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Assignment 1
You are to construct a timeline for the implementation of an organizational awards ceremony.
The school I will used is Brooks Elementary School in Duncan, MS.
Assignment #1
Timeline
Introduction (2 point):
Paragraph format – Based on organizational theory – what is the best way to plan an event for a school or organization? What is the research behind event planning?
Rationale for Planning/Purpose of Event (2 pts):
Who is it for? What cause? What month and day and time? What venue? How many?
Month 1 of Planning (1 pt):
Task
Person Responsible
Goal Deadline
Month 2 of Planning (1 pt):
Task
Person Responsible
Goal Deadline
Month of Event Planning (1 pt):
Task
Person Responsible
Goal Deadline
Contingency Plan (1pt):
Any barriers or problems you foresee that you must have a plan B for?
Conclusion (1pt): Regarding event planning and organizational theory.
References (1pt)
4
Assignment 1
Timeline
Problem Solving and Visionary Leadership
Nova Southeastern University
Assignment #1 – Timeline
There are various methods of organizational theory in event planning. In this situation, an event is being planned for high school students. Using Likert’s Organizational Theory, and more specifically, system four of his System One through Four Continuum, this system would be the best choice, as it depicts a participative-group system, and it is unlikely that management would be able to handle this event single-handedly. In this system, management has complete confidence and trust in its employees (Hersey, Blanchard, & Johnson, 2013). While management interacts with employees through a communication system that flows up and down the hierarchy, employees are fully involved as they are made to feel supported and valued in their integration of the decision-making process for the planning of this event as well as the stages throughout the planning process.
The rationale for this planned event is to reward students in raising the school grade from a “D” to a “C”. The plan is to hire guest entertainment that is geared towards high school students (magician, comedian, etc.) on November 17th, the last school day before the students’ Thanksgiving break. The event will consist of two sessions that will be held in the school gymnasium. The first session will be for the Junior and Senior classmen and the second session will be for the Sophomore and Freshmen classmen. (Freshmen are included as a motivator, even though they did not affect the school grade).
This schedule will accommodate the entire student body of Winter Haven High School without interfering with the current chaotic lunch schedule that feeds over 2000 students. Session one will be held from 9:30-11:00 a.m. and session two will be held from 12:30-2:00 p.m. with lunches still being held from 11:14 a.m.-12:23 p.m.
Month 1 of Planning:
Task
Person Responsible
Goal Deadline
Secure Funding
(State school recognition funds)
Principal/School Advisory Council
September School Advisory Council (SAC) meeting
Secure guest entertainment
School Secretary
Immediately following approval of funding by SAC
Secure guest travel accommodations
School Secretary
Immediately following approval of funding by SAC
Secure gymnasium
(on school calendar)
Principal/Head Coach
Immediately following confirmation
Notify School Custodian
Principal/Head Custodian
Immediately following Confirmation
Initiate Requisition/Purchase order for all fees: entertainment booking fee, travel accommodations, etc.
School Finance Secretary
Immediately following confirmation
Month 2 of Planning:
Task
Person Responsible
Goal Deadline
Planning Meeting
(Outline roles and responsibilities of each committee member)
Planning Committee:
Principal, Assistant Principals, Administrative Support Team, Grade Chairs, Guidance Counselors, Finance Secretary, Technology Coordinator, Head Custodian, Student Booster Club President
October 15th
Follow-up on entertainment, accommodations, needs, etc.
(check to make sure everything is on schedule, confirmation numbers secured, payments submitted, etc.)
Finance Secretary
Mid-October
Month of Event Planning:
Task
Person Responsible
Goal Deadline
Announce event to Student Body
Principal
Every day until event
(get students hyped up so they won’t be absent)
Follow-up Planning Meeting
(make sure all tasks are being handled accordingly)
Planning Committee
November 15th
Draft introduction speech
Principal
Week before event
Final Planning Meeting
(tie up all loose-ends)
Planning Committee
Day before event
room set-up
(microphone, stand, A/C, etc.)
Technology coordinator/Custodian
Day before event/Test Day of event
Confirm travel plans with guest entertainment
School Secretary
Day before event
A contingency plan should be put into place in the event some unforeseen incident occurs, such as a hurricane (common during this time of year in Florida). The plan for a re-scheduled date will be December 21st, the day before students are released for Winter Break. The contract with the hired entertainment should also clearly state the contingency plan in the event the first date is not able to move forward.
The participative-group system of organizational theory will prove to be the most successful in planning for an event for high school students. The Principal is unable to handle this event single-handedly and must be able to trust that employees will complete the tasks they are given in order to reach the goals of the entire organization. The responsibilities are wide-spread for ensuring this event goes according to plan, incorporating a high degree of confidence and trust between the Principal and staff.
This event will go a long way towards showing students they are appreciated and that their hard work from last school year did not go unnoticed. It will also serve as a motivator for working to raise the grade from a “C” to a “B” for the next school year.
References:
Adler, R., Rosenfeld, L., and Proctor, R. (2013). Interplay: The process of interpersonal communication. Twelfth Edition. New York, NY: Oxford University Press
Hersey, P., Blanchard, K., & Johnson, D. (2013). Management of organizational behavior, leading human resources. 10th edition. Upper Saddle River, NJ: Prentice Hall