BTEC Business Unit 18
Assignment 1
Task 1 mind-map

Communication and
interpersonal skills

Time management

Planning

Resource management

Evaluating

Monitoring

  • Extremely important for an event
    organiser.
  • Interpersonal skills can be very influential
    on the success of the project.

Making assumptions
about what is happening

  • May lead to mistakes.
  • Least effective.
  • Very important to check and
    double-check the event planner to
    make sure you're in control.

Communicating
positively

  • People more likely to cooperate.
  • Can lead to success.

Communicating regularly
and often

  • Makes people less likely
    to be anxious and put all
    their effort into the project.

Listening to what others
are telling you

  • If someone experienced gives good
    advice, listen with serious consideration.
  • It may help you think of something
    you may not have originally thought
    of before.

Asking others for help
when you need it

  • More successful than if you were on your own.
  • Better knowledge and understanding.
  • Involves multi-tasking
  • Good time management is important
  • Allows you to focus on what is important
    and keep everything on track

Most Common
Mistakes

Wasting time doing activities that are not relevant
to the event, such as checking personal emails.

Waiting for someone else to do something before being able to progress on another aspect of the event.

Not being organised, e.g. spending time looking for paperwork or going over tasks that you have done before.

Problem solving

  • Making contingency plans
  • Quick thinking is necessary
  • Able to calmly sort out solutions

Negotiation

  • May be necessary to try and earn the best
    possible deal (especially if on a budget).
  • May also be used to ask for something that is not usually possible.

Negotiation can be used in:

  • Buying supplies.
  • Agreeing on a certain date.
  • Negotiating the number of people attending the event.
  • How much of the product could be made.

General Examples

  • The main role of the event organiser is to plan
    so the event is a success.
  • Does not include event itself, but includes other events happening at around the same time.
  • Too many similar events may cause too little attendence.

When planning an event, the organiser needs
to consider three aspects

  • Whether the event is linked to a particular festival or tradition. If so, it will need to happen at the same time.
  • Whether the event depends on other factors such as supplies that are only available at certain times of year or are cheaper in a particular month to save costs.
  • Whether the event needs to be inside or outside. It is usually more appropriate to run outside events in the summer.

Arranging the date for the event.

Arranging the location of
the venue.

Arranging the number of
products to be produced.

Examples used for
DBS Cares

Arranging the number of
calendars to be sold.

Arranging the pickup dates
to collect the materials to make
the calenders.

Work out how many customers
would attend the venue.

Examples for DBS Cares

Finding the right price
to buy the finished calendars.

General Examples

Agreeing to the location of the
calender stall.

Finding the right date for
the delivery/pickup of the products.

Organising the delivery of supplies.

Discuss what is going to be in the event.

Deciding when to advertise the venue.

Examples for DBS Cares

  • Not about making demands.
  • Not about threatening people.
  • Trying to get a 'Win-Win' situation (where both parties are happy).

Planning on how many calendars should
be made.

Discussing the finance and how to raise
it for the event.

Working out the number of people that
may be attending.

Stakeholders that may
be involved.

Reception

Other teachers

The management of IT

Other students (e.g. a survey
to see what would be liked in
a calendar)

Stakeholders that may
be involved

Stakeholders that may
be involved

Teachers

Other Students

Reception

The IT crew

Teachers

Reception

IT crew

Suppliers

Customers

General Examples

Examples used for
DBS Cares

Stakeholders that may
be involved

Multi-tasking

Working on multiple versions of
calendars to allow choice

Reception

Team members

Teachers

Other students

Team work (working altogether on the aspect)

Individual work (working on different aspects at the same time)

Making a checklist

Checking up on fellow
teammates to see their
progress

General Examples

Examples used for
DBS Cares

Stakeholders that may
be involved

Teachers

Arranging back up IT facilities in case of issues on the day

Team members

Other students

IT staff

Other teams

Making contingency plans

Making a checklist

Retracing steps to see
where the problem started

Finding deals with two suppliers
in case one pulls out

Checking with other teams
to see if they know what the problem is

  • An important skill
  • Make judgements for improvements
  • recognising errors in the work
  • Needs to be as objective as possible

Examples used for
DBS Cares

Stakeholders that may
be involved

General Examples

Team members

Checking over work
for errors (Proofreading)

Asking other teams
for advice

Comparing with other work
to see similarities and differences

Learning from experience

Other teams

Reviewing a piece of work which has been undertaking to check its quality

Comparing work between teams

Teachers

  • Keeping track on what is
    going on
  • Takes many different forms
  • Involves checking:

  • bookings
  • deliveries
  • advertising and publicity
  • staffing
    *security

General Examples

Stakeholders that may
be involved

Examples used for
DBS Cares

Organised paperwork

Teachers

Team members

Other teams

Other students

Reception

IT crew

Making Checklists

checking on the progress of an activity with a set deadline which needs to be met

Checking up on fellow teammates
to see their progess

Physical items, expenses or
other costs needed to run an event.

Examples used for
DBS Cares

General Examples

Stakeholders that may
be involved

Booking facilities

Arranging the catering for the event

Booking entertainment

Booking catering

Arranging the calendars
for the students

Teachers

Team members

Other teams

Other Students

Reception