FEEDBACK TUTORIAL LETTER. 1st SEMESTER 2018 ASSIGNMENT 1 ADMINISTRATIVE MANAGEMENT 1A AMM511S

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1 FEEDBACK TUTORIAL LETTER 1st SEMESTER 2018 ASSIGNMENT 1 ADMINISTRATIVE MANAGEMENT 1A AMM511S 1

2 FACULTY OF MANAGEMENT SCIENCES DEPARTMENT OF MANAGEMENT SECTION: BUSINESS & INFORMATION ADMINISTRATION ADMINISTRATIVE MANAGEMENT 1A (AMM511S) ASSIGNMENT #1 Marks: 45 QUESTION 1 [10] Identify the letter of the choice that best completes the statement or answers the question. 1.1 Management assistants should possess this type of skill which involves the ability to work with people. a) Organising b) Conceptual skill c) Human skill d) Technical skill e) Planning 1.2 Putting an activity off till later which should be done now. a) Reputation b) Self awareness c) Tact d) Initiative e) Procrastinate 1.3 Time management includes: a) Delegation of responsibilities b) Prioritising activities according to their importance c) Setting deadlines d) Effective planning f) None of the above 1.4 This seating layout is often referred to as round-table style: a) Banquet b) U-Shape c) Theatre style d) Boardroom e) Conference set-up 1.5 Planning, organising, staffing, coordinating and controlling are the: a) Goals of management b) Results of management c) Functions of management d) Categories of management 2

3 1.6 Middle managers engage in planning. a) Operational planning b) Tactical planning c) Strategic planning d) Institutional planning e) None of the above 1.7 Refers to the function that controls the overall structure of the company and it involves designating task and responsibilities to employees with the specific skills sets needed to complete the tasks. a) Planning b) Organising c) Staffing d) Coordinating e) Controlling 1.8 What are the three informational roles of managers? a) Figurehead, leader and liaison b) Spokesperson, leader, coordinator c) Monitor, disseminator, Spokesperson d) Entrepreneur, disturbance handler, resource allocator, negotiator 1.9 These individuals are responsible for making decisions about the direction of the organisation and establishing policies that affect all organisational members. a) Non-managerial employees b) First-Line managers c) Middle managers d) Top managers e) None of the above 1.10 A type of event which may be organised by an event co-ordinator: a) Corporate events b) Personal or family events c) Public event d) Government or political f) None of the above 3

4 QUESTION 2 [10] Match each description from Column B with the most suitable term in Column A. Write down only the letter from Column B in front of the number in Column A. e.g. 1.1 Z COLUMN A 2.1 An organisation s structure is a means to help management achieve its objectives. 2.2 A gathering of human beings, generally lasting from a few hours to a few days, and designed to celebrate, honour, sell, teach about, or observe human endeavours. 2.3 This refers to a person who is responsible for bringing together all the event participants to ensure that they are working towards the same goal. 2.4 A platform where organisations showcase their products and services. 2.5 An organisational structure which is characterised by highly routine operating tasks achieved through specialisation and has formal rules and regulations. 2.6 Involves establishing performance standards and monitoring the output of employees to ensure each employee s performance meets those standards. 2.7 A form of marketing in which a corporation pays for all or some of the costs associated with a project or programme in exchange for recognition. 2.8 A plan or initial event design or suggestion that is presented to a person or group of people to consider. 2.9 are there to provide constant positive media coverage of an event Refers to the overall management of the risk strategy of the event, ranging from risks analysis to compiling an incident report. D N COLUMN B Strategy Special event O Event Coordinator L A K B I M P Exhibition Bureaucratic structure Controlling Sponsorship Proposal Media sponsor Risk Management 4

5 QUESTION 3 [25] 3.1 Events companies can choose from various menu categories. Differentiate between on-site catering service and off-site catering service. (4) In on-site catering, the food and beverages are prepared on site at the event venue. Some venues have their own catering facilities or companies that work in-house and will not allow another catering company to be hired in. (Schroeder, 2017) In off-site catering services the catering company prepares the food at the own facilities and then delivers the meals to the venue. Off-site catering includes finger foods or packed meals ready to be served when they arrive at the venue. On-site catering services include buffets, a la carte menu and sit-down meals. (Schroeder, 2017) 3.2 There are different players involved when organising an event. Name and discuss any four skills required by an event producer. (8) Organisational Ability: a logical mind must keep a myriad of details, times, people, schedules, and tasks in their proper places Creative Ability: A right brain orientation helps to conceive new ideas, which can be in conflict with the organisational or left side of the brain. Technical Interest: because of the myriad technical areas coming under the supervision of the producer, at least a general interest of things technical avoids the temptation to keep hands off and simply trust suppliers. The producer must take confident ownership of these are as. Financial Ability: A working knowledge of financial statements, basic accounting, and bugets is an absolute necessity to effectively manage client budgets Writing Ability: a concise, creative, and grammatically correct writing style is mandatory Speaking Ability: a clear, organised, and enthusiastic speaking style is highly desirable for presentations to clients and to production teams Computer Skills: familiarity with the most used components of the microsoft office suite of software (Word, Access, Excel and Power Point) is mandatory Previous Experience: At lease some experience is desirable in order to understand this kind of work. This experience may be gained by way of voluntary work. (Schroeder, 2017) 3.3 Organisational change is inevitable. Name any six steps involved in the change process. (6) The cause for change Determine the wanted outcome of the change involvements 5

6 Diagnose the causes Choose an appropriate change system Design a proper plan for implementation Implement the variation After some time determine whether the change process was effective or not and do a followup. (Schroeder, 2017) 3.4 Define a simple organisational structure and give an example. (2) The simple structure is most widely practice in small businesses in which the manager and the owner are one and the same. An example is Rose Inn Bed and Breakfast. (Schroeder, 2017) 3.5 Discuss (1) advantages and (1) disadvantages of a simple organisational structure. (2) Advantages The strength of the simple structure lies in its simplicity. It s fast, flexible and inexpensive to maintain and accountability is clear. (Schroeder, 2017) Disadvantages One major weakness is that it s difficult to maintain in anything other than small organisations. It becomes increasingly inadequate as an organisation grows. The other weakness is that it s risky because everything depends on one person. (Schroeder, 2017) 3.6 Administrative Assistants should possess good communication skills. Discuss the importance of good communication skills. (3) The administrative assistant is required to communicate with a variety of employees within the different structures of the organisation as well as external suppliers, customers. Communication should always be done professionally whether she is writing an , letter or meeting a client face-to-face. She might sometimes be required supervise clerical or administrative staff, plan budgets, coordinate special events, manage travel arrangements or oversee the maintenance of office equipment. This should be done with always keeping in mind what image she is projecting to the outside world. (Brenner, n.d.) She needs to always practice exceptional communication skills which will assist her to give proper commands for the staff to successfully complete their duties. (Brenner, n.d.) 6

7 References Laurie Brenner (n.d.) What Is the Importance of Good Communication Skills to an Administrative Office Manager? Retrieved from Schroeder, A., (2017) Administrative Management A study guide. Windhoek: COLL 7