on how to get started in racing. If you missed the first three, here are the links: How to Get Started in Racing, Tools and Equipment, and Spare Parts.