We have been set an assignment to organise an activity/project that will be taking place.

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Unit 20 - Administrative operations

Introduction

We have been set an assignment to organise an activity/project that will be taking place. We are put in a situation to work in a team and learn about the administrative function and the roles and responsibilities of key people involved in helping to meet the activity/project aims and objectives.

We have been put in our groups by our tutor, there are six people in our group including myself. So all six of us will work together to organise and plan this activity.

We all don’t know each other very well yet because it’s just the first term of the academic year but I am willing to make a go off it in order for this project/activity to take place, so for that reason a lot of communication and co-operation needs to be involved in this project.

We have decided that John will be the chairperson because he seems responsible and suitable for the role. And Andrew has volunteered to be the Secretary. So all other members of the group will do general tasks that will be involved with the planning of the project.  

Each member of the group plays a very important part in this assignment. John who is the chairperson undertakes an extreme job, making sure everyone knows exactly what they are doing and how we are going to do this project.

Andrew plays the part as the secretary, he has to make sure that all members of the group know when and where a meeting should take place. He also has to be in charge in producing hand outs and other paper based information to other members of the group.

Other members of the group have to follow along at all meetings and undertake tasks and responsibilities that are given to them. Their Responsibilities are to make sure that they have produced an action plan and have all the vital information which is needed for this project, this would include any information relating to the project.

If every member of the group follows their roles and bring their own personal skills together to work as a team then there should be no problems with the planning of the project.  

Start of the project

In our first ever meeting which all members of the group attended, we discussed a range of activities that we could hold. Firstly we had to take into account that this activity/project will be for charity, so any money raised will go towards charity.

John (chairperson) suggested doing a swimming event where people can sponsor him to see how far he can swim. John suggested this because he undergoes swimming lessons on a regular basis with his swimming class so he thought this would be convenient. No one suggested anything else so we decided to go ahead with John’s idea. From this point on an activity has been decided, so now we have to start planning on how to make this activity successful.

 

Its now week 3 of the project and it seems like we have a bit of a problem, one member of the group has left the actual course - Andrew. So now there are five people left in our group including myself. We didn’t think this was a major problem because there are still enough people in the group to go ahead with the project so we can still manage without him.

In our second meeting with only five members of the group left, the activity John suggested in our previous meeting cannot take place, this is because the renting of the leisure centre is too expensive for us to take on. So for that reason, we now have to suggest another idea of activity. Becca suggested to do a

“Fun and games” event at the College sports hall (Honeywell site) again we all thought this was a good idea so we went along with it, but apparently after we made some contacts, it seems that the sports hall is going to be unavailable due to examinations taking place. So now we are back to square one.

Its now week 5-6 of the project and again we have another problem, another member of the group has also left - John. So now there are only four members left including myself. This is now starting to become a problem for us because we are becoming short of people and we are now into week 6 of our project and it seems to be going nowhere, there have been no actual arrangements and no improvements. But still we decided it was best to continue with only four members of the group left.

Also another problem has been identified; it appears that this group doesn’t seem to be working well together as a team. There has been a lack of co-operation, enthusiasm and most importantly communication. One member of the group is not co-operating well with me and another member, there is no interest shown in this project at all.

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Project being proposed

After all the problems we experienced from the beginning of the assignment we still have to continue with this project in pairs so me and George discussed the types of activity to organise and I decided that we should create a recipe booklet which we can sell to the people.

What are we going to do?

What we are going to do is create an A5 size recipe booklet, the booklet will only contain recipes for desserts. Recipes will be taken from selected websites.

What will the booklet look like?

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