Overview of the organisation and the department Le Meridien Kota Kinabalu was chosen to be the cooperative organization in this assignment. “Simply magnificient and so out of the ordinary”, a city hotel in a resort destination, Le Meridien Kota Kinabalu (LMKK) is located in downtown Kota Kinabalu on the eastern side of Jalan Tun Fuad Stephens which offering expansive views of both the city and the South China Sea.
Le Meridien Kota Kinabalu (LMKK) officially opened at 25 November 2005 with the core values stated as chic, culture, and discovery.The owner of LMKK is Mr Robert Tan, who owns the Gloharta (M) Sdn Bhd. Gloharta (M) Sdn Bhd is an associate company of Pembinaan Kekal Mewah Sdn Bhd, which is a construction company established since 1952. However, Starwood Hotels & Resorts Worldwide Inc manages LMKK. The company main activities are providing lodging properties to the guests while they are away from home, which is selling room. The departments that I visited are food and beverage department, marketing communication department which is under sales and marketing department, housekeeping and front office manager.Organizational Chart of Le Meridien Hotel, Kota Kinabalu MR HARVEY THOMPSON (GENERAL MANAGER) KRISHNAN MOGAN (DIRECTOR OF FOOD & BEVERAGE) CHEAH YET JOON (FINANCIAL CONTROLLER) TAN KIM LIAN (CHIEF ENGINEER) THAKIDA RADZI (HUMAN RESOURCE MANAGER) SURESH RAMASAMY (DIRECTOR OF SALES & MARKETING) CHEF KEN YONG (EXECUTIVE CHEF) JIWA SIOR (EXECUTIVE OF HOUSEKEEPING) HIEW MOO CHEN (FRONT OFFICE MANAGER) CHRISTINA LEPIH (REVENUE MANAGER) Note : The second level of the organization chart known as the Executive Community (EXCOMM) which is critical in a decision making.
The bottom level known as Head of Department (HOD) Part B: Planning ii) Meaning and importance of planning to an organization Planning is determining organizational goals and a means for achieving them. Planning is one of the functions in management, whereas, management is getting work done through others. Planning is the first and priority part in order to have an effective management. In planning function, the goals or aims will be set and the flow of the job description will be details stated. This goal must be achievable. The organization must works guided by the goal.For example if the main goal of the organization is provide the best hotel services in Malaysia, thus all the workers has to give the best service to the customer in order to achieve the goal.
Planning is one of the best ways to improve performance which is importance to an organization. From planning, an organization can measure the performance and can make further planning to improve performance. Planning also encourages people to work harder, to work hard for extended periods, to engage in behaviours directly related to goal accomplishment, and to think better ways to do their job.Organization that has a strategic and effective planning will have a larger profit and faster growth that organization that does not plan. iii) Planning activity illustration Co-operative organization| Le Meridien Hotel, Kota Kinabalu, Sabah and Hospital Likas, Kota Kinabalu| Event | Charity Dinner for Thalessemia| Date| 02 April 2009| Venue| Ballroom, Le Meridien Hotel,KK| Theme| Hope Continues | Planning Planning Time Lines Task / Week| 1| 2| 3| 4| 5| 6| 7| 8| 1. Meet and interview the manager of Le Meridien Hotel| | | | | | | | | 2.Gather information about background of the hotel| | | | | | | | | 3.
Suggest some event that possible to be done and discuss with the manager| | | | | | | | | 4. Check whether other involve parties such as other department and hospital is willing to involve in the event| | | | | | | | | 5. Check which Thalassemia Community is available| | | | | | | | | 6. Prepare proposal to be approved by the high level management of the hotel. | | | | | | | | | 7. Prepare official letter which has authorized by the hotel management to be sent to the other department and hospitals| | | | | | | | | 8.Deal with other department such as kitchen department, human resources department, marketing communication which is one of the breakdowns of sales and marketing.
| | | | | | | | | 9. Preparation of event | | | | | | | | | 10. Implementation of event | | | | | | | | | 11. Final report of the event| | | | | | | | | Planning Cycle Planning Cycle| Details| Recommendation| 1. Analysis of opportunities| Charity event can help the needed party (Thalassemia Community) and also can help the organization to get good corporate governance by accomplish their corporate social responsibility.Beside that, organization might increase their reputation in pubic sight. | Do a risk analysis.
Spot event risks, weaknesses in the organization or operation, and identify the risks to which the event is exposed. Plan to neutralize some risks. | 2. Identify aim| To help the Thalassemia community to have more attention from the public and to entertain them. Beside that, to increase the customer brand loyalty and reputation of Le Meridien Hotel, Kota Kinabalu| Discuss with General Manager and Manager of Human Resources and other related manager of Le Meridien Hotel on planning the event.Make a decision before make a proposal to be approved. In addition, discuss with the management of Likas hospital if they are interested to join the event.
| 3. Exploring option| To find which Thalassemia community will be invited to the dinner| Discuss with Manager of Human Resources on which Thalassemia community is available to join the event. Only one charity will be chosen. The choices will be evaluated by the most needed help charity home. | 4. Selection of the best option| Thalassemia Charity | Keep in touch with the third party. Always follow up them.
Any new information will be informed to them to avoid problems such as time clash. | 5. Detailed Planning| Preparing a proposal to be approved by the general manager of Le Meridien Hotel. All details of work will be included in this proposal. | Cooperation with Manager of Human Resource to prepare a proposal. Preparing an official invitation letter to Hospital Likas and the Thalassemia Community. Informed other related department such as food and beverages department, sales and marketing department (marketing communication).
Send an official letter regarding the event, details of the event and also job description to them.Follow up with these departments. All the cost management will be prepared and handled by the financial controller department. Activities at the event will be handle by the entertainer of the hotel and also other staff in front office and housekeeping department-choir performancePrepare a tentative program | 6. Plan Evaluation| Review the plan to decide whether it is worth implementing. | Do the cost benefit. This involves adding up all the costs involved with the plan, and comparing them with the expected benefits.
| 7. Plan Implementation| | Doing works according to the plan. | 8.Closure of plan| Get feedback from all the parties involved and compare it with the objectives and goal of the event. See whether the goal is accomplished. | Prepare a questionnaire to be filled up by all parties involve and interview some of them. Make a self-assessment and performance evaluation on the eventPrepare an actual report of the event.
| Tentative program for Blood Donation and Charity Dinner for Thalassemia Community Event: Blood Donation Venue: Lobby, Le Meridien Hotel, Kota KInabalu 2nd April 2009 (THURSDAY)| TIME| ACTIVITY| | 9. 00 am| Arrival of Hospital Likas team| | 9. 30 am| Breakfast| | 10. 00 am| Blood donation | 12. 30 noon| Lunch break| | 2. 00 pm| Blood donation| | 4. 00 pm| Tea break and end of program| *Every donor will receive goodies and food from Le Meridien Hotel Event: Charity Dinner Venue: Lobby, Le Meridien Hotel, Kota KInabalu 2nd April 2009 (THURSDAY)| TIME| ACTIVITY| | 7.
00 pm| Arrivals of Thalassemia Community and guests| | 7. 30 pm | Welcoming speech from General Manager of Le Meridien Hotel| | 7. 45 pm| Return speech from representative of Thalassemia Community| | 8. 00 pm| Dinner | | 8. 30 pm| Performance from Le Meridien| | 8. 40 pm| Souvenir| | 8. 50 pm| Goodies to give away| | 9.
00 pm| Photography Session| 9. 20 pm| Karaoke session| | 10. 00 pm| End of program| In planning function, I have made some schedule and planning cycle to facilitate me on how to manage the event properly. I begin the planning function with preparing the Planning Time Lines which is guiding me on what I should do to accomplish this task. I am using planning top to bottom which I started my planning beginning from interview the General Manager of Le Meridien Hotel Kota Kinabalu, Mr Harvey J Thompson. He is willing to help me in order to complete my task. He sent me to human resources department because this department is responsible in conducting an event.
I have told Mr Harvey about what kind of event that I have proposed and he has agreed with this event. Thus, I meet with the manager of Human Resources Department, Mrs Thakida to discuss about the proposal. She agrees to prepare for the proposal. We draft the proposal and plan several activities. I have made some research on other charity event in the internet and also Thalassemia community information. Organizing In order to have a committee to conduct this event, we have made up a functional departmentalization which is we organize the work and workers into separate units responsible. We have made a job description for each department.
I will be working under the human resource department. The job description is as follows: Department| Job Description| Human Resources | -Preparing proposal-Contact and deal with the Thalassemia community and Hospital Likas-Preparing official letter and tentative programme -| Food and Beverages| -Preparing menu, food and drinks for the Thalassemia community and those who involve in blood donation and the dinner event. | Marketing communication| -Preparing banners-Contact the media and inform them about the event. Follow up which media will be attending the event and confirm with it with the human resource. Preparing goodies to give to the blood donors and to the Thalassemia Community| House keeping and Front Office| -Preparing a good service and hospitality to those who attend neither the blood donation event nor the charity dinner event-Preparing performance for the Charity Dinner for the Thalassemia community. | Financial Controller| -Preparing a forecasting of the whole event-Preparing a financial report after the event| Leading and controlling I planned to prepare a questionnaire to be distributed to several guest and the participants of the event to get feedback. This feedback can help me to prepare the final report of the event.
Beside questionnaire, I also planned to interview several of them to give opinion on the event. From this feedback, we can know whether the event aim or goal is accomplish or not. iv) Type of plan The format of plan that I have prepared is using scheduling method. First thing I have done is by draft or planned when will I meet and interview the general manager. After that, i have make a work schedule for the entire flow of this task and also for the event. I plan to meet the General Manager of Le Meridien Hotel for only two to three times to avoid disturbing their daily operation.I also use mobile phone as our medium of communication.
I started planning from top to bottom which is i meet the higher level management first and then to the middle management and finally to the front line management. The reason why I choose this kind of planning is because I can deal with the other management with the authority that has been given by the general manager which the top level management. Thus, they can co-operate with me effectively. Beside, with guidance and help from the human resource department, I can plan and manage this event more systematic.This is because, human resources department have a lot of experiences in conducting and planning an event. Thus, I choose to work with someone who is has proficient in manage an event. There are lot things that I have learnt.
For example, we took as much ideas from other staff as we can thus we can make the best option. Part C (v): Conclusion In conclusion, I have learn so many things about effective management while doing this task. I learn how to communicate in corporate world and also to other society. I can practice what i have learn in class and what i have read before in the text book.Practically, I can view the whole managemant aspects in preparing this event. In order to make a decision, we have to brainstorm and have to get opinon from a various point of view. Even this event looks like a simple event but there are so many things that take to our concern.
From this task also, i have learn on how to work in team even this assignment is an individual assignment. Now, i have a better understanding in functions of management which is all of the function that are planning, organzing, leading and controlling is linked and help each other to produce an effective management.In my opinion, if a manager failed to prepare or produce an effective management, we can say that the manager is fail to contibute optimum benefits to the organization. As we all know one of the objective in profit oriented organization is maximizing shareholder benefit whereas, they only can achieve this objective when the organization can generate a maximum profit. In order to generate maximum profit, the organization must have an effective management which means they must have a strategic planning, a strong organization, a highly-motivated workers and performance indicator to ensure they keep increasing their profit.If manager failed to make an effective management, the organization will not meet their goals. This may also effect the workers‘ behavior which is they will be not motivated to work harder.
Thus, I really hope that this event can be done successfully. With guidance from the planning that has be made, I believe that this event can be a good event to increase the organizations‘ reputation and can contribute to achieving the goal of the organization itself.In addition, I have learn a lot from this task which is it can be one of the most meaningful experience and help me to understand more about management.References Cameron, E. & Green, E. (2008). Making Sense Of Leadership: Exploring The Five Key Roles Used By Effective Leaders.
Kogan Page 0 Leatherman, R. W. (2008). Quality Leadership: Standards of Leadership Behavior. HRD Press Shahrol Aman Ahmad et al. (2008). BBPP1103 Principles of management.
Selangor. Univision Press Sdn. Bhd. 0 http://en. wikipedia. org/wiki/Management0
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