Administration and IT National 4 and National 5
- Slides: 7
Administration and IT (National 4 and National 5) Administrative Practices 1. 2 – Organising and Supporting Events N 5 Admin & IT – 1. 2: Organising and Supporting Events © BEST Ltd. N 4/5 Admin and IT – 1. 2: Organising and Supporting Events © BEST Ltd Licensed to: Turnbull High School
What is an event? An EVENT is an activity that workers and/or customers take part in as part of the work of a business. Events can range from straightforward activities that are part of the day-to-day work of the business to large one off functions for a special purpose. Examples of different events that businesses may be involved with can be seen below. ◦ ◦ ◦ MEETING INTERVIEW SOCIAL EVENT CHARITY EVENT INFORMATION EVENT BUSINESS TRIP N 5 Admin & IT – 1. 2: Organising and Supporting Events © BEST Ltd. N 4/5 Admin and IT – 1. 2: Organising and Supporting Events © BEST Ltd Licensed to: Turnbull High School
Event Administration ADMINISTRATIVE ASSISTANTS can help to plan, organise and support events by carrying out the following activities. ◦ ADMINISTRATIVE ACTIVITIES BEFORE THE EVENT ◦ ADMINISTRATIVE ACTIVITIES DURING THE EVENT ◦ ADMINISTRATIVE ACTIVITIES AFTER THE EVENT Administrative assistants will be able to effectively help with event administration because they possess the following. ◦ ◦ ◦ ◦ ◦ CUSTOMER SERVICE EXPERIENCE HEALTH AND SAFETY EXPERIENCE SECURITY EXPERIENCE HANDLING INFORMATION EXPERIENCE INFORMATION TECHNOLOGY SKILLS ORGANISATIONAL SKILLS PROBLEM SOLVING SKILLS INTERPERSONAL SKILLS FLEXIBILITY INITIATIVE N 5 Admin & IT – 1. 2: Organising and Supporting Events © BEST Ltd. N 4/5 Admin and IT – 1. 2: Organising and Supporting Events © BEST Ltd Licensed to: Turnbull High School
Administrative activities BEFORE an event Administrative assistants can undertake the following activities before an event in order to make sure that it is effectively PLANNED. 1. GATHER INFORMATION ABOUT THE EVENT 2. CHOOSE AN APPROPRIATE VENUE 3. BOOK THE CHOSEN VENUE 4. INVITE AND CONFIRM ATTENDEES 5. ORGANISE TRAVEL ARRANGEMENTS 6. ORGANISE AND SEND DOCUMENTS o o o Notice Agenda Supplemental papers Business report Itinerary Maps and travel directions Travel tickets, visas, insurance and EHIC card Attendee name badges and registers Event layout plans, signs and advertisements Multimedia presentations Web and Social network pages N 5 Admin & IT – 1. 2: Organising and Supporting Events © BEST Ltd. N 4/5 Admin and IT – 1. 2: Organising and Supporting Events © BEST Ltd Licensed to: Turnbull High School
Administrative activities DURING an event Administrative assistants can undertake the following activities during an event to make sure that it is effectively EXECUTED (carried out). 1. ARRIVE BEFORE THE EVENT STARTS 2. BEGIN THE EVENT PROFESSIONALLY 3. PROVIDE SUPPORT FOR ACTIVITIES AS THEY HAPPEN N 5 Admin & IT – 1. 2: Organising and Supporting Events © BEST Ltd. N 4/5 Admin and IT – 1. 2: Organising and Supporting Events © BEST Ltd Licensed to: Turnbull High School
Administrative activities AFTER an event Administrative assistants can undertake the following activities during an event in order to make sure that it is effectively FOLLOWED UP. 1. TIDY VENUE 2. EVALUATE THE EVENT 3. ORGANISE AND SEND FOLLOW UP DOCUMENTS o o 4. Thank you letters Minutes Action plans Expenses claim forms PAY FOR EVENT ACTIVITIES N 5 Admin & IT – 1. 2: Organising and Supporting Events © BEST Ltd. N 4/5 Admin and IT – 1. 2: Organising and Supporting Events © BEST Ltd Licensed to: Turnbull High School
Why worry about event administration? Businesses spend time, money and effort trying to effectively plan, organise and support events because it can bring them the following BENEFITS. ◦ GOOD DECISIONS ◦ STAFF DEVELOPMENT ◦ STAFF MOTIVATION ◦ CUSTOMER LOYALTY ◦ POSITIVE IMAGE This also helps prevent NEGATIVE CONSEQUENCES from poorly run events. ◦ POOR DECISIONS ◦ STAFF DEMOTIVATION ◦ FALLING SALES AND PROFITS ◦ NEGATIVE IMAGE N 5 Admin & IT – 1. 2: Organising and Supporting Events © BEST Ltd. N 4/5 Admin and IT – 1. 2: Organising and Supporting Events © BEST Ltd Licensed to: Turnbull High School
