Administrative Practices and Procedures 105649/Nipuna Weerakoon

Business Management Assignment: Administrative Practices and

I.D No: 105649 NIPUNA WEERAKOON

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Administrative Practices and Procedures 105649/Nipuna Weerakoon

Table of contents
Executive summary
Chapter I ...
Introduction 1.1 Project Identification and Justification 1.2 Goal and Objectives 1.3 Identify all the different activities 5-6 6-7 7-10

Chapter II .
2.1 Leadership and Time Management 2.2 Delegation 11-12 13

Chapter III ..
3.1 Team size and important of team working 3.2 Roles and responsibilities 3.3 Team building skills 3.4 Action and resources 14-15 16 17 18

Chapter IV..
4.1 Communication In a Project/event 4.2 Types of communication 4.3 Record of communication 4.4 External communication 19 19-20 20 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, and production.

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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Administrative Practices and Procedures 105649/Nipuna Weerakoon Image sources: http://www.juliasilvers.com/embok/embok.1.gif

Chapter I
1.1 Project Identification and Justification In 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.

DINNER DANCE

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.

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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 manager identify Project sponsors objectives also his support for this event. He will give two kind of backup for this event, financial and operational.

1.2 Goal and Objectives In 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 Objectives Figure2: Objective group, Field work. Objectives Earn profit from event

Project managers Objectives

- Because final goal of this event is charity work

To recover his investment Mainly Avoca house hotel owner invest financial and operational 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 date and 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).

1.3 Identify 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 beverage Planning 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 Place This event going to have in Avoca house hotel so project manager have free location for 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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Administrative Practices and Procedures 105649/Nipuna Weerakoon 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

Planning Budget and how expenses will be start Financial Budget 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 Team meeting giving instructions Finalizing the items

Operational Sell ticket

31/03/2010

08/04/2010

Giving responsibilities knowing the need of the sponsor

09/04/2010

10/04/2010

Food, Beverage ,Decorates, Music, Parking ,

15/04/2010

17/04/2010

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Administrative Practices and Procedures 105649/Nipuna Weerakoon Execution The event day Observing all the activities closely 17/04/2010 18/04/2010

After the day

Handling of payment and Acknowledgement of employees.

19/04/2010

20/04/2010

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Administrative Practices and Procedures 105649/Nipuna Weerakoon 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 achieve

- The leader of a team of some 10 to 20 people with clearly specified tasks to

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

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Administrative Practices and Procedures 105649/Nipuna Weerakoon planning event PM think that it will be help to decrease event mistakes and problems. Sender Massage Receiver

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 time management. 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 for success. 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 Max Beverage DJ Hit - responsible for foods - responsible for all kind of drinks - responsible for all kind of music activates

Camden Decorators - responsible for all kind of decorating in event Team members Chef Kitchen supporters Waitress Waters Security -3 -7 -5 -5 -4

Guest Photographers

150 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, Kitchen
3 Chefs 7 Kitchen supporters

Bar
2 waiters

Buffet, 3 waitresses working

Around the Hall 3 waiters and 2 waitresses giving services for guests DJ Hits

Main Entrance

Car Park
2 Security working

2Security Working

Figure6: Event Day duty plan, Field work. On event day 25 peoples working for event 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.

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3.2 Roles and Responsibilities

Stake holders are in this event NJ Caters Max Beverage DJ Hit - responsible for foods - responsible for all kind of drinks - 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 Waters Security -5 -5 -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

T E A M

Application Performance Achievemen t

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).

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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 all kind 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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Administrative Practices and Procedures 105649/Nipuna Weerakoon 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, Verbal and 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 for example we have: upward communication, downward communication upward communication is mainly the communication between employees and management

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Administrative Practices and Procedures 105649/Nipuna Weerakoon downward communication is practically the other way around. Information flows down from superiors to subordinates. External Communication is: The external communication includes communication with people 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 Page 20

Administrative Practices and Procedures 105649/Nipuna Weerakoon 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/ March 2010]

[Accessed 31

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-scopetriangle.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

24 April 2010]

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Appendices
Appendix 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. Time When 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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Administrative Practices and Procedures 105649/Nipuna Weerakoon 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 receive challenges 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).

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