Interpersonal Relationships - Teams - and Team Building

Question: Describe about the Interpersonal Relationships, Teams, and Team Building? Answer: Introduction Event management is a fruitful platform for promoting any social cause (Rogers and Davidson 2015). The event arrangements are promoting the social causes like contributing money for earth quake or flood victims. The study is associated with an arrangement of the event by UNICEF, which promotes the social cause of collecting money for the victims of earthquake in Nepal. UNICEF has been providing the fair chance to each child to grow in life (UNICEF 2016). It is to be noted that only $55 can provide the emergency water kits to almost 5 families in Nepal (Maintenance.unicef.org.uk 2016). The funds will be raised through several activities undertaken in this event management. The structured time schedule will be provided in this study. The involvement of the required resources will be incorporated accordingly. The structured process of undertaking an event will be discussed through presenting a documentary elaboration. Time Scale Days Activity 1 Activity 2 Activity 3 Activity 4 Activity 5 Activity 6 Saturday Speech delivery by a renowned anchor Dance Performance by the school students who are associated with UNICEF Delivery of speech regarding the social cause by the celebrity Lighting candles and praying for the victims who lost their lives in Nepal Earthquake Providing feasible snacks for the audiences Ending with the contribution for victims. (Clothes, money, medicines, etc.) Sunday Host appearance and delivery speech. Introduction of the day activity Act will be performed by the school students. The act will represent the social cause and express the condition of the earthquake victims General quiz competition for the audiences The charity head of UNICEF will deliver the speech related to the cause Providing the batches and certificates for the donators of this social cause Collecting funds for the victims Table 1: Time Scheduling for the Event (Source: Created by Author) Documentation of the event plan The event will be organised in the weekends, as most of the people are available to attend it. Moreover, this can be taken into account as the refreshment programme, which can be attended after spending a hectic weekdays schedule. The programme will start in the evening at 5:30 pm and will end at 9:30 pm. The first event will be organised on Saturday. The event will be starting with the speech delivery of a renowned anchor who will present a speech regarding the social cause of donating funds for the victims in Nepal. This particular activity will be followed by the cultural dance performance of the school students who are associated with UNICEF. After the dance performance, one of the celebrities will share some words for this social cause. There will be a programme for half an hour and the audience will light up the candles and pray for the people who lost their lives in the earthquake. The audience will get some snacks break arranged by UNICEF. Finally, the day will end with the c ontribution of the audience for the earthquake victims. The audience can contribute anything like clothes, medicines, money, etc. The event on Sunday will again start with the speech delivery of the host and the person will make people aware of the activities that are going to be performed on that day. The school students associated with the social cause arranged by UNICEF will perform a social act, which will signify the condition of the victims in Nepal Earthquake. After this social act, a general quiz competition will be arranged for the audience. Even the prize will be provided to the people who will answer correctly. This activity will be followed by the speech delivery programme of the charity head of UNICEF. The organisers will then provide several batches and certificates to the contributors for this social cause. The ceremony will end up by collecting the minimal contributions for the victims. The funds will be collected through the events will then be provided for the welfare of the children in Nepal. In fact, a quality amount extracted from the entry fees of the auditorium will be provided as the fun ds. Resources for the Event The event would be organised in the community auditorium. The decoration of the stage is needed to be ensured. The assembly of the people would be required. Therefore, it is important to distribute the leaflets and posters for making people aware of the event. The event includes the appearance of the celebrity guests, hosts, and musical instruments for their performance. The investments of the appropriate monetary resources are also much necessary. Prizes are needed to be associated for the people who will answer the quiz questions. Candles for the praying sessions, costumes for the performers, batches and certificates for the donators are needed to be arranged. Arrangements of the feasible snacks are also needed to be associated. The school students will be presenting their performances regarding the cause. The volunteers will arrange the people who will be visiting the event on the weekends. Regular Reviews and Evaluations Saturday Activity Activities (Saturday) Methods Resources Opening speech by the Anchor The anchor would describe the purpose of the event. The people will be aware of the social cause behind the organised events. Anchor, Microphone Dance Performance by Kids The school students will present a dance performance with the cultural songs. School students, costumes, music system, musical instruments, jewelleries. Speech delivery by the Celebrity One of the celebrities will provide the speeches related to the social cause. The person can present various performances as per audiences demands. Mike, required instruments Lighting candles for the people who lost their lives in the disaster The audience will pray and light the candles in the memories of the earthquake victims who lost their lives. Candles Snacks break The organiser will provide some snacks to the audiences during the break time Snacks Contributions of the money, clothes, etc. The audience will contribute several commodities for the victims in Nepal. Clothes, medicines, and other commodities. Table 2: Saturday Activities (Source: Created by Author) Sunday Activity Activities (Sunday) Methods Resources Host appearance Opening speech by the host. The host will make the audience aware of the activities that are going to be performed on that same day Microphone. Performance of an act by the school students The act will be providing the social message to the audience about the condition of the victims in Nepal earthquake Costumes, decorations Quiz Competition General quiz will be asked to the audiences. The quiz will be based on the general knowledge Prize for the audiences who will answer correctly Speech delivery of the charity head The charity head of UNICEF will deliver a speech regarding the social cause Microphone Table 3: Sunday Activities (Source: Created by Author) Setting up the Project Project Set up Completion Time Allocate responsibilities Arrangements of the auditorium Monday- Tuesday Organiser of the event Decorations for the auditorium Wednesday- Friday Event Decorators Collecting the essentials (Different Resources) Wednesday - Friday Event executives Rehearsals of the performance Thursday and Friday School Authority Providing the resources Wednesday- Friday Authority of UNICEF Monitoring the entire arrangements Wednesday- Saturday Morning Event Manager Table 4: Project Set Up (Source: Created by Author) Demonstrating leadership, Time management, and prioritizing skills While organising an event for promoting a social cause, it is important to monitor the arrangements by using the proper skills. The event manager is the main responsible person who will monitor the entire activities and arrangements by using the proper skills (Raj, Walters and Rashid 2013). In such cases, the use of the situational leadership style can be relevant. The situational leadership style is considered as the most flexible method of monitoring or guiding any situation to complete with the skilful attributes (Lorinkova et al. 2013). The event is arranged for collecting funds that can be donated for the victims in Nepal. The event is associated with different activities along with the auditorium decorations. The event manager has to keep the focus on the decorative purposes, arrangements of the dance shows and quiz, performance of the celebrities, and so on. Therefore, it is important to monitor the activities in the situational basis. The event manager can sometimes undertake the autocratic leadership style in case of commanding the volunteers (Jones 2014). Adopting the situational leadership style would be effective enough for the completion of the event (McCleskey 2014). The effects of the proper leadership help in managing the teams. Time Management is the most required field that is needed to be taken into consideration (Kerzner 2013). While organising an event, it is important to structure the time frame for each of the activities. The planning of the sequential events is needed to be performed within the particular time scale. Accordingly, the plan includes the booking of the auditorium, arranging the resources, rehearsals for the performances, listing the quiz questions, and other commodities. The planning and booking the auditorium will be completed in the first two days of the week. The decorations will be taking at least three days before the main programme. Within three days, the payments should be done and the process is needed to be monitored. Maintenance of such time scale will thus be effective enough for the successful completion of the event. Supporting and monitoring the project The effective monitoring and managing skills of the event manager is significant enough for the completion of the event (Kaplan and Atkinson 2015). Even the performance of the school students are needed to be monitored by the school authority. The effective expressing and presenting skills would create the clear picture of the sufferings that can make the people willing to contribute the funds for the victims. Corrective Action It is to be noted that the completion of the proper event, managing the time frame is necessary (Nygate 2013). Moreover, the allocated resources are needed to be monitored accordingly. Hence, in considering the fruitful outcome, it is important to keep the focus on the proper evaluation of the process. In such cases, the event manager has to take the responsibility to monitor and guide the executives to undertake the proper process. The process with the proper time frame is needed to be listed in a recorded file (Cooren 2013). Firstly, the manager needs to identify the resources that are needed to be allocated for organising the event. The list of the report will thus be presented to the authority of UNICEF. The members who will be sponsoring will also provide their details accordingly. This particular recorded file will be monitored in daily basis. For example, while booking the auditorium, the manager will pay the auditorium authority few amounts as advance. This activity is needed to be checked in the list to keep them memorised. After the completion of the event, the rest of the amount will be paid. Similarly, each of the activities is needed to be checked, rehearsed, and monitored. The volunteers will also be provided with the proper guidance to manage the audiences. Keeping each of the records is the best solution or corrective action for the successful event. Selection of the Team Event organising is associated with a number of activities. Building diversified team to monitor these activities is significant enough for the expected success (Kolbe et al. 2014). The main activities incorporated in this particular event need monitored by the skilled representatives. One team will be made of two people and they will look after the decorative purposes. These people will present the report to the manager of the event. Similarly, two people will be monitoring the performance activities. Three people will build a team and they will report the manager about the monetary resources required for the event purposes. The association of the volunteer will be managing the crowd and distribute foods and prizes included in the event activities. Team building skills and diffusing anger During the arrangements of an event, the executives have to deal with different people. Some of the people are aggressive, while some present the effective team management skills (Grunig 2013). Hence, it is important to concentrate on the proper leadership skills that can be used for diffusing the anger. Due to the extreme work pressure, some of the employees even get frustrated and the leaders need to acquire the skill to maintain these executives or employees as per the situations (Akhilesh 2014). The leaders thus need to concentrate on several aspects, which are as follow. Empathize the opinions of the employees is necessary. The leaders need to listen and understand the perceptions of the employees. While judging the perception, the leader needs to think from the point of view of that particular employee (Lewis 2013). Understanding such situation is thus effective in diffusing their anger and calm people down during the frustrating situations. Offering support to the employees during their needs is also much helpful for avoiding the temperament of the employees. Backing up that particular employee is also one of the significant methods. Another most effective suggestion to diffuse the anger is invoking higher principles. While reacting in a situation, the leader needs to concentrate on the perspectives and reasons (Schoemaker, Krupp and Howland 2013). It helps the person to understand and act wisely during their works. In organising the event, the executives and the team members may face several situations when the anger diffusions are necessary. Hence, the maintenance of such procedures is essential to build an efficient team. Importance of co-ordination and communication Maintaining the coordination through the establishment of the proper communication process is necessary to build the team effort. The establishments of the transparent communication help in knowing the requirements of the members to add efficiency in the allocated activities (Hsu et al. 2012). While organising an event, it is necessary to concentrate on the coordination among the employees or the executives. The manager can also keep the concentration on the different activities that can lead towards the successful completion of the event project. The communication process is even essential for eliminating the conflicts and bringing the expected outcomes. Planning the actions and Resources Actions Resources 1. Booking the Auditorium Advanced payment, event schedules 2. Monitoring the decorative purposes Decorating posters, leaflets for the promotion, arranging the prizes for the quiz competitions, arranging the musical instruments, microphones, stage curtains, etc. 3. Keeping the record of the resources Computer and lists of the activities 4. Monitoring the team members Meetings with the leaders Table 5: Planning the action and Resources (Source: Created by Author) Internal and External Communication Internal Communication External Communication 1. Communicating with the team members about the event activities 1. Arranging the team meeting with the event manager for providing the information of the required resources 2. Managing the conflicts 2. Communicating about the performance schedules 3. Understanding the perceptions of the team members 3. E-mailing the manager regarding the payment structure for the required resources. Table 6: Internal and External Communication (Source: Created by Author) Use of the Information Technology The information technologies are much helpful in these days for promoting any social cause (Wang et al. 2012). The event will be organised to collect funds for the earthquake victims in Nepal. The event will be making people aware of the current condition and importance of collecting the funds for the people. The promotions of such social cause are needed to be undertaken through hoardings and posters. One of the most relevant ways to promote the event is social media (Sun et al. 2014). The emergence of social media has become the most powerful strategy to be undertaken to promote any events related to the social cause (Enjolras, Steen-Johnsen and Wolleaek 2013). With the help of the information technology, UNICEF can create an event on social media to make people aware of the event. The official websites of UNICEF can also be helpful in providing the information about the event. On the other hand, the entire event process includes the structured records. Using computers or laptops to keep each of the information regarding the process is necessary. The event manager can go through those records to monitor the entire process more specifically. In fact, the posters and leaflets are needed to be designed as per the event purposes. With the help of the information technology, the posters and the leaflets will be designed. Managing several sound effects during the acts is also maintained by the information technologies. Producing regular and on-time Information The information gathered for the event is needed to be associated in a structured way. This list of the information will be presented to the event manager. Each of the information is needed to be presented within a scheduled time. Since, the event has been organised for the weekends. Therefore, it is important to keep the record on daily basis. For example, the first day activity will be ensuring the selection of the venue. The event manager will be provided the report of different places in the first half of the day. In the next day, the payment and required resources will be discussed. Building the team also needs the proper time management and the activities will be allocated to them. The completion of these activities will be ensured within the structured time frame. Three days before the event will be engaged with the decorations and stage rehearsals. Other executives would be collecting the commodities for the audiences. Within the time frame, the negotiations with the sponsors and other authorities would be recorded. Monitoring each of the activities in a sequential manner would thus lead towards successful completion of the event. Conclusion The event will be organised by UNICEF to raise the funds for the victims of Nepal earthquake. Majority of the population in Nepal are children and they have been victimised due to devastated disaster. Hence, the collected funds from this event will be contributed to provide water, first aid kits, medicines, and foods to the victimised people. The structured and sequential arrangements of the events are ensuring the effective platform for collecting funds. Different activities associated in this event will be providing the message of such social cause. The involvement of the dance performances, quiz performances, speech deliveries by the charity head and celebrities, and lighting the candles will be associated in this event. Maintenance of the team, managing the external and internal communication, leadership skills, and keeping the records will be fruitful for the successive completion of the event. References Akhilesh, K.B., 2014. Interpersonal Relationships, Teams, and Team Building. InRD Management(pp. 141-167). Springer India. 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