Delegation And Event Coordination

Effect of Delegation on Employee Responsibility

Question 1

Delegation is basically the act of assigning or giving a certain responsibility or duty to another person (Riisgaard et al, 2017). From the information provided in the case study, Maria being the events coordinator, has very many roles and responsibilities to perform during her working hours. However, she needs to delegate some of them to other people, first to reduce her work load and most importantly so that she can reduce the time that she spends at the restaurant. Since the employees work better without her being around and with close supervision, then they will be more responsible when they know that somebody else has taken the duty and is close.

Question 2

Maria’s supervisor’s fail to take her advice especially when she is present because they may be seeing her as a direct competition for their jobs. Also, they may be misjudging Maria and seeing her as a person with no much experience or authority, in other words, they may be seeing Maria as a person with no authority and whose advice doesn’t count much.

Question 3

Maria chooses not to delegate because she loves doing her work on her own to ensure that it is perfect and done right. Generally, being an event coordinator involves a lot of responsibilities that relate to order and total arrangement. I can also say that Maria prefers working on her own to encourage her employees into being more hardworking and valuing their jobs.

Question 4

The tasks that are not suitable for Maria to delegate include some of the following:

Conducts research, makes site visits and finds resources to help with decisions about event possibilities.

Conducts employee appraisals in conjunction with the events director.

Conducts staff recruitment and selection.

Ensures labor costs comply with budget.

Liaises with clients regarding their needs and updates contracts accordingly.

Question 5

Creates event run sheets to ensure the smooth flow of the event

Organizes staff rosters

Ensures all staff arrive on time and are in full uniform. Organizes replacement staff in case of absenteeism.

Trains new and existing staff when necessary.

Liaises with venues and suppliers and negotiates contracts for space, supplies, audio visual equipment, etc.

Question 6

Updates Company SOPs

Conducts employee appraisals in conjunction with the events director

Conducts staff recruitment and selection

Question 7

Maria should focus on ensuring that in case she delegates a task, he person in charge is fully prepared, capable and in a position to perform the job effectively and efficiently. This can be achieved by any supervisor or leader by making sure that every employee is well trained and skilled especially in any field that they may be delegated to.

Reasons for Not Delegating Tasks

Question 8

Meetings- Holding a leaders meeting where she can air out her idea or though on what actually be done.

Telephone- Making a call to the supervisor she needs to address and informing him/her on what she wants.

Face-to-face- Meeting up with the supervisor in question and telling them exactly what she would want.

Writing- This include writing a memo, email or an official letter addressing it to the supervisor of her interest.

Question 9

Focusing on one responsibility at a time hence no multi-tasking (Jackson, 2009)

Focusing more on the high value responsibilities

Minimizing interruptions in between tasks

Delegate

Set clear and smart goals

Question 10

Ineffective time management may lead a person to not completing their jobs on time or rather not completing them at all. This can cause a lot of disagreements and arguments in the workplace between the managers and employees hence unhealthy and unsafe working environment.

Question 11

Maria encourage the supervisor by letting her learn first from the experts and then leave the responsibility to her once she has the experience and knowledge about the field in question.

Question 12

Every supervisor is basically a leaders of a certain group. This means that they have certain specific knowledge, skill, experience and expertise on a specific field. Therefore, with all these qualities of Maria, a supervisor can easily and effectively complete their duty successfully.

Question 1

Quality of a product or service is one of the most crucial characteristics that a customer or rather consumer looks for and treasures. High society events have some of the following problems with its services:

Lacks high quality audiovisual equipment such as projectors and computers

Issue with serving foods exactly as asked to especially if expected to be hot, they are sometimes served cold

Employees behaving slightly unprofessionally sometimes

Sometimes fails to provide service when it comes to biding goodbye to the guests, lack of good outdoor marquee

Question 2

The information and technology (IT) department managers and experts. Maria should talk with them about increasing their concentration on the number, functionality and quality of the information technology equipment being used in a certain event.

The catering department. This department should be addressed on the issue to do with food serving and its status.

The human resource and the employee disciplinary department. This department should be addressed on focusing on better methods to keep the employee in line and working the same objective in a common event. Also, the departments should focus on disciplining the employees and ensuring that the organizations professional rules, ethics and m0ral codes are obeyed.

Tasks that are Not Suitable for Delegation

Question 3

Lacks high quality audiovisual equipment such as projectors and computers

This issue may directly relate to the IT department of the organization but is still directly associated with Maria’s coordination responsibility. Maria can ensure that all the equipment purchased or chosen to be used in an event are checked and rechecked on their functionality and performance in various ways days before the event day. This will be able to ensure her that all the equipment are available and that they are functional.

Question 4

Delegate the responsibility to one of her supervisors. However, the delegation should basically fall on a capable employee. The delegation will help the IT employees realize how serious Maria is with the role and success of the event. Therefore, with them having one of their own as their leader or one in charge they will improve and increase the effort they put in their jobs more.

Question 1

Ben is not meeting his KPI’s because most of his actual labor costs are more in numbers and more importantly, higher than the budgeted costs.

Question 2

Professionally, it is important for the top managers to recruit and conduct employee performance appraisal. Therefore, from the case study, it is right and important for Maria to manage Ben’s performance because she is technically in charge of everything Ben does. This means if Ben fails, so does Maria, and therefore by managing his progress closely, she will be able to keep in touch to ensure that his performance is excellent.

Question 3

Job-Rlated Skills
1	2	3	4	5	N/A
Below expectations	Needs improvement	Meeting expectations	Exceeding expectations	outstanding	N/A
Comments: The rating for this type of skill on Ben is that it needs some improvement (rating 2). Ben’s duty is somehow completely out of his league and therefore has led him to failing sometimes especially when it comes to event budgeting. The technical skills that Ben has sometimes make him incompetent and not very serious. Besides that, he has tried to upgrade and improve the whole organization’s way of dealing with staffs, communication methods and better ways to increase the business’s productivity, especially b measuring employee productivity rates. This shows that he has good and strong job-related skills because most of his ideas focus entirely on the organization’s benefits. This therefore shows that Ben is not all good but needs improvements all the same.
International Skills
1	2	3	4	5	N/A
Below expectations	Needs improvement	Meeting expectations	Exceeding expectations	outstanding	N/A
Comments	The rating for this skill is at 2 as well. Ben’s interpersonal skills have to be improved generally. The case study information has stated that sometimes when his colleagues go up to him and talk, the sometimes feel the urge to leave immediately after they are through with their responsibilities. Ben had already started noticing that behavior from other employees but did nothing to make the situation better. Besides that, Ben has also noticed certain other problems or issues with the employees which he plans on addressing but still currently does nothing to make the working environment more comfortable or fun to be in. therefore, he certainly needs to improve his interpersonal skills which will enable him to communicate more effectively with others.
ORGANIZATIONAL Skills
1	2	3	4	5	N/A
Below expectations	Needs improvement	Meeting expectations	Exceeding expectations	outstanding	N/A
COMMENTS	Rating 3 should be given to Ben’s organizational skills. After having noticed the issues and problems being experienced by his employees, Ben decided to look for solution hoping to solve some of the problems. He has suggested the method of undertaking productivity review in order to estimate an employee’s average time taken to complete a task. This will help Maria know who is under or over performing in their responsibilities.
Problem Solving And Continuous Improvement Skills
1	2	3	4	5	N/A
Below expectations	Needs improvement	Meeting expectations	Exceeding expectations	outstanding	N/A
COMMENTS	The rating in this skill is rating 5, Ben’s skill is outstanding. He seems to come up with new ideas and ways of solving certain problems being experienced by other employees, e.g. ways of determining who is under or overworking. He has proved to have the ability to solve problems and improve his other skills in a genuine and strong manner.
PROPOSED FUTURE DEVELOPMENTS
Maria should certainly working closely with Ben especially when it comes to areas where she can utilize the skills that he is excellent with, e.g. problem solving skills. Ben should focus on improving those other skills he has to make himself more valuable to Maria as well as the whole organization. The employees in the organization should be ready to concentrate and give more effort towards their jobs and not take it as a life burden but rather as personal growth and development stage.

Question 1

I can recommend for the business to first focus on creating and developing quality service goals, concentrate on conducting quality service trainings and improve its methods of encouraging its employees towards providing and offering high quality services to the customers (Sudin, 2011).

Question 2

By training the employees, encouraging them and setting up high quality goals, the employee will be ready to do whatever It takes to reach those goals, e.g. the problem about serving cold food when customers are expecting hot food, the employees will do whatever it takes and put more effort into finding better ways to keep the food hot as expected.

Question 3

The employees will able to improve the quality of the services offered with time

There is a possibility of the employees getting bored and stopping to care anymore in the long-run leading to low quality service.

Ways to Communicate with Supervisors

Question 4

This recommendation increase the costs incurred by the business especially the human resource department which deals with hiring, training and employee motivation. 

Question 5

Rules must be changed to make them more specific and direct especially those that relate with customer service expectations being followed to the letter and products to be consumed.

Question 6

The team of employees need professional trainees to train them on better service quality as well as top management support to cater for the motivation and quality service objective setting role.

Question 7

Maria and the supervisors can measure the recommendation’s implementation by conducting every employee’s performance levels which can be determined by looking at the customers’ feedbacks.

Question 8

Maria can look at the feedbacks from the customers. She can monitor the employees by comparing their customer ratings and feedbacks with the current ones.

Question 1

The business can be involved in online marketing and advertising. This should include social networking platforms like Facebook, Instagram, Twitter, and Pinterest among others.

The business can also focus on print media advertisements, radio and television advertisements. With these methods, the business will be able to reach more customers than before because these areas cover advertisements on a daily basis (Neti, 2011). Also, the business will be able to share with its customers more and receive feedback faster and easily (Mahesh et al, 2013).

Question 2

They both improve the communication process between the business, employee and its customers, through sharing of information or business updates, receiving and responding to complaints to name a few things.

Question 3

The business will have to allocate people to do these roles and responsibilities. These employees should basically be well versed on business products and services, experts in current marketing and advertising techniques and the online selling methods. This will certainly affect the workflow of the whole organization because its systems will be loaded with more work.

Question 4

Ensure openness and closure from all the members

Valuing every member’s opinion

Make the ideas to be every member’s goal

Question 5

My recommendation will definitely involve the hiring of some new employees and allocation of some of the current employees to other departments or responsibilities according to their expertise and knowledge on the newly created fields.

Question 6

If new responsibilities are allocated to Maria, she will certainly be overloaded with work. She will focus on completing and being successful in all of them hence overworking herself which may lead to failure eventually.

References

Jackson, V. P. (2009). Time management: a realistic approach. Journal of the American College of Radiology, 6(6), 434-436.

Mahesh, L., & Amulya, M. (2013).  Social Media Marketing: An Important Phase In Modern Business Management. International Journal of Research in Commerce & Management, 4(3).

Murthy, R. K. (2017). Perceived organizational support and work engagement. IJAR, 3(5), 738-740.

Neti, S. (2011). Social media and its role in marketing. International Journal of Enterprise Computing and Business Systems, 1(2), 1-15.

Platzer, M. D. (2014). US Travel and Tourism: Industry Trends and Policy Issues for Congress.

Riisgaard, H., Søndergaard, J., Munch, M., Le, J. V., Ledderer, L., Pedersen, L. B., & Nexøe, J. (2017). Work motivation, task delegation and job satisfaction of general practice staff: a cross-sectional study. Family Practice, 34(2), 188-193.

Sudin, S. (2011, July). How service quality, value and corporate image affect client satisfaction and loyalty. In Conference Proceedings of the 2nd International Research Symposium in Service Management.