McDonald s Sample Assignment Matrix Logistics/Planning Schedule Activity/Task Responsible Key Dates:

Transcription

1 McDonald s Sample Assignment Matrix Logistics/Planning Schedule Activity/Task Responsible Key Dates: Planning Meetings Schedule Investor Relations team meetings Schedule message development meetings Schedule logistics meetings Memo to CEO, COO, CFO Draft memo outlining meeting plan Obtain CEO, COO, CFO input Adjust plan and communicate accordingly IR Session Leaders: Strategic overview Business units Financial Marketing Schedule Management Reviews & Rehearsals Speechwriters prepare presentation outlines Discuss outlines with CEO, COO, CFO Schedule management reviews and Q&A review Speechwriters to prepare and circulate draft scripts Identify and invite key reviewers Creative reviews and rehearsals as scheduled Send reminder of importance of management reviews and Q&A review Webcast Select webcast vendor Create web pages for meeting Q&A and message map Circulate message map and Q&A drafts for review Finalize message map and Q&A Live webcast Archived webcast Q&A review meeting Press Release Determine key reviewers Draft and circulate press release for comment Analyst Invitations Distribute Hold the Date alert Comments on release Draft invitation & set up RSVP process Finalize and issue release Finalize & send invitation

2 McDonald s Sample Assignment Matrix Logistics/Planning Schedule Activity/Task Responsible Key Dates: RSVPs Preliminary RSVP count. Share with meeting planners as appropriate Collect wannabees names, determine who to include or not Prepare final attendee list. Communicate to mgmt as appropriate Name Badges Review final attendee list to determine if whether to use nicknames or abbreviations on name badges Prepare list of company staff and officers attending meeting Produce name badges for analysts and MCD attendees Registration & Administrative Support Desk Determine hours and staffing needs Identify and recruit volunteers Notify volunteers of assignments Microphone handlers for Q&A Identify volunteer mic handlers Invite/Schedule mic handlers Rehearse mic handlers on site Equipment and Supply Needs Determine needs and make recommendation Arrange for availability at meeting location Deliver, set up and test equipment Meal Functions Determine meal function style/format for dinner, receptions & breaks Evaluate menu options Finalize meal plans Travel Arrangements (if meeting is held out of town) Coordinate and make IR travel arrangements Confirm mgmt travel plans Prepare summary of IR and mgmt travel plans

3 McDonald s Sample Assignment Matrix Logistics/Planning Schedule Activity/Task Responsible Key Dates: Transportation Review transportation needs (i.e., is shuttle service required between meeting facilities) Confirm transportation plans and estimated costs Security Notify security of meeting and relevant logistics Determine security needs Finalize post-meeting transportation arrangements to airports Security to advise of its plan and provide contact names/numbers Officer Packages Recommend what materials to include in packages (such as Q&A, Reg FD reminders, agenda, etc.) Analyst Packages Recommend what materials to include in packages (such as agenda, executive bios, recent news or press releases) Analyst Gifts Research and recommend gifts Materials collected and packages assembled Materials collected and packages assembled Order gifts Distribute packages via or interoffice Distribute to analysts at registration desk Coordinate distribution of gifts Pre-meeting Analyst Sentiment Summary Review First Calls for hot meeting topics Draft summary of analyst sentiment for mgmt Discuss at Q&A review

4 McDonald s Sample Assignment Matrix Logistics/Planning Schedule Activity/Task Responsible Key Dates: Analyst Survey Determine survey approach (distribute at meeting or via afterwards) Finalize survey questions Distribute survey Collect responses Report on results Post Meeting First Review First Calls Draft First Call summary Distribute summary Call Summary Invoices & Budget Prepare preliminary meeting budget Update budget per meeting plans Prepare recap of total meeting expenses showing plan vs actual Thank You Determine appropriate approach for thanking those who worked on meeting i.e., thank you notes, luncheon, gifts Identify if any went above the call of duty and deserve additional thanks Send thank you notes/gifts or schedule get together as appropriate

5 McDonald s Sample Investor Day Timeline Month Activity Assignment 6 to 12 Lock in dates on CEO, COO, CFO and others months in calendars as appropriate. advance Identify and secure meeting venue. Discuss preliminary meeting plan and agenda with CEO, COO, CFO (& others as needed). 5 or more months 4 months 3 months 2 months 1 month Obtain buy-in for plan. Send out hold the date notice to analysts/investors. Schedule various planning and logistics meetings. Determine whether to plan a media briefing. Finalize rehearsal schedule. Make meeting assignments. Send out 2 nd hold the date notice to analysts/investors once venue is selected. Send reminder notice to key officers that they need to attend. Identify and select analyst gifts, if necessary. Conduct key message development meeting. Communicate strategic direction for scripts and set timeline for script review and creative production. Hold logistic planning meeting to coordinate details relative to transportation, creative/visual support, room set up, meal functions, security, etc. Draft invitations, set up reservation website. Determine visual treatment/background. Start bi-weekly IR planning meetings. Identify and secure webcast vendor. Identify and invite additional (non-speaking) officers for Q&A and/or to broaden their exposure. Send invitation to analysts/investors. Prepare & distribute comprehensive meeting memo to all participating officers. Plan meal functions. Script outlines due. Discuss outlines with CEO, COO, CFO. Get buy-in on key messages. Review and comment on drafts of scripts. Hold 2 nd logistic meeting to review details of transportation, creative/visual support, room set up, meal functions, security, etc. Develop Q&A. Hold 1 st and 2 nd creative reviews.

6 2 Weeks 1 Week Week of 2 Weeks after Finalize webcast plan and set up webpage. Hold final logistics meetings. RSVPs cut-off. Working rehearsals with mgmt. Final draft of meeting press release. Finalize scripts/show. Distribute message map and final Q&A. Technical set up at meeting location. Q&A rehearsal. Dress rehearsal. Show Day. Press release. Media briefing. Summarize post-meeting First Call reports. Summarize results of officer/analyst feedback survey. Send internal thank you notes. Hold recap meeting.

7 UAL Corporation Investor Day Planning Timeline 12/2/06 Update ASSIGNMENT Responsibility Completed Week of November 13, 2006 Overall Planning 11/14 Meet with meeting planner, re arrangements made to date X 11/14 Agree on direction/messaging/outlines with various panels X 11/15 Explore options for dinner speaker Internal Communications 11/16 Send out information package to presenters with plan, schedule, etc. X Send out invitation/information package to presenters X Logistics 11/16 Update on RSVP s and hotel reservations X 11/16 Select menus for buffet breakfast at hotel and dinner at restaurant X 11/15 Review room setup plans, select linens, consider table arrangements for dinner X 11/14 Review possible hotel shuttle arrangements for transportation to and from airport X Arrange for shuttles to and from restaurant X Mission control with internet access, phones set up Cocktails video in foyer of hotel/restaurant X 11/15 View hotel rooms to evaluate whether they re conducive to post marketing X materials, posters 11/14 16 Decided on buffet lunch for December 12 th /select menu X Finalize and sign all contracts hotel, restaurant, vendors X Decorations/Theme 11/15 Review available signage/banners and other visuals X Handouts 11/17 Review peripheral materials that could be included at meeting X 11/16 Request biographical information on all presenters X 11/17 Propose takeaways X

8 Scheduling 11/17 Set up time and place for presenter s panel practice meetings on 11/29, 12/5, 12/6 X Other Consider crisis planning snow storm, other issues Week of November 20, 2006 Logistics 11/21 Review hotel and restaurant for AV and decorative needs X 11/21 Decide on staff to support event send out general information packet on expectation, dates of coordination/instruction meeting 11/21 Send list of printed requirements signage, tent cards, etc. X Dinner Speaker 11/20 Received biographical info on speaker X 11/30 Ground and air transportation to be arranged for speaker X External Communications Daily Update of RSVP s Send out additional invitations if needed/determine list Continue to send out confirmations as they are received with latest schedule of events Presentations 11/21 Outlines sent to group panels for consideration X 11/22 Gather feedback from presenters X Develop Q s for each panel Week of November 27, 2007 Overall Planning 11/28 Prep meeting with Managing Director X 11/29 Update meeting with SVP X 12/2 Update logistics, planning materials X External Communications 11/29 Send out confirmations to presenters with presenters list (suggest flights for X

9 easier arrival and departure shuttles) - request flight arrival and departure information 11/29 Write draft press release for announcement of meeting webcast, circulate for approval X Finalize hotel welcome letter with shuttle instructions to hotel guests X Presentations 11/27 Presentation outlines finalized with presenters X 11/29 Meeting with presenters to review major points of outlines X Review current list to see if additional targeting of new and additional institutions X are needed, send out confirmations as needed 11/30 Discuss event with webcast event producer finalize instructions X Logistics 11/29 Send list of presenters and current RSVP list to print for tent cards and nametags, X dinner place cards, biographies, dinner brochure 12/1 Collect all approved bios of all presenters X 12/1 Update SVP as needed re changes in planning

10 Week of December 4, 2006 Overall Planning 12/6 Update SVP 12/4 Finalize menus 12/4 Review budgets estimated costs 12/4 Review AV budget 12/4 Review video options for cocktails and buffet breakfast External Communications 12/5 Issue press release of webcast for event 12/5 Post schedule, panels and bios on website (date is variable) 12/4 12/7 Follow-up with guests who haven t responded to confirmation Presentations 12/4 Review video options/possible formatting of choices 12/6 Briefing meeting with presenters 12/6 Review presentations (including slides) and Q&A for VP s private rehearsals with panels for timing 12/6 Finalize presentations Review of data by Accounting and Legal 12/6 Finalize script for transitions for Managing Director 12/6 Review any new issues with webcast event producer Internal Communications 12/5 Send out instructions to staff who will be supporting the event 12/6 Meet with staff who will support event 12/6 Send background information on guests to presenters with final instructions Logistics 12/4 Send additional attendee names to print for name badges 12/ Review returns on arrival and departure information for shuttle needs 12/5 Review completed name tags, tent cards, place cards, badges 12/4 Review signage 12/6 Make up goody bags 12/6 Finalize booklet with schedule and biographies and other peripheral materials for registration packet handout for printing and collating 12/7 Confirm that hotel has all essentials delivered by Friday including signage, posters, decorations, (name tags, handouts on Monday) publications, etc.

11 12/6 Review all final plans with meeting planner and staff 12/6 Update meeting with SVP 12/7 Review with hotel and restaurant s staff all logistical needs Monday, December 11, 2006 AM Set up room early with logistical and sound run-throughs with producer (need to schedule this before dress rehearsal if possible) 11 a.m. Meet with webcast producer 11:30-12 AV/Webcast Run-through 1-5 p.m. Dress rehearsal with all presenters before dinner 1 to 5 Question and Answer session preparation all hands 5 p.m. Send Powerpoint presentations to webcast (time as recommended by producer) Deliver disk to print Powerpoint slides for handouts PM Add any additional nametags as necessary Rework transitions script for Managing Director as necessary 5:30 p.m. Set up table for nametags at restaurant with support staff 6:00 p.m. Confirm table assignments place cards on tables 6:10 to 9:30 p.m. Oversee transportation logistics for guests to restaurant and return to hotel Pick up slide handouts from print Tuesday, December 12, 2006 Before meeting 7:00 a.m. a.m. Make sure room is set and fresh tablets, water, etc. at tables, podium, speakers tables set with signage of presenters from each panel Registration desk manned early three staffers with packets (schedule with bios), nametags, etc. Set up information tables latest Q s, other documents Newspapers ordered and available at breakfast (WSJ and NYT) Make sure buffet breakfast is set and ready early (presenters to be there or not otherwise earlier set up for them privately, with last minute instructions) Confirm all hands set for AV and webcast support Confirm if slides are up on webcast server before meeting

12 Support staff available for changes in invitee s transportation plans, if necessary 7:30 9 a.,m. Confirm departure schedules/shuttles to airport for guests after meeting Luggage tagged and stored nearby (staff needed for this) 8: 30 a.m. Prep microphone holders 10 a.m. Make sure coffee service is set Crisis planning for unforeseen event - if weather delays occur 12 noon Set up staging area for pickup of handout/gifts as guest depart 12 noon Make sure buffet is set and ready 12:30 to 2 Coordinate hotel shuttles to airport p.m. PM Additional one-on-ones as required after the meeting with guests or media Follow-up surveys sent to presenters on line that afternoon or next day