Administrative Practices and Procedures

8/22/2019 Administrative Practices and Procedures

1/25

Administrative Practices and Procedures

105649/Nipuna Weerakoon

Page 1

Business Management

Assignment: Administrative Practices andProcedures

Ms. Rossella Lampis

I.D No: 105649

NIPUNA WEERAKOON


2/25



Page 2

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


3/25



Page 3

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.


4/25



Page 4

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


5/25



Page 5

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.gif


6/25



Page 6

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.


7/25



Page 7

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


8/25



Page 8

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.


9/25



Page 9

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


10/25



Page

10

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


11/25



Page

11

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_managers


12/25



Page

12

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.


13/25



Page

13

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.


14/25



Page

14

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


15/25



Page

15

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


16/25



Page

16

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.


17/25



Page

17

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


18/25



Page

18

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.


19/25



Page

19

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


20/25



Page

20

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


21/25



Page

21

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.


22/25



Page

22

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.


23/25



Page

23

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.htm


24/25



Page

24

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).


25/25



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).

Documents

Administrative Practices and Procedures