Benefits of Carrying out Careers Fair for Students - Case Study Example

BENEFITS OF CARRYING OUT CAREERS FAIR FOR STUDENTS ON THE HND PROGRAMME by Course Professor Institution City and state Date Benefits of Carrying out Careers Fair for Students on the HND Programme Introduction Most students are not sure on what career to pursue after completing their educational programmes. Careers fair for students have significant benefits in choosing and making the right decision suiting their skills and interest. Carrying out this event on the agreed timescale will ensure that all the students acquire relevant experience and insight on how to go about their career aspirations. The event will ensure that students brainstorm occupations and careers that interest them with the right professionals. The companies participating in careers fair benefits through screening of suitable candidates for future employment opportunities. Companies also market their profiles as desirable employers thus promoting themselves. Through careers fair companies are exposed to highly qualified applicants ready to enter the job market. Students can conveniently make applications to several companies and they are likely to get immediate interviews after completing their studies. Students can also explore several employers and access important career information. It is also expected that some students may get interviews at the course of the careers Fair, some may get in-house interviews after the Fair. Through careers Fair companies and employers will be able to appreciate students who are potential job seekers as well as promoting professional attitude in them. On the other hand students will be able to appreciate employers and company representatives because they can easily approach them, get clear answers on careers questions bothering them. Companies and employer representatives notably dedicate a lot of resources and time to participate in career Fairs. Therefore both the students and representatives should adequately prepare for such event so as to be of great success to everyone. Documents Underlying Student Careers Fair Event The documents underlying Careers Fair event for students are vital as it provides the justification and the need for carrying out this event. The documents give an insight on what the event entails and provides guidelines on how the event shall be implemented. These documents entail the following. 1. Career Fair needs analysis document This document gives an assessment underlying the need, viability, benefit and cost for carrying out careers Fair event. It provide the need for careers Fair for students on the HND programme within LSBF taking into consideration the current and projected career opportunity market. The sufficiency and availability of career opportunities within LSBF to justify the careers Fair event. The document provides the benefit that the event will yield, the estimated costs, time for planning and organizing for carrying out the event. The available financial and staff resources, how will the benefit offset costs. Finally, this document gives an insight on the level of commitment of the administrators and management in carrying out the Fair. 2. Employer registration document This document acts as an acceptance of the invited companies to participate in the student careers fair to be held in a specific location. This document is important in giving an insight on what companies and employers would like to do or offer during the event. It can be used to give the number of employers invited and willing to participate as well as the profile and their career focus and information for students. It also provides the employer industry classification, list of representatives and the agreement. 3. Company/employer vacancy listing document This document provide summary of the available career opportunities at the participating companies. This document gives information to students on available opportunities and if there are no vacancies they may be informed of future openings. Employers can give job descriptions, qualifications, working hours, days off and compensation. 4. Career Fair orientation for Students document This document provides a guideline on how the students are expected to act during the career Fair event. This document enables students reduce nervousness and confidence during the career Fair. This enables students to plan for effective career Fair strategies, career Fair networking techniques and make a follow up with employers and companies in participation. 5. Career Fair orientation for employers’ document This document is sent to employers and companies who have confirmed participation explaining the expected students and their expectations. Employers can efficiently plan for what they expect to offer the students. This document also helps employers to effectively achieve maximum benefits and impact at the Career Fair event. 6. Supply and equipment checklist document This document list the required supplies and equipments for the fair which includes tables, First aid Kit, chairs, decorations, electricity, Flip charts, office supplies, career Fair brochures and career Fair packets. 7. Career Fair evaluation for students and employers document This document is given to both the students and employers after the career fair to give their feedback in regard to the Fair. This document is vital in the examination of whether the career Fair event objectives and benefits are achieved. This is important in the evaluation process. Benefits of the Resources The notable resources for carrying out student career Fair successfully include the following. 1. Career Fair Packet This resource is distributed to students at the career Fair. This resource gives description of the event, the participating companies, profile of the companies, booth location maps and facilities in the event, workshop schedules, and career information for students and information contact for career Fair team. 2. Career Fair Budget items These are the resources which cost money and thus require careful allocation. The underlying items include the venue which will host the event, utilities such as power supply, equipment such as tables, chairs and rental booth partitions. These items ensure that the venue is well planned, organized and accessible for students, employers and all the participants. Other essential resources that facilitates efficient and smooth running of activities at the student career Fair event include supplies, brochures, forms, banners, signs, decorations and the student career Fair staff. 3. Marketing resources This resource is important for the achievement of strong attendance. These resources communicate to students and employers the need to attend the Fair. It plays important role in convincing them that the Fair is worth attending. This is achieved through advertisements, partnerships, press and media release, signs, email blast and networking. 4. Sponsors Sponsors are willing to spend on student career Fairs hence it becomes the most suitable way of augmenting the event. Emphasis on sponsors has the benefit of win-win situation where they can access the right audience for their advantage. On the other the event can obtain additional resources for effective organization of high-quality student career Fair event, logo on items, promotional materials, media coverage, promotional materials, pre career Fair mailings and website banner ads. 5. Career Fair brochures This resource although it can be costly, it plays important role in setting the image for the student career Fair event. The benefit of brochures enables participating students and employers have a tangible thing from the event. It usually has a strong visual impact and its content gives in details an in-depth overview of what the student career Fair event is all about and what achievement is expected. Critical Analysis Career Fair evaluation for both the employers and students is important in the analysis of the reviews and evaluation in regard to resources and methodologies underlying the event. It is important to note that the analysis is based on the opinion and fact finding on what the students and employers feel about the event. For effectiveness, groundwork issues are discussed and decided. This includes goals and objectives of the student career Fair, venue, scope, sponsors and other logical issues. Individual plans and timelines for duties assigned is outlined, these activities are consolidated and coordinated in line to the timelines. Budget allocation for the resources required for successful management of the Fair is outlined included is the staff requirements (Shone 2001). For reviews and evaluations it is important to prepare employers, providing instructions, discussing expectations, expected questions from the students and gathering data for critical review and evaluation. The evaluation forms and personal dialogues plays important role and the forms are given to randomly selected students and employers. The data collected from the evaluation forms are used to explore the career Fair experience and deduce suggestions for improvement. The evaluation forms findings are reviewed and comments presented to stakeholders, the institution leadership and the relevant committee for any adjustments. It is important to note that all the suggestions provided from the underlying evaluations are expected to be incorporated into the next student career Fair. Setting up Student Careers Fair Event, Time Schedule and Allocation of Responsibilities 1. Event initiation The first step underlying this project is to carry out student career Fair analysis to evaluate the need to set up such event. Areas of analysis include viability, necessity, cost and benefits of student careers Fair. Upon the justification of this project being beneficial and viable the next thing is to provide a specific budget for the Fair. It is important to designate institution staff preside over the Fair, the staff is obligated to set targets, ensure continuous improvement and oversee student career Fair provisions. The staff appoints career Fair Team Leader who organize a team to carry out the required activities for the initiated student career Fair event progress. First initial meeting The career Fair Team hold this meeting to refine, clarify and review issues in the ground work. The issues underlying this include career Fair goals and objectives, team member tasks and responsibilities, venue, potential sponsors, themes, tentative dates and major tasks, frameworks and major logistical issues. Stakeholder consideration This activity takes place during the second meeting and it takes place 1-2 weeks after the first meeting. Stakeholders have interest in the student career Fair and include: students, employers, companies, sponsors, vendors, exhibitors and the providers. Consultations with stakeholders take place and discussions are made on the event’s objectives, schedules and activities. Timeline and date selection The timeline schedule selected runs for one and half months from the project initiation. Careers fair for students on the HND programme within LSBF commence on 5th May 5, 2015 and the expected completion date will be 15th June 2015. The selected date is arrived with consultations with college counselors. An early date of almost two months is selected this gives time students and employers to adequately prepare for the Fair. 2. Subsequent meetings The student careers Fair organization team during the subsequent meeting will continuously generate detailed budget allocation; discuss delays; constraints and creating solutions; giving regular updates regarding activities and tasks; revising the project timeline; coordinating tasks; planning and designing the careers Fair packet. The Fair will be ready to be held when all stakeholders mutually agree on objectives, schedules and activities. Leadership, Effective Time Management Skills Leadership and time management skills are important skills among the student career Fair organization and implementation team to successfully pull up such an event. The leadership skills Problem solving skills enables leaders to critically analyze and solve problems. Leaders can collaborate can figure out how to leverage opportunities and strengths to overcome problems. Team leaders can investigate problems and develop alternatives for solutions. Coaching and development skills will ensure that departments underlying the career Fair event prosper as leaders can build expertise and knowledge in their work teams. Coaching ensures that leaders keep constant and ongoing communication. Ability to build good relationships is another essential leadership skill that enables a leader to maintain positive relationships within an organization. This leadership skill will ensure that all the stakeholders of the careers Fair event maintain quality relationships up to completion. Other important leadership skill is the ability to persevere tough times. This implies that leaders of this project should lead in making decisions and acting. Leaders should not avoid challenges but handle them thus instilling confidence to team members during hard times. Final leadership skill is the emotional intelligence which enable leaders to effectively control their emotions even when under pressure and tight deadlines. Time management skills The skills include determining priorities where tasks and responsibilities of greater importance are handled. It is also important for all the team members and staff of student careers Fair to get more done as scheduled. Another time management skill is self management which involves setting goals and managing effectively time to achieve them. Finally under time management skills is to combat Procrastination which emphasizes on minimizing any negative impact in performing certain tasks. Significance of Stakeholder Analysis When Formulating New Strategy Stakeholder analysis involves the analysis of their needs and it assists organizations and companies in achieving their strategic goals. It play significant role in regard to long-term planning and it makes it possible to identify matters of concern at early stages thus facilitating implementation of strategic plans. Understanding of priorities, concerns and needs is enhanced through stakeholder analysis since it makes use of models, demonstrations and scenarios thus resulting into better understanding. Stakeholder analysis is essential in identifying stakeholders that have direct or indirect involvement with the organization. It is also significant in the understanding of stakeholder influence in an organization. Through categorization of stakeholder organizations can have an insight on how they can allocate communication and resources in the context of stakeholder management. Raj, R., Walters, P., Rashid, T, (2008) provides that stakeholder analysis is also significant in the identification of important contact and making comparison with planned intentions and actions. It provides guidelines on the suitable communication strategy for specific stakeholder. Finally, stakeholder analysis plays a major role in conflict resolution. It is notable that detailed stakeholder analysis point out conflicts among groups. Therefore, by adopting effective communication strategies powerful stakeholders can be used strategically to minimize conflicts thus contributing to organization stability and success. Corrective Actions to Keep a Project on Schedule According to Tum, J., Norton, P., Nevan Wright, J, (2005) keeping a project on schedule is one of the important responsibilities of a project manager. Project managers strive to effectively schedule tasks and activities of their projects tracking them to completion. The following are the suitable corrective actions that can be applied to keep a project completed within the set time as well as budgetary constraints. Developing effective Project Plan To keep a project on schedule it is important to have a well documented project plan. Effective project plan consist project tasks indicating who is suppose to complete them, dates due and the current status. Constantly monitoring the project plan ensures that the project is consistent with the master schedule. Tracking Task Completion To ensure that a project is in schedule then project managers should constantly and regularly review project tasks as well as the level of completion. This should be done regularly which can be daily or weekly by the project manager. Effective scheduling of Tasks This action is achieved by ensuring that all the scheduling of tasks should be within the project plan. In regard to scheduling of tasks the factors to consider should be the task complexity, required resources and time for completion. Each task should have predetermined due date and month so that it does not hinder or overlap other tasks. Maintenance of Project Plan To keep a project on schedule it is important to obtain updated information concerning a project completion. This data should be incorporated into the master plan document. To ensure that project scheduling is effective, all the project team managers should share this data. Effective influence by project manager It is important for project managers to influence its team to ensure that the ongoing projects are on schedule. Negotiating and influencing skills are important in coordinating and enhancing effective communication with focus on keeping check project schedule. Organizing and Implementation Team for Careers Fair Project The appointed team leader for the student career Fair designates his or her team members. The positions and responsibilities that each member is designated have specific function which is important. The student career Fair and the implementation team will consist of the following individuals and their roles will be as follows: Team Leader The responsibilities underlying this position include the general career Fair planning, organization and implementation. Other responsibilities include presiding over event staffing, operations, directing team members, and logistics, overseeing, supervising and monitoring all the activities of the student careers Fair. Team leader is also responsible for monitoring Job Fair preparation and implementation timelines, motivating the Career Fair team, making corrective actions as necessary, ensuring career Fair sponsorship, calling and coordinating meetings and reporting to the National Office Director of Job Fairs. The skills underlying this role include effective decision maker, good managerial skills and team building leader. Staffing and Logistics Coordinator Responsibilities under this is the provision of services, supplies, equipment, staffing management and all the procurement activities as well as the management of the careers Fair. Individual given this role should have experience in logistics event management. Sponsorship and Marketing Coordinator Responsibilities under this position will be marketing and promoting the student careers Fair and public relations. In addition is to reach out sponsors and donors. Skills required include good marketing skills and the ability to convince and persuade (Silvers 2003). Other responsibilities include developing detailed plans and timeline activities, publicizes the Job Fair through electronic and print and media, prepare announcements, posters, flyers, brochures, and billboards. Coordinate printing and distribution of ads, announcements, procure radio and TV advertisement and finally writing press releases and arrange media coverage of Job Fair events (Skinner 2002). Graphics Designer Responsibilities include creating the logo and the theme-art for the Fair; designing promotional materials, brochures, posters, banners and signs. Such individuals should posses’ vast experience and familiarity with the use of computer applications. Company/Employer Coordinator Responsibilities allocated include attracting employers and companies and convincing them to participate in students’ careers Fair event. Other responsibilities include provision of company or employer participation and serving employer needs during, before and after the careers Fair event. Individual offered this role must have extensive knowledge and have explored career opportunities available within and outside the region so as to target potential employers. Administrative Clerk Responsibilities include the general clerical tasks, carrying out miscellaneous tasks and execution of secretarial functions. Skills required under this is basically office management and book keeping. Team Building and Conflict Management Skills When Diffusing Anger Anger is noted to be one of the problems affecting effectiveness in organizations. Team building intervention skills that can be adopted to diffuse anger include. Problem solving intervention skill is considered to being the most effecting team building skills to diffuse anger. This skill mainly focuses on a major problem which is considered to be a barrier to teamwork notably anger. Team members are taken to an off-site location outside the workplace with a facilitator. The facilitator helps the team to explore the anger problem, understand it and find a solution. Another team building skills for diffusing anger is the Personality-Based Interventions where focus is put on the improvement of interpersonal skills. This helps the team members to appreciate their fellow team member’s personalities and interpersonal styles. Conflict management skills that can be used to diffuse anger include depersonalization. This is where a conflict underlying anger is identified and clearly defined. It is not important to focus on personalities but it is important to explain the position of each aggrieved person on that matter. Members are encouraged to become open minded and learn to listen rationally to other people’s perspective. Also complementing this is the skill of clarification, it is important for everybody to move back away from the conflict and understand the impact of such conflict and the need to resolve it. In the case of anger team member are given a chance to clarify the reason behind the anger and everyone is allowed to participate in the discussion. Methods of Co-Ordination and Communication It is important to note that coordination within an organization or a project is critical to its success. Effective coordination enhanced smooth running of project tasks and overall productivity. One of the effective coordination method used is by department, this is where various departments are identified and they are assigned tasks where it is obligated to complete or execute. Departmental heads have the responsibility to coordinate departmental activities as well as ensuring that communication is effective and open. Secondly is the hierarchy, this is where coordination strategies are executed through a recognized hierarchy put in place. There is respect of the hierarchy and those on top are respected and make decision and the information flows downwards (Silvers 2003). In the context of communication methods the notable methods used include active listening. To achieve effective communication administrators, team leaders and members are expected to compliment listening skills with conversational skills. This should be demonstrated through the making of eye contact in cases of certain point elaboration. Another method of communication is the effective dealing with emotions where team leaders and members communicate without being personal or being harsh. Messages should be conveyed without dictation of commanding as well as monitoring emotional reactions (Berridge 2006). Communication methods and coordination were effective in dealing with obstacles. This is important especially when dealing with unexpected obstacles or changes when completing tasks or executing a project. Effective communication skills are essential especially in the organization of strategic approaches, delegation of duties as well as coordinating efforts. The methods of communication used were mainly meetings, email, telephone calls and websites. Meetings were the most effective method of distributing information to team members and stakeholders. Another coordination method used is that of being responsible. This is where coordination effort lies on the individual responsibilities assigned. It is notable that coordination through individual responsibility facilitate smooth running of daily activities. Activities and tasks are easily completed when everyone know of being responsible for something. Resource Use for Project Success Resources were effectively as the structure of the student career Fair surrounding the target. The fair is designed to include diverse lineup comprising of employer representatives for various industries. The stakeholders determined what it could afford to spend on the Fair. This ensure that cost do not override the benefits that will be achieved at the end of the career Fair. Participants especially the employers were selected based on the relevance to the audience. The selected venue had plenty of space for company booths and anticipated visitors. The location had ample parking as well as enough indoor space. Advertising was done on local newspapers, radio and television stations and magazines. The career Fair event was highly publicized in media organizations. Communication Documentation both Internally and Externally Method Purpose Responsibility Audience Frequency First development team meeting Identifying the basic task elements, assess the resources needs within the schedule Team leader Team leader and the stakeholders Weekly basis up to the commencement of the work plan Project team members and the management staff meeting Communicating the progress, and changes and examining the expectations Senior staff entrusted with the career Fair event Project team leader and departmental coordinators Weekly Project status review meeting Reviewing the progress of the scheduled program, identifying the obstacles and solutions Senior staff entrusted with the career Fair event Administrative staff, team leader and departmental coordinators Bi-weekly Project team meeting Report the progress status, Identify and discuss project issues and corrective actions Project team leader Supervising team leader and departmental coordinating staff When it is needed Meeting at the School Facility Discussing the administration issues and reporting the project progress Departmental coordinating managers, team members, task managers Project staff Weekly Companies, sponsors To communicate about their participation Project managers, coordinating managers All stakeholders As needed Internet website Reporting the progress of the task activities Webmaster All stakeholders As needed Correspondence such as memos, letters and email Document status of action items, making decisions and solving encountered problems All the stakeholders All the stakeholders As needed It is notable that this project has used information technology in many aspects from the dissemination of information during the meetings. There is wider use of emails and media organizations to advertise the event. The use of information technology is also used during the event. Some companies also used projectors in making their presentations during the Fair. References Allen, J 2005, Time Management for Event Planners, New York: Wiley. Allen, J 2010, Event Planning Ethics and Etiquette: A Principled Approach to the Business of Special Event Management, New York: Wiley. Anderson, J 2004, Teamwork: Interactive Tasks to Get Students Talking. New York: Delta. Berridge, G 2006, Event Design and Experience. Oxford: Butterworth Heinemann. Getz, D 2007, Event Studies: Theory, Research and Policy for Planned Events, Oxford: Butterworth-Heinemann. Raj, R., Walters, P., & Rashid, T 2008, Events Management: An Integrated and Practical Approach, London: Sage. Shone, A. and Parry, B 2001, Successful Event Management, London: Continuum. Silvers, J 2003, Professional Event Coordination, New York: Wiley. Skinner, B. and Rukavina, V 2002, The Event Sponsorship, New York: Wiley. Tum, J., Norton, P., Nevan Wright, J, 2005, Management of Event Operations Oxford: Butterworth-Heinemann. Read More