Assignment 2 – Module 4

PLEASE ANSWER TWO QUESTIONS FROM THIS SECTION

  1. If you were asked to plan a major event at your organisation, what would your checklist look like? (Provide an Excel spreadsheet listing the process, using an Imaginary event to illustrate).
  2. You are required to move 6 staff members from the 1st floor, to the 5th floor in your building, provide a brief project plan in a Word document.
  3. Compile a check list for making travel arrangements and complete a business itinerary for your manager, utilising a Word Document Table. Base your check list and itinerary on the following scenario:

It is July and your manager, who will be visiting London for 3 days in September, has already indicated that he wants to leave on the second Sunday evening of September and return on Wednesday evening.  He has several business meetings with various business owners and clients and must attend 2 dinner functions.  He also must make time to buy his wife and Assistant a gift.  He wants to leave before 9pm and arrive back in South Africa on Day 4 by 6am.  He does not like having to walk anywhere.  The expiry date on his passport is 21 September in the same year.  He has also not been to London before.  This is his first trip.  You are also required to include a second business associate, who will be joining your manager in London a day later and will return to South Africa at the same time as your manger.

  1. Diary Management
    • Describe the process required in setting up an Outlook meeting invitation with the management team at an external venue.
    • Explain how you check a persons’ availability for a meeting, on Outlook, and provide additional suggestions.
    • What process / procedure do YOU follow in ensuring your manager knows what is happening in their diary. Please provide a description?
    • What protocol do you use when managing multiple diaries?
    • How do you prioritise a meeting that clashes with a request from the CEO and an external client?
    • What details do you obtain BEFORE sending out an electronic meeting invitation?
    • List 5 options available to you on the Outlook Diary that help make your electronic diary manageable.
    • When is the “tracking” option on your Outlook diary used?
    • How do you set up a recurring meeting?
    • The day before an important meeting, what do you do in preparation thereof?