TASK C - PROJECT Learner Assessment Guide and Evidence

TASK C – PROJECT
Learner assessment guide and evidence

This assessment requires you to plan, organise, monitor and improve workflow, monitor and
support team members, solve problems and make decisions.
You are required to do the following:
 Read the case study.
 Complete Tasks 1-7.
 Answer all the questions.

Case study
Boutique Events is a small, exclusive catering and events company specialising in creating
exceptional experiences for weddings and corporate events across a range of indoor and outdoor
venues. The company employs seven full-time staff, including an events director, events
coordinator, an executive chef, two chefs, three supervisors and up to 20 casual staff, depending
on demand.
Olivia is the events coordinator. She prides herself on attending every event to support and assist
the supervisors in charge and help with last-minute emergencies and details. As a result, Olivia
works a 70-hour week and is constantly tired. She has very little social life as many of the events
take place on the weekend. She is dedicated to her role and employers, working tirelessly to help
the business achieve its growth target.
She would like her supervisors to take more responsibility and make decisions, but she finds they
won’t when she is there. They regularly refer all but the most basic decisions to her. She finds
herself having to give them a lot of direction and monitor their work closely. Her manager, the
events director, has told her she needs to start delegating tasks more and reduce the number of
events she attends or limit the amount of time spent there.
The following is a list of some of Olivia’s responsibilities and tasks she performs in her role.
 Organises event bookings and contracts.
 Liaises with clients regarding their needs and updates contracts accordingly.
 Liaises with venues and suppliers and negotiates contracts for space, supplies, audio-
visual equipment, etc.
 Conducts research, makes site visits and finds resources to help with decisions about
event possibilities.
 Creates and revises room layouts for each event.
 Creates event run sheets to ensure the smooth flow of the event.
 Organises staff rosters.
 Assists with preparing budgets and provides periodic progress reports to the event
director.
 Ensures all staff arrive on time and are in full uniform. Organises replacement staff in case
of absenteeism.
 Conducts pre/post-shift meetings.
 Monitors staff on shift and ensures all SOPs and quality assurance principles are adhered
to.
 Update Company SOPs.
 Conducts employee appraisals in conjunction with the events director.
 Conducts staff recruitment and selection.
 Trains new and existing staff when necessary.
 Checks staff time cards after an event.
 Ensures labour costs comply with budget.
 Liaises with the executive chef regarding client needs prior to the event.
 Liaises with head cook regarding client needs during an event.
 Handles complaints.
 Checks that audio-visual equipment, signage and décor meet quality expectations.
 Assists the supervisors in checking room layout prior to the event and that all materials,
such as place cards, nametags, packages, gift bags, registration lists, etc., are prepared.

TASK 1: DELEGATE TASKS
Q1: Why is delegation an important skill for Olivia to learn?
It is important for Olivia because delegation is an effective time management strategy to manage
and reduce her workload. With the reductions of workload, she can concentrate on more
important and critical issues of concerns, and this can bring effectiveness into her work. Also, by
delegating her works to her subordinates, the subordinates get chances to make decisions on
their own, this can improve their self-confidence and build morale.
Satisfactory ☐ Unsatisfactory ☐
Q2: Why do you think Olivia’s supervisors have been unwilling to take responsibility for
decision-making when Olivia is present?
The reason could be because they are not ready for the increasing of accountability, or they lack of
skills and experiences, unsure for which decision they should make, that is why they all rely on
Olivia when she is present.
Satisfactory ☐ Unsatisfactory ☐
Q3: Why do you think Olivia doesn’t delegate? Explain your reasons.
There are a few possibilities that she doesn’t want to delegate her works, one of the reason might
be because she has a perception of not having enough time to explain the tasks or to teach the
subordinates, she rather finishes the tasks by herself in which she believes she can do it better
and in more efficient way. Also, she might afraid of losing control to the certain works or even had
a chance of delegating out of her job as well. Moreover, she might have lack of confidence in her
subordinates and afraid of not getting any credits when the tasks are delegated and finished.
Satisfactory ☐ Unsatisfactory ☐
Answer questions 4 to 6 based on Olivia’s responsibilities and tasks she performs listed in
the case study information.
Q4: What tasks are not suitable for Olivia to delegate?
 Conducts employee appraisals in conjunction with the events director.
 Conducts staff recruitment and selection.
 Handles complaints.
 Checks staff time cards after an event.
 Trains new and existing staff when necessary.
 Ensures all staff arrive on time and are in full uniform. Organises replacement staff in case
of absenteeism.
Satisfactory ☐ Unsatisfactory ☐

Q5: Which of Olivia’s tasks could be completed by others in the management team when she’s
absent, for example, on annual or sick leave?
 Assists with preparing budgets and provides periodic progress reports to the event
director.
 Conducts pre/post-shift meetings.
 Monitors staff on shift and ensures all SOPs and quality assurance principles are adhered
to.
 Update Company SOPs.
 Ensures labour costs comply with budget.
 Assists the supervisors in checking room layout prior to the event and that all materials,
such as place cards, nametags, packages, gift bags, registration lists, etc., are prepared.
 Creates and revises room layouts for each event.
 Creates event run sheets to ensure the smooth flow of the event.
Satisfactory ☐ Unsatisfactory ☐
Q6: What tasks that Olivia currently regularly undertakes could be permanently delegated to
her supervisors?
 Organises event bookings and contracts.
 Liaises with clients regarding their needs and updates contracts accordingly.
 Liaises with venues and suppliers and negotiates contracts for space, supplies, audio-
visual equipment, etc.
 Conducts research, makes site visits and finds resources to help with decisions about
event possibilities.
 Organises staff rosters.
 Liaises with the executive chef regarding client needs prior to the event.
 Liaises with head cook regarding client needs during an event.
 Checks that audio-visual equipment, signage and décor meet quality expectations.
Satisfactory ☐ Unsatisfactory ☐
Q7: What should Olivia do to ensure any delegated tasks are successfully performed?
To ensure the delegated tasks are successfully performed, Olivia can establish check-points which
are points in time where the subordinates reports back to her on their progress and she can
provide constructive feedback to them; also, she can directly observe and monitor (but not to
micromanage) her subordinates the quality of work output and the milestones they achieve to
make sure the outcomes are as her desired when she delegates the tasks.
Satisfactory ☐ Unsatisfactory ☐
Q8: There are four (4) methods of giving instructions effectively. Give one example of how
Olivia could give an instruction to her supervisors for each method.
The first method is being explicit and direct, which means the instruction given should be
directed and clear to her supervisors. One of the example would be: ‘Wendy, I need you to update
the event booking and contracts now please. Can you let me know when you have completed it?
Thanks’.
The second method is sending request where it is asked for agreement and it usually softens the
instruction and encourages participation and open communication. The example would be:
‘Would you be able to provide me with the research on Mr. Robinson’s event possibilities by
tomorrow afternoon?’