Efficient Event Planning: Time, Interpersonal Skills, Team Dynamics, and Risk Assessment, Essays (university) of Professional Communication

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Professional Practice

INDIVIDUAL REPORT

Planning a training Event

Teacher: Ngo Ngoc Tri

Student Name: Tran Quang Huy

Class: GCD

ASSIGNMENT 1 FRONT SHEET

Qualification BTEC Level 5 HND Diploma in Computing

Unit number and title Unit 3 :Professional Practice

Submission date Date Recei ed 1stv submission

Re-submission Date Date Received 2nd submission

Student Name TRAN QUANG HUY Student ID GCD

Class GCD0825 Assessor name NGO NGOC TRI

Student declaration

I certify that the assignment submission is entirely my own work and I fully understand the consequences of plagiarism. I

understand that making a false declaration is a form of malpractice.

Student’s signature HUY

Grading grid

P1 P2 P3 P4 P5 P6 M1 M2 M3 M4 D1 D2 D

Contents

INTRODUCTION ....................................................................................................................................... 1

CHAPTER 1: DEMONSTRATE A RANGE OF INTERPERSONAL AND TRANSFERABLE COMMUNICATION SKILLS TO A TARGET AUDIENCE .........................................................................

1. Demonstrate, using different communication styles and formats, that you can effectively design and deliver a training event for a given target audience. ..................................................... 1.1. Banners ................................................................................................................................... 2 1.2. Meeting minutes ...................................................................................................................... 1.3. Social Network ......................................................................................................................... 4

1.3.1. Facebook ............................................................................................................................. 1.3.2. Gmail ................................................................................................................................... 4

2. Demonstrate that you have used effective time management skills in planning an event. ..... 2.1. Team Gannt............................................................................................................................. 2.2. Trello ....................................................................................................................................... 3. Design a professional schedule to support the planning of an event, to include contingencies and justifications of time allocated. ........................................................................... 4. Evaluate the effectiveness and application of interpersonal skills during the design and delivery of a training event. .................................................................................................................

CHAPTER 2: APPLY CRITICAL REASONING AND THINKING TO A RANGE OF PROBLEM- SOLVING SCENARIOS ............................................................................................................................ 9

1. Demonstrate the use of different problem-solving techniques in the design and delivery of an event. ............................................................................................................................................... 9 1.1. List the risks............................................................................................................................. 1.2. Risk assessment.................................................................................................................... 11 2. Demonstrate that critical reasoning has been applied to a given solution. ........................... 3. Research the use of different problem-solving techniques used in the design and delivery of an event. ......................................................................................................................................... 14 4. Justify the use and application of a range of solution methodologies. .................................. 15 4.1. Reduce risk............................................................................................................................ 15 4.2. Communication...................................................................................................................... 4.3. Checklist ................................................................................................................................ 5. Critique the process of applying critical reasoning to a given task/activity or event. ...........

CHAPTER 3: DISCUSS THE IMPORTANCE AND DYNAMICS OF WORKING WITHIN A TEAM AND THE IMPACT OF TEAM WORKING IN DIFFERENT ENVIRONMENTS ................................................

3. Analyze team dynamics, in terms of the roles group members play in a team and the

INTRODUCTION

This event was organized for Gree Tech employees. Through the company's

employee program will be trained many skills from expertise to soft skills to better

serve the job.

2019 is the year of the technology age, when the industry 4.0 is growing, the

integration for companies is indispensable. Therefore, the program is organized to

improve the knowledge of employees about Internet of Thing (IoT). After grasping

how the operation works, employees can create products for themselves to serve

living or working.

The event took place within 4 days including: workshop, training, teambuilding and

hackathon. Held at Nam Viet A building with 30 to 40 attendees with many

speakers with high qualifications.

CHAPTER 1: DEMONSTRATE A RANGE OF

INTERPERSONAL AND TRANSFERABLE COMMUNICATION

SKILLS TO A TARGET AUDIENCE

1. Demonstrate, using different communication styles and formats, that you can effectively design and deliver a training event for a given target audience.

1.1. Banners

Our company hangs the Banners around the company in conspicuous places, the content of Banners contains information: content, time, location of the program

Picture 1 - Example Banner. (uprinting, n.d.)

1.3. Social Network

The means of communication via social networks are regularly used by employees, thus communicating in this form will bring information to the entire members in the best way.

1.3.1. Facebook

Through the company's fanpage posting content related to the program, employees can get the relevant information.

Picture 3 - Example company's fanpage on Facebook. (VietnamAIGC, n.d.)

1.3.2. Gmail

Each employee of the company has a personal email that the company provides, this event will be sent by mail of each employee.

Picture 4 - Example using Gmail to send information

2. Demonstrate that you have used effective time management skills in planning an event.

From the beginning of the event, the organizers have clarified the timelines that the organizers need to do through software such as Team Gannt, Trello, etc.

Start preparing

Day 1 : Workshop: IoT

Day 3: Teambuilding

End of prepare

Day 2: Training C programmin g language

Day 4: Hackathon

Figure 1 - Milestone of event

3. Design a professional schedule to support the planning of an event, to include contingencies and justifications of time allocated.

We use Team Gantt to Design a professional schedule. With Team Gannt can easily track

the items to do, thereby planning specific activities for each day

If someone in the group forgets to do, Team Gannt will always send emails to inform them about

their work tomorrow, which will help the plan go as planned and profession.

Picture 7 - Use Team Gannt to design a professional schedule

Picture 8 - Team Gannt send email to notice tasks

4. Evaluate the effectiveness and application of interpersonal skills during the design and delivery of a training event.

People with good interpersonal skills are strong verbal and non-verbal communicators and are often considered to be “good with people”. Most of daily activities require interaction with other people. It is critical to be efficient at getting along with others in order to have successful career and meaningful friendships.

There are some Interpersonal skills that team used during the design and delivery of a training event:

• Adaptability
• Negotiation
• Conflict resolution
• Communication skills
• Conflict management
• Persuasion skills
• Affirmation skills
• Team building
• Self-Awareness

Through communication style, our employee already got an information about event, and the most effective communication channel is Social Network, special is Gmail. With this channel, we receive a lot

feedback from employee about participants the event.

When using Team Gannt and Trello, people can check out what to do on this day and the next day to complete previously assigned tasks.

Place collapsed Venue Staff Low

Electric down Venue Staff Medium

Terrorism Event Staff and Venue Staff Low

Bad weather Venue Staff Medium

Internal factors Staff forget Event Staff and Venue Staff Low Table 1 – List of risks

1.2. Risk assessment

Topic Risk Responsible by

Current risk rating (High, Medium, Low) Minimize risk by:

Risk rating after action taken (High, medium, low) Date longed

Planning

Problem in planning Event Staff High

Check the list to do carefully and have backup solutions Low Before event

Problem in Budget

Event Staff and Venue Staff High

Carefully calculate and have backup solutions Low

Before/ after event

Not enough place or table/chair Event Staff High

Should rent excess seats or tables (from 5- 7) Low During event

On the road

Traffic Jam

Event Staff and Venue Staff, Public High Should come early Low

Before/ during event

Traffic Accident

Event Staff and Venue Staff, Public Low

Drive carefully and should go early to avoid other Low Before event

Transport Vehicles Damaged

Event Staff and Venue Staff, Public High Check the vehicles carefully Low Before event

Service

Food/Drink have problem Venue Staff Medium Check the food quality first Low After event

Customer care issues

Event Staff and Venue Staff Medium

Should be patient and create a professional attitude Low During event

2. Demonstrate that critical reasoning has been applied to a given solution. When preparing the event plan, the organizers met to unify the program for the event, the ideas that were accepted, and then choose the best plans.

When a problem or plan is in place, everyone in the organizers must find the risks of that plan and how to solve it if the risks occur during the preparation and execution of the event.

Picture 9 - Example brainstorming. (medium, n.d.).

Figure 2 - Critical reasoning. (Joshi, 2017)

3. Research the use of different problem-solving techniques used in the design and delivery of an event.

Problems are best solved at the Lowest Level the root cause. Organizer remain so engaged in the day to day firefighting that problems mostly recur every now & then. Systematic Problem-Solving techniques / methodology helps organization to eradicate problems from the source thereby stimulating growth and efficiency in the processes. Before the program started, every plan was specifically discussed, research

the use of problem-solving techniques that were necessary to design and delivery of an event.

Problem-solving techniques that the organizers use include 4 steps:

• Identify
• Define
• Explore
• Action
• Look back

Figure 3 - Problem solving. (indiamart, n.d.)