Configurations Of Organizational Effectiveness And Efficiency

Details of Changes to the Conference Program

Discuss about the Configurations of Organizational Effectiveness and Efficiency.

Planning events is a sensitize process which always involves a consideration of various factors. Each of these factors deserves a careful consideration in order to enhance the success of the event (Allen, 2005). The strategies employed during the planning session largely depend on the nature of the event.  This is because the nature of an event leads to a variation in time usage, number of audience, type of meals and accommodation just to mention but few. For instance, when planning for a conference, it is important to factor in the aspect of time and hence allocate the events within the specific time brackets. The other important elements in this case may include; meals, speakers and accommodation. For one reason or another, the strategic plan laid for an event, after being reviewed, may not prove effective enough for the achievement of the specific objectives, it therefore becomes a crucial step to review the plan and make the necessary adjustments (Berridge, 2006). This paper comprises a report which details the follow up process of a conference. The report shall also include recommendations on the areas that could be adjusted in future and hence improve the effectiveness and quality of the conference in terms of meeting the stated objectives.

As highlighted by Van der Wagen (2006), it is always important to consider the intended diverse audience during planning.  As a result, a good plan ought to be one which adequately addresses the needs of the participants in terms of meals, health aspects, accommodation and access to other requirements (Silvers, 2007). From the review of the conference, it could be noted that some of the participants were not all satisfied with the dietary provisions during the conference. Some of the meals served did not augur well with the participants who were either allergic to them or could be exposed to health complications if they took the foods. Apart from food allergies, some of the participants had various disabilities. Such conditions confine an individual to embrace a particular feeding habit. The nature of catering during the conference took a general trend where food was served on the assumption that all the individuals present were on the same level hence could do well with any of the meals served. By overlooking this crucial need, some of the participants stayed hungry or had to incur extra costs by buying their own meals from alternative venues. Consequently, the conference plan was adjusted so that an allergy free menu is included when it comes to fulfilling the participants’ dietary requirements (Ridley, 2008). In addition to the main course meals, alternative cuisines ought to be availed to the participants instead of all being confined to one meal course. This idea would provide a liberal environment in which the participants are treated to a variety of options (Getz, 2007).

Discussions of Results of the Evaluation Survey

The conference program had a complete detail of each of the sessions and the time allocated for each. The issue of time management never brought much complications but the review reveals a slight imbalance in the durations accorded to some of the sessions. For instance, while some sessions were given little time, others were over timed, this brought in an element of tiredness among the participants. During planning, it would be important to review the contents of each session in order to deduce their magnitude in terms of the ability to fulfill the conference’s main theme (Goldblatt, 2010). More theoretical ideas, discussions and lectures ought to happen in the morning when the participants are fresh and relatively energetic. On the other hand, the later afternoon activities ought to involve interaction session instead of the lecture method. This is because later in the day, the participants looked more tired and indicated low levels of concentration. The other suggested adjustment in this case would be making the afternoon sessions shorter and the morning ones long enough. This would enhance the audience’s reception to the message due to variations in concentration levels at different times of the day. Furthermore, the location of the conference was considerably ok. The place is well ventilated and fitted with the necessary machines which enable a balance in the environmental conditions (Silvers, 2003).  The rooms remain warm enough on a cold rainy day while when it is hot, the fitted fans enable a cooler environment. However, some of the participants had to spend a lot on transport in order to reach the venue. It is therefore important to consider the participants travel needs by noting the distance they have to cover to reach the event venue (Harper, 2009). The location should not only be accessible but also central enough to allow participants reach with ease. Lastly, the aspect of speaker cancellation might lead to a compromise on the quality of delivery to the participants (Shone and Parry, 2001). It would be advisable, during planning, to maintain a close touch with the speaker to continuously confirm their ability for the event. This step allows the planner to have a stand by alternative which avoid the last minute rushes in case the designated speaker is suddenly unavailable.

In order to deduce the feedbacks of the participants, the audience was subjected to an evaluation survey. The survey comprised simple open ended questions which the interviewees could easily respond to and their opinions derived from these results. The survey question tested the participants’ responses on factors such as time management, speaker engagement, and helpfulness of the content as well as the general organization of the content. The graph below summarizes the outcome of the evaluation survey:

From the graph above, we can deduce that the participants’ level of satisfaction towards the overall organization of the conference was high. The participants noted that the contents discussed during the conference did not only expose them in terms of career but also enhanced their knowledge of other important things in life as individuals. The results also indicate that the conference session played a crucial role in ensuring that the participants’ needs were adequately addressed. As much as these needs might not have been met wholesomely, they were satisfied with the much that was done. The survey results equally indicate that the conference instructors were effective during their deliveries (Johnston and Clark, 2008). Through effective communication tools and appropriate team building activities, the sessions were not only educative but also quite entertaining. From the survey, it can also be deduced that the participants highly rated the quality of the facilities used at the conference. For instance, the rooms were spacious and well ventilated which enabled a conducive environment for the conference activities (Robinson, Wale and Dickson, 2010). In terms of the length of the conference and the ratings there in, the survey results show an average rating. This could be decoded to show that time was not adequately managed during the conference. The speaker engagement during the sessions is also highly rated as shown by the survey results. This implies that the speaker ensured the involvement of the participants during the sessions. According to Mondy and Wayne (2014), proper engagement of the audience increases their level of understanding of the content. When they are practically involved in the process of content delivery, they are more likely to grasp the ideas. This reveals that the conference objectives were adequately outlined both to the speakers as well as the participants. As a result, each of the activities carried out were aimed at achieving the stated objectives. The approach therefore played a crucial role in ensuring that the quality of delivery was good with no inclusion of irrelevant details. Consequently, most participants left the conference more exposed and trained on various career aspects.
On the other hand, the response of some of the participants when asked whether they would attend another conference of the same kind indicated a relatively low rating in comparison to other categories. This could be attributed to a few challenges noted during the conference which could be adjusted to make the next event better. For instance, the menu did not factor in individual needs as some could not eat due to allergies. In addition, there was no alternative cuisine set aside for those with allergies. At the same time, participants noted that some of the sessions were not time managed appropriately. This led to lengthy session which could affect the quality of reception.

During then planning sessions, a prior visit to the venue was made in order to note their rates and prices in line with the goods and services offered at the place. With the basic costs in mind, the budget was made such that the allocated amounts were slightly above the prices indicated by the hosting hotel. By working with a budget which was above the stated prices, it was possible to make adjustments without incurring extra costs. In line with dietary requirements, the amount allocation is likely to vary for future events. The initial budget contained no provisions for alternative cuisines especially for those individuals with food allergies and other health complications. As a result, the amount allocated for foods and drinks could increase by about $5000 dollars. However, due to the fact that there are no any unexpected or additional costs to the final budget, the other portion of the budget shall remain unadjusted. Instead of including additional costs, the extra amounts placed for other elements within the budget could be diverted to cater for the additional cost on foods and drinks. This ways the budget would still involve the same value used in the initial event.

Conclusion

The success of a conference largely depends on the nature and effectiveness of the planning stage (Monroe and Kates, 2005). Good planning is a recipe for good outcomes during events. On the other hand, poor planning leads to failures and challenges.   One of the core factors when planning is the individual needs of the participants in terms of security, comfort, dietary requirements as well as the health conditions (Norman, 2013). With an in-depth knowledge of the type of participants expected for a conference, it becomes possible to put in place the right menus which would accommodate the varying preferences. In addition, planners ought to carefully allocate time to the various sessions. This would play a crucial role in enhancing the quality of discussions, content delivery as well as participants’ concentration. Finally, by noting the challenges experienced during an event, it becomes possible to identify the areas in need of adjustments in order to make future events more successful (Raj, Walters and Rashid, 2008).

In order to ensure the success of future conferences, the report outlines the following recommendations for improvement:

 The conference dates ought to be changed to fall either in August or in September when schools are closed. There is also the Fathers’ Day and School holiday during this period.   Having the function at this time would involve the use of less money since the company could use a function center in Sydney which is cheaper compared to the hotel expenses.

The planning ought to involve the use of local business where the participant will not need to be accommodated at the conference center but can drive home after sessions and resume the next day. This strategy would minimize the costs associated with accommodation expenses which were quite high at the place.

The planning ought to take into consideration the participants’ needs in terms of diet and health needs. The menus included in the conference’s meal plans should comprise a variety of foods. This way, those individuals with specific feeding habits in relation to their health status can have appropriate alternatives during meals.

There is need to observed proper time management as this would go a long way in enhancing the quality of content delivery. The sessions should neither be too long nor too short but balanced depending on the type and magnitude of the content.  When too long, the concentration levels of the participants are likely to be lowered as individuals naturally grow tired after long engagements.

The speakers ought to effectively engage the audience by initiating open forums and other interactive sessions. This provides an easy environment in which the participants can readily grasp and internalize the contents.

The location of the conference venue ought to be accessible and central enough. This would allow the participants and other involved individuals to easily reach the venue. The strategy would not only save on time but on the travel related costs.

References

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Goldblatt, J. (2010) Special Events: A New Generation and the Next Frontier. New York: Wiley.

Harper, S. (2009) ‘Configurations of Organizational Effectiveness and Efficiency’. The Academy of Management Journal, 36(6), pp. 1345—1361.

Johnston, R. and Clark, G. (2008) Service Operations Management. London: Prentice Hall.

Mondy, R. and Wayne, J. (2014) Management of Teams and Groups. Harlow, England: Pearson Education Limited.

Monroe, J. and Kates, R. (2005) Art of the Event: Complete Guide to Designing and Decorating Special Events. New York: Wiley.

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