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Sunshine Advertising Company Add in library

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Questions:

Scenario - Sunshine Advertising

You are a manager in a lucrative advertising company and have a team of 15 staff members but at the moment two of them are working closely with you to complete some very important jobs.

Tasks

Pretty Boutique is a key client of yours and has asked for your company to prepare some advertisements for their fashion showcase. Today is Tuesday, and you know the draft brochure will take at least one day to be ready for the Boutique to look at. The fashion show is scheduled for Wednesday in two weeks time.

After looking at the draft brochure, Pretty Boutique advises you on Friday of a problem that needs fixing. They informed you that the venue had to be changed as it was not big enough for their showcase. You now realise that the advertisements will need to be changed which will take at least 2-3 hours to fix so you will now have to get Joshua to help you.

Staff jobs

Currently, you have two staff working with you and their normal tasks are:

Grace’s tasks

Time needed

Joshua’s tasks

Time needed

Receptionist

every day

Assist the desktop

3 hrs per week

Clerical assistance to you

3 hrs per day

publishers

 3 hrs per week

Make travel bookings for representatives

2 hrs per week

Update webpage Incoming and Outgoing Mail

1 hr per day

Word processing for company

3 hrs per day

Banking

1 hr per day

Order stationery

1 hr per month

Assist you

2 hr per day


Staff workload

Grace arrives late to work very upset. You asked her what her workload was like for the day and she bursts into tears. She said that she is not up-to-date and still has the following outstanding tasks to complete in addition to her normal day-to-day work:

• Book a rental car for you to picked up in Melbourne next Monday
• Melbourne travel arrangements and accommodation for you and the two sales representatives
• The Power Point presentation for you to present at a Conference next week
• Last month’s stationery order.

Grace is very behind with her work and you need to arrange for someone to help her.

You check with Joshua and find out that he is up-to-date with his tasks, but mentioned that the desktop publishers are snowed under with work and have asked him to help out longer than the usual three hours allocated each week).

He mentioned to you that Grace had broken up with her husband, is very stressed and therefore behind with her work.

The Director of the company has indicated in a recent email that no staff members were allowed to do any more overtime so you are now faced with a dilemma as to how to deal with this situation.

Task 1 

Use the table format below and make lists of Joshua and Grace’s work. Prioritise these work tasks for the next week using the “URG-IMP” system of Prioritising by importance and urgency.

Task

Importance

Urgency

Priority

Estimated time

Deadline

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Task 2 

Using the information in Question 1, prepare work schedules for yourself, Grace and Joshua for the next week showing the team priorities and resource availability.

You may use Microsoft Outlook to create a schedule or use the sample calendar below for each staff member i.e. one for you, Grace and Joshua.

Work plan for ………………………………………..

Time

Monday

Tuesday

Wednesday

Thursday

Friday

 

 

 

 

 

 

9 am – 10 am

 

 

 

 

 

 

 

 

 

 

 

10 am – 11 am

 

 

 

 

 

 

 

 

 

 

 

11 am – 12 pm

 

 

 

 

 

 

 

 

 

 

 

12 pm – 1 pm

 

 

 

 

 

 

 

 

 

 

 

1 pm – 2 pm

 

 

 

 

 

 

 

 

 

 

 

2 pm – 3 pm

 

 

 

 

 

 

 

 

 

 

 

3 pm – 4 pm

 

 

 

 

 

 

 

 

 

 

 

4 pm – 5 pm

 

 

 

 

 

 

 

 

 

 

 


Task 3


1. What realistic contingency plans would you use should the following situations arise:

a) Grace takes two days sick leave.

b) The person working on the problem for Pretty Boutique takes three hours longer than planned?

What steps can be taken to prevent the situation of staff being so far behind, from happening again?

c) Prepare a report for your next team meeting that covers the following:   

• Reviewing the problems of the past weeks
• Identifying opportunities for improvement and learning
• Rebuilding morale
• Some stress management techniques.

Task 4

Prepare a professional development plan for Grace addressing some of the areas you would like her to improve and include the following types of self-development activities:

1. Mentoring

2. On-the-job learning

3. Formal studies

4. Formal or informal networks.

 

Answers:

Task 1

Joshua’s Work

Task

Importance

Urgency

Priority

Estimated Time

Deadline

Assist the desktop Publishers

Yes important

Moderately urgent

3.

4 hours  required (3hrs + 1 hour extra due to back log

Next week

Update  web page

Yes important

Not very urgent

5.

3 hours required

Maximum in 3 Weeks’s Time

Incoming and Outgoing  mail

 

Yes, very much

1.

1 hour required

Today (every day)

 

Banking

Yes

 

4.

1 hour required

Tomorrow

Assisting the Manager

 

Yes, very much

2.

2 hours  required

Tomorrow


Grace’s Tasks

Task

Importance

Urgency

Priority

Estimated Time

Deadline

Receptionist work

Yes important

 

3.

1 hour required

Today (every day)

Clerical assistance to the manager (power point presentation to be made for the conference)

Yes important

 

2.

3 hours required

Tomorrow

Making travel bookings for representatives (travel arrangements for Melbourne and car rental bookings)

Highly Critical

Highly urgent

1.

2 hours + 1 hour back log= Total 3 hours required

Today

Word Processing for Company

 

Moderate urgency

5.

3 hours required

Next week

Ordering stationery for company

Very much important

Moderate urgency

4.

2 hours (1hr this month plus 1 hr last month)

After two week’s time

 

 

Task 2

Work schedule for Manager (Self)

Time

Monday

Tuesday

Wednesday

Thursday

Friday

9 am- 10 am

Revising Advertisement work for Pretty Boutique

Monitoring advertisement project progress of Pretty Boutique

Working on movers and shakers projects

Feedback review meeting for Movers and shakers project

Attending all hands meeting within the company

10 am- 11 am

Revising Advertisement work for Pretty Boutique

Budget Preparations task for upcoming quarter

Working on movers and shakers projects

Break

 

Working on feedback received on Movers and shakers  project

11 am- 12 pm

Understanding project requirements of Movers and shakers project

Budget Preparations task for upcoming quarter

Performance Review meeting with entire team

Break

Finalization of Movers and shakers  project

12 pm- 1 pm

Break

Break

Break

Monitoring movers and shakers project progress

Performance evaluation of team members

1 pm- 2 pm

Client meeting, Pretty Boutique

Break

Break

Break

Break

2 pm- 3 pm

Client meeting- Pretty Boutique

Client meeting- Pretty Boutique

Working on movers and shakers

Onsite meeting with  a new client

Performance Review meeting

3 pm- 4 pm

Break

Finalization of advertisement project with Pretty Boutique

Customer visit and meeting with movers and shakers

Onsite meeting with  a new client

Meeting with the Mover and shakers Client

4 pm- 5 pm

Making Power point presentation for Project

Break

Customer visit and meeting with movers and shakers

Break

Break

 

 

Work schedule for Joshua

Time

Monday

Tuesday

Wednesday

Thursday

Friday

9 am- 10 am

Revising Advertisement work for Pretty Boutique

Assisting manager on Pretty Boutique project

Assisting manager with movers and shakers project

Feedback review meeting for Movers and shakers project

Attending all hands meeting within the company

10 am- 11 am

Revising Advertisement work for Pretty Boutique

Assisting manager on Pretty Boutique project

 

Checking emails and replying emails

Checking emails and replying emails

Assisting manager with feedback on movers and shakers project.

11 am- 12 pm

Break

Checking emails and replying emails

Banking

Assisting manager

Finalization of Movers and shakers  project

12 pm- 1 pm

Checking emails and replying emails

Banking

Break

Assisting manager

Banking

1 pm- 2 pm

Client meeting, Pretty Boutique

Break

Break

Assisting the desktop Publishers

Assisting the desktop Publishers

2 pm- 3 pm

Client meeting- Pretty Boutique

Client meeting- Pretty Boutique

Assisting manager with movers and shakers project

Assisting the desktop Publishers

Break

3 pm- 4 pm

Banking

Finalization of advertisement project with Pretty Boutique

Customer visit and meeting with movers and shakers

Banking

Meeting with the Mover and shakers Client

4 pm- 5 pm

Assisting the desktop Publishers

Assisting the desktop Publishers

Updating Webpage

Updating Webpage

Checking emails and replying emails


Work schedule for Grace

Time

Monday

Tuesday

Wednesday

Thursday

Friday

9 am- 10 am

Making urgent travel bookings

Clerical assistance to the manager on Pretty Boutique project

Clerical assistance to the manager on movers and shakers projects

Clerical assistance to the manager on movers and shakers projects

Attending all hands meeting within the company

10 am- 11 am

Receptionist work

Receptionist work

Receptionist work

Receptionist work

Receptionist work

11 am- 12 pm

Car Rental Bookings

Clerical assistance to the manager for preparing project budgets

Car Rental Bookings

Making travel bookings

Clerical assistance to the manager on movers and shakers projects

12 pm- 1 pm

Clerical assistance to the manager for pretty boutique project

Ordering stationery for company

Break

Clerical assistance to the manager on movers and shakers projects

Clerical assistance to the manager on movers and shakers projects

1 pm- 2 pm

Clerical assistance to the manager pretty boutique project

Break

Clerical assistance to the manager on movers and shakers projects

Break

Break

2 pm- 3 pm

Break

Break

Break

Break

Break

3 pm- 4 pm

General Clerical assistance to the manager

Clerical assistance to the manager for pretty boutique project

Word Processing for Company

Word Processing for Company

Making travel bookings

4 pm- 5 pm

Break

Clerical assistance to the manager for pretty boutique project

Word Processing for Company

Break

Word Processing for Company

 

 

Task 3

The following are the highlights of some of the contingency plans that may be used-
 
a) If Grace takes a two day sick leave, another resource from the department, among the other thirteen employees reporting the manager, has to be deployed for a temporary period of those two days to work on the urgent tasks as per the schedule. Also a temporary resource may be arranged to cover Grace’s task in that situation.

b) Joshua is the person to be appointed to fix the problem for Pretty Boutique. In case the work gets delayed by two hours, Grace has to be requested to assist in managing critical tasks of Joshua at the agency.

Constant monitoring of the staff performance against the schedule and linking timely delivery with performance management would curb the habit of staying behind the schedule. Also regular team meetings monitoring the progress at work by each of the employees, would encourage them to perform better and in a timely manner.

c) Report for the next team Meeting:

Purpose

The Purpose of this report would be to identify and resolve the key work issues faced by the team members since past three weeks and to come up with practical solutions to avert these issues.

Findings

The increased work pressures and the act of adhering to the stringent project deadlines have stressed out most of the team members working under the manager. Few of the negative feedbacks from the client’s side regarding the drafts submitted of the advertising project with Pretty Boutique, have also hurt sentiments of few dedicated employees handling the project.

 

 

Recommendations

Motivational talks, employee recognitions and team activities should be highly included in the busy schedule of the team members. These changes would help the manager on inculcating positivism and energy in the staff that would eventually contribute towards continuous improvement and learning among the team members.

Conclusions

Working on the recommended actions would not only help the team members gain confidence and efficiency in their job roles, but would also help in them in making work more interesting for them, thereby increasing their morale.

 

Task 4

Professional Development Plan for Grace:

Grace is a junior level employee who is hard working and honest, but lacks a bit of professionalism. In fact she allows her personal life obstacles, affect her professional life. However, she has the potential to be groomed to become one of the best performing employees of the organization, with an effective professional development plan.

The following actions may be undertaken under the Professional Development Plan for Grace, with adherence to a stipulated time frame as mentioned-

  • Grace may be asked to upgrade her professional skills, by giving her an opportunity to complete a short term advertising management course. This would be targeted in a time frame of 6 months to a year.
  • Grace may be allotted a mentor, to monitor her performance and suggest improvements to her at work. This activity may be carried for a month.
  • Grace may also be actively included in team building activities to get her more acquainted with the organizational culture and make her feel an important resource of her team. A period of three months may be targeted for this exercise.

Thus, providing adequate work support through formal networks at the agency would also help Grace in taking up her work priorities and responsibilities more professionally and seriously.

OR

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