Question

The students of class 11 of ‘AL Public School’ decided to host a farewell party to students of class 12. A core team was formed that brainstormed and identified various activities that needed to be performed for the same. It was decided that the arrangements for refreshments, sound and music, tentage, gifts, invitations and cultoural programme are required to be made. The students then divided the work into manageable activities so that duplication is avoided and burden of work is shared.

The students were excited that they were managing the whole event themselves.

1. The students of class 11 have performed one of the steps in the process of organising. Identify the step.
2. State the next three steps that the students need to perform to complete the process of organising successfully.

Answer 1

1. The students of Class 11 have performed the first step in the organising process: Identification and Division of Work. They brainstormed the necessary activities (refreshments, music, etc.) and divided them to avoid duplication and share the burden.
2. The next three steps the students need to perform to complete the organising process are:
   1. Departmentalization: Once the work is divided into small activities, similar or related activities are grouped together. For example, the students might group “sound and music” and “cultural programme” into a Performance Department, while “refreshments” and “tentage” could form a Logistics Department. This grouping facilitates specialisation.
   2. Assignment of Duties: After creating departments, specific tasks must be allocated to individual members of the core team. It is essential to match the nature of the work with the skills and competencies of each student. For instance, a student with good negotiation skills might be assigned to handle the tentage and gift vendors.
   3. Establishing Reporting Relationships: Simply assigning tasks is not enough; students must know who they take orders from and to whom they are accountable. This step creates a hierarchical structure, ensuring that every team member knows their superior and subordinates, which helps in the smooth coordination of the farewell party.