Managing an Events
Transcript of Managing an Events
Managing
Events
Dictionary • Getting things done
through effective people and efficient processes
Peter F. Drucker• One who has the task
of creating a true whole that is larger than the sum of its parts; a productive entity that turns out more than the sum of the resources put into it
Main Functions of Management
• Organizing• Planning• Motivating• Communicating• Creating• Controlling• Problem solving
PLANNING
• Is the process of setting goals and deciding on the best approach to achieve them
Three Types of Plan• Strategic • Specific• Administrative,
organizational and structural plans
ORGANIZING • Is the process of
determining the special activities to be accomplished towards the end of objectives
• The gathering of these activities into relevant structures and the allocation of the achievement of objectives
• the act of rearranging elements
• Define the aims and objectives of the project– gain skills to do their jobs more effectively or to provide
improved services.• Brief all session organisers and workshop leaders on
preferred ‘styles’ of presentation.• Indicate in any briefing notes that sessions should be
participative and experiential.• Make training inputs as relevant to participants as possible
and provide experiences and exercises which are challenging, but also supportive and non-judgemental.• Provide opportunities to build up the confidence and skills of
participants.
• Analyze the background situation in which the event has to be achieved
• List all the tasks to be undertaken• Group together all related tasks• Establish links between these group of tasks
Main committee
Transport
• Establish an understanding of respective roles for all those involved
• Identify possible communication lines between various groups
Impelling to action
It is important to keep the staff motivated and
interested
It is important for an event leader to know what motivates his staff and do
his very best to satisfy their individual and group
needs
MOTIVATING
COMMUNICATION • Giving, receiving, or
exchange of information so that the material communicated is completely understood by everyone concerned and that appropriate action follows
Objectives: 1. To send a message2. To have a message
received3. To ensure
understanding4. To achieve correct
action5. To exchange
information
Methods of communication• Verbal communication• Non-verbal
communication• Written
communication• Visual communication• Electronic
communication
Is the ability to produce an original idea or thought through the use of imagination
CREATING
Monitoring the performance of
systems and resources
It is vital part of event management because
it is necessary for things to actually happen, not just
promised to happen
CONTROLLING
Four Stage• Plan what you intend to do• Measure what has been
done• Compare achievements
with the blueprint• Take action to correct
anything that is not as it should be
PROBLEM SOLVING
A positive, innovative thinker
Is an important skill for people
who are working on
events
Stages:1. Obtain the facts2. Specify the objectives3. Identify the problem4. Formulate alternative
solutions
5. Select the best solution
6. Put the selected solution into practice
7. Continue making observations to make sure that the chosen solution works
8. Select a new solution or adjust any corrective action
Other Management ConceptsDecision making
involves the assessment and implementation of possible strategies
Team BuildingIs the ability of an
organized group of people to work together
DelegationGiving people
something to do which they are capable of achieving
Authority, Responsibility and Power
Leadership • Is an interpersonal
influence exercised in situations and directed through the communication process towards the attainment of a specific goal or goals
ApproachableDecisiveHardworkingFlexibleKnowledgeable InnovativeFirm but fairDiplomaticUnderstanding Resourceful
Staff Appraisal and TrainingIs an assessment of
the performance strengths and weaknesses of the personnel in order to improve their work and provide constructive guidance
Crisis ManagementAbility to handle
crisis
1. Analyze the situation in a cool manner
2. Re-examine the objectives3. Examine the possibilities4. Consider the
consequences of several solutions
5. Select the best alternative6. Implement the appropriate
action7. Continue monitoring to
avoid repetition