Order 1368007: products and services

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2. COORDINATE PROMOTIONAL ACTIVITIES 2.1 Ensure personnel and resources to support promotional activities are identified and prepared to facilitate the achievement of promotional goals

2.2 Identify and agree roles and responsibilities for delivery of promotional services and allocate to relevant personnel

2.3 Establish and conduct relationships with targeted groups in a manner which enhances the positive image of the organisation

2.4 Use networks to assist in the implementation of promotional activities

2.1. Ensure personnel and resources to support promotional activities are identified and prepared to facilitate the achievement of promotional goals

We have covered many of the areas that will involve personnel and resources to support them. Other example headings are:

management marketing funds organisational personnel promotional products samples technology time venue.

Group these into either personnel or resource responsibility and discuss.

ITEM PERSONNEL

(Tick)

RESOURCE

(Tick)

WHO / WHAT / WHY?

(your comments)

Site inspection of Venue

Contract signed and returned

Invitations designed

AV contractor hired

Mailing of invitations

ITEM PERSONNEL

(Tick)

RESOURCE

(Tick)

WHO / WHAT / WHY?

(your comments)

Update of website

Deposit due

AV contractor hired

Speakers confirmed

Menu selections

Dietary Requirements of attendees

Meet on-site before Event

Thank you letter

As part of ensuring, as much as possible, that personnel and resources are informed sufficiently to support promotional activities and are prepared to facilitate the achievement of promotional goals, an extension of the action plan is to list the generic headings from above and record any specific instructions in the space provided.

Facilitate promotional goals:

WHO / WHAT INSTRUCTIONS Date Done

Management

Marketing funds

Organisational personnel

Promotional products

Samples

Technology

Time

Venue

2.2 – Identify and agree roles and responsibilities for delivery of promotional services and allocate to relevant personnel When planning the best outcome for any promotional activity, agreed roles and responsibilities are fundamental to avoid confusion and to deploy a group who are aware of each other’s responsibilities.

They may already exist as part of an employment agreement or they may be set as a separate document such as a contract for services. Other reasons for clearly setting out agreed roles in a promotional event occur when certain people may be conducting roles that they are not usually engaged in. The change may need to be documented as an annexure.

Other areas of roles and responsibilities: Code of Conduct

A code of conduct is usually a set of rules outlining the responsibilities of or proper practices for an individual, party or organisation.

Usually this form of documentation is within a company policy and not necessarily isolated in conjunction with a single promotional event.

Job description and employment arrangements

This is essential and would be contained within the original contract for employment or in the case of a casual or contractor, a separate document signed by both the employee or contractor and the employer.

Organisation’s policy relevant to work role, team structures

Working conditions, rules and policies are sometimes set out in an employment agreement or at other times posted on notice boards or brought to the attention of employees when necessary such as during briefings or staff meetings.

Skills, training and competencies, supervision and accountability requirements including WHS

In-house event and promotional skills training should be provided as this would focus on a direct desire or outcome from the perspective of the employer. Generic courses on general skills may get lost in the detail. There are certain specific and usually technical skills that must be certified or gained externally to the workplace.

WHS • First responder training • Security • Electrical • Mechanical.

Examples of roles and responsibilities:

Teams

Teams range in size from two upwards; however, experience tells us effective teams have averaged about ten people.

What are the basic requirements of a team to ensure effective execution of the roles and responsibilities?

Decide on the strategy to meet the objective, but consider team structure. Decide on individual or group roles and responsibilities within the team. Have a leader established to ensure onward development and solve

problems along the way. Establish clear policies and procedures. Allocate personnel and activity funding. Ensure there are sufficient resources to address the requirements of the

task.

A team will also need to address the administrative responsibilities for efficient planning and executions:

How often to meet? Who is responsible for keeping meetings on track and on time? Where does the team meet? Who is responsible for publicising meetings and the details such as agendas,

rules if applicable and costs? What actions happen between meetings? This is usually recorded in minutes

and good minute writers will allocate an action column to ensure distribution of tasks.

Teams will need to learn the right balance between selection, based on existing skills and those which might be developed as a result of team membership.

Technical and Functional Expertise. Problem solving and decision making skills. Skills which enable effective communication.

Activity 2.1

1. Discuss and complete the following roles and responsibilities for this event:

EVENT: product launch of a new range of cosmetics. The event will be held in the foyer of the Sydney Opera House and will be catered for with cocktails and

TITLE Event Manager ROLE

Responsibility

TITLE Event Sponsor ROLE

Responsibility

TITLE Technical Director

ROLE

Responsibility

TITLE Media / Public Relations Manager

ROLE

Responsibility

TITLE Risk Manager ROLE

Responsibility

Notes: