How Project Management Helped Me Organize a Multi-City Disability Pop-Up Remotely

Authored By Zarreen Shaikh

Last year, I had the privilege of leading one of the most meaningful projects of my career organizing a disability awareness pop-up across multiple cities in India. The goal was simple yet powerful: create inclusive public stalls to spread awareness about disability rights, support local NGOs, and foster community engagement.

The challenge? I managed it all remotely.

From coordinating with NGOs to training volunteers and ensuring smooth execution in each city, this project tested my leadership, organization, and adaptability. It also highlighted how invaluable project management skills can be when the mission is both complex and deeply human.

Defining the Vision and Scope

Clarity was key. The vision was to spotlight disability rights through consistent, city-level events. To make it scalable, we set specific objectives:

• Partner with local NGOs in each city
• Recruit and support volunteers
• Appoint a City Lead for on-ground coordination
• Ensure accessible, engaging stall setups
• Maintain consistent branding and messaging

This structured scope set the foundation for effective planning and execution.

City-Wise Project Plans

To avoid being overwhelmed, I approached each city as a mini project. Using a Work Breakdown Structure (WBS), I outlined:

• NGO coordination
• Volunteer recruitment
• Stall logistics
• Community outreach
• Reporting and feedback

Breaking it down this way allowed parallel progress across locations and clearer accountability.

Empowering Local Leaders

Since I couldn’t be on-site, I identified and trained City Leads passionate individuals who took ownership locally. They became the bridge between volunteers, NGOs, and me. This not only decentralized responsibility but also built stronger community ownership.

Communication: The Lifeline

In remote project management, communication is everything. I implemented a layered system:

• Microsoft Teams channels for city-level collaboration
• Emails for structured NGO coordination
• Weekly sync calls with City Leads for alignment and issue resolution
• A central Google Drive for resources, branding, and training materials

This ensured consistency while giving each city the autonomy to adapt locally.

Staying Organized with Tools

To keep visibility and control across multiple moving parts, I relied on:

• Trello for task tracking and timelines
• Google Sheets for NGO and volunteer databases
• Teams & Zoom for collaboration and updates

These tools became my safety net, helping me anticipate roadblocks and stay agile.

Managing Risks and Flexibility

Unforeseen challenges cropped up NGOs backing out last minute or volunteer shortages. But with contingency plans in place (backup contacts, flexible timelines, alternate volunteers), we stayed on course without compromising impact.

The Outcome

Despite the complexity, the initiative was a resounding success:

• Events reached diverse audiences and sparked meaningful conversations
• Volunteers felt inspired and connected to the cause
• NGO partners gained visibility and strengthened networks
• For me, it was both a leadership milestone and a deeply fulfilling experience

Final Thoughts: Project Management Beyond Checklists

This journey reinforced a core belief: project management isn’t just about tasks and timelines it’s about people, purpose, and clarity. With the right tools, leadership, and empathy, even a multi-city initiative can be driven to success remotely.

Key Takeaways for Project Managers

• Define scope early: Clear objectives make scaling manageable.
• Decentralize ownership: Empowering local leads builds trust and accountability.
• Prioritize communication: Structured, multi-channel communication avoids misalignment.
• Plan for risks: Contingency plans turn surprises into solvable problems.
• Leverage tools smartly: The right mix of digital tools keeps visibility and control intact

Contributor Bio

Zarreen Shaikh is a seasoned Project Manager at Microsoft with 9+ years of experience leading complex software initiatives from strategy to execution. Certified in AI-900 (Azure AI Fundamentals), she blends project management expertise with a strong interest in artificial intelligence and emerging technologies to drive impactful digital transformation. Alongside her professional role, she is passionate about mentoring aspiring professionals and exploring tech trends.

Connect on LinkedIn: Zarreen Shaikh