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Administrative Practices and Procedures
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Business Management
Assignment: Administrative Practices andProcedures
Ms. Rossella Lampis
I.D No: 105649
NIPUNA WEERAKOON
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Table of contentsExecutive summary
Chapter I ...
Introduction
1.1Project Identification and Justification 5-61.2Goal and Objectives 6-71.3Identify all the different activities 7-10
Chapter II .
2.1 Leadership and Time Management 11-12
2.2 Delegation 13
Chapter III ..
3.1 Team size and important of team working 14-153.2 Roles and responsibilities 16
3.3 Team building skills 17
3.4 Action and resources 18
Chapter IV..
4.1 Communication In a Project/event 19
4.2 Types of communication 19-20
4.3 Record of communication 20
4.4 External communication 20-21
Conclusion Bibliography Appendices
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Executive Summary
This report will concentrate on Preparing, operating and evaluating a project, effective
management and administration of an event or project, need for teamwork and co-ordination
in a project and business communication systems used in the project.
For the purpose of this report author will be concentrating on the Hot Pot event management
Company, which is going to manage the Avoca house hotel Dinner dance ceremony. The
location, how the project manager will drive this project to succeed and other information are
available below.
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Chapter I
Introduction
Event management is the process by which an event is planned, prepared, and produced. As
with any other form of management, it encompasses the assessment, definition, acquisition,
allocation, direction, control, and analysis of time, finances, people, products, services, and
other resources to achieve objectives. An event managers job is to oversee and arrange every
aspect of an event, including researching, planning, organizing, implementing, controlling,
and evaluating an events design, activities, andproduction.
The event manager is the person who plans and executes the event. Event managers and their
teams are often behind-the-scenes running the event. Event managers may also be involved in
more than just the planning and execution of the event, but also brand building, marketing
and communication strategy. The event manager is experts at the creative, technical and
logistical elements that help an event succeed.
Figure 1: Event Management Body of Knowledge Domain Structure
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Image sources:http://www.juliasilvers.com/embok/embok.1.gif
Chapter I
1.1Project Identification and JustificationIn this report the author will be concentrating on a dinner dance ceremony going to be held in
Avoca house hotel London on 18th April 2010. The events conduct by Hot pot event
Management Company. The name of the event is dinner dance and conducts company and
sponsor company logos shown bellow.
Figure1: Company logos, Field work.
The owner of this Hotel is Sri-Lankan. The main goal of this event is to collect money for
selected poor student in Sri Lanka. The target guests are Sri Lankan younger generation who
lives in London. One ticket will be sold at 50 and invited guests 150.
Event cost plan to cover from this ticket because of that risk owner of this hotel allow
undertaking this event to HPEM Company.
The HPEM Company has been managed many kind of social occasions since 1996 in London
then they have goodwill about event management.
The HPEM Company selected Nipuna Weerakoon as a project manager to manage this event
on 20th March 2010. The event date is 18th April 2010 then PM has 30 days to arrange every
activities. As the Project Manager play a very important role in a project, The Project
manager should identify different sources which he will going to manage and he should select
worth team who can keep project on track.
DINNER
DANCE
http://www.juliasilvers.com/embok/embok.1.gifhttp://www.juliasilvers.com/embok/embok.1.gifhttp://www.juliasilvers.com/embok/embok.1.gifhttp://www.juliasilvers.com/embok/embok.1.gif8/22/2019 Administrative Practices and Procedures
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Sponsor of the event need profit from this event also he want reduce cost of service and
goods. First of all Project manageridentify Project sponsors objectives also his support for
this event. He will give two kind of backup for this event, financial and operational.
1.2Goal and ObjectivesIn this event goal and objectives are shown bellow. In this event has two type of objective
group that are Sponsors objectives and Project managers objectives Sponsor invest money
for the event and finally he need earn profit from event because he want cover his cost and
profits. The main goal is Collecting money for selected poor student in Sri Lanka also in this
event project manager playing responsible position so he is another management company
member so he should protect that HPEM company good will so he has deferent objectives
with his company which is related to this event.
Goal
Sponsors Project managers
Objectives Objectives
Figure2: Objective group, Field work.
Objectives
Earn profit from event - Because final goal of this event is charity work
To recover his investmentMainly Avoca house hotel owner invest financial andoperational help for this event so after event he need
Recover his financial help but he dont need recover
operational help because of this event going to held for
charity
To increase good relationship between Sri Lankan younger generation. To promote Avoca house hotel name between Sri Lankan people who still live in
London.
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The project manager in this project responsible for all project event and he should work with
deferent kind of peoples and sources also he came from Management Company so he should
protect their company goodwill. Team members objectives Sponsors objectives and
management company objectives both of them are finally help to success this event so all
objective should identify and achieve by project manager.
To plane and finish event on time As this an event so this event has selected dateand place so this event should finish within this selected schedule.
To earn target profit for charity To Reduce all kind of operational cost To protect management company goodwill To provide high quality meal for invites guest
Finally this every objective can easily achieve by using smart methods ((Refer
Appendix 1 for more information).
1.3Identify all the different activities and event phase
Dinner dance ceremony in UK is very common occasion also this event specially only for
Sri-Lankan Youngest who still living in London so when planning this event Food and
Beverage, music, decoration and other activities should be related to Sri-Lankan people.
Also this event should manage within specific time cost and quality because in this event
has fix date and fix cost also finally event success deepened with event each activates
quality.
Figure3: Scope Triangle, by Nick Jenkins
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Cost - In this event has fix budget it is 4000 and cost should bellow this target budget. This
money invests from Avoca house hotel owner he is event main sponsor.
Food and beveragePlanning this event food and beverage suppliers already have because
in Avoca house has two deferent companies to supply food and beverage so project manager
discuses with them food price and what type of food they going to provide but they only
provide food item so project manage should include 3 chef and 7 helpers for his team because
this event have 150 invited guest. At the moment in hotel working 2 chefs and 3 helpers so
project manager need extra 1 chef and 4 helpers. Project manager can reduces his event
operational cost by using this already staff because project sponsor pay for them.
Music and Decoration- For this dinner dance specially need music group and some kind of
decorations so project manager should give more attention for this two because this two cam
colorful event
Problems and risk
PlaceThis event going to have in Avoca house hotel so project manager have free locationfor event because its sponsors charity donation for the event but this hotel situated in centre
London so no enough parking space for guest vehicles then project manager should tack
another space for vehicle park and he should give get responsible for that vehicle.
Food This dinner dance target for youngers so when arranging food need extra foods for
extra guests.
Operational In this hotel only working 2 chef, 3 kitchen supporters, 2 waitress, 2 waters
and 1 security then need to train extra 14 extra employees for this event and need to pay for
them.
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Work Breakdown structure (WBS)
Activity Resources Start
Date
Finish
Date
Initiation
Inspiration the
ideas
Getting a reflection of how the event goal and planning of
everything
21/03/2010 23/03/2010
PlanningBudget and how
expenses will be
start
FinancialBudget
NJ caters
Decoration
Max Beverage
DJ Hit
24/03/2010 28/03/2010
Venue the Date The Avoca House Hotel
18th of April 2010 (Fixed by sponsor)
29/03/2010 30/03/2010
Arranging the
extra guest and
sell ticket
OperationalSell ticket 31/03/2010 08/04/2010
Team meeting
giving
instructions
Giving responsibilities knowing the need of the sponsor 09/04/2010 10/04/2010
Finalizing the
items Food, Beverage ,Decorates, Music, Parking , 15/04/2010 17/04/2010
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Execution
The event day
After the day
Observing all the activities closely
Handling of payment and Acknowledgement of
employees.
17/04/2010
19/04/2010
18/04/2010
20/04/2010
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2.1 Leadership and Time Management
When talking leadership and Time management most essential thing of event. The project
manager must continuously develop effective leadership skills and employ them as needed
during the project cycle. The visible expression of leadership skills for the project team and
stakeholders is via leadership behaviors. These leadership behaviors are used as needed when
building the project team as well as during the project lifecycle.
Strategic Leadership
Operational Leadership
Team Leadership..
Figure 4: The three levels of leadership., Adair J,(2005)
Team - The leader of a team of some 10 to 20 people with clearly specified tasks to
achieve
Operational - The leader of one of the main part of the organization and more than one team
leader are under ones control. It is already a case of being a leader of leaders.
Strategic - The leader of a whole organization, with a number of operational leaders under
ones personal direction.
So Author identify this is team leadership event and need to lead few employees.
Project manager first exposes to team members start work with big smile then it can be able
to reduce stress of mind.
Second Project manager exposes that getting feedback from team members each day when
http://businessmanagement.suite101.com/article.cfm/develop_effective_leadership_skills_for_managershttp://businessmanagement.suite101.com/article.cfm/use_leadership_skills_and_leadership_behaviourshttp://business-project-management.suite101.com/article.cfm/start_and_build_a_high_performing_project_teamhttp://business-project-management.suite101.com/article.cfm/start_and_build_a_high_performing_project_teamhttp://businessmanagement.suite101.com/article.cfm/use_leadership_skills_and_leadership_behaviourshttp://businessmanagement.suite101.com/article.cfm/develop_effective_leadership_skills_for_managers8/22/2019 Administrative Practices and Procedures
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planning event PM think that it will be help to decrease event mistakes and problems.
Sender Receiver
Massage
Feedback
Figure 5: Feedback, Baguley. (2002)
These smiles give you feedback and the communication flows in both directions at the same
time as shown in figure 5.
Time management is another most important part of event specially in this event sponsor
gave fix date for Project manager so he should manage all operational and other resources
within 1 month if couldnt manage time very well it will give bad effect to event.
When organizing a dinner dance ceremony we have to divide different events to a preferred
time frame. For an example if we take event dinner serve time on the event day the project
manager have to put up it into a selected time frame. If it not happens at the right time the
whole process will be delayed.
Working to a WBS (Work Breakdown Structure) will be an effective way to control timemanagement. Also project manager familiar to make daily action list it will help to know how
long each task will take.
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2.2 Delegation
Delegation is an important concept to accomplish when organizing an event. Simple
definition of delegation is acting your role by another person or persons like team. In this
even project manager selected team who can do same duties until event finish them gives
back support for event activities when looking at another way it is secure for event activities.
First step of delegation is understand each task and selecting the appropriate team and divided
each activity for selected members.
Agreed deadlines define the significance of starting and finishing the ceremony within
selected time frame and giving deadlines to the team members. As per the authors earlier
reviews time management is the most important in an occurrence.
Final reviews are support, communicate and the feedback on results. Feed back on results is
the most important in the delegation process. The team members will be more motivated
when they receive feedback and by discussing those can avoid certain hazards and failures.
Author earlier mention that in 2.1 Figure 5.
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3.1 Team size and important of team working
Team working is most important part in every organization and every department because
without team working cant achieve common goals. Nowadays every organization has team
leaders project managers they are working deferent department but for common goals
because of that each employees works important forsuccess. In this event also working few
employees everyone has each responsible duties and each employees activities most
important for project success. Author below mention project managers chosen team for this
dinner dance.
NJ Caters - responsible for foods Max Beverage - responsible for all kind of drinks DJ Hit - responsible for all kind of music activates Camden Decorators - responsible for all kind of decorating in event Team members Chef - 3
Kitchen supporters - 7
Waitress - 5
Waters - 5
Security - 4
Guest 150 Photographers 1
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In this chart shown on the event day how team members working and which arias they should
specially stay.
Event Day Duty Plane,
2Security Working
Figure6: Event Day duty plan, Field work.
On event day 25 peoples working forevent activities only Kitchens people should start their
works before event day, because of event day need more foods so they should ready for that
early.
Around the Hall 3 waiters and 2 waitresses giving services for guests
DJ Hits
Main Entrance
Car Park2 Security working
Bar2 waiters
Buffet, 3 waitresses workin
Kitchen3 Chefs
7 Kitchen supporters
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3.2 Roles and Responsibilities
Stake holders are in this event
NJ Caters - responsible for foods Max Beverage - responsible for all kind of drinks DJ Hit - responsible for all kind of music activates Camden Decorators - responsible for all kind of decorating in event Team members - Chef - 3 Direct
Kitchen supporters - 7
Waitress - 5
Waters - 5
Security - 4
Guest Photographers Indirect
Event team leader is project manager, and his responsibilities were time management, sorting
out responsibilities, commitment towards getting the job done, desire to support and serve
enthusiasm, energy, inspiration and expertise, willingness to shoulder responsibility, Ability
to achieve more as a team. Being team leader he had to support the managers as well as keep
his responsibilities and achieve his set tasks. As these his roles were properly completed the
event was a success.
Also Project managers another role was managing the finance side of the event. His other
responsibilities were making Profit decision and other project related decisions. As his role
was done perfectly the projects allocated funds were used properly and effectively and the
project was a success. In a Kitchen 10 peoples working so they should responsible for all
kind of foods which is going to serve in event day. Also 10 waiters and waitress ready to give
their good and friendliness service on event day. Four peoples will responsible for all kind of
security problems in event day.
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3.3 Team Building Skills
Problem solving
Communication
Interpersonal skills
Decision taking
Functional skills
Figure7: The team as a lens. Baguley (2002)
When creating a new team communication and decision making most important in this event
project manager select good talented team for each activities so PM dont need to train his
team members because they are already talented people for event activities.
Specially team building process each team members knowledge and experience most
important for success and active team, because some people well knowledge about
accounting someone talented about marketing etc, so project manager first should identify
about each team members talent and what activities need to divided within team members.
Figure 8: Tuckman's forming storming norming performing model,
(Refer Appendix 2 for more information).
T
E
A
M
Application Performance Achievemen
t
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3.4 Action and the resources
The dinner dance ceremony going to held in a small hotel in London also few team members
going to complete all actions for the event success then project manager responsible for allkind of action and resources he managing in the event Human resource and financial.
Human resources are direct and indirect stakeholders and invited guest both kinds of peoples
include for event resources. Guest satisfaction is a major Human resource management point
in this event.
For This Dinner dance ceremony has been invited 150 guests then on the event day need
much kind of foods then project manager take action to cook some kind of foods before the
event day. Second action the PM takes he need to hire another place to park guests vehicles
because this hotel hasnt got a parking space.
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4.1 Communication in a Project/event
Dimbleby & Burton (1998), states that many people think that communicating is easy. It is
after all something PM have done all our lives. There is some truth in this simple view.
Communicating is straightforward but due to the world becoming advanced in
communication technology the world has become a smaller but complex place. There are
simple and advanced ways of communicating. Below, author will concentrate on how good
communication has helped projects be successful and author will also state what
communication methods were used in the event.
According to Potter (2008), there are many advantages of having a communication plan in a
project. Having a communication plan will give your day-to-day work a focus, help you set
priorities, provide you with a sense of order and control, help get the chief staff executive and
staff to support your program, protect you against last-minute, seat-of-the-pants demands
from staff and members.
Sims,(2002) says, a communication plan is a written document that describes what you want
to accomplish at the end of your project, ways in which project objectives can be
accomplished, how to accomplish project objectives, how to evaluate your success.
Communication is a very important factor in the success of a project. If the management team
loses communication with the others involved within the project failure is guaranteed.
4.2 Type of communication
Generally communications are graded couple of type, Verbaland non-verbal, Technological
and non-technological, Mediated and non-mediated, etc, However, the commonly in
organization or in a event or project known types of communications are Internal
Communication and External Communication.
Internal Communication is: In an event internal communication made between team
members, and project managers etc, it helps increase event satisfaction, productivity, profits.
Internal communication can either be formal or informal. Internal communication has also a
few subcategories forexample we have: upward communication, downward communication
upward communication is mainly the communication between employees and management
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downward communication is practically the other way around. Information flows down from
superiors to subordinates.
External Communication is: The external communication includes communication withpeople outside the organization or event like clients, suppliers etc,
Communication systems used in this event can be broken into two categories; they are
commercial communication systems and team communication systems. Commercial
communication systems are ways in which we can create awareness about the product. Print
publications, media relations, marketing and sales tools, corporate identity materials,
including letterhead, logo, and envelopes, surveys.
Team communication systems are used to communicate and share information between the
team members. Some methods may include online communications, meeting and conference
materials, committee and board meetings, annual reports, speeches, letters, reports, emails,
mobile phones, power point.
4.3 Record of communication
The project managers use little kind of communications ways to communicate his team
members for example in every team meeting date PM informs by phone and in the meeting
he uses some papers to describe his plan. Also PM and Project Sponsor communicate each
other by online and email. PM and stockholders communicate their ideas by using phones
and fax.
4.4 External communication
The external communication includes communication with people outside the organization or
event like clients, suppliers etc, In this event has few kind of external stakeholders they are
NJ caters, Max Beverage, DJ Hit, Camden decorators, Photographers and School of Sri
Lankan. Project Manger doesnt respond about that kind of works which is going to operate
each company so manager thinks their external supporters. Specially this dinner dances main
goal collecting money for poor student so finally every profit of event going to take off to
School of Sri Lanka Group they will give money for poor student so when dealing with
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different people project manager always negotiation problems and changing his ideas with
other supports by using external communication thats why in this event external
communication more important.
When taking external communication this various methods use commonly, Fax machine,
Telephone system, Video conferencing, Letterforms/documents Computer network
internet/e-mail/intranet etc,
In this event project manager use Fax machine, telephone system, internet, and Letters for
exchange his ideas with external stockholders.
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Conclusion:
Teamwork as a concept has grown over the last 20 years. However, teamwork success is not
automatic. Teams have to be established for the right reasons. Team member selection is very
important, as is ensuring that the team purpose is clear and agreed upon. Team work is all
about members coming together for a common goal and working towards that goal until it is
successful. The task author set out to do, Dinner dance ceremony, was a successful event as
every team member played his part.
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Bibliography
Queens borough Group. (n.d) [Online] http://www.avocahousehotel.co.uk/ [Accessed 31
March 2010]
Westwood, J., (2006) Successfull project management : (2nd Edition) kogan page limited
England.
Learn Marketing(n.d)Smart objectives[online] Available at:
http://www.learnmarketing.net/smart.htm[Accessed 10 April 2010]
Project Smart(2000)[online]http://www.projectsmart.co.uk/project-management-scope-
triangle.html[Accessed 10 April 2010]
Baguley, P., (2002) Team and team working: McGraw-Hill Companies :USA.
Adair J., (2005) How to grow leaders: kogan-page limited: England
Evans C.,(2008) Time management dummies: john Wiley & sons Ltd:Englad
Anon (2004) Mange your time: Bloomsbury publishing plc: London
Bruce Tuckman (2009) [online]
http://www.businessballs.com/tuckmanformingstormingnormingperforming.htm
[Accessed 24 April 2010]
http://www.learnmarketing.net/smart.htmhttp://www.learnmarketing.net/smart.htmhttp://www.projectsmart.co.uk/project-management-scope-triangle.htmlhttp://www.projectsmart.co.uk/project-management-scope-triangle.htmlhttp://www.projectsmart.co.uk/project-management-scope-triangle.htmlhttp://www.projectsmart.co.uk/project-management-scope-triangle.htmlhttp://www.projectsmart.co.uk/project-management-scope-triangle.htmlhttp://www.projectsmart.co.uk/project-management-scope-triangle.htmlhttp://www.learnmarketing.net/smart.htm8/22/2019 Administrative Practices and Procedures
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AppendicesAppendix 1
1. Specific Objectives should specify what they want to achieve.
2. Measurable You should be able to measure whether you are meeting the objectives or
not.
3. Achievable - Are the objectives you set, achievable and attainable?
4. Realistic Can you realistically achieve the objectives with the resources you have?
5. TimeWhen do you want to achieve the set objectives?
Chart 1: Smart objectives
Appendix 2
Forming - stage 1
High dependence on leader for guidance and direction. Little agreement on team aims other
than received from leader. Individual roles and responsibilities are unclear. Leader must be
prepared to answer lots of questions about the team's purpose, objectives and external
relationships. Processes are often ignored. Members test tolerance of system and leader.Leader directs (similar to Situational Leadership 'Telling' mode).
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Storming - stage 2
Decisions don't come easily within group. Team members vie for position as they attempt to
establish themselves in relation to other team members and the leader, who might receivechallenges from team members. Clarity of purpose increases but plenty of uncertainties
persist. Cliques and factions form and there may be power struggles. The team needs to be
focused on its goals to avoid becoming distracted by relationships and emotional issues.
Compromises may be required to enable progress. Leader coaches (similar to Situational
Leadership 'Selling' mode).
Norming - stage 3
Agreement and consensus is largely forms among team, who respond well to facilitation by
leader. Roles and responsibilities are clear and accepted. Big decisions are made by group
agreement. Smaller decisions may be delegated to individuals or small teams within group.
Commitment and unity is strong. The team may engage in fun and social activities. The team
discusses and develops its processes and working style. There is general respect for the leader
and some of leadership is more shared by the team. Leader facilitates and enables (similar to
the Situational Leadership 'Participating' mode).
Performing - stage 4
The team is more strategically aware; the team knows clearly why it is doing what it is doing.
The team has a shared vision and is able to stand on its own feet with no interference or
participation from the leader. There is a focus on over-achieving goals, and the team makes
most of the decisions against criteria agreed with the leader. The team has a high degree of
autonomy. Disagreements occur but now they are resolved within the team positively and
necessary changes to processes and structure are made by the team. The team is able to work
towards achieving the goal, and also to attend to relationship, style and process issues along
the way. team members look after each other. The team requires delegated tasks and projects
from the leader. The team does not need to be instructed or assisted. Team members might
ask for assistance from the leader with personal and interpersonal development. Leader
delegates and oversees (similar to the Situational Leadership 'Delegating' mode).