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Event Management

Notes It helps managers during change of shifts, handover process as at one glance can understand
the schedule. It helps managers to track efficiency of his employees.

It helps in investigating incident reports.
An effective roster makes best use of available time and helps improving the efficiency of
a store.

9.5.2 How to Prepare a Roster?

Usually a roster is prepared depending on the size of the event. If it's a small size event, then a
single roster for the entire event is prepared. For large sized events the roster is prepared
department wise. Every department manager is then held responsible to prepare the roster for
his department.
The same is also true for a store; for example, one need to prepare a roster for a small store
having men's wear, ladies wear and kids wear collections. Before preparing a roster it is very
essential to prepare the job schedule for all the staffs within the store. The manager needs to list
down the entire job that is expected to be done on a daily basis, the time required to complete the
task, and also the number of staffs required to complete a task. This activity is very critical for a
store manager to run the store operations very effectively and of course for better customer
service. In most of the stores because this activity is not performed seriously one experiences lot
of problems inside the store, for instance, absence of a sales assistant in the section to assist a
customer, some cash counters closed during peak time, stocks not merchandised properly in the
department, or inefficient in performing a task.
A proper job schedule if prepared efficiently by the event manager who will help the all the staffs
to understand their job and be focused, save time for the managers to explain the job to the staffs
on a daily basis, increase efficiency of the event staff resulting in better productivity of the event.
Based on the job schedule prepared a roster is made. The roster is usually made weekly basis or
monthly depending on the size of the event. The job schedule and also on requirement of the job.
While preparing a roster the manager needs to note the weekday activities and weekend activities
separately as the walk-ins to the store varies during these two periods. Based on the walk-ins,
and the events a roster is made, so as to make sure that proper manning and staff coverage is
maintained in the departments and sections. Hence one will have to ensure that maximum staffs
are deployed on weekends and public holidays and on sale period as customer flow is more
during these time. As the job schedule will vary for the morning shift and evening shift the staff
shift will also vary. Accordingly the roster needs to be prepared keeping in mind the time, shift
and job-roles of the staffs. Lady employees are mostly called for the first shift due to security
reasons; hence the job schedule is also prepared keeping this factor in mind.
The roster needs to be prepared two to three days before the week begins so as all the staffs are
prepared for it accordingly. It also gives time for the manager in case some changes need to be
done at the last moment due to non-availability of staffs, or if one wishes to change the shift
time, or weekly offs on request.
It is the responsibility of the manager to ensure that all staffs follow the roster strictly and
adhere to it as the entire store operational activities are functioned based on the roster.

9.6 Staffing Services

Event Management is a people business. The expertise of person lies in knowing the event-
appropriate personalities to enhance their functions. This can mean a reserved and elegant wait
staff for private dinner, an energetic team of go-getters for the trade show marketing, or a sleek
line-up of servers for fast-paced event.

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