Principles of Administration

TASK 1 UNDERSTANDING HOW TO MANAGE AN OFFICE

FACILITY

1.1 EXPLAINING THE LEGAL REQUIREMENT RELATING TO MANAGEMENT

OF OFFICE FACILITIES

The employer has to develop the workplace environment that must not be dangerous or
concerning for the employee. To manage the office facilities for the betterment of employee, an
organization may design it according to the Health and Safety act 1974. To ensure the legal
perspectives equality act 2010, employment rights act 1996 and data protection act might be
followed in the best regards. The employment rights acts refer not to obtain discriminatory
practices at the workplace to ensure having equal opportunity foe entire workforces.
Discriminatory practice at the workplaces might take places in the form of the age, gender,
disabilities, religion, culture, nationality, colour, race and so forth leads the firm to teat employee
on these perspectives. Similarly, the employer has to offer a fair compensation and facilities for
the employee for employee’s contribution and loses in achieving organizational goals and
objectives.

According to the Health and Safety act 1974 management has to ensure health, safety &
welfare at the workplace. It also ensures safety in the operation & maintenance in an
organisation.

According to the equality act 2010, management has to ensure non-discriminatory working
environment at the workplace. The act is implemented to provide equal benefit to every staff.For
example: Providing equality benefit & working environment.

Employment rights act 1996 deals with ensuring safety of the employees at the workplace by
eradicating the negative forces. This act empowers the workers to obtain their legal rights.

Data protection act 1998 is implement for protecting the personal & group information stored in
the computer. Under this act individuals holds the legal power for processing his/her own data.
For Example: Maintaining a personal address book.
Maintaining the workplace safety is the main responsibility of health & safety officer. They are
responsible for implementing any health & safety related regulations. For implementing any
rules or regulation they follow the guidelines provided by the top management. One of the most
important task performed by the health & safety officer is reducing the accident rate & providing
necessary treatment to the injured staff.

1.2 DESCRIBING THE TYPICAL SERVICES PROVIDED BY AN OFFICE

FACILITY

The business organization not only serves customer to make profit while it also server its
workforce to motivate and inspire them effectively. An office facility serve employee that
enhance their productivities through easing difficulties while performing.

Supporting the Management:The office equipment and tools serve the employee as an
assistance or supporting elements in meeting performance standard. The personal computer,
scanner, bar code reader and registry software serves the inventory manger in managing the
stocks effectively.

Maintaining Communication: The communication facilities helps employee communicate with

others in sharing individual concern, information and interest requires reporting on the progress
of workplace operation regardless of distance. For ensuring the efficient performance, it
maintains a good communication network from the top to bottom of the organisation where
sending & receiving messages occurs concurrently.

Training facility: The facilities of training and development towards employee serve their
interest in skill and competence development that might be effective in achieving career goals
and objectives as well.

Maintaining Diaries:For maintain the records of different types of activities a business has to
maintain diaries where each task with responsible person is clearly mentioned.

Providing Direction: Moreover to give direction to the staff, to solve any critical problems &to
formulate any plan it arranges meeting at different times.
1.3 EXPLAINING HOW TO ESTABLISH OFFICE MANAGEMENT PROCEDURE

Office management procedures are designed to secure the achievement of organizational goals
and objectives effectively. To establish the office management procedure, firm has to consider
the requirements of office management procedure and availability of it in the workplace of it.
Firstly, to implement the management procedure the workforce should be secured within
required skill and competence for it. Then the purpose of the management procedure might be
determined to align it with organizational goals and objectives. After that the firm has to analyse
the gap between organizational capabilities and desired values from the performance standard of
management procedure. After assessing the gap, business organization has to reduce the gap
through enhancing employee productivity, employ required expert or professional, invest
required resource and effort in the best regards.

An efficient internal & external communication can help organisation to get the staff with
desired skills & competencies. After determine sources according to the demand organisation
can hire, recruit & monitor the performance of the employees. This process if called staffing.
Necessary resources should be provides for ensure the efficient practice of the activities for
which they are recruited.

1.4 EXPLAINING HOW TO MANAGE OFFICE RESOURCE

An office resource might be attributed by human resource, material and technological, financial
and brand image as well as credibility.

Managing Human resources:To manage the human resource, outstanding business

organization adopts strategic human resource management approach includes recruitment and
selection policies, HR planning, motivational and leadership approach, financial and non-
financial compensation programme and so forth.

Managing Technological Resources:The technological resources are managed by hiring

technical expert to make the best outcome from it. To increase the organizational compatibility
and cope with the marketplace changing situation the firm adopt latest technological perspectives
as well.
Managing the financial resource:The financial resources are managed by investing it in
productive sector that generate meaningful return on investment. To do this, most of the firm
forecast the future income and marketplace situation to avoid the future challenges effectively.

1.5 EXPLAINING TECHNIQUES TO MONITOR AND MANAGE WORK FLOWS

To monitor the employee performance, an organization might obtain various techniques like
observation, talking with employee, monitor while performing, overseeing at the outcome,
comparing the gap between performance standard and actual performance, conducting surveys
on employee and collecting performance feedback of surrounding people. Observing employee
disciplinary practice, absenteeism and regulatory practices can be better approach to manage
work flows. Face to face conversation with the employee to develop clear idea about their
problem or difficulties in performing might be strategic approach to do it as well. Measuring the
gap between performance standard and actual performance might be rational and goals oriented
approach that enables manager to obtain corrective actions required meeting the performance
standard and managing the work flows effectively.

For ensuring better & comprehensive monitoring system, an organisation can divide the whole
monitoring system into three types they are

 Business wide techniques

 Department wise technique
 Individual technique.

Business wide techniques:Under business wide technique, overall activities of an organisation

are monitored by a single authority. This technique is used to monitor & evaluate the activities
through strategic planning and to monitor & manage the financial, human & technological
resources.

Department wise techniques:Under department wise techniques each department develop their
own monitoring system for ensuring better performance. It is also equally important for an
organisation to manage work flow according to the strategies.
Individual monitoring system:Individual monitoring system is conducted by the leader of a
group who examine & evaluate the performance level of each staff.

1.6 EXPLAINING TYPICAL SUPPORT AND WELFARE FACILITIES FOR

OFFICE WORKERS

The firm has to support the employee to keep them satisfied and motivated to organizational
managerial and leadership approach. Usually, firm provide financial and non financial support or
welfare program for the office workers.

The three basic welfare facilities should be provided to the office worker. The three basic welfare
facilities are:

 Human resource Department

 Welfare
 Operation & facilities

Human Resource Department: Among lots of resources human resource is very important for
any business organisation. The responsibility of managing the human resources is rest on HR
department. To manage the human resources it fix some rules & norms as well as for protecting
the rights of workforces at the work place it provides varieties of benefits to the workforces like
providing sufficient lighting & ventilation facilities etc. so that worker can work in healthy
environment.

Welfare:For ensuring the health safety it provides canteen facilities for the employees where
healthy foods are offered for the staff with a justifiable price. Besides it’s also provides pure
drinking water without cost for the employees. For reducing transportation hasslesit provides
transportation facility to employees.

Operation & facilities:To assist the employees in doing their jobs efficiently it provides
different types of service to the employees like IT support, heating, lighting, access etc. All these
services are badly needed to those task which are critical in nature. Besides it also provides
cleaning, security & parking facilities for the convenience of the employees.
 TASK 2 UNDERSTANDING HEALTH AND SAFETY IN BUSINESS
ENVIRONMENT

2.1 EXPLAINING THE LEGAL OBLIGATIONS OF THE EMPLOYER FOR

HEALTH AND SAFETY IN WORKPLACE

According to the health and safety act 1974, the workplace must be not being developed with
such elements that can be injurious to the health. Though it cannot be comply effectively by the
manufacturing firms strong or proper protection must be taken for securing health and safety
issues of the employee. Most prominently, the people who can run the technological plant to
produce required product and service should be recruited. Others the people must be trained well
to reduce the injuries or accident at the workplace. There are many technological device or
machineries are innovated in the marketplace to accomplish risky and dangerous job. The robot
and robotic program can be adopted in the workplace to ensure the health and safety
environment. In case of injury at the workplace, employer has to provide fair compensation and
beneficiary program while most of the organization hands over this liability to the third party by
purchasing insurance as well.

Before recruiting any staff to performing any duty, he should be provided with necessary training
facility for avoiding the unexpected situations. It is highly necessary for those jobs which require
technical skills. Besides employees should be provided with safety costumes.

2.2 EXPLAINING AN INDIVIDUAL’S RESPONSIBILITIES FOR HEALTH AND

SAFETY IN THE WORKPLACES

The employee also has some responsibilities for the health and safety issues to keep them
secured and safe from the injury or other destructive perspectives. The responsibilities are

Safe working practice: The primary duties and responsibilities of the employee are to abide by
the policies and restriction designed by the employer in the best regards. If any complexities and
confusion arise regarding this perspective, it must be communicate to the authorised bodies.
Additionally the employee must not to take challenging initiatives without having clear
knowledge to operate the machine or something like that can be concerning for the safety issues.
Though employee are interested and firm offer the opportunity to utilise individual skill and
competence level, it must be limited to the capacity to perform. Otherwise it can be crucial for
the employee by causing disabilities, death and injuries and so forth.

Co-operate with employer: Employees should be concerned & show respect to the rules &
regulation of an organisation. They should not do anything that causes the violation of law. They
should take necessary health& safety attempts in performing their jobs & participate training
program to boost their knowledge.

Additional responsibilities: Health & safety officer should conduct research time to time to
measure the vulnerability of an organisation. According to their research employees should be
trained for escaping the unexpected situations.

2.3 DESCRIBING ACCIDENT AND EMERGENCY PROCEDURES

The accident can be occurred at the workplace for making unskilled effort and unconscious
endeavour while performing at risky zone associated with the electronics and chemical elements.
It can be cause of permanent damage, disabilities, injuries and even death while organization
should implant an emergency procedure to hospitalise the injured people immediately. In the
emergency case the firm may employ a physicians to serve the primary medication and within
having a well equipped rescue team to save the people from unexpected injuries. At the
emergency case, the firm might establish an alarming system and whistle blowing to save other
from infection or injuries at workplace as well. The employee should be trained to behave
effectively in emergency case rather than shouting or exaggerating the situation by stimulating
the issues to others.
 TASK 3 UNDERSTANDING HOW TO TAKE MINUTES OF
MEETING

3.1 EXPLAINING THE PURPOSE OF MEETING MINUTES

An organisation conduct different types of meeting at different types. The purposes of the
meeting are different. The purpose of the meeting are described below:

 The purpose of meeting minutes is to record the summaries of all actions and decision
that are taken at the meeting.
 It summarizes all the actions that would be taken by the organization and who will be
responsible for performing these actions.
 At the meeting, courses of action are determined and written down in meeting minutes
from where the organization can get information to make those actions done.
 The purpose of meeting minutes is to serve information regarding confirmed actions for
decision. The summary of meeting minutes should be checked by the chief if any
accuracy is needed.
 The meeting minutes provide necessary supports while taking decisions for the
implementation of the project and the development of the organization.

3.2 EXPLAINING THE LEGAL IMPLICATIONS OF MEETING MINUTES

The meeting minutes can be used as a legal evidence when the organization will face any
confrontation with legal authorities or third parties. It is used to defend any type of lawsuits in
the court, show organization's expenditure budget to Internal Revenue Service and claim for
copy write issue. At the meeting, members can discuss financial projections of the organization.
That is why it can be used for financial audit. According to Information act 2000, the meeting
minutes support the board members to defend themselves if any conflict arises in the
organization. The organization should store all the meeting minute data for future reference
which serve as an evidence to resolve any conflict within the organization.

Besides in the meeting employees form all the level of management gather to formulate
decisions on critical factors to protect the existence of the organisations. Participants provide
necessary suggestions for solving any threat. By taking unanimous consideration one or more
suggestion is considered for final implementation. In the meeting every participant is free &
encouraged to give necessary suggestion.

For Example: When someone prepare meeting minutes for his/her organisation he/she has to
consider three factors.He/she use the heading that indicates the topic of the meeting. He/she
should state the time & participant. He/she should write quorum of the meeting.

3.3 EXPLAINING THE IMPORTANCE OF ACCURACY IN MINUTE TAKING

As meeting minutes is considered as a legal evidence for lawsuits as well as to resolve issues
with third parties, it is important that the meeting minutes should be accurate. The legal
implications of the meeting minutes are high in the organization. That is why it should be
prepared with accuracy. The chief of the organization should check the meeting minutes
carefully to avoid any mistake. Each member of the discussion board can protect himself from
any conflict because of this. The organization uses it for future references and the employees
gather information from this to implement projects effectively.It helps reduce the
misunderstanding among different parties. That is why the meeting minutes should be accurate.

3.4 DESCRIBING WHAT SHOULD AND SHOULD NOT BE INCLUDED IN

DIFFERENT TYPES OF MEETING MINUTES

The meeting minutes must have details about title of the meeting, date, time, duration, numbers
of present members, name of the all present members, occupational details of the members,
issues that are discussed at the meeting, decision taken by the members, schedule of next
meeting, course of actions that are determined at the meeting, signature of the chief at the end of
minutes(Drucker, and Smith, 1967). As it will work as legal evidence, all necessary information
must be included there. Any types of informal conversation among members, irrelevant
information about any topic, misleading information that would distract outcomes, temporary
decisions should not be included in the meeting minutes. There are three types of meeting
minute’s resolution, narrative and action minutes.

In all meeting and official conference keeping minute

 Where individuals have the decision to contribute in such meeting must be taken
moment.
 The place where the meeting happens must be incorporated into minutes
 The uncommon and centre individuals and their assignment with aptitudes and
encounters must be encoded in minute
 Follow the legitimate arrangement of making lawful and legitimized minute
 Being important with the authoritative objectives and goals.
 Trying to line up with authoritative key view and handling the moment for influencing it
association to centre asset in system arranging

Different organisations prepares different types of meeting minutes. The preparation of meeting
minutes depends on the need of an organisation. Generally companies prepares two types of
minutes. One is formal meeting minutes & another is informal meeting minutes. In formal
meeting minutes everting like “date, time, objectives, proxy voters, number of persons” is clearly
stated. In informal meeting minute’s time, date & objective are fixed but other factors like
number of person, proxy voters are not fixed.

3.5 DESCRIBING HOW TO TAKE THE NOTES DURING MEETING

Notes should be taken during the ongoing meeting is necessary to avoid any conflict between
members. Because there is a possibility of conflict about what members are said at the meeting
and what other members are understood about notes. There are some basic principles that one
needs to follow while taking notes.
 All notes should be written down in papers as it works as legal evidence of the
organization and the employees can get information while implementing projects.
 Shorthand techniques are the most effective method that is highly used while taking notes
at the meeting. Taking notes by following shorthand technique helps write down the
entire topic precisely within a short time.
 Besides for taking notes during meeting one can use technology. One can use recorder to
record the speech of the speaker. Besides he can also auto voice detector for writing the
speech of the speaker.
 TASK 4 UNDERSTANDING HOW TO CHAIR, LEAD AND
MANAGE MEETING

4.1 EXPLAINING THE FEATURE AND PURPOSE OF DIFFERENT TYPES OF

FORMAL AND INFORMAL MEETING

Formal Meeting:A formal meeting of the organization includes Annual General meeting,
General Board meeting, General meeting, and Board meeting. Administrative issues, financial
matters, and active concerning information are discussed in the formal meeting. The organization
arranges the formal meeting once or twice a year. Some basic procedures are needed to maintain
to arrange a formal meeting. Only the top management employees are present in the formal
meeting.

AGM: Annual general meeting is also known as AGM. Business organisations make important
decisions on future activities on AGM. AGM is presided over the chairman of a company. Every
public limited company is bound to arrange AGM every year.

Board of directors meeting:The board of directors meeting is held in an organisation based on

the past performance report to decide the strategies of future performances. The meeting of board
of director should be documented in meeting minutes.

Informal Meeting:The informal meeting includes departmental meeting, group discussion, and
team briefing, and meeting with client or third party. The informal meeting takes place
frequently within the organization to discuss regular issues and solve operational problems. The
informal meeting does not involve formal procedures as mid-level employees arrange these
meetings without any fixed schedules.

Department Team Meeting:An organisation is comprised with different types of department to

perform different types of activities. The performance of the department affect the overall
performance of an organisation. To set the strategies& objectives of a department, various types
of meeting are conducted among top personnel of a department.
 4.2 EXPLAINING THE ROLE AND RESPONSIBILITIES OF CHAIR

The chair of a department plays an important role in an organisation. The roles & responsibilities
of a chair are described below:

 The meeting presided over chairperson who is responsible to develop its goals, objectives
and purposes.
 He/she can determine the topic of the discussion in a meeting and it can be stated as the
controller of the meeting might be chairperson.
 Chairperson can make comments on the discussed topic to clarify the inner things might
be complex to the audience or participants.
 Most prominently, chairperson pays the leadership roles to ensure the managing
committees working properly.
 Most of the time, the chairperson reviews the activities of managing committee to
enhance their productivity through creating and managing the team effectively.
 The chairperson leads the meeting to provide support and supervision to the chief officer
and senior team to make sure the meeting is accomplished its objectives in the best
regards.

4.3THE ROLE OF OTHERS AT THE TIME OF A MEETING

When a meeting happens in a relationship there is a chance to have treasurer, secretary and
faculty to present in the meeting. Meeting is truly done to make a discussion on some point
where appraisals are are assembled by the seat. Eventually situate does voting to take any
decision and hear distinctive people showing in the meeting will without a doubt do vote on a
particular part. To make the meting fruitful the participant has some responsibilities. Their
responsibilities can be divided into three category on the basis of time. They are before meeting,
during the meeting & after the meeting.

Everyone necessities to appreciate the voting system. That infers when a decision ought to be
taken all people needs to vote for it whether they are agreed or not that need moreover ought to
be communicated. Moreover, lion's share bill be considered pass. Additionally, the board will
pick it on the whole. Setting off to the meeting is compulsory for each one of the people. Each
part will make them vote right. They need to use it whether they are agreed or not. People
shouldn't meddle with each other when they are talking about any game plan or contemplations.
Cooperation is a verifiable prerequisite for a meeting. During the participants should show
respect to the rules & norms of the meeting. They should take part in group discussion & avoid
any types of conflicts. After the meeting, the participant should help the meeting coordinator to
make unanimous decision by providing necessary information. They also ensure that all the
activities are performed according to the established rules.

4.4 EXPLAINING THE TECHNIQUES TO FACILITATE A MEETING

Before Meeting:To facilitate a meeting it has make sure that the goals and objectives of the
meeting is clearly stated or communicated before the meeting. The time date & venue should
determine previously.By doing this, the outcomes of the meeting can be aligned with its
purposes.Who will participate in the meeting will be fixed earlies. Management should prepare
invitation card & send the cards to the participants.

During the meeting: During the session of time block the management team should be going on
to agree the participants through avoiding endless discussion. The meeting co-ordinator should
fix the discussion topic upon which participants have to give their suggestions.In the meantime,
after each time block, new discussion topic can be recapped though highlighting the alignment in
a meeting.Before moving to the new discussion topic, it has to make sure that the groups are
aligned as well. The rabbit holes of a meeting must be watch out that sidetrack a group that needs
to be changed.

After the meeting:The objective of meeting should be clearly understood by the participants
within the deadline. They should be able to take required steps on the basis of decision which is
fixed on the meeting.
4.5 EXPLAINING THE INFORMATION REQUIREMENT OF MEETING BEFORE,
DURING AND AFTER A MEETING

Before Meeting:Before beginning or initiating a meeting some data on meeting destinations,

objectives, purposes, crowds gathering, member, put, point, span and so on are required. A detail
plan is made so that in time of meeting appropriate successions are kept up. It additionally ensure
that what substance will be examined in the meeting by the take an interest individuals.

During Meeting:During the meeting, manager has to collect information as what is going on in
the meeting against the predefined approach to obtain modification necessary.

After meeting:After the meeting, the information about the satisfaction or comments from the
participants might be collected to define the affectivity of the meeting in its goals achievement.

TASK 5 UNDERSTANDING HOW TO SUPERVISE AN

ADMINISTRATION TEAM

5.1 EXPLAINING THE USE OF TARGETS AND BUDGETS TO MANAGE

WORKLOADS

Use of Target:The use of target leads the firm and individual to overcome problem associated to
manage workloads. It can be stated as the performance standard on the basis of teams
andindividual’s capacity to achieve the target effectively. When the target or performance
standard of an individual and team are communicated, they must works for achieving the target
through utilising their skill and competence. To do this effectively, most of the organization
strives to reduce the gap in actual performance and target value through offering development
opportunity and support to achieve the target.
Use of Budget:Similarly, the budget to impose diversified resource and technology leads to
manage overloads work by allocating appropriate resource to accomplish objectives properly.
Improper allocation of the resource drives the firm and individual to obtain further corrective
action to achieve the performance standard in the best regards.

5.2 EXPLAINING HOW TO ALLOCATE WORKS TO INDIVIDUAL TEAM

MEMBERS

Before allocation of the works the organizational goals and objectives to do so or what it wants
to achieve through allocating job might be determined effectively. Then the purpose of allocating
job and organizational expectation can be communicated. Now it’s time to allocate the works on
the basis of past experience and capabilities to perform it effectively. To make the proper
allocation, manage can review the previous performance history to allocate the appropriate job as
well. After allocating their job, firm has to secure the employee has required skill and
competence others it should be developed to by training and development program. Workers
might be empowered with required decision making authority and access to related database for
further help in workplace operation. To ensure quality of the performance management should
give necessary direction to the employees because sometimes tasks are so critical to execute.
Besides project should provide with necessary fund to get the optimal benefits. All the resource
should be allocated on the basis of plan. To use the full effort of the staff management should
take appropriate steps to motivate the employees.To enhance team co-ordination, management
arrange intra & inter group competition where each employees tries perform better for
influencing the group performance.

5.3 EXPLAINING DIFFERENT QUALITY MANAGEMENT TECHNIQUE TO

MANAGE THE PERFORMANCE OF AN ADMINISTRATIVE TEAM

Quality Control:The cause and effect diagram can be adopted to control the quality of the
performance of an administrative team. Executives identity most of the causes for an effect or
problem and develop optimum solution from diversified categories. Check sheet is another
management technique that is structured and prepared from collecting, analysing data as a
generic tools can be applied for a wide variety of purpose as well. Similarly, the control chart is
another management technique that studies changes over time. It can be applied to measure the
performance of an employee and reinforces or boosted them when needed to achieve the
performance standard. Histogram is most commonly used graph that demonstrate frequency
distribution through reflecting how often different value occurs in a set of data.

Quality Assurance:Measurement of performance level is the most effective tool for measuring
the quality of management technique. By this tool management can measure the actual quality of
the work with standard quality of the work. If any deviation is found management can take
necessary steps for improving the standard to meet the standard.

Quality Improvement: Quality control & quality assurance is conducted for the purpose of
improving the quality. Total quality management helps to improve the quality of all the activities
according to the standard.

5.4 EXPLAINING THE TECHNIQUES TO BE USED TO IDENTIFY THE NEED

FOR IMPROVEMENT IN TEAM OUTPUT AND STANDARD

To identify the need for improvement, manager can review the performance indicator against the
performance standard. The productivity of the employee in achieving organizational goals and
objectives might be measure to determine whether employees are facing problems to perform in
the workplace operations.

The observation method can be effective approach to identify the need for improvement by
which employee satisfaction, dedication and engagement toward the achievement or
performance goals can be examined. The result of assessment might be indicative to determine
the area for development or improvement.

Analysis of the error at the workplace regarding discipline at workplace and absenteeism might
be figured out to identify the need for improvement.

The most effective tool for identifying the need for improvement is the analysis of strength &
weakness. Through this analysis an organisation can easily identify its limitation and can take
necessary steps for advancement. Another technique is analysing the effectiveness of leadership
structure. The efficiency of the activities of an organisation depends on the leadership. The more
the efficient the leadership structure is, the more the performance level will be effective.
 TASK 6 UNDERSTANDING HOW TO ORGANISE EVENTS

6.1 EXPLAINING THE CHARACTERISTICS, REQUIREMENT AND PURPOSE

OF DIFFERENT TYPES OF EVENTS

Events can be of different types like seminar, conferences, promotional events, trade shows and
cultural events as well.

Conference:The conference might be comprises of various expert or professional individuals to

share their individual concerns, view and interest regarding any perspectives.

Promotional Events:In the promotional events the firm offer discount or alluring benefits to the
intended people to stimulate the news about any product and service by hiring popular or public
figure.

Trade Exhibition:In the trade shows diversified product line would be demonstrated to make it
familiar to the target audience with proper reflections of its benefits and features as well.

Cultural Events:The cultural events might be characterised by practice of social norms, values
and belief that can be acting as the reinforcement or refreshment to celebrate the success or
reward better performer.

6.2 EXPLAINING THE TYPES OF INFORMATION AND INFORMATION

SOURCES NEEDED TO ORGANIZE AN EVENT

To organize an event effectively, an organization must obtain different types of informant like
primary and secondary data. Primary data is collected directly from target population by
conducting interview or research. Secondary data is collected by another party that already
published in the marketplace environment.

Information source:The source of primary data can be the target population who carries the
required information. For example: to know the income of London city peoples, the firm may
conduct survey on its people. It can be considered as the primary data and primary source. On
the other hand firm or individual collect this information from government statistics or online
source it would be secondary data collected from secondary sources.

Business organisation requires different types of information for formulating their plan &
determining their strategies like event planning, cost analysis, budget allocation. All of these
strategies are essential for maintaining the competitive advantage.

Information Required: information identified with the thoughts of events ought to be broke
down to organize an occasion and this data ought to be gathered from valid sources. What's
more, the information about the financial plan of the occasion whether is productive or not for
the association. Additionally the information about motivation of the occasions ought to be
required when the occasion is held and how the occasion is overseen.

6.3 EXPLAINING HOW TO PLAN AN EVENT

To plan an event, an individual or firm can develop event goals and objectives. The ways of
planning event are described below:

 The goals and objective establishment must be SMART that stands for Specific,
Measurable, Actionable, Realistic and Timely.
 Then a qualified team should be developed to transform the plan into actions.
 A date should be set which can be most essential perspective to draw the attention of
intended customer.
 After setting date or schedule of the event, it should be branded or promote to spread out
news about it.
 A master plan might be created on the basis goals and objectives of the meeting within
capabilities to achieve it effectively.
 To allocate the roles and responsibilities to the people an administrative process can be
designed.
 The last one and most essential aspect for the event can be identifying the sponsorship
and develop partnership with them.
 6.4 EXPLAINING HOW TO IDENTIFY THE RIGHT RESOURCES FROM AN
EVENT PLAN

Event management team and event sponsor work together to arrange an event plan. Event
management team works to arrange all resources to make this event successful whereas event
sponsor advertises the event information to the audiences.

Staff and volunteers

How many staffs and volunteers are there to assist you in organizing events? Are these
volunteers from the departments of the organization or outside of the organization? The
organization must have knowledge about its human resources before planning an event.

Budgets and Finances

The organization must set a budget to arrange an event. Though the event sponsor will spend
money for the arrangement, the organization has to bear some portion of it. The organizer might
want to the budget before organization an event.

6.5 DESCRIBING THE LIKELY TYPES OF INFORMATION NEEDED BY

DELEGATES BEFORE, DURING AND AFTER AN EVENT

Before attending in any event, the delegates need to know the information about the events and
speech list which will them to set their understanding about the events. It is necessary to operate
the event by a good coordinator at the time of the event. The feedback from the delegates should
be collected after the event. The organizer of the event must inform the delegates before the
event and ensure that all necessary information is given to the delegates about the events. They
must organize all the arrangements including food and water, seat availability for the audience,
necessary protocol for the guests.

During the event the authority should check the attendance to avoid the unauthorised excess.
They should check all the participant name, profession & badges. Besides, they also have ensure
all the domestic arrangement during the event. After the event participant may ask for additional
information. The volunteers should help them to get their desired information. After that an
evaluation of questionnaire should be conducted for measuring the effectiveness of the event.