Introduction
As the Event Services Manager at the University of Redlands, I utilize my skills to smoothly interrelate events of different dimensions, ranging from conferences to wedding receptions, by managing the entire room setup process. Recently, we have encountered issues of misplacing and even misusing the important furniture and audiovisual equipment needed for event setups. This has led to customer complaints like unsatisfactory feel and missing items which made our guests leave their events without some important item. We have witnessed such issues, and it has come to our understanding that there is a need to get a better inventory management system for effective operations that will be highly customer-centered.
This report has been developed to propose a holistic solution that could help us reduce our inventory management challenges. Using good recovery methods, we plan to match tools with suitable practices and implement Comments utilizing appropriate tools and sound policies; we strive to expedite inventory tracking procedures, detect shortages, and deliver equipment on time to the venue. Through this effort, we aim to align with the missions of our organization by ensuring the delivery of top-notch event services and building and maintaining our trust within the campus community and beyond. This report aims to describe the problem and its consequences and suggest the practical measures that will help improve the events services department’s efficiency and effectiveness.
Problem Description
The exact issue in the lineup of our special events staff has its roots in the ineffective system of following up on furniture and other audiovisual devices. Of course, the plunge does not only lead to troubles with time and ease of movement, but it causes much more than that. Despite all our time and efforts, the existing system still needs to improve, as it is becoming physically inadequate. For instance, it lost or delayed needed equipment on the site. Those mistakes, in addition to this inaccurate timely delivery of these events, damage our reputation both as a department and the university. There needs to be more time to arrive at the proper equipment for the success and smooth flow of the event. This consequently brings frustration to the organizers of these events since they want to experience the event at the highest level of professionalism and meet the highest standards of the organization. Their expectations can fall short, and they can feel slightly disappointed if they do not get the right or the missing equipment on time (Dounavi et al., 2022). Such examples negatively point to our organizational skills, probably caused by inattention. With the left-most effect, our clients will tend to shy away from hiring our events services.
The unit imbalance is observed not just as the only factor of inconveniences but as a trigger for much more significance. They could, in effect, become an enduring subject of goodwill and market penetration over time. A poor experience like delays or missed gear will certainly erode our clients’ trust; this can, in return, make it difficult for us to secure future assignments (Lin et al., 2021). Also, it might cause customers only to use our services temporarily. The absence of connection to the mainstream electric grid becomes increasingly problematic because it is one of the most crucial factors in this competitive industry where reputation and word-of-mouth are powerful. To this end, our institution’s immediate solution and efficient strategy are required to tackle this problem. Adhering to a more rigorous inventory management system will avoid equipment mismatch cases and become helpful in obtaining resources for event setup, which happens on time (Nallathambi et al., 2023). We, therefore, undertake a proactive management of inventories because it will not only upgrade the efficiency of our operations but also cement our dedication to delivering optimal service to our clients. Devoting resources to an inventory system that is extensively broadened speaks about our commitment to guaranteeing great services. We also show our position to continue adapting to the dynamic customer needs. Processes will be streamlined more easily, and accuracy in equipment tracking will be ensured. In that regard, the disruptions will be minimized, client satisfaction will be enhanced, and as a result, our department and the university will have a good reputation.
Problem analysis
First-order effects
Customer dissatisfaction: Clients become unhappy when they first receive the given items later than agreed or miss some equipment fully. The case is more aggravated because the clients need more trust and confidence in our event services. When a client’s demand is not met due to equipment malfunction, our event department is overwhelmed by bad appraisal and ruins our overall reputation in the community (Julia et al., 2021). A bad word-of-mouth and a negative public review may circulate quickly, resulting in potential consumers discouraging our Company from providing for their forthcoming events. Consequently, not only will our hotel lose immediate booking opportunities, but we will also sacrifice future revenue generation. We can resolve the key factors of inventory management issues and schedule the delivery of the equipment properly and ahead of time judiciously so that customers can get their gear on time. No one wants to run a business predisposed to getting poor reviews, as it puts your brand under question. This, along with some others, will thus cause us to keep on achieving our objectives steadily to prosper and grow in the cut-throat event services market.
Inventory tracking ineffectiveness hinders the operative progress and causes extra unneeded irritation for customers and staff responsible for the event preparations. These inconveniences will cause additional delays in the operation of the overall event, resulting in reorganization steps relevant to separation and prioritization purposes, particularly for conferences and occasions like weddings (Julia et al., 2021). We deal with clients who expect us to know our work and make things happen quickly. Therefore, any failure on our part to deliver promptly may lead to a loss of their confidence and belief in our capability. Besides that, operational delays not only affect the actual event experience of the guests but also make them feel let down. They expect a one-stop event experience without interruptions or misperceptions. Loss in ribbon of room construction can affect the rhythm of the event, and these attendees may need clarification or clarification. For example, waiting for the speaker’s AV equipment to be ready for presentation will interrupt the flow of important information, which might impair the learning purpose or the character of a presentation. Being inconvenienced by the delay might give visitors the impression that the event needs to be better managed or carried out, and the reason may be within the educational institution, in general. We can achieve this objective by attending to the sources of inventory tracking in inefficiency and using these systems instead. This will consequently lead to the minimization of operational delays and, hence, the running of events from start to finish in a smooth manner as much as possible. Aside from an increase in the loyalty of clients and staff, this experience also becomes part of the event attendees’ positivity, constantly making them feel that we are impressed with our reliability and professionalism.
Resource waste is not only an inefficient usage of time and resources, but it also translates to huge financial subjects. The need to find or replace machinery they misplaced or lost demands that they put much effort into suspending other business activities. Consequently, a given “lost time” searching for missing items is a direct productivity loss, so operational efficiency will be diminished, and progress toward important tasks will be impeded. Moreover, the labor hours spent gathering items by their employees lend credence to a statement that those lost items cost the Company real money (Julia et al., 2021). Human capital in charge of inventories must be more productively directed to do something they are poised to do, hence costing opportunities and output.
Along with that, labor costs should be considered because this calls for extra human resources to resolve inventory problems that cause a greater price for the budget. In addition to the financial effect of wasted resources on labor costs, there is an additional impact on the firm’s finances (Julia et al., 2021). No less than an hour down the drain is money exceedingly tightening wallets, lowering profits, and bringing the commercial enterprise down to its knees. In addition, more financial costs might arise to replace the expended tools, as spending will inevitably be directed toward procurement or replacement. It is the case that such unexpected costs result in overruns in the budget and eventually weaken the institution’s financial stability; therefore, the organization will be incapable of investing in its growth initiatives and even not responding to the changes in the market.
Second-order effects
As the revenue lost to customer dissatisfaction and ineffective stock control goes beyond the limits of one quarter, this also influences the subsequent quarters. Discontent results in lost revenue, destroyed repeat business, defamation, and bad reviews. This can taint a business in the eyes of target clients who are put out by negative messages about using services and are not interested in using such services in the future. This negative feeling of the public may affect the operation performance of the strategic plan in the long-term management and planning for sustainable development (Ali et al., 2022). Another contributing factor is the expenses incurred by purchasing replacement items that the vulnerable population already owns. These expenses consist of outlays beyond mere equipment purchasing, including disruption of operations, more downtime, and, possibly, failure to meet client’s requirements, which might be penalized. Besides, inappropriate inventory management may impose overstocking or understocking among different items. Thus, this may unnecessarily limit resource use or even cause lost opportunities.
Staff morale can be undermined by repeated equipment issues that are a source of frustration, and all these problems may affect the quality of work and the effectiveness of the event services department. If the employees can deal with the persistent problems, they come up with inventory management, which is better than job satisfaction and late personal recognition. This annoyance may trigger an ever-negative work environment where detachment and disenchantment are common phenomena considered with disciplinary action as it deteriorates teamwork and collaboration (Allen et al., 2022). No matter how high their qualifications and characteristics are, we certainly need committed and engaged workers to achieve the overall performance objectives. Sometimes, reduced efficacy occurs automatically after distributing dissatisfied employees burdened with the urge to be as productive as possible. Not only do decreased social interactions cause one’s drive and excitement for work to dwindle, but one has yet to be interested in stepping outside the box and performing beyond expectations. Subsequently, the decline of quality-oriented services can happen, and as a result, this will affect customers` satisfaction and, thus, the organization’s image. Besides, low staff morale leads to higher employee turnover rates and infuriates the extra cost of recruiting and training new staff (Allen et al., 2022). When the staff faces unsolved equipment problems and needs to receive the support they need, they may leave the institution sooner. As they look for better working conditions, the turnover rate in this department will increase. The leaving of skilled professionals only boosts the problems of operational disturbance, deep gaps of experience, and knowledge transfer in workflow, making it hard to achieve and sustain consistency.
The problems of incompetent data, especially in events logistics, have occurred particularly in connection with the organization’s planning and allocation of resources for the big-scale events. Unreliable data concerning the availability of equipment and supplies compel the event organizer to operate on a blind alley, which will probably result in mismatching the event clients’ various needs. Such uncertainty brings many issues that may discourage or even interrupt the realization of very thought-out event plans (Allen et al., 2022). One of these major problems is the possibility of, for example, the same product being overstocked, whereas some other products need to be given more attention. Suppose a proper picture of resource availability remains to be included. In that case, event planners may unknowingly risk spending large amounts on just one piece of equipment, which, in most cases, unnecessarily leads to wastage and inefficiencies.
On the contrary, key points can only be noticed if they are given appropriate significance. This can lead to neglected supplies during very crucial moments of the event. The inhomogeneity needs to be more organized, and the overall quality of a sought-after event for clients and attendees is ruined. In addition, unreliable stock data hampers decision-making processes and the efficient allocation of resources (Allen et al., 2022). It is challenging for Event managers to navigate the uncertainties and show their best effort while utilizing resources and ensuring cost-effectiveness. This is converting to the fact that businesses might miss the chances to decrease outlays and improve revenues.
Recommendations
To begin with, providing the latest head-end management software that aligns with the Company’s billing is a must. This software shall make it easy to track inventory, automatically include any missing material for replenishment, and develop a clear set of reports to aid decision-making. Moreover, barcoding and RFID tagging can facilitate identification and minimize human adventure. We estimate that the deployment of such an application lies within a range of $20,000-$50,000 and depends on the solution’s scope and complexity. The implementation timeline of two and a half to one year implies a complex customization process for the software, staff training, and system testing.
Moreover, detailed training plans for staff must be designed to meet the objective of working out with the system well. Training sessions must focus on usage systems, data entry, and speed-up procedures. Also, open communication lines should be created to ensure that feedback is solicited and addressed, thus addressing grievances and concerns during the transition process. The approximate capital outlay for staff training initiatives is expected to be around $5,000 to $10,000, including development delivery and materials. Tracking could be done over one or two months, while maintenance to cover unforeseen issues would run as necessary.
However, improving the continuousness of the culture is pivotal to consolidating the organization over time. Frequent performance reviews and feedback sessions are key areas that should be assessed to find places that must be perfected. Organizations should initiate interdepartmental collaboration and use collaborative strategic thinking and administrative wisdom to overcome inventory management problems. Moreover, constructive programs are beneficial because the staff may be appreciated and rewarded when they face challenges related to process improvements. To initiate and extend the prospects even in the long run, the cost, of course, will vary on the scope of these initiatives and the frequency of activities. It can range from $5,000 to $15,000 annually. Implementation will commence instantly, and periodic checks will be carried out to see if any modification is required.
The organization will also enjoy different gains by undertaking those targeted interventions. Ultimately, the increase in operational efficiencies will result in a decrease in delayed resource waste and an improvement in overall productivity. Customer satisfaction will also increase as the stock handling problems are fixed and emergency gears are delivered on time, making a decent experience. Clients’ good reviews and positive feedback will boost the Company’s fame and reputation, which will, therefore, facilitate customer retention and bring in new clients. Apart from that, the employees’ morale and engagement will be enhanced positively as much of the stress brought by the equipment distribution problem fades away. This results in a more coordinated and motivated team. Carrying the solutions is the role that helps the organization to be ahead of the event services market in a leading position, and, finally, such a position assures the organization’s long-term growth.
Counterargument
During the initial investment and time consumed, the small business begins to feel the chew of the newly laid out system, especially if running on a tight budget. Such investments could appear more like a necessity than a matter of luxury, and much more attention would be paid to them considering the limited funds and numerous priorities that need to be addressed. The only way to debunk this denial is to highlight the overall benefits and the return on the investment in the long term. Despite high upfront costs, we should perceive such costs as long-term investments by allocating much smaller amounts to implement the brand programs. By utilizing elite warehouse management systems, which will be created to suit the Company’s necessities, the latter will profit from reduced costs owing to greater efficiency, lower quantity of blunders, and better inventory management. Inventory management will now be event-driven as one can track the inventory in real time, automate replenishment processes, and generate reports comprehensively. This will lead to systemized operations and good resource use, ultimately translating into financial benefits.
Furthermore, huge budgets and earmarks are designated to train employees and build a core and improvement-based culture, key assets for an enterprise that human capital often is. The organization can take advantage of the benefits of the newly installed system most effectively by training employees adequately and giving them sufficient knowledge and skills to use the system effectively. The successful transition period can be accomplished in this manner. One can understand the constraints that these might be for the beginning stages, such as the time and expenses involved. However, it is necessary to identify the long-term advantages that will be the net of the initial investment. By showing recommendations and focusing on the strategic importance of improving goods supply chain management systems, organizations will have a chance to overcome skepticism and implement such measures.
References
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