PAL Leaders - Career Readiness in Action 2016!

PROJECTS 2016Amazing Race MonashFlag OffMini Golf Mayhem

Monster Movie NightMovie Night @ Monash – ZootopiaPizza & Polish

PAL ProgramCareer Readiness in ACTION!

www.orgsthatmatter.com

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PAL Program

COPYRIGHTPAL Program 2016 – Career Readiness in ACTION!

The PAL Program 2016 – Career Readiness in ACTION! ebook has been created by students from the Monash University PAL Program from within the Monash Business School.

Published by What Really Matters Publishing

c/- Organisations That Matter

Compiled By Gary Ryan, Facilitator of the Projects Program Level 8, 350 Collins Street Melbourne, Victoria 3166 AUSTRALIA

Phone +61 3 8676 0637 E-mail: [email protected]

Copyright © 2016 Gary Ryan, Organisations That Matter® & Monash University & each of the members of the project teams

All effort was made to render this ebook free from error and omission. However, the author, publisher, editor, their employees or agents shall not accept responsibility for injury, loss or damage to any person or body or organisation acting or refraining from such action as a result of material in this book, whether or not such injury, loss or damage is in any way due to any negligent act or omission, breach of duty, or default on the part of the author, publisher, editor or their employees or agents.

3PAL Program


CONTENTSAmazing Race Monash

Flag Off

4101823

30

36

Mini Golf Mayhem

Monster Movie Night

Movie Night @ Monash – Zootopia

Pizza & Polish


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TEAM MEMBERS

Robert Cook

Brandon Tiong

Ho Yan Wu

Vanessa Say

Grace Ong

PROJECT NAME:

Amazing Race Monash

PAL Program – Amazing Race Monash

5PAL Program – Amazing Race Monash


PROJECT PURPOSE

• Student to student – allow students to meet new friends and engage with one another as well as have the opportunity to work collaboratively as a team.

• Student to university – help students familiarise themselves with the university and the campus.

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GOALS

Quantitative Goals• Aimed to have 20 participants

• Becost-efficient(target-lessthan$500)

Qualitative Goals• Familiarise students with the campus

• Allow students the opportunity to meet new friends

• Engage with the faculty

• Share tips and tricks about getting through university


A Fun Free Event!

AMAZING RACETheMBS

2016

The Amazing RaceThursday, 4 August 2016

Income Dr Cr

Refunded barbeque hire deposit $50.00

Total $50.00

ExpenditurePrizes for winning team (Village vouchers) $150.00Printing (Race clues etc) $50.00Barbeque hire $43.00Barbeque deposit $50.00Food for barbeque $50.00

Total projected expenditure $343.00 -$293.00

Total funding request from Faculty -$293.00 (Max $500)

Total Month #REF!

PAL Leaders project - Income/Expenses Budget

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WHAT WE PLANNED

Task Explanation

1Meeting - doodle poll

Contact ambassadors to help us run event

2

Decide on what stations are

Organisefoodforendofevent-$100-$150budget

Book venues

3 Create timeline

4 Decide date – 3rd week of second term

5Advertise/Marketing

Post event on Facebook and spread the word

6 Contact Monash Sport to work out book

7 Book a classroom

Task Explanation

8 Organise gift cards and prizes

9 MovieTickets$100budget

10 BBQ Organising

WHAT ACTUALLY HAPPENED

Planning1.6/4/16-firstteammeetingtoplanoutlineofeventandtasks that must be done

2. 23/5/16 - decided hump lawn as location of event

3.25/6/16-finalisebudget-$293-wellunderbudget

4.5/7/16-flyersformarketingeventcreated

5. 19/7/16 - clues booklet for event created

6. 24/7/16 - final meeting and run through of event,createdfacebookevent,finalisedbbqhire

7.3/8/16-finalrunthroughofeventandboughtfoodandprizes

8. 4/8/16 - day of event

Event Day1.1pm-meetuptosetupbbqandstations/games

2.2pm-eventofficiallybegins,participantsbeginarriving

3.2:30pm-racebeginswhilstbbqteamcookslunch

4.3:30pm-raceendsandprizesawarded,bbqbegins

5.4:00pm-eventfinishesandcleanup

Details• 10 participants - 3 teams

• Prizes of movie tickets for winner and runner-up as well as lolly bags for all participants

• Sausagesandvegie-burgersforbbq

• 1 ambassador helped during the event

• Find attached activities booklet

AMAZING RACETheMBS

2016

Team Answer Book

tape edges

Team member names:

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WHAT WE LEARNED

• Be prepared for unplanned circumstances – people dropping out, venue problems

• Importance of adaptability and flexibility whenplanning/running an event

• Leadership – at first we didn’t have a designatedleader but found that people would naturally step up tofulfiltherole.Thishelpedusrealisetheimportanceof a leader in being more organised and delegating tasks. We should have had clearer responsibilities from the start.

• Communication – we learnt that communication was the most important aspect in terms of planning an event, whether it be communication between team members or communication to sponsors and customers (participants). We communicated wellto sponsors and effectively convey our plan and requirements. We could have, however, improvedcommunication between members and more clearly defineeachofourdesignatedroles.

• Planning and organisation – generating ideas for the event was easy as everyone was able to contribute their ideas. Everyone completed their assigned tasks leading to the event making it well organised.

• Problem solving – we ran into some problems during venue hire as we were unable to hire a room for the 2 hour block. We were, however, able to negotiate with our sponsor to use a small space for the activity. We also had problems marketing with not many people signing up in the booking system so we were unable toplan for theexact numberof peoplewhowouldparticipate. We solved this by promoting more on social media and it also meant we had to organise teams on the day.

• Teamwork – our team was able to work together well as we had the common goal of creating and running a successfulevent.Teamworkwasextremelyimportantbothforplanningaswellasexecutingontheday.

• Initiative and enterprise – During the planning of the event, team members were able to take initiative by taking ownership of certain tasks. On the day, we had asmallamountofparticipantsatfirstbutwereableto get more participants by advertising to friends of participants and passerbys.

• Customer service – on the day we were friendly and interacting with participants giving them advice andaskingquestionsabout their timeatuniversity.We received positive feedback of the event and the activities that were run.

• Lifelong learning – we learnt the importance of soft skills that we practice in university for the many aspects of life such as this event. We were able to practice our communication, organisation and teamwork skills through this event.

• Technology – Technology was utilised throughout the planning of the event with online chat allowing us to communicate and send material and information between one another. Facebook was used to market as well as the online booking system. We learnt how powerful of a tool technology can be when undergoing team tasks.

• Self-management – This event was completely self managed from planning to execution. Our teamwas able to sufficientlymeet deadlines anddelivera successful event. We were also dedicated to the event and put in over 30 hours each despite our other personal commitments such as university and work.

• Innovations – we created an event that allowed new students to both familiarise themselves with the campus as well as have fun. The clue book also contained facts and tips about the university that would be helpful to students and made it more interesting.


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RECOMMENDATIONS

• Doitinfirstsemesterastherearemorenewstudentsand it is easier to market towards them

• Tackle marketing early as it is the most challenging aspect of the project - utilise multiple methods, we found that word-of-mouth was the most effective technique

• Have more incentives for people to participate

• Stay in communication with Ali and keep her updated as she provides a lot of assistance


ACKNOWLEDGEMENTS

• Ali Richardson – for sponsoring our event, assisting withbookingofvenues,acquiringprizesandrunningthe PAL program

• Professor Colm Kearney, the Dean – for his support of the program and our project

• Gary Ryan – for the team building and organising workshops by Gary and Orgs That Matter which made the event possible.


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TEAM MEMBERS PROJECT ROLE

Andy Cheung Team Leader

Jason Tran Resource Manager

WiltXu Accounting/FinanceOfficer

JackyYang MarketingOfficer/Photographer

David Barrett Events/Venue Organiser

AnthonySetiawan LiaisonOfficer

PROJECT NAME:

Flag Off

PAL Program – Flag Off

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The purpose of our project was to enhance student to student relationships amongst first year commercestudents. In addition, we also decided to focus on initiatives to help the community by awareness for Beyondblue as well as services available to students to cope with mental health challenges. We also aimed to raise money through donations from students.

Furthermore, we wanted our participants (who werepredominantly first-years) that the Monash Business

School that they care about their students. Leading up to the event, we were concerned about our participants in terms of how well they will cope with stress, which were compoundedbytheupcomingexamperiod.Hence,weinvited two members of the mental health ambassador team to give a short introduction of their services and howtheycanhelpreducetheiranxieties,intermsofwhatprograms they can attend or even people to talk to.

Quantitative Goals:• Get 30+ people to attend the event

• Achieve an average rating above 8/10

• Aimingtoraise$50forBeyondBlue

• Budgeted$300fortheevent

Qualitative Goals:• For students to meet new people and make new

friends during the course of the game.

• Students to display teamwork, leadership and communicationskillswhendeterminingtheirteam’sstrategy before the game started.

• To raise awareness about the Mental Health Champions, including common symptoms of mental illnesses and services available to students.

• To have as much fun as possible!

PROJECT PURPOSE

GOALS

12PAL Program – Flag Off


Our team planned to run a competitive social event in the form of a Capture the Flag event in order to enhance student to student relationships within the Monash Community. We felt since our event was held in the lead uptoexams itwas important to letstudentsknowtherewere services available to them if they had trouble dealing with the stress. This was done through organising guest speakers to come and talk about mental illness and the services Monash has available.

Some of the key steps in preparing for the event were:

• Finding a suitable venue/location (preferably SportsOvalatMonashUni)forourgametobeheld.

• Promoting the game using social media and posters around campus.

• Get personalised bibs

• Findingsuitablepoles,tagsandflagsforusageinthecompetition

• Set the rules for the game.

• Get25pizzas (in casemorepeoplecame thanourexpectationof30-40)

• Buy sufficient drinks, paper cupsandplates for ouranticipated turnout.

ScheduleBelow is a summary of how we planned the event, including some challenges we faced throughout the process.

WHAT WE PLANNED

Planned Actual

Week 5 Delegatedrolesintermsoffinances,marketing,venuesearching,equipmentsearching,organising food and liaising with

Went according to plan

Week 6 • Report back to group• Submit budget • Discuss any problems and how to deal

with it• Plan out the details of the day• Plan out the rules of the game.

Group meeting to go through team objectives again to make sure our goals are aligned.Discussed Issues• Sportscentrewasn’tavailableduetocompetitionsbeingrun• Hadtoadjustforthetimingoftheday(beforeitgottoodarkinwinter)• Theweatherontheday(tomakesureitissuitable)• Notfeasibletobuynewequipment(especiallyonline)Submitted BudgetGenerally outlined the basic rules of the gameGenerallyoutlinedthetimelineoftheday(preparationtopackingup)

Week 7 Social Media Interaction. Create event and add PAL ambassadors to have a greater reach to thefirstyears.

EvaluatedpotentialvenuesandconfirmedtheusageofthelemonscentedlawnsDecided to borrow bibs from the sports centre and repurpose old resourcesfromtheBusEcodepartmenttouseasequipmentStart marketing through facebook event and invite ambassadors from PAL program.

Week 8 PromotionPrepareequipment

Finalised food ordersFinalisedequipmentwewillbeusing

Week 9 PromotionMental Health Champions.• Look for a suitable venue• Find suitable food and drinks• Lookforequipmentonline• Contact the Mental Health Champions to

see if they are interested in participatingFinaliseequipmentusedonthedayFinalise food and delivery detailsFinalise details of the event

PromotionofEventthroughMSAcertifiedpostersacrosstheuniversity.MadeallthetagsandflagsusedFinaliseddetailsoftheevent(food,delivery,logistics)

Week 10 ActualEvent(4:00-6:30pm)3:00pm:Moveequipmentandsetupthevenue(boundariesandflags)3:45pm: Meet and greet people attending the eventandexplaintherules4:00-4:15pm: Guest Speaker talking about the seriousness of mental illness4:15-4:30pm:Splittheteamandexplaintherules

ActualEvent(4:15-6:30pm)3:00pm:Moveequipmentanddrinkstothevenue3:30pm:Meetupandsetupthevenue(boundariesandflags)4:00pm: Meet and greet people attending the event4:15-4:30pm: Guest Speaker talking about the seriousness of mental illness




• We held weekly meetings in the lead up to our event where tasks were delegated between team members. In these meetings we had to organise grounds, Mental Health Champion speakers, pizza’s, drinks, socialmediaadvertising,postersaroundcampus,equipment(whichincludedflags,tags)andsportingbibs.

• On the day of the event we met an hour and a half before theevent tosetup theequipmentandmakesure we were all on the same page regarding the rules ofthegame,the‘rundown’ofeventsaswellassetuptheequipment.

• Once the students arrived we introduced ourselves and our event before getting the guest speakers to give a small speech about what Mental Health Champions goals are, symptoms of depression and other mental illnesses, as well as letting the students know some of theservicesavailabletothemshouldtheyrequirehelp.

• Oncethespeakersweredonewehadtoexplaintherules of our Capture the Flag game. We broke the team up into two groups and played two games that ran for 15 minutes each.

• On the day we had to adjust the rules of the game as wequicklyrealisedourpre-plannedrulesleftstudentsout of the game for a long period of time. Our initial planofhavingstudentswhohadbeen‘tagged’togoto jails in theopposite team’sbasemadethegameless enjoyable for students who had been eliminated early from the game. We initially thought other team members would be able to easily save their team membersby‘breakingthemout’ofjail,howeverthisproved more difficult than anticipated. In order toovercome this we made a common jail in the middle of the grounds which made it easier to break teammates out of jail since there were less opposition to protect the jail area, and hence make the game more enjoyable for students.

• Each team was able to win one game on the day, howeverduetolightingissueswecouldn’tholdatiebreaking game.

• Upon completion of the second game the pizza had arrived and students were invited to enjoy something to eat and drink. Students took this opportunity to further get to know one another and we were impressed with their willingness to engage with one another. At this point we let the students know we had no more activities planned but let them know it was a good opportunity to make new friends.

• Game 1 seemed like a trial for the competition, but game 2 saw more tactics and teamwork involved to better protect the flags and to better attack theopposition’sdefense.The losing team fromgame1made a comeback in game 2. We were impressed with the improved teamwork and communication between the teams over the course of the afternoon.

• One of the goals of our project was to have students get to know one another, due to the students willingness to engage with one another we considered this a success.Ourquicksurveywegaveouthadstudentsscore our event as 8.2 out of 10, which let us know we achieved our goals of making the event an enjoyable afternoon for those who attended.

• We also let the students know we were taking voluntary donations for Mental Health Champions and were able toraisemorethan$60.Thismeanswewereabletoraisethe$50weaimedfor,butmoreimportantlywewere able to raise awareness about mental illnesses and some of the services available to help students. We thought this was particularly important as leading uptoexamswerecognisedsomestudentscanfindthestressdifficulttodealwith.



WHAT WE LEARNED

LeadershipOur part as Leaders was a collaborative approach. We didn’thaveanyspecificleaderratherweeachcontributedour input on certain issues and agreed upon the best action as a team. Each team member had designated roles and had to take initiative to complete their assigned task. These roles were decided both on strengths and areas in which each member was looking to further develop skills. If members had outside commitments that made it hard to finishthesetasksthenwewereableasateamtofigureoutwho and when these tasks can be completed.

Communication Our group found it was important to share our progress on our designated tasks with the group to ensure everyone was happy with our progress. This was done through group meetings and as a group we were then able to add our thoughts as a group on the task and/or problems theperson/sdoingthespecifictaskhad.Thisensuredahigherqualityofworkamongusateam.

Planning and OrganisationWe made sure that we constructed a timeline and have incremental goals put in place to make sure that we were always on track and not falling behind our schedule. To remain organised we had weekly goals that we wanted to achieve and made sure we reported back any problems and any progresses made to the team. This was done in the weekly meetings that we held.

Problem SolvingProblem solving was integral to make sure the event ran smoothly on the day of our event as we realised one of ourrulesexcludedplayersfromthegameif theywereeliminated early on during the game. We were able to change the rules to change the ‘jail’ were eliminatedplayers were held to the centre of the grounds which allowed players to be saved more easily and hence feel more involved in the game.

We came up with alternative solutions in case certain optionsdidn’tworkout,ortheweatherturnedbad(whichfortunatelyitdidn’t).



WHAT WE LEARNED cont...

Weneeded to figure outwhich people at the universitywere in charge of certain areas.

When we were not able to access appropriate materials needed for the event due to limited payment methods, wewereabletofindalternatives,suchasrepurposingoldmaterials to use for the event.

TeamworkWe found out that delegation was an important skill in teamwork. Because this was a medium scale project, westillhadquitealargenumberoftasksthatneededtobe executed, whether it’s marketing, liaising, budgetingand communication. We split the tasks amongst our group members according to our personal strengths. For example Wilt is studying accounting, therefore he waswilling to plan the budget for our project. By delegating the tasks,wewereefficient inourplanningandexecutionofthese tasks. We also remembered to consult our group members of our progress, so everyone was on the same page.

Initiative & EnterpriseWe were able to reuse the old 2012 leaders/ambassadors programs shirt as bibs for our Capture the Flag game rather than getting new bibs. This allowed us to save money from renting or buying bibs.

We were able to use Beyondblue balloons not only as a way to promote awareness for mental illness but also as barrierstodesignatespecificareaswithinthegame.

Avoided spending funds by not purchasing any new equipmentormaterialthatisonlyusedonce.

Customer ServiceIt was important on the day of the event to present ourselves to students in a way that best represented the Business and Economics Leaders Program. We were able to achieve this through making students feel welcome by engaging them in conversation and giving them a chance to start conversations with new students.

The 36 students who attended all said they had a great time and got the opportunity to meet new friends.

Lifelong LearningWe were able to learn a lot from organising this event. In particular, working together as a team and being able to effectively communicate our goals in the initial planning stages was important to generate an idea we all agreed upon.

Each individual member in our group spent well above 30 hours throughout the semester working on the project which included new challenges such as marketing, venue preparationandorganisingsufficientequipment.

TechnologyTechnology was a key component in our communication both to each other as a group and to the students who were going to participate in the game. We used a group chat to communicate between our group and organise meetings when necessary. We also used a facebook event to promote our Capture the Flag game. The facebook event also gave us a rough estimate of how many people were going to attend the event.

Self-managementIt was important for us to manage our time as we all had our own tasks that were delegated to us. We realised that due to university and work commitments that some group members would need help with their tasks throughout our planning process. To overcome this issue we as a group decided how to ease the workload on this member, this ensured no individual member was overloaded with tasks thattheyweren’tabletoachieve.

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• Promote early. Get the word out for your project early, thiswillequatetomoreexposureinthecommunity,and ultimately, more attendees. We also recommend toexecuteyourprojectsinsemester1,sincethefirstyears are still more likely to be unfamiliar with the university, and this project can be a platform for them to familiarise themselves with the uni, and also make some connections along the way.

• Do not overcomplicate things. Sometimes going with something simple is the best option, especially relevant if you’re working in a big group. Avoiddifficult, time-consuming and tedious tasks, as thiswill create confusion and disarray amongst members in the group.

• Have realistic estimates. There’s nothing worsethan over-the-top goals and vision, this will only skew future predictions and the overall outcome of the project.

• Make sure the team members are on the same page. Have a talk amongst your group in the firstmeeting in regards to everyone’s goals, levels ofcommitment and what we all want to get out from this project. By doing this, all members of the group can agree on a plan that they can all contribute on.

• Make sure you have a clear idea of the target groups you want to invite, and how you will achieve them. In our case, we had connections with some of the Business School Ambassadors, and we reached out to them to attend our project, along with their mentees. We also reached out to the general public via social media.

Our team would like to thank the Monash Business and EconomicsFaculty,specificallyDeanColmKearneyforgiving us the opportunity to participate in the Leaders Program in 2016, this project would not have been possible with his support. The team would also like to say a massive thank you to Alison Richardson, the PAL program coordinator, for her continued support and advice throughout the duration of the project. Alison works tirelessly to ensure our projects were of the highest standards and offer us and the participants a wonderfulexperience.

We would also like to thank Gary Ryan for providing us with his support and guidance throughout the planning stage of the process. His advice on how to function more efficientlyasateamwaskeytohelpingturnoureventfrom

an idea to a reality.

We would also like to thank the Mental Health Champion guest speakers who came out and helped spread awareness about mental illness. Last but not least, we would like to thank the students who came out to the event andhopeyougotasmuchoutoftheexperienceaswedid.

Through this program, we have experienced a fewsetbacks, challenges and obstacles. However, through teamwork and perseverance, we have managed to produceameaningfulproject,andtheexperienceandlife-skillsthatwehavelearnedwilldefinitelystaywithusinourprofessional careers and beyond.

RECOMMENDATIONS

ACKNOWLEDGEMENTS


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NUMBERS


Planned Actual

Attendance 36

Average Rating 8.18/10 from 22 scores

Money Raised $63wasraised,andalltheproceedsgotowardstheBeyondBluecampaign.

Income:• Faculty Subsidies • TheFacultyofBusinessandEconomicswerewillingtospend$500tosubsidise

our project.

Expenditure

• Pizza• Drinks• Plates and Cups

• Total

• $168.10• $46.00• $9.00

• $223.10

Meetingnewfriends(Qualitative) General feedback: Most people felt like they met at least one new friend, and the majority offirstyearsstudentsfeltliketheymetpeoplewhoarestudyingthesamecourseasthem.

Cooperating,Teamwork(Qualitative) Game 1 seemed like a trial for the competition, but game 2 saw more tactics and teamworkinvolvedtobetterprotecttheflagsandtobetterattacktheopposition’sdefense. The losing team from game 1 made a comeback in game 2.


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PROJECT NAME:

Mini GolfMayhem

PAL Program – Mini Golf Mayhem

TEAM MEMBERS

Vassil Andreev

Stephanie Jong

Victoria Langley

Jacinta Lee

Christy Pearson

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PROJECT PURPOSE

GOALS

To provide opportunities for students to connect to other students as well as students to faculty. This will be done through mini golf.

Quantitative goals• Obtain3quotesforhireandexecutionofactivity

• 30-40 Students to participate

• Keepactivityunder$500

• Invite a minimum of 100 individuals on the Facebook event

• Physicallydistributeatleast20promotionalflyerstostudents

Qualitative goals• Organisers to be outwardly positive and encouraging

throughout the activity

• Represent the Monash Business School in an engaging manner

• Ensure new and current students felt a sense of community during the activity

• Get people to try something new

• Create a positive and comfortable atmosphere

• Develop project management skills

• Work effectively together to achieve team goals


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Our group originally planned to do human-sized foosball on Lemon Scented Lawns during orientation week in semester 2.We were going to hire the equipment andsupervisorfromanexternalproviderandcreateflyersandevents on social media to promote the event. In the case oftheequipmenthirecostexceedingourbudget,wewere

prepared to negotiate with the providers. Additionally, we wanted to hold a barbeque where gold coin donationswere encouraged, with all proceeds going towards a charity aligned with the Monash Business School.

After negotiating with four different providers, the cost ofhiring thehuman-sized foosballactivityexceededourbudget constraints. We wanted to continue with an activity of the same nature as foosball within our budget and so chose mini golf. This was a light, physical activity that was easy to participate in and allowed for people to interact with each other while playing. After obtaining a further two quotes,wechosetouseActionEventswhichcost$500precisely, meeting our budget goal. The location was moved to outside the South 1 lecture theatre, coinciding withanotherstudentsociety’ssausagesizzletowelcomenew students. This collaboration eliminated the need for us toholdourownbarbeque.

We produced physical flyers as planned, and with thehelp of Ali, distributed these in the orientation showbags providedtonewstudents.Whiledifficulttodeterminetheexactnumber,weestimatearound80flyersweregiventostudents based on attendance from previous years. We also created an online Facebook event to assist in the promotionoftheday, invitingapproximately150people.Thismeantourpromotionalgoalswerewellexceeded.

On the day, we had 45 students participate throughout the two-hour session. This surpassed our goal of having 30-40 student participants. There were some communication problems that led to a delayed start time but overall they were a minor setback. These problems included the equipmentproviderstrugglingtofindtherightlocationandthe leaders who were present on the day having outdated contact details for Ali. We had arranged an indoor venue in the case of rain, but luckily this was not needed as the weather was accommodating.

Our team interacted warmly with the majority of the attendees and it was clear that they were enjoying themselves. We wore the Monash Business School PAL Leader shirts, which was an effective way to demonstrate the link between the activity and the faculty. This informal setting allowed the students to appreciate the multifaceted nature of the Monash Business School and to provide a positive start to life at Monash University. In turn, this satisfied themainpurposeof ourproject,whichwas toconnect students to their peers, as well as to the faculty.

WHAT WE PLANNED



Mini-GolfandBBQWhen:Wednesday20

thJuly,1-3pm

Where:SouthOneLectureTheatre

(43RainforestWalk),ClaytonCampus

Joinusforaroundofmini-golf!Everybodyiswelcometocomealong,

havesomefun,makeanewfriendortwoandofcourse,take

advantageoftheFREEBBQbeingheldbytheBusinessandC

ommerce

Students’Society(BCSS)nearby.SEEYOUTHERE!

Youareinvitedto…

BroughttoyoubytheMonashBusinessSchool

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LeadershipEach member of the team were given opportunities at different stages to demonstrate leadership and take controlofspecifictasks.Throughthiswelearnedtousethe different strengths of our group members effectively andefficiently.

CommunicationThroughout the planning process we saw it was imperative to communicate with the members of our group in order to be aware of our progress and stay on track to achieve our goals. We learned valuable lessonsduringtheexecution,wherewerealisedclearerdirections were needed for the provider to arrive at the correct location.

Planning & OrganisationThere were a number of checkpoints that had to be achieved before the next stage of our project couldcontinue. When we planned foosball, we engaged in premature promotional activities before realising this activity was too expensive. If we started with amore detailed plan, it would have allowed us to avoid unnecessary work as we would have realised foosball was unfeasible at an earlier stage.

Problem Solving As our event was based outdoors, we had to develop contingency plans in the case of unfavourable weather. Thisrequiredustothinkofotheralternativevenuesthatwere suitable and available on the day, allowing us to solve potential problems before they arose on the day and resulted in a less stressful lead up to the event.

TeamworkEach member of our team had a different role to play in organising the event. Ensuring that everybody did their part well and on time was crucial for event success. By delegating roles and trusting our teammates, we achieved our goals.

Initiative & EnterpriseWelearnedfirsthandhowbeingenterprisingwitheventplanning can be beneficial, as partnering with thestudent society barbeque increased our participationnumbers. We saw that a number of people were hesitant

to participate on their own accord and so our team had to display initiative by actively inviting these students to get involved.

Customer ServiceWe did not realise how helpful having an equipmentoperator would be. His assistance allowed us to interact andengagewithstudentsinamorerelaxedwaywhichenabled them to have more fun.

Lifelong LearningThiswas the first time our groupmembers had beenpart of aproject fromstart to finish.We learneda lotabout how plans can change throughout the process and how adaptability plays a major role in the success of the project. This newfound knowledge can be applied in future projects and enable greater accomplishments.

TechnologyWe saw how effective social media could be at raising awareness of events. We will keep this in mind when dealing with promotion strategies for future events, particularly when these events are being aimed at a student demographic. Online communication channels facilitatedproductiveandefficientdiscussion.

Self-ManagementJugglinguniversity,workandextracurricularactivities,aswell as the project management needed to be a priority for all team members. This was particularly important when deadlines had to be met, such as setting event dates, promotion and booking the provider. We left some of these aspects too late in semester 1, which we should have foreseen as a busy time and organised earlier.

Innovation and sustainabilityWe demonstrated innovation during our project by creatinga flexibleplaying structure so students couldparticipate to their comfort level rather than feeling pressured to complete all nine holes. Lastly, the activity did not require external energy sources, such as apetrol generator, which contributed to sustainability by reducing our carbon footprint.

Of all the above lessons, the most important thing we learned was to communicate well with your team and abide to your deadlines.

WHAT WE LEARNED


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The best recommendation we can make is that nextyear’s Leaders book their activity venue early (if on aMonashcampus)asspacesfillveryquicklythroughoutthe year.

Contingency plans are beneficial not only in helpingyour peace of mind but will avoid having to deal with unforseen circumstances on the day that may hinder the success of your event.

Confirmingcostimplicationsandbudgetconstraintsarecrucial. They need to be discussed and decided early in your project development, as this is a preliminary step in the planning process and determines the feasibility of your idea.

Set realistic goals and consider using a goal-setting framework to help with this. For example, we used the

SMARTmethod(specific,measurable,achievable,realisticandtimely)tosetourgoalsandthiswasveryhelpful.

If you are doing an activity on a Monash campus, try and chooseadaywhenthereisalotofincidentaltrafficasthisislikelytoboostparticipationnumberssignificantly.Ifyoucan collaborate with other activities such as orientation daysorbarbequesthiscanalsobebeneficial.

Choose an activity that you would enjoy doing yourself, as you may need to be the starting participants on the day in order to inspire others to join. If you choose an activity where the number of people involved does not affect the qualityof thegame,youmayhavemoresuccess thanactivitiesrequiring20peopletoplayatonce.

We would like to formally acknowledge the following people and organisations for assisting and facilitating theexecutionofthisevent:

• Ms Alison Richardson, Manager of Student Development

• Mr Gary Ryan, Founding Director, Organisations That Matter

• The Monash Business School

• Professor Colm Kearney, the Dean of the Monash University’sFacultyofBusinessandEconomics

• Action Events

RECOMMENDATIONS

ACKNOWLEDGEMENTS



23

PROJECT NAME:

Monster Movie Night

PAL Program – Monster Movie Night

TEAM MEMBERS

Natalie Kuo

Karen Wang

Lheianne Ku

Aileen Truong

Grace Jackel

Joseph Ng

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PROJECT PURPOSE

GOALS

The purpose of the project was to engage first yearstudents in university life, and give them an opportunity to meet new friends in a relaxed social setting to

release the stress of being at a new study environment. We intended the FREE MOVIE NIGHT event to be entertaining and fun to kick off the second semester.

Quantitative goals

Goal OutcomeHave at least 20 attendees at the movie night

There was a total of 23 students that attended the movie night

Ensureexpendituredoesnotexceedthebudgetof$500

• Purchasing of snacks, drinks, napkins amountedtoapproximately$60

• Pizzas(orderedfromMeetingPoint)amountedtoapproximately$150

• Bookingofthevenue(CampusCentreCinema)

• Rented the DVD from John Medley Library, saving rental or purchasing costs

Allinall,weproudlyranoureventsignificantlybelow budget.

Build Facebook interest by sharing the event with at least 50 people

Theeventwassharedwith81people(30ofwhomwere‘interested’and16whowere‘going’)

Qualitative goals

Goal OutcomeTo get good feedback from attendees

We were not able to achieve this goal through any formal or written feedback. However we were able to get verbal feedback on the night after the event.

To promote the BusEco PAL Program

We were able to promote the Program by wearing our Monash Business School t-shirts, including thelogoonpromotionalmaterialandbrieflymentioningtheprogramwhenintroducingthefilmscreening.

Promote the event through flyersandaFacebookevent

WewereabletodesignandsendoffaflyertoAli to distribute print media as well as create a Facebookeventtoinviteandshare(thiseventwas also shared in the Monash Business School ScholarsFacebookgroup)

Torunarelaxingandenjoyable event

Yes!:)

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1. Initial plan/task sheet

Task Type Task description Due Date Designation

Decisions Decide on date & time: Thurs 4th Aug, 6-9pm

Choose charity Grace/everybody

Choose movies for poll options Early June

Decide on deadlines from promotion Early June

Decide on registration closing date: Mon 1st Aug 1-Apr

Logistics & financing Book cinema 11-Apr Lheianne

Book outdoor screen 11-Apr Lheianne

Source foods and prices --> update budget Early June Joseph

Investigation of snack options Early June Joseph

Create run sheet for day TBC Aileen

Marketing & promotion Create facebook event TBC Nat

Make registration site TBC Aileen

Phototaking 4-Aug Karen

Flyers Early June Nat

Liaison Promotion through MBS

Update Ali

Ask to use MSA rugs & beanbags

Ali to promote with Ambassadors

Ask Ali for charity suggestions 4-Apr Grace

Banners/promotion for the day

2. Report progress We planned to update the group about our individual progress on assigned tasks. We created a Facebook group to communicate our progress and google drive documents to update our task lists and budget.

3. Event detailsWeplanned tofinaliseall thedetailsof theeventsviaSkype, which would then be used for the flyer andFacebook event page.

Date: Thursday 4th August. 6-9pm

What: Movie night screening Monsters University. There will be free pizza and snacks. This is a great opportunityforfirstyearstudentstorelax,takeabreak from studies and meet new friends.

Venue: Campus Centre Cinema

Cost: Free

4. Advertising flyerWeplannedtomakeaflyerlistingallthedetailsoftheevent and distribute it electronically and in physical copies across campus.

WHAT WE PLANNED

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5. Update timeline of tasks Closer to the event we updated the timeline of tasks to reflectadditionaltasksandtheavailabilityofourleader’sgroup.

Task Completion date DesignationCreateflyer 30th June NatSendflyertoAli 1st July GraceCreate fb event 10th July AileenPrintflyers (Alimayalreadydo this for the showbags)

Determine food/snacks

1st August

Borrow DVD 2nd August Lheianne Shop for snacks and drinks

3rd August Nat & Aileen

WHAT WE PLANNED cont...

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Planning for the eventWithin the Creating and Launching Projects workshops, we decided collectively to host a moonlight cinema event for first-year students, utilizing thenewlybuiltNorthernPlazascreen. We decided to hold the event on Thursday, August 4th, which was the second week of the semester, meaning that students, including ourselves, would be available to enjoy the event. Lheianne and Aileen investigated potential locations at the Clayton Campus where we could screen a movie. Initially, we intended to show the movie on the Northern Plaza outdoor screen but due to cold weather and the possibility for a rainy forecast, we decided to hold the movie night in the Campus Centre Cinema and subsequentlyrebrandedtheeventtoa‘FreeMovieNight’.Ali booked the Campus Cinema for us two months before theeventwhichallowedusplentyoftimetoplanthefinerdetails of the event. Karen suggested that we show the Disney Pixar film ‘Monster’s University’ which was veryrelevant to our audience! As a group, we decided to have a pizza dinner and snacks for the event for which Joseph created projected budget. He found several options where we could order pizza and made a list of snack items and their prices.

Nataliecreatedaflyerforthemoviewhichincludedtodetailsfor theevent.Followingthis,GraceupdatedtheflyerandemailedittoAliwhocirculatedtheflyerinanewsletterforfirst-yearBusinessSchoolstudents.Additionally,AliprintedcopiesoftheflyerwhichGraceandAileenpostedaroundMenzies Building a week before the event. Natalie created a Facebook event for the movie night and students were able to RSVP via the event page and also through my.monash

Booking Systems. We then estimated the amount of pizza we would need and Ali ordered 10 pizzas from Meeting Point in Campus Centre. We were given a prepaid gift card with which Natalie and Aileen bought a selection of popcorn, lollies, soft drinks and water the day before the event. We checked that the DVD of our chosen movie was available at the John Medley Library and so we borrowed it a week prior to the event. We had a contingency plan of renting orpurchasingtheDVD(whichwouldhavestillbeenwithinbudget)ifitwasnotavailableinthelibrary.

On the dayOur team met two hours before the event and allocated tasks for the night including, collecting the snacks from Natalie’scar,settingupthearea,transportingfood,takingphotographs and registering attendees. People started arriving at 5.50pm, ten minutes before the event was due to start and Aileen recorded registration. Karen took photos and the pizzas arrived at 6.15pm. We chatted with the students in the Cinema foyer as we enjoyed pizza before students grabbed snacks and headed into the cinema. Natalie briefly welcomed the attendees and introducedthe filmwhilst alsomentioning our involvementwith theLeaders Program and we took a group photograph. The movie ran smoothly with no interruptions and we thanked the students for attending and encouraged them to make the most of the PAL program in years to come, concluding thenight.Our leader’sgroupspent tenminutesclearingleftover snacks and ensuring the cinema was clean. In the days after the event, we returned the DVD and contacted Ali to update her about the success of the event and share photos from the night.


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Please identify any major lessons that related to the gaps between what you had planned and what actually happened,aswellasspecific lessons foreachof theten employability skills (leadership, communication,planning & organisation, problem solving, teamwork, initiative & enterprise, customer service, lifelong learning, technologyandself-management).

Also identify any innovations and anything you did from asustainabilityperspective(thisisveryimportanttotheDean)thatyoumayhavecreatedthroughoutyourproject.

Cumulatively we contributed 105 hours to plan and run this project.

WHAT WE LEARNED

Employability Skill Scenario

Leadership While there was no single leader of the team, we all took responsibility for various aspects of the project. Forexample,Nataliewasresponsibleforcreatingmarketingmaterial;Josephcreatedthebudgetfortheevent;AileenandLheianneheadedlogistics;GracewasthecommunicationliaisonandKaren...

Communication There were two main stakeholders were the students in attendance and the Monash Business School. Marketingcommunicationsdetailingtheeventneededtobesharedtothetargetaudience;aswellasliaising with Ali from MBS. In addition, effective communication within the team was crucial to allow for deadlines to be met whilst planning and for the event to run smoothly.

Planning and organisation We had originally intended our event to be a “Moonlight Cinema” event to be screened on the new Monash outdoor Northern Plaza Screen. However after deliberation, we concluded that due to the unpredictability of Melbourne weather and the event being held in August, that it would be cold and there could be a possibly of rain. Therefore, we changed the venue to the Campus Cinema to eliminate those risk factors.

Problem solving Originally the pizzas were scheduled to arrive at 6:00PM however, they were late. We were concerned that the outlet would fail to deliver on their order, therefore whilst waiting, we thought of contingency scenarios, andwhichdifferentfoodoutletswecouldorderfromandwheretheywerelocated.Forexample,ifweweretopurchasemorepizzas,wewouldorderonlinefromDomino’sPizzainClaytonandtwoleaderswould drive to collect them.

Teamwork ThewholeexerciseemphasisedTeamworkasweworkedtogethertogenerateideasfortheproject,makedecisionsontheprojectplanandexecuteit.WecoordinatedourteamworkthroughaFacebookgroup where we could post our ideas and suggestions and ensure all members were up to date with progress. One instance of teamwork was the event itself where we all had roles in coordinating the activity (organisingsnacks,conversingwithstudents,takingregristrationsandphotography).

Initiative and enterprise Tobeanentrepreneur,brainstormingideasisanessentialparttostartupabusiness.Duringthefirstworkshopwehavelearnttobrainstormmultipleideas,andidentifythebenefitsandpossibleissuesofeachideas.Attheendofthefirstworkshop,wehavevotedtodecidewhichideawewillimplement.

Customer service Ourmainpurposewastoengagefirstyearstudent,thereforefirstyearbusinessstudentsareourcustomers.Wehaveaskedhowfirstyearstudentsfeelaboutthemovienight,andwehavecollectedgood feedback about the event.

Lifelong learning WhatwelearntfromtheProjectmanagementworkshopswillbebeneficialtouswhenwemoveintoworkforce,working as an individual or as a team. We have successfully held this event to prove that we are capable of organising an event in a teamwork setting, utilising the concepts we have learnt from the workshops.

Technology Theuseoftechnologyassistedusinboththeplanningandexecutionstagesofthisteamproject.Auniversallyaccessiblefilemanagementplatform,GoogleDrive,allowedustoworkonthevariousaspectsof the project such as budgets and marketing material individually, as well as working collaboratively through the planning stages. Spreadsheets were also a useful tool that we used for both creating budgets andrecordingattendanceduringtheevent.Finally,creatingaflyerwasmadepossiblethroughdesignsoftware, which enabled us to design promotional material that was more professional and proudly promoted Monash Business School.

Self-management It was important for each member to deliver their work both promptly and at a high standard. However, unforeseenincidentsarosewhichrequiredteammemberstotakeonadditionaltasks.Forexample,whenthefirstflyerwascreated,thewrongMonashBusinessSchoollogowasinserted.HoweverNatalie,ourdesigner,wasunavailabletofixitatthetime,thereforeitwascrucialthatNatalieidentifiedthisproblemand asked for the team to assist her in adhering to the deadline of this deliverable. We were then able to amendtheflyerwithoutexceedingthedeadline.

Sustainability We promoted our event primarily online such that we did not waste much paper to limit our wastage. We also ensure that all food were consumed and any leftover and drinks were distributed among the attendees. We also ordered our pizza from an campus vendor, so we did not travel to collect them, thereby reducing the carbon emission.

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RECOMMENDATIONS

Our recommendations for future Leaders or anyone implementing a similar project include:

• Ensureyouspendsufficienttimeplanningthefinerdetails of the event

• Create a well-structured plan including the distribution of roles and a timeline for deadlines

• Use Facebook to invite friends, other mentors, and mentees

• Ensure you promote your event several weeks beforetheactualdatetoensuremaximumturnout


ACKNOWLEDGEMENTS

We acknowledge Alison Richardson, the Manager of Student Development for the Monash Business school who helped support us throughout the PAL Leaders programandincoordinatingthisproject.Alsowe’dliketo acknowledge Professor Colm Kearney, the Dean of the Faculty of Business and Economics, for funding our projects, and Gary Ryan, the Founding Director of Organisations That Matter, for helping us build an effective, high performing team.


30

PROJECT NAME:

Movie Night @ Monash – Zootopia

PAL Program – Movie Night @ Monash – Zootopia

TEAM MEMBERS

Pearl Tam

Shelley Barr-Waanders

Justin Sason

Tony Huynh

Lyheang Im

(ZhimengLi-Simon)

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PROJECT PURPOSE

GOALS

Movie Night@Monash - Zootopia was developed to create a fun and social environment for students to students. The movie Zootopia was chosen to teach the importance of your own unique sets of skills andmost importantly to have the courage to follow your dreams. The purpose of our project was to encourage engagement between students across different year levelsinarelaxedenvironmentandestablishmeaningfulfriendships.

Quantitative goals• For more than 50 students to attend

• In regards to our initial quantitative goal for theproject, we decided to set the number of attendance to approximately 40 students to attend, however,exceedingourexpectations, theactualnumberofstudents that arrived was 70 students. This was a clearindicationthatourmarketingtechniquewasadefinitesuccess.

• In addition, we had originally ordered food and drinks that would be suitable to cater for 70 students.

Qualitative goals• Work cohesively as a group

• For the event to run smoothly

• For people to make new friends

• Make people feel welcomed to the “Monash Community”

• For the event to be fun both for the students and team members

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5pm Roomsetup(Chairs,Beanbags,DVD)

6pm Food arrival

6:15pm-6:30pm Guests arrival

8:30pm Event ends

8:30pm-9:00pm Pack up and clean up

WHAT WE PLANNED

5:30pm Roomsetup(Chairs,Beanbags,DVD)

6pm- 6:15pm Pizza & Subway

6:15pm Officialwelcoming

6:20pm Movie started

8pm Movie ended

8pm-8:30pm Photos, debrief, cleanup & pack-up


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CommunicationAlways double check posters and any online releases of details for the event. We found that our posters said the event commences at 6:30pm, however the PAL booking system said the event starts at 6:00pm. This error occurred because of a miscommunication between the team and Ali. We wanted the room to be booked from 6:00-9:00, and so Ali made the event on the booking system run from 6:00-9:00;eventhoughweonlywantedtostudentstostartarriving at 6:30pm.

RecommendationAlways double check your work, and try to get a “fresh eye” tolookoveryourwork.Youmayfindthatsomeonewhoisnot involved with the event may be able to point out details that may have been missed.

Planning & OrganisationDue to reasons regarding to the expectation ofunderestimating the number of attendance. We ran out of food supply at the start of the event. Not enough time was set aside for the room setup. Team members were rushed with the absence of one, and the delayed arrival of another.

RecommendationReview PAL leaders reports from previous years to get a bettergraspofthenumbersexpectedandlearnfromtheirplanning processes.

TeamworkOn the night of the event, we struggled to set everything up on time. This is most likely due to two reasons: we did not delegate roles and tasks to each team member for the duration of the event. However, this was something that our teamdidexcelinthroughouttheplanningstage,wesimplydid not bring this process to the actual event. Secondly, as stated above we had an absent team member, who was away overseas due to personal reasons, and another member running late due to train delays.

RecommendationEnsure that there is a constant flow of communicationbetweenteammembers.Settheexpectationsoftheteamearly on in the planning stages, as sets the standard for the entire project.

Customer serviceWhen students were arriving, we had some team members at the door to greet them. The students were asked if they would like their picture taken, if they registered and to please write their names on a nametag. This created a bottleneck atthedoor,andcausedadelay.Intheendwedidn’tevenneed to tick them off, as we had no problem with walk-ins, and the need the for nametags was simply so people could make new friends. However most students arriving came in groups and stuck with them the whole night, it would not have mattered whether or not they had nametags, they stayed together anyway.

RecommendationSet time aside with the group beforehand to debrief and discusstheprocessasguestsarriveforregistration(name-tags/signin/photoconsent).

Self ManagementEach team members were able to recognise their strengths and weaknesses, and chose the appropriate tasks and roles. We were in contact with one another, and if one member could not make a particular meeting, the group was notified.Goalsanddeadlinesforthemembersthroughoutthe planning process were met.

RecommendationCommunicate honestly with team members if you cannot make a meeting or if you need help on a task. Team members should be understanding and respectful of each other.

WHAT WE LEARNED

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Problem SolvingPrior to our Zootopia idea, we had a different project idea. This idea was to have a dance class and smoothie bikes. We had to “pull the pin” on this idea due to the restrictions of OHS and the budget. Ultimately we had to brainstorm a new idea.

RecommendationCommunicatewithAli toensureall requirementsaremetand rules are followed before taking action. To clarify the details behind the approval of the project.

Initiative & EnterpriseA week prior to the event, we had approximately 20registrations through the PAL booking system. Due to the fact that the number of registrations were below our expectation, the team decided to attempt to increaseawarenessthroughouttheCaulfieldcampus.Wedidthisbyplacing more posters on popular “hang outs” on campus, such as the Monsu student lounge. We also handed out flyersonthe1stand2nddayofO-week,asweknewtherewill be a high number of 1st year university students on campus. This initiative helped to increase awareness and ultimately our registrations increased to 50 and 20 walks-in on the night.

RecommendationPlan the event early, to ensure that you can identify peak times of students on campus. Monitor registration numbers so that you can adjust your actions and plan accordingly.

TechnologyThe use of technology throughout the entire process enabled the team to be able to communicate and work togethereffectivelyandefficiently.WedecidedtoutilisethebenefitsofFacebookandWhatsapp inorder tomanageandupdateeachotherregardinganysignificantissuesorinformationthatareneededtobenotified.

RecommendationSet these groups up early so that they can be utilised from the get-go.

LearningTheteamspentapproximately50+hrsintheorganisationand the launch of the project. We learnt that we should focus on guests as they enter the venue, and their majors and student id numbers were irrelevant and inappropriate to document(althoughourintentionswereforthereportonly).

RecommendationGreet guests as they enter the venue, and deal with behind the scenes admin tasks post event

LeadershipDiscussed everything as a team before electing a leader. Upon electing a leader, we delegated roles where all members engaged with their role effectively. We made sure that we had an effective decision making structure (democratic process for large decisions). Members tookcharge and initiative when seeing potential opportunities to enhance the event.

RecommendationLookfor leadershipmomentswhenyou’renottheleader.Discuss important decisions with team members before executing(evenifyouaretheteamleader).

WHAT WE LEARNED

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We would like to acknowledge the help, support, as well as guidance of those listed below for their assistant in regards to the success of the project from the beginning to the conclusion.

• Colm Kearney: Faculty of Business and Economics Dean, for providing us with the opportunity to undergo thisamazingexperienceandfinancingtheproject.

• Monsu: For allowing us to borrow the bean bags for the evening, and to hang up posters around campus.

• Gary Ryan: For supporting us and teaching the important skills through project workshops and debriefingpost-event.

• Pamela Afara: Providing support for us when Ali was unavailable.

• Alison Richardson: For providing guidance and assistance for the overall duration of the project.

• Photographer and helpers: For setting aside their personal time to assist with the setup and packup of the event

• Lastly, the team as a whole for respecting one another and putting time and effort into the event. The event was a major success because of our commitment.

ACKNOWLEDGEMENTS


36

TEAM MEMBERS

April StokAmanda TanChristene ProtacioDarrshini LoganthranEva Hu

PROJECT NAME:

Pizza & Polish

PAL Program – Pizza & Polish

37



PROJECT PURPOSE

GOALS

• Toprovideaneventforfirst-yearsstudents

• Raise awareness of Polished Man

• Promote Monash Business School

• Donate the funds that was raised to Polished Man

Quantitative goals• Breakevenat$100

• Sell10Largepizzas(80slices)

• Have at least 5 people get their hands polished

Qualitative goals • Donate the funds collected to Polished Man

• Help the Monash Business school engage with the wider community through raising awareness of charity organisations and their goals

• Involve the Polished Man in our activities which is spreading the word of child abuse

• Encouragefirstyearstudentstoparticipateinsimilarprojects like what we have organised

SAM IS A

TAI IS A

RYAN IS A

38PAL Program – Pizza & Polish


• Obtain permission from YGAP to run the event, outside of designated promotional period.

• Plannedtoruneventfor2hours(notallgroupmemberswouldbepresentforfull2hours)

• Gainasmanycustomers(studentsand/orstaff)andsuccessfullyspreadtheawarenessof‘PolishedMan’sslogan“Oneinfivechildrenexperiencephysicaland/orsexualviolencebeforetheageof18”.

• MakeaflyertoadvertisetheeventtoMonashstudents

• Allocate tasks effectively between handling cash, painting nails and handing out pizzas

• Group members would supply own nail polish and share,astocutcostsandcreateefficiency

• Order the pizzas batch by batch to prevent them from getting cold as it was carried out during Winter

• Stay in contact online with other group members and keep others up to date with regular contact and news

WHAT WE PLANNED

Lead up to the event• We drafted the plans and allocated the tasks within

group meetings during university breaks

• Held an extra face to facemeeting to finalise thepricing and event time

• Made necessary contact with YGAP to obtain permission and posters for promotion, after numerous attempts to contact them earlier on in the project.

• Ali helped our team secure the location of the event throughbookingthegroundfloorofBuildingN

• WiththehelpofAli,wehadourflyersdistributedtofirstyearsduring theirorientationdayby includingthem in their Welcome Packages

• Sent timetables into the group chat on Facebook to allocate members to tasks during the day

During the event• 3 group members turned up to set up the project

including speakers, table, posters on site, nail polish andappropriate supplementaries (napkins,glovesetc.)

• Pizza was bought in bulk to take advantage of a discount

• Two members left for class to hand over the event to other members

• Only one member was available to run the stall, including handling cash, passing out pizza, and promotion of the stall.

• Ali came for support and a helping hand, and helped run the stall for the rest of the events’ scheduledtime.

• Pricesweredroppedforaquicksaleofpizzaasitwasn’tsellingasquickasweexpected

• Other 2 group members came back from class early to sell the remaining pizza, however it was almost in an unsaleable condition and the event closed over an hour early

Post event• Together, the 3 group members and Ali packed

upthestallandreturnedborrowedequipmentandeveryone left.

• Remaining pizza was taken by Ali for the enjoyment of faculty staff

• All group members attended the last workshop for the PAL program, and ideas/opinions were discussed astowhythegroups’goalsandobjectivesweren’tmet.


39


As a group, we learned quite a few invaluable pointssurrounding the 10 employability skills, which we list below:

Leadership• There were no appointed leaders, which gave

everyone the opportunity to lead the team together

• By participating in the event we were able to showcasetootherstudents,particularlyfirstyears,that getting involved in uni can be challenging, fun andagreat learningexperienceoutside traditionalcoursework.

Communication• The need for effective communication amongst our

team members to get the tasks and responsibilities clarified

• Face to face is always better than online communication, because body language, tone and other nonverbal forms of communication are not captured through the internet

• It is always better to speak up when unsure, and a major lesson learned by all group members is to avoid assuming. At some point in the project we all assumed that things would work out, rather than being specific and asking. This led tomajor communication malfunction and perhaps contributed to the group not achieving all of it’sgoals as planned.

Planning & organisation• Organising the date before timetables are released

to take advantage of O-Week comes with risks

• Risk mitigation should be included in the planning phase, and there should be at least two back-up strategies readytobeexecutedifsomethinggoeswrong

Problem solving• Faced a few adversities during the project, especially

sincemajorityof thegroupmembersdidn’tattendtheeventfromstarttofinish.

• The group member who did attend the whole event called upon Ali to assist, who was an important contact for the event. This can be considered a risk mitigation tactic, or good problem solving, because withanextrahandwewerestillabletoachievethegroup’s’objectivesanddelivertheproduct.

Teamwork• Distributed tasks to group members including

outlining responsibilities, tasks and general instructions.

• Worked as a team to plan the event beforehand and usedtimeeffectivelytoreflectonpastexperiencesand consolidate key messages from the event

Initiative & enterprise• Used our event to promote the YGAP campaign

which not many people know about

• Took initiative to involve first years in the eventhoping to encourage and motivate them with our project

• Intended to engage our stakeholders was charitable as we targeted Monash students and staff, and the wider community

• Rather than taking the YGAP campaign of the Polished Man at face value, we ensured that we obtained appropriate permission to use their campaign outside a designated promotional period.

WHAT WE LEARNED


LEHMO IS A

40



Customer service• Interacted with the customers in a friendly and

engaging manner in which we succeeded in delivering our project

• Reachedoneofourqualitativegoalsbyeducatingour customers of the Polished Man campaign, achieved throughdistributingflyersandeducatingpeople who passed by

Lifelong learning• Learned from shortfalls and poor communication

throughout the activity

• Through the help of Gary from ‘Organisation That Matter’wehavebeenable to turnwhatmayhavebeenanegativeexperiencetooneofpositivityandself-development

• Developed essential soft skills surrounding organisationalplanningandexecution,especiallyinhigh pressure and demanding roles

Technology• Used social media to communicate with each other

• Used various programs to promote our event

• Used email to correspond with YGAP to organise permission and details of the event

• Internet research regarding the Polished Man campaign

• Technology assisted all group members to get involved in the PAL Program

Self-management• Each of us were responsible for our time management

and being on present for the event

• Coordinated with our own separate timetables and decide on who would be present during which period

Sustainability• Bought the pizzas through a small business which

benefitedthecommunity

• Reusedmaterialsthatwasalreadyavailable(Eg.nailpolishthatwerecontributedbytheteammembers)and did not use disposable plates or cups.

WHAT WE LEARNED (cont)

RYAN IS A

ANTHONY IS A

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• Have as much communication with your team and makesureeverything isclarified,most importantlydon’t assume the responsibilities lieson theotherteam members.

• Get any approval as soon as possible if the projects involve any third parties as it may take longer than expected.Persist ingettinga response if theyaretaking a while to get back to you.

• Have a backup plan if the approval falls through

• Be conservative on the number of participants that youareexpecting

We would like to take this opportunity to thank Ali for all of her efforts in making our event successful. Thank you for being there when we needed you the most, during our project.

We also would like to pass our thanks onto Gary, for supporting us through our journey, and encouraging us to learn from our event in a positive way and teaching us invaluable life skills and employability skills for the future.

WithoutthehelpandsupportoftheMonashBusinessSchool,thiswouldn’tbepossible.Weareappreciativeforthetimeandefforttakenontheirbehalf,andtheDeanforfundingandsupportingourextra-curricularlearning.

Last but not least, thank you to YGAP for allowing us to use their branding for our project and ultimately, enriching our education and self-learning.

RECOMMENDATIONS

ACKNOWLEDGEMENTS


Visit http://orgsthatmatter.com/universities.html for more information or email Gary at [email protected]

organisations THAT MATTER

Enable your Student Leaders to Move Beyond Being Good®

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“Really great session. It was a good insight and Gary was able to relate the theory with good real life examples that were clear/understandable. It was really informative whilst being fun. Some points were able to be viewed from different perspectives. Great learning experience. Thanks Gary.” BRITTANY HALLGREN, STUDENT LEADER, FACULTY OF BUSINESS AND ECONOMICS, MONASH UNIVERSITY

Yes For Success Plan For Professional Success®

“Very motivating. Allowed clear, concise goals to be identified when previously ‘fuzzy’. Helped to guide / identify strategies to help achieve desired goals / outcomes. Forced more ‘internal investigation’ that had previously been put in the ‘too hard’ basket. Re-enforces the strength for personal / career growth when a plan can be followed and put into action.” KELLI BRADFORD, FACULTY OF BUSINESS AND ECONOMICS, MONASH UNIVERSITY

Project Management Series – real projects by real students creating real community benefits

“The workshops proved extremely helpful in enabling me to highlight employability skills and its link to what to do in the Leaders Program. In addition, the workshops were really helpful in providing me with knowledge on planning, organising and executing projects.” BHARARTH SRINIVASAN, STUDENT LEADER, FACULTY OF BUSINESS AND ECONOMICS, MONASH UNIVERSITY

Using Project Management as an Overlay For Your Higher Degree Research

“It was a privilege to learn from Gary. His tools for success are useful and can be modified to suit individuals. I strongly suggest attending any of his workshops. In fact, I think all students should benefit from his knowledge. TESSA JONES, PHD CANDIDATE, MONASH UNIVERSITY

The Science of Public Speaking“Incredibly inspiring and comforting environment. Very useful and informative. Gary has an energy and vibrant personality, very encouraging and practical. Thoroughly enjoyed the experience. KELSEY PASKE, STUDENT AMBASSADOR FACULTY OF LAW, MONASH UNIVERSITY

Relationship Management For Managers“Impressive seminar delivered by a very knowledgeable and modern/forward looking person in this area of relationship management. Very good structure of the workshop with hands-on practical examples and applicability to work environments. I feel privileged to have been part of the workshop and all my queries had been successfully answered. The workshop has definitely enhanced my knowledge and will prove useful in improving my organisational and communication skills.” GIRISH HURRYVANSH AUBEELUCK, FACULTY OF BUSINESS AND ECONOMICS, MONASH UNIVERSITY

The Seven Skills of Dialogue“Very insightful series of presentations and discussions on the importance of dialogue in communication with others in all walks of life – personal and interpersonal interactions. I appreciate your insight, knowledge and passion encouraging people to improve communication skills and bring out their best! Thanks Gary.” MARIA TIRCA, STUDENT AMBASSADOR FACULTY OF PHARMACY AND PHARMACEUTICAL SCIENCES, MONASH UNIVERSITY

LinkedIn For University Students“Gave me a really good insight into what LinkedIn is about and how to use it. Would definitely recommend to those like me who are new to the website.” EUGENE CHEA, MONASH UNIVERSITY EACULTY OF EDUCATION UNDERGRADUATE STUDENT

Using his vast experience Gary can assist you in designing and implementing a student development program that matches the needs of your university and your students.

The Monash Business School (both undergraduate and postgraduate student development programs)

The Faculty of Pharmacy and Pharmaceutical Sciences, Monash University (Undergraduate student development programs)

The Faculty of Law, Monash University (undergraduate and postgraduate student development programs)

The Faculty of Education, Monash University

Monash University Graduate Education (Higher Degree by Research student development programs)

Monash University Non-Residential Advisors

RMIT University (undergraduate and postgraduate student development programs)

Gary’s programs include:

http://orgsthatmatter.com/universities.html

mailto:[email protected]

PAL Leaders - Career Readiness in Action 2016!

Education

Transcript of PAL Leaders - Career Readiness in Action 2016!