Assignment on

Principles of Administration

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 Table of Contents

TASK-1...........................................................................................................................................3

TASK-2...........................................................................................................................................9

TASK-3.........................................................................................................................................11

TASK-4.........................................................................................................................................15

TASK-5.........................................................................................................................................19

TASK-6.........................................................................................................................................22

References:...................................................................................................................................26

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 TASK-1

AC1.1: Explain the legal requirements relating to the management of office

facilities.
In case of managing office facilities, a manager should follow some legal requirements for
ensuring the health, safety, and welfare of the employees as well as to establish the equality
among the employees. The legal requirements are described below:

There is 3 primary legislation for managing office facilities. Such as-

HASAWA DATA PROTECTION

ACT-1998 EQUALITY ACT 2010
1974

Figure: Types of primary legislation

Sources: (Sinek, 2007).

HASAWA-1994:

It describes the health and safety facilities of the employees of an organization. Nowadays this
act is strictly maintained in every firm. Such as- firm provides enough training facility for
ensuring the health service and safety of the employees. They provide a guideline to the staffs so
that they can operate the plant and systems safely and can handle the dangerous substances
(Belloc, 2012).

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Data Protection Act-1998:

This act describes the preservation, processing and transferring information which is stored or
saved in a system of a firm which is related to the employees (Belloc, 2012). This act mainly
focuses on the right of a firm of controlling information about the employees.

Equality Act-2010:

This act is introduced to protect the employees from workplace discrimination. In every firm, the
employees have to face different types of gender, race, disability, age, payment, religion
discriminations. Because of this Act, every firm tries to treat all the employees equally.

Besides that, there are many risks which are associated with a firm. So every firm should assess
those risk properly. Sometimes because of regulation changes firms have to face different types
of problems so they need to take prior steps to handle that situation.

AC1.2: Describe the typical services provided by an office facility.

An office should give more importance to its employees because they play the main role in
achieving the goal. There are some typical facilities which are provided by the office. Such as-

Management support of the employees:

Every firm should provide all types of facilities and supports to its employees like- IT facility,
locker or cupboard facility, own password system etc.so that they can perform their duties
properly (Shafritz and Hyde, 2009).

Giving direction:

As the firm’s goal is set by the top management so it is necessary to provide direction to the
employees so that they can perform on the basis of the direction and it will easily direct for
gaining the goal. It will be effective for a firm if it fixes up the performance-related goals.

Orientation program:

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Before starting the job, it is necessary for the firm to welcome the new employees in a warmly
way. In that orientation, it is needed to give a brief description of the rules, working process and
culture of the firm so that it will be easy for the employees to cope up with the firm.

Training and development:

To get better output from the employees the firm should arrange training program to increase
their level of skills. This type of training program developed the employee’s quality (Shafritz and
Hyde, 2009).

Networking maintain:

It is very important to maintain a good networking within an organization. It helps to make link
among top management, middle-level management, and lower level employees. On the basis of
their interaction, the firm can easily attain the goal. So every firm wants to ensure it.

Other facilities:
 Maintaining dairies for recording of important events
 Capturing and sending messages to specific persons
 Arranging meetings and seminars
 Effectively dealing with visitors (Peter and Hull, 2011).
 Order for purchasing inventory when it is low
 Encouraging the employees for providing satisfactory customer service
 Ensuring a friendly working environment

AC1.3: Explain how to establish office management procedures.

To achieve the goal easily, it is very important to establish the office management procedures.
Before establishing office management process a firm has to focus on some issues. Such as-

 Employees’ ability and skills to achieve the goal.

 Link up these procedures with the goal of the firm.
 Find out the gap between the performance and the benchmark. And on the basis of that,
they should take proper steps.

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  Communicate with the employees through different electronic devices like- mobile,
computer etc (Peter and Hull, 2011).
 Inform the employees about different important news through email, intranet, websites,
and meetings.
 In case of office management, the authority has to provide skilled and trained workforces
for maintaining the effectiveness and efficiency.
 The authority should provide enough resources like- computer, printer, stationary etc. so
that the employee can use these resources at the time of performing the duty.

AC1.4: Explain how to manage office resources.

Without resources, it can't be possible to achieve the goal. In every firm, there are different types
of resources. Mainly 3 types of resources are available in every firm. Such as:

office equipment

stationary

staffing

Figure: Types of resources

Sources: (Study manual, 2010).

 Office equipment: There are many office equipment’s in a firm. Such as personal
computers, laptop, printers, air conditioner etc. The manager should know exactly what is
needed, what is the actual amount of that and the cost of that equipment. After finding out
this information, they should analyze the available suppliers and find out the best one
who can provide us the equipment at a lower price (English, 2006).

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  Stationary: In an office, different types of stationaries are needed. In case of stationary
management, the authority should assess the needed amount, find out the best supplier,
and choose that supplier who can provide us the products at the least price. It is like a
cyclical process because firms need stationary on a regular basis.
 Staffing: In case of staffing there are different types of duties which have to perform by
the management. Such as-selection & recruitment, training &development, HRM
planning, compensation plan, write down the job descriptions, find out the needs of the
workforces comparing deadlines, maintaining proper leave and sickness policy etc
(English, 2006).

AC1.5: Explain techniques to monitor and manage workflows.

For monitoring and managing works different firm follows different types of techniques. So
these techniques differ from firm to firm according to their size of the subject. They are
described below:

 Firm-wide techniques: These techniques involve in making strategic plans, make a plan
of staffing and plan of equipment needs, monitoring the resources, prepare a budget and
make a schedule of performing duties to meet the objectives.
 Team or department techniques: These techniques involve in making different
departmental plans. As there are many teams in a firm so setting up different team
objectives which are specific, achievable, and realistic. They should fix up the time limit
also so that employees can conduct their duties within that time (Song, 2009).

 Individual techniques: On the basis of skills and knowledge these techniques are
applied to any individuals. They can set up a SMART individual action plan.

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AC1.6: Explain typical support and welfare facilities for office workers.
Every firm provides different types of financial and non- financial facilities for the workers.
According to the variation of different departments, the facilities are different. There are 3
dimensions of the facilities. Such as-

 HRM department: Mainly the HRM department of a firm provides most of the facilities
to the employees. Like- offering good vacancies, making better job descriptions, ensuring
a healthy work environment, maintaining a good employer-employee relationship so that
the employees can feel friendly, offering different training facilities and finally treating
the employees equally (Song, 2009).

 Operations: Operation is the main thing of a firm so any firms should give more focus
on it. The operations facilities are: ensuring a good workplace so that employees can
work effectively and efficiently to increase productivity. The firm can provide the car
parking facilities (Azaranga, Gonzalez and Reavill, 2014).

 Welfare: Nowadays employees are concerned about their welfare. So the firms should
provide different welfare facilities to its employees. Like- ensuring healthy, safe and
secure workplace environment which should be clean and hygienic, try to assess the risks
on a continuous basis. In case of any emergencies firm should provide first aid supplies,
resident or part-time medical supports.

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 TASK-2

AC2.1: Explain the legal obligations of the employer for health and safety in
the workplace.
Every firm is legally bound to ensure the health and safety facilities for the employees. Because
the government of any states has introduced different laws for ensuring the safety facilities of the
employees. Such as- The Health and Safety Act-1974.

I. The work environment should be friendly and sound so that it can motivate the
employees to do work properly (Azaranga, Gonzalez, and Reavill, 2014).
II. Health and safety-related rules and regulations should be properly implemented mainly in
the production sector.
III. Technical experts' people should recruit so that it will easy for them to perform the task
easily as well as they can help others with the uses of plant and machinery.
IV. Providing different types training facilities to the employees to make them aware of
different types of accidents.
V. Maintaining fair compensation and benefits programs for those employees who are
affected in any accidents within the firm at the time of work.
VI. The firm should provide different safety clothes, spectacles so that the employees can
protect themselves.

AC2.2: Explain an individual’s responsibilities for health and safety in the

workplace.
Every firm should implement the health and safety of the employees as well as the employees
also have some responsibilities for these issues. If the employees don’t follow it then it won’t be
effective to implement the safety and health issues (Roy, 2009). The responsibilities are given
below:

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Following the rules: The authority implements different types of policies and the employees are
bound to follow these rules. If anyone doesn’t follow then the authority can take proper steps.
Safe working practices: Employers should give the proper guidance to the employees so that
employees have the accurate knowledge of using technical issues and they can be able to avoid
any unexpected outcome. Employees should perform duties on the basis of their capacity
(Belloc, 2007)

Co-operating with employers: Employees should follow and show some respect to the policies
of the firm. They have to follow the firm's plan and should do work for the development of the
firm. They should not violate the rules.

Other responsibilities: For measuring the performance of the employees’ continuous survey
should be conducted by the firm. Proper steps should be taken to improve their performance as
well as providing training facilities to develop them so that they can care to deal with the policy
changes (Duckham, 2013).

AC2.3: Describe accident and emergency procedures.

There may occur different types of accident in an organization. An accident is an uncertain
incident. But sometimes it occurs because of the carelessness of the authority, unsafe work
environment, and the unskilled employees. There are different risky areas where an accident may
occur like chemical use, complex machinery use. Because of these reasons, the employees may
face disabilities, injuries, life-long damage or death (Duckham, 2013).

For this reason, a firm should introduce some procedures to handle these kinds of situations.
Such as- appoint permanent experienced doctors team, make the availability of the well-
equipped rescue team so that they can handle any unexpected situations. The injured persons
should take to the hospital because of better treatment. In the firm, the authority can introduce
alarm system so that when an employee faces any problem he can use the alarm to inform it to
the others (Fried, 2009).

To eradicate these problems the authority can train up the employees, keep fire safety protection
measures, sufficient emergencies exit routes, appointing staffs to control these types of
situations.

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 TASK-3
AC 3.1: Explain the Purpose of Meeting Minutes.
In every firm there are different types of meetings are occurring. All the employees, management
personnel, and the members of the board of directors attend the meeting. In these meetings,
different types of the strategic plan or daily issues of the firm are discussed and try to find out the
problems and its solutions by discussing with all the members. Decisions are also made in these
meetings (Fried, 2009).

For these reasons, management maintains minutes of every meeting so that they can use these as
documents. The purpose of meeting minutes are described below:

 It keeps the records of all decisions which are taken in the meeting.
 It records all the steps which should be implemented near future and mentioned about
that person who will be responsible for the works.
 It can be used as a document of strategic and operational planning.
 Sometimes it is used as a control document at the time of implementing any decisions.

AC 3.2: Explain the Legal Implications of Meeting Minutes.

Meeting minutes plays a significant role in an organization. A firm can use it for different
purposes. In any large firm, meeting minutes are considered as an important document and it has
legal implications. It can play a vital role at the time of litigation with any external party. It
indicates various issues like decision making, current, and future revenues, expenses,
implementation of different new techniques etc (McKinley, 2014).

Minutes is like a control document which is used in case of an internal audit and it can also be
used at the time of financial audits. This document helps the board members to protect
themselves at the time of conflict (information act, 2000).

All these documents are preserved by the firm for a period of time for using in any legal
situations.

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AC 3.3: Explaining the Importance of Accuracy in Minute Taking.
It is very important of taking accurate minutes of a firm. The no taker is usually delegated by the
person who leads the meeting. It allows the leader to concentrate on the meeting. As this
documents record all the decisions and action of different items so it helps to discuss clearly and
concisely.

It is a planning tool and it can be used as references of the firms in any new projects. Besides, it
is used as a legal evidence and it can be used at the time of solving any organizational conflicts
and it also helps to deal with the external parties (McKinley, 1952).

Because of this reason, it is important to become accurate. After preparing it, the firm should
carefully checked it and give focus on whether it is properly signed or not by the top
management of the organization.

The participant's name and time must be recorded there and the courses of action so that the firm
can charge on that persons because of any bad incidents. It also helps to reduce the
misunderstanding with the others.

AC 3.4: Describing What Should and Should Not be Included in Different

Types of Meeting Minutes.
Meeting minutes are used as a legal document of a firm. So all the information should be clearly
defined in it. Such as-title of the meeting, date which means when it has occurred, time, duration
of holding the meeting, numbers of present members, name of the members who have attended
the meeting, occupational details of the members, different types of issues which are discussed in
the meeting, what type of decisions have taken by the members, schedule of the upcoming
meeting, course of actions which are fixed up at the meeting, there must be a sign of the chief at
the bottom of minutes (Drucker, and Smith, 2008).

As it is considered and used as a legal document so the firm should prepare it carefully and they
should be careful so that unnecessary things are not included here. Like: informal conversation,
faulty information, temporary decisions etc.

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There are basically 3 types of meeting minutes. They are followings-

resolution narrative
action
minutes

:
Figure: Types of meeting minutes

Sources: (Calif, 2006).

On the basis of the need of the firm and its nature, the types of minutes may be different.
Normally, firms prepare two types of minutes. Such as formal and informal.

In case of formal meeting minutes, all the things are fixed up before. Like - date, time, objective,
participants numbers.

But in case of informal meetings all the things are not fixed up before like a number of
participants, proxy voters etc (Drucker, and Smith, 2008).

In all types of official meeting minutes, the following things should be included:

 The place of the meeting where it is held.

 The legal process should be strictly followed in case of preparing it.
 Must be incorporate the firm’s objectives and goals.
 In a meeting, every member gives some opinion so it is necessary to record their actions
and suggestions.
 The note taker should incorporate the key view of the firm and the meeting.

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AC 3.5: Describe How to Take Notes during Meetings.
To prepare the meeting notes is the key responsibility of the note takers. Because if we perceive
notes then the things may be different and we interpret them in a different way. The note takers
do this duty and try to avoid any types of conflict in case of taking or implementing any plan or
decisions (Stilwell, 2009).

There are some important things that should be considered at the time of taking notes:

 All information should be in written form and recorded in papers or any automated
system as it will use in future as legal documents.
 The experienced and knowledgeable writer can use any shortcut process to record all the
information precisely because it takes a short period of time.

As there are many technologies around us so the firm can use audio recording speeches or voice
recognition system for preparing meeting minutes.

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 TASK-4
AC 4.1: Explain the Features and Purpose of Different Types of Formal and
Informal Meetings.
Different types of meetings are held in the organizations. Some are formal and some are
informal. They are described below:

Formal meetings: The annual general meeting, normal general board meeting or statutory
meeting of a corporation are considered as formal meetings. Because in these meetings so many
formalities are maintained here. These types of meetings are held to deal with strategic concerns,
administrative issues and operations issues of a firm, and for taking any financial decisions of the
firm etc. These meetings are held annually and every member of the top management are must
be joined there (Wildapricot.com, 2017).

Informal meetings: It is a meeting which is held with the 3 rd parties, different departmental
meetings are also known as an informal meeting, group discussion to implement any plan,
meeting with any external client etc. These meetings are conducting on a regular basis to deal
with operational issues and solving the day to day problems of the firms.

These types of meetings do not have any prior timing. The mid-level of employees mainly
arrange this type of informal meeting.

To manage the firms properly every firm has different departments and their contributions are
very necessary to achieve the goal. So the firm should establish goals on the basis of the
department and they should make up the plan how to contribute to the strategic goals.

The annual general meeting is held annually, it is held for making any decisions regarding
operations and strategies. On the basis of that plan, the employees perform their duty for the next
year. It is presided by the chairman of a firm (Wildapricot.com, 2017).

Board meetings are held not annually, it is held at the end of any project implementation and
where the performance of the employees are assessed.

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AC 4.2: Explaining the Role and Responsibilities of the Chair.
The chair plays a vital role in conducting a meeting. A chair is a person who leads the meeting
and controls it. The role and responsibilities of a chair are given below:

 The chairperson is the main focus of a meeting because he has the right to developing
goals, the objectivity of the firms and formulates the plans and finally try to implement
them.
 The chairperson controls the meeting and discusses the purposes of the meeting and
relevant topics of discussion (Moe, 2004).
 Chairman can provide his own opinions on the discussed topic. Apart from that, he can
interpret the matters which is difficult as well as he can break down complex issues.
 As he is in the leading position so he has the right to guide the employees to perform their
duty in a right way (Moe, 2004).
 On the basis of the Chairpersons review, the people are bound to take corrective actions.
 He has the only right to manage the whole team effectively.

AC 4.3: Explaining the Role of Others in a Meeting.

The meeting is held to consult with different parties and to inform all the pros and cons of the
firms among the presented audiences so that they have the clear idea about the firm. All the
parties join the discussion on a specific matter, they provide comment on the issue and give
suggestions if necessary (Spilsberg, 2007).

In the meeting, different top management persons are presented and they give opinions to solve
any matter. There are some duties and responsibilities of the participants who attend the meeting.
Their duties are divided into three segments:

 Before meeting
 During meeting
 After meeting

Sometimes in meetings, to fix up any new decision or plan, the participants have to give a vote.
At that time they should throw a vote unbiasedly. They should maintain the confidentiality of

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any secret matters of the firms. They should respect towards the rules of the meeting. Finally, the
participants can take part in discussions and avoid conflicts.

AC 4.4: Explaining Techniques to Facilitate a Meeting.

There are 3 techniques to facilitate a meeting which are given below:

 Before meeting
 During meeting
 After meeting

Before meeting: For making the meeting effective sometimes the management communicate
with different parties and top management about the goals and objectives of the meeting before it
is held. But the venue, date, and participants are fixed up before. All the participants who are
invited must be informed to gather knowledge about the goals of the firm which is discussed
with them before. So that they can share their ideas and views on that topic or issues (Peters,
2005).

During the meeting: It is a common technique of a meeting. In this meeting, the main task is to
relate the discussed topic with the strategic goals. The coordinator should describe the topic and
other related issues, the problems of it and inspires the participants to give their opinion on the
topic. The unnecessary discussion should be avoided. In this meeting, the whole agenda will be
matched to the benchmark or planning to make the meeting successful (Peters, 2005).

After meeting: the main reason for conducting a meeting is to implement the decision in the firm.
But if the decisions are not implemented then everything will go in vain. It is very important to
overlook all the discussed matter in the meeting and turn them into actions.

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AC 4.5: Explaining the Information Requirements of a Meeting Before,
During and After a Meeting.
Before Meeting: For making the meeting effective sometimes the management communicate
with different parties and top management about the goals and objectives of the meeting before it
is held. The information which is needed at this stage are-objectives of the meeting, goals of the
firm, purpose, upcoming plans, crowd, time spans of implementing the plan (Wedderburn, 2000).

During Meeting: During the meeting, the chairperson observes the meeting and try to compare
it with them before developing a plan and if needed they make some corrective actions to ensure
plan.

After meeting: At the end of the meeting, the chairperson will analyze the reactions of the
participants of the meeting, he evaluates the learning and inspires the participants for using the
information which is needed in the course of action.

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 TASK-5
AC 5.1: Explaining the Use of Targets and Budgets to Manage Workloads.
Use of target: Targets are the main thing of a firm. It is considered as a benchmark of the firm to
evaluate the performance of the employees and the growth of the firm's activity. It is like a
roadmap, on the basis of it the employees perform their duties. Besides, it gives guidelines.
Targets should be specific so that employees can easily understand it. All the employees should
use required skills, competencies and resources to meet the target. On the basis of it, the firm can
find out the gaps in the performance of the employees. The firm can provide training and
development opportunity to the employees to reduce those gap for managing the operations
effectively (Wedderburn, 2000).

Use of budgets: Budgets means the economic plan of a firm. It is in a numerical form. It helps a
firm to make a financial plan and manage the whole things properly (Noreen & Brewer, 2003). It
is mainly used to allocate resources efficiently to make about the best uses of the resources.

AC 5.2: Explaining How to Allocate Work to Individual Team Members.

If a firm wants to achieve its goal easily then it is very important for them to allocate the whole
works among team members. Then the pressure of the works will decrease for individuals and
they can perform it in a better way (Drucker & Smith, 1967).

Before allocating work, the firm should focus on the objectives and the goals of the firms. The
work allocation depends on the strategy of the firm as it is based on the capabilities or experience
of the employees. It is necessary for the management to ensure that the work which is allocated
to an employee, who is capable enough of doing it. Besides the management can focus on the
past performance of the employees to analyze who is the capable employees in the firm.

To develop the employee’s skill, the firm should arrange different training programs. The
management should give proper direction to the employees in case of critical jobs. And the firm
should offer all the necessary resources to the employees.

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AC 5.3: Explaining Different Quality Management Techniques to Manage the
Performance of an Administrative Team.
There are 3 techniques of quality management. They are following:

 Quality control
 Quality assurance
 Quality improvement

Quality control: It is important to control the quality of the product and services as well as the
performance of the employees. There are different types of tools to check the quality of the
operation and the performance of the employees. The tools are-The cause and effect tool which
can be used for accounting a team for their performance, check sheet, control chart, histogram
are also used (Sampson et al., 2014).

Quality assurance: By comparing the actual quality level with the benchmark to find out the
shortcomings of between the two. Ana then takes corrective actions to assure the quality of
operation according to the benchmark.

Quality improvement: The quality control and quality assurance are implemented for
improving the overall quality of the goods and services of the firm. Total quality management is
engaged to ensure the quality in every aspect of work as per the standard (Sampson et al., 2014).

AC 5.4: Explaining the Techniques Used to Identify the Need for

Improvements in Team Outputs and Standards.
For improving the quality of the operation, it is necessary for the management to measure the
performance of the employees first and after that compare it with the standard to find out the
gaps. On the basis of the gaps, the management can take corrective actions.

The techniques which are used to identify the need for improvements are given below:

Observation method: In this method, the management observes the performance of the
employees, try to find out their satisfaction, how to motivate them and make an engagement with

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the firm. This method is important for identifying the areas of improvement (Colelearning.net,
2017).

Analysis of strength and weaknesses: Every firm analyzes the strength and weaknesses of the
firm to indicate the potential scope of the firm and its profitability as well as finding out the area
of improvement.

Analysis of error: It is necessary to find out the error of the employees. By analyzing error, the
firm can find out the employee absenteeism and workplace withdrawal behaviors. These things
might indicate the areas on which the firm can give more focus (Colelearning.net, 2017).

Analysis of the effectiveness of leadership: The success of a firm depends on the effective
leadership strategy. Because an effective leader can lead his employees in a strategic way. So it
can be said that the more effective the leadership, the more effective will be the performance of
the employees.

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 TASK-6
AC 6.1: Explaining the Characteristics, Requirements, and Purposes of
Different Types of Events.
Different types of events are held in an organization. Like- seminar, conferences, promotional
events, trade shows and cultural events etc. all the events are different from others. An event is
arranged on the basis of the needs and the culture of the organization. These events are discussed
below:

Seminars: Seminars are kind of academic instructions which are conducted under the
supervision of any educational institution or professional body. It enlightens a group of people
on some key topics and through sharing learnings and knowledge of the professionals who
supervise the seminar (Sampson et al., 2014).

Conference: It is bigger that seminar. It is like a get together of many professionals who share
their ideas, interest, views, different crucial issues and concerns regarding any important matter.

Promotional events: It is common events in every firm. It is organized by the firm for
introducing and promoting their new products and services among the customers. Sit is a
promotional activity so the firms offer different types of facilities to the customers. Like-after
sale services, discounts, concessions etc (Sampson et al., 2014).

Trade shows: This event is arranged by any specific industry. In this event, every entity in the
industry are presented and they show their offerings by exhibiting their products or services
features and benefits.

Apart from these many organization arranges different cultural events for the employees, social
awareness events to make the general public aware of any important issues.

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AC 6.2: Explaining the Types of Information and Information Sources
Needed to Organize an Event.
For organizing any event it is necessary for a firm to collect information on various aspects to
make the events effective.

Types of information: For organizing any events, the firms need to collect different data
depending on the nature of the event as well as the workflow of the event. The firm can also
collect different financial data for making a financial plan. These types of financial information
sometimes motivate the general people to join the events (Some Formal and Informal Moments
at the 2004 Annual Meeting, 2015).

Information sources: There are 2 sources of information. Such as- primary sources, secondary
sources. In case of collecting primary data, the survey should be conducted, like: if the firm
wants to know about the level of skills of the production sectors employees of other firms then
they should conduct a survey otherwise they can’t get the information (Some Formal and
Informal Moments at the 2004 Annual Meeting, 2015).

On the other hand, if the firm collects data from statistics bureau or any online databases which
are known as secondary sources. In case of planning, cost analysis, preparing a budget, resources
allocation the firm needs various types of data from different sources.

AC 6.3: Explaining How to Plan an Event.

To make an event effective, a firm should give more importance on the planning stage of the
event. This stage begins with determining the purposes of the events which is achieved by the
firm. The steps of planning are given below:

 The goals of the event should be specific, measurable, attainable, relevant and timely
(SMART).
 A cross-functional team should make because all the members can give different ideas as
they are from different departments of the firm (SUPERVISORS, 2016).
 A specific date should fix up for the event so that it will be easy to communicate about
the event among the people.
 The firm should make a master plan including all the activities, goals of the firms, its
resources, and capabilities.
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  Duties should be segregated among the people so that they can properly perform their
duty.
 Finally, the potentiality and profitability of the firm should mention clearly so that the
sponsors want to develop relations with the firm.

AC 6.4: Explaining how to identify the right resources from an event planner.
Event management team and event sponsor are the most important resources of an event. The
duty of the management team is to assemble all the resources which are available and the duty of
the sponsor is to advertise the information of the event to the people.

Staff and Volunteers:

Without the staffs and volunteers, an event can't happen. They are the important part of an
event.at first, the firm should assess how many staffs and volunteers are needed to arrange the
event. They will collect the volunteers from inside or outside of the firm, these decisions have to
be made by the firms after that they can be able to arrange an event (SUPERVISORS, 2016).

Budgets & Finances:

Without financing, it is impossible to conduct an event. Before financing the firm should make a
budget and on the basis of that, they have to calculate how many funds they will need to arrange
that event. As the lion’s share of the budget has donated by event sponsors and some portion of
the budget has to bear by the management. So for getting fund from the sponsor, the firm should
make a planned budget so that the sponsor will convince and give them fund for arranging the
events (Kahler and Vourlidas, 2014).

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AC 6.5: Describing the Likely Types of Information Needed by Delegates
Before, During and After an Event.
The management personnel who are engaging in arranging the events should provide different
types of information to the delegates before the events. So that the delegates should have a clear
idea about the purpose of the events. And it will help them to talk about in the events about
different issues as they have informed it previously (Kahler and Vourlidas, 2014).

The group coordinator is very important because it helps to find out who will be the responsible
for the overall arrangement of the event. They arrange all the matters including food and water,
seat availability and protocols for the guest. Besides, it is very important to control the un-
authorizing access of people. The event management team can set up a help desk to answer all
the questions of the participants related to the event. Finally, they can conduct a survey to know
about the effectiveness and the shortcoming of the event.

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References:
1. Azaranga, M., Gonzalez, G., and Reavill, L. (2014). An empirical investigation of the
relationship between quality improvement techniques and performance—A Mexican
case. Journal of Quality Management, 3(2), pp.265-292.
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3. Colelearning.net. (2017). Types of meeting reports and minutes. [online] Available at:
http://www.colelearning.net/ilo/English/Module_2a/050_written_records.htm [Accessed
21 Dec. 2017].
4. Duckham, A. (2013). Agriculture: Foundation principles and development. Agricultural
Administration, 20(1), pp.59-60.
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Oaks, Calif.: Sage Publications.
6. Fried, G. (2009). Fitness Facility Safety: How Safe Are Fitness Facilities for
Workers?. Journal of Legal Aspects of Sport, 19(1), pp.35-66.
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Model. adfl, pp.99-103.
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Access to Formal and Informal Learning. Cham: Springer International Publishing.
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Researcher, 33(6), pp.37-38.
14. Song, Y. (2009). High-Density Data Storage. Singapore: World Scientific.
15. SUPERVISORS, S. (2016). MEETING MINUTES. [S.l.]: FORGOTTEN BOOKS.
16. Wedderburn, D. (2000). The Management of Mergers — Lessons and
Principles. Educational Management & Administration, 15(2), pp.109-116.

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17. Wildapricot.com. (2017). How To Plan An Event | Event Planning Guide | Wild Apricot
Membership Knowledge Hub. [online] Available at:
https://www.wildapricot.com/articles/how-to-plan-an-event [Accessed 21 Dec. 2017].

18. Google.com. (2017). types of meeting minutes - Google Search. [online] Available at:
https://www.google.com/search?
q=types+of+meeting+minutes&source=lnms&tbm=isch&sa=X&ved=0ahUKEwifiJa7tZv
YAhXB6Y8KHcr2DrUQ_AUICigB&biw=1366&bih=637#imgrc=NosqvrEr4txOwM:
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19. Kahler, S. and Vourlidas, A. (2014). SOLAR ENERGETIC PARTICLE EVENTS IN
DIFFERENT TYPES OF SOLAR WIND. The Astrophysical Journal, 791(1), p.4.
20. Some Formal and Informal Moments at the 2015 Annual Meeting. (2015). Educational
Researcher, 33(6), pp.37-38.
21. SUPERVISORS, S. (2016). MEETING MINUTES. [S.l.]: FORGOTTEN BOOKS.

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