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Environmental Scanning

The document discusses environmental scanning, which involves gathering internal and external information to help an organization determine its future direction. It defines environmental scanning and explains its purpose. It also outlines the internal and external components that are examined as part of environmental scanning, such as resources, objectives, competitors, and economic/political factors. Finally, it describes the importance of environmental scanning for identifying an organization's strengths, weaknesses, opportunities, threats, and ensuring its survival and growth.

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57 views

Environmental Scanning

The document discusses environmental scanning, which involves gathering internal and external information to help an organization determine its future direction. It defines environmental scanning and explains its purpose. It also outlines the internal and external components that are examined as part of environmental scanning, such as resources, objectives, competitors, and economic/political factors. Finally, it describes the importance of environmental scanning for identifying an organization's strengths, weaknesses, opportunities, threats, and ensuring its survival and growth.

Uploaded by

Cookie Business
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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ENVIRONMENTAL SCANNING

Environmental scanning is the process of gathering information about events and their
relationships within an organization's internal and external environments. The basic purpose
of environmental scanning is to help management determine the future direction of the
organization.

An examination of all external factors to determine the ones that have an effect on a
business. Usually, the main objective of environmental scanning is to identify and consult
factors outside the business environment. Though most times, these factors are beyond the
organization’s control, it is essential to consider them during the decision-making process of
the organization.

One known way of environmental scanning is the renowned SWOT analysis.

COMPONENTS OF ENVIRONMENTAL SCANNING

Internal Environmental

 Internal environmental components are the ones that lie within the organization, and
changes in these components affect the general performance of the organization.
There are different internal, environmental like human resources, capital resources,
technological resources, and a lot more like objectives, Organizational structure,
Value system, corporate structure, and labor union, etc.
 These components play a crucial role in building the future of an organization;
therefore, it is essential to examine these components as a part of environmental
scanning thoroughly.

External Environmental Components:

 External components are the components that are outside the walls of the business
organization. Although these components are outside the organization, they still
affect the activities of the organization. This external environment can be divided into
two categories, like the microenvironmental components and macro environmental
components.
 Micro environment components are competitors, suppliers, industry, organization,
consumers, and market, etc.
 Macro environmental components are made up of things like demography,
environment, and economic, political, cultural, and technological factors.
IMPORTANCE OF ENVIRONMENTAL SCANNING

 IT HELPS TO IDENTIFY THE STRENGTHS OF THE ORGANIZATION

The strength of the business implies the ability of the firm to have an advantage over its
competitors. The analysis of the internal business environment helps to highlight the power
of the firm. After identifying the strength, the firm must strive to build on or maximize its
advantage by making improvements in its immediate plans, strategies, and resources.

 IT HELPS TO IDENTIFY THE ORGANIZATION'S WEAKNESSES

Recognizing the weakness of an organization means unearthing the limitations of the


firm. Assessing the internal environment helps to highlight not only the strength but also the
limitations of the firm. A firm may be firm in specific areas but may be weak in others. For
continuous growth and expansion, the weakness should be highlighted and corrected as
soon as possible.

 IT HELPS TO IDENTIFY OPPORTUNITIES

Environmental scanning helps to identify and understand the opportunities in the market.
The firm should take every necessary step to take advantage of the opportunity that comes

 IT HELPS TO IDENTIFY THREATS

Business is open to threats from competitors and several factors. Environmental


scanning helps them to discover a threat from the external environment. When risks are
detected early, it is good as it helps to eliminate them without much stress.

 ENVIRONMENTAL SCANNING HELPS ORGANIZATIONS TO OPTIMIZE


RESOURCES.

An ideal environmental scanning helps to make use of an organization's human natural,


and capital resources. Proper environmental scanning helps to limit wastage and optimize
all other available resources.

 IT ENSURES SURVIVAL AND GROWTH

Systematic scanning of the business environment helps the firm to optimize its strength,
reduce its weakness, take advantage of the opportunity, and diffuse threats. This helps the
firm to survive and grow in the eternal competitive business world.
MAN: Staffing and Recruitment

 So among the three types of resources mentioned (MAN. MONEY, and MACHINES),
human resource is the most difficult to utilize yet it is the most valuable resources of
an event management company.
 Staffing is therefore another important function of an event manager. So the process
involved recruitment, selection, assignment, and development of the organization
human resource requirements.
 Employment in event managements can be classified into three types: Permanent,
volunteer, and, temporary.
PERMANENT EMPLOYEES: These are the strategic human resources of the company
These groups are requires and intensive selection process, a well thought-out
compensation package and a, skills development plan. Because they hold the institutional
knowledge and contracts. They are valuable assets of the company.

VOLUNTEERS: Include on-the-job trainees (OJT’s) from the universities and other non-paid
staff who provide free assistance to satisfy personal objectives.

MONEY and MACHINES: The Feasibility Study

A feasibility study looks into whether an idea can be done or not, given the current situation
and available resources.

Notes:

 The feasibility study does not need to be belong. It just need to contain all then
information necessary to make sound decision.
 The feasibility study helps in supporting your claims when you present the project
idea for approving the authorities.
FEASIBILITY FORMAT

TITLE (Tentative date and venue)

I. Executive Summary - In one or two paragraphs, summarize the contents of the


feasibility study. Highlight the 5ws and 1H-related information. End the executive
summary with the conclusion and recommendation. Underline whether the event is
feasible or not.
II. Introduction - The Introduction gives a broad sense of the project idea and brief
background information on the host city and/or the university.
III. Objectives of the Event, Theme, and Scope. - This section must provide the answer
of the 5Ws and 11 question.
IV. Demand Analysis - This section describes similar past events and historical
attendance, market characteristics, potential alliances/sponsors, marketing channels,
pricing, possible revenue sources, opportunities, trends, etc.
V. Competition - This section provides information on similar events and alternative
activities which can be replaced the event, hence, affecting profit/attendance.
VI. Implementation - This section provides information on the availability of resources
(i.e. possible locations, capacity, and availability, manpower, technical requirement,
tentative schedule, time constraint, etc.
VII. Financial Analysis - This section provides rough estimates of cost and revenue.
VIII. SWOT Analysis - This section discusses the strength, weaknesses, opportunities
and treat of the events.
IX. Conclusion and Recommendations - This section contains a declarative statement of
whether or not the event is feasible, and the recommendations to address SWOT.

STEP ONE: Plan


Planning is a process that involves setting the objectives and the means to achieve them.

The objective of event planning is to make sure that everybody involved knows:

1. What they are responsible for


2. When they must start their tasks and when they must have accomplished them.
3. How much fund are available and how they are or will be sourced.
4. What they must do in case something goes wrong.

STEPS IN PLANNING FOR AN EVENT:

 Concept
 Feasibility
 Tasking
 Scheduling
 Budgeting
 Approval
 Site Selection
 Marketing
 Risk Assessment
 Monitoring and Evaluation

IDENTIFY AND ASSIGN THE TASK

 Place task under each committee: Program, Logistics, Finance, Marketing or


Sponsorship, Registration or Attendance, Promotion, and Documentation–which can
also be assigned to the Executive Committee (ExCom).
 Consolidate the list; remove redundancies and double-check for missing tasks.
 Adjust the type of committees and membership, if necessary.
 The committees need not have equal number of members.
 Assign a person for each task.

SCHEDULING

 The next step is to estimate the time required to carry each task.
 How many days does it take to print posters and invitations?
 How many days before the event should posters and invitations be sent out?
 How soon should tickets be made available?
 The basic procedure is to work back from deadlines which are difficult to control.
 Examples include the day of the event (D-Day) or the minimum number of days to
reserve a venue prior to D-Day.
THE BUDGET

 A Budget is the estimate of revenue and expense.


 Budget provide date on an event’s funding requirements as well as a means to
monitor expenses.
 Major budget items includes; cost, revenue, break-even point and cash flow.

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