lOMoARcPSD|9484490

Module 5 - MICE - Lecture notes 5

BS in Agriculture (Isabela State University)

StuDocu is not sponsored or endorsed by any college or university

Downloaded by Shirley Soriano-Quinto (shengjhay_23@yahoo.com)
 lOMoARcPSD|9484490

HM 223 – INTRODUCTION TO MICE

UNIT 5: MICE MANAGEMENT

INTRODUCTION
Management is the ability to direct, control, and lead people to work in an efficient manner. Good
management is necessary to enable a MICE organization to succeed.
The principal objectives of management are to organize, plan, motivate, communicate, create,
control, and solve problems. Other functions of management that are significant in MICE management
are decision making, team building, delegation, leadership, appraisal and training, authority, responsibility
of power, and crisis management.

OBJECTIVES At the end of this chapter, you will be able to:

• Define management
• Explain the main functions of management
• Describe the steps to follow in choosing an organizational structure
• Discuss the three types of plans which are essential for an event
• Explain the importance of motivation in MICE Management
• Describe the different methods of communication
• Discuss the communication process
• Clarify the importance of creativity in MICE Management
• Explain the different steps in problem solving
• Describe the other management concepts that are relevant to MICE Management

DISCUSSION PAPER
Topic I. Meaning of Management

The dictionary management defines as getting things done through effective people and efficient
processes. Peter F. Drucker defines a manager as “one who has the task of creating a true whole that is
larger than the sum of its parts; a productive entity that turns out more than the sum of the resources put
into it.”
Event management is the process by which an event is planned, prepared, and produced. As with any
other form of management, it encompasses the assessment, definition, acquisition, allocation, direction,
control, and analysis of time, finances, people, products, services, and other resources to achieve
objectives. An event manager’s job is to oversee and arrange every aspect of an event, including
researching, planning, organizing, implementing, controlling, and evaluating an event’s design, activities,
and production.
Good management is the key to a successful MICE organizations. The practical implementations of
sound organizational and individual management principles and practices is vital to effectiveness.

Topic II. Main Functions of Management

In studying management, it is important to examine its principles or functions that are very
relevant to organizing events: The following are its main functions:

Page 1
Patrick Jr Bolanio, Kathleen Mae Lopez & Sheryl May Apostol
Downloaded by Shirley Soriano-Quinto (shengjhay_23@yahoo.com)
 lOMoARcPSD|9484490

HM 223 – INTRODUCTION TO MICE

UNIT 5: MICE MANAGEMENT

1. Organizing
2. Planning
3. Motivating
4. Communicating
5. Creating
6. Controlling
7. Problem-Solving

A. Organizing – it is the process of determining the special activities to be accomplished toward

the end of objectives; the gathering of these activities into relevant structures and the allocation
of the achievement of objectives through these activities to the appropriate groups or individuals.
Organization is the way in which ideals and aims are turned into reality. The focus of any organization
must be to achieve the necessary actions through its personnel. There are several steps to follow in
choosing an organizational structure for an event.
1. Define the aims and objectives of the project
2. Analyze the background situation in which the event has to be achieved.
3. List all the tasks to be undertaken.
4. Group together all related tasks.
5. Establish links between these groups of tasks.
6. Establish an understanding of respective roles for all those involved.
7. Identify possible communication lines between various groups.

Having chosen the organizational layout, the various task should be allocated to each section. Nothing
should be left unassigned. The size of the structure will depend on the level, complexity, and nature of
the event. The structure may be formulated in a chart. A large event may require a more detailed chart.
Example of simple organizational structure and a more complex organizational structures are shown in
Figures 5.1 and 5.2.

After establishing the overall structure for the event, specify the detailed task for each individual or group
involved (Figure 5.2). Explain the responsibility of each individual and make clear how it relates to others.
This process of allocating tasks will be needed for every organizing group as well as for every
subcommittee and each staff member.

MAIN COMMITTEE

Transport Publicity Finance Accommodation Technical

Figure 1.5.1

Page 2
Patrick Jr Bolanio, Kathleen Mae Lopez & Sheryl May Apostol
Downloaded by Shirley Soriano-Quinto (shengjhay_23@yahoo.com)
 lOMoARcPSD|9484490

HM 223 – INTRODUCTION TO MICE

UNIT 5: MICE MANAGEMENT

Main
committee

Finance Executive
Committee Committee

Transport Publicity Accommodation Technical

Guest Media Venue Venues

Spectators Promotion Rules

Guests

Participants Advertising Participants Emergencies

Figure 2.5.2

B. Planning – it is the process of setting goals and deciding on the best approach to achieve them.
Careful planning is essential to successful events. Things do not happen by accident; they are
produced by effective planning. Careful planning is vital because it decreases uncertainty,
eliminates wasteful effort and produces unity of purpose. There are three types of plans which
should be produced for an event:

1. Strategic plans direct an organization toward its overall objectives and consider the major
influences – political, economic, environmental, etc.
2. Specific plans are designed to achieve specific objectives such as budget estimates, resource
production, and promotion plans.
3. Administrative, organizational and structural plans explain how the objectives will be achieved.

Page 3
Patrick Jr Bolanio, Kathleen Mae Lopez & Sheryl May Apostol
Downloaded by Shirley Soriano-Quinto (shengjhay_23@yahoo.com)
 lOMoARcPSD|9484490

HM 223 – INTRODUCTION TO MICE

UNIT 5: MICE MANAGEMENT

C. Motivating – In any demanding work situation, it is important to keep the staff motivated and
interested. Special effort is necessary to keep motivation high because events demand an
extraordinary commitment from every individual concerned.

The MICE leader should know how to motivate his/her employees and also should try his/her
best to fulfill their individual and group needs. A good example of motivation is public recognition,
especially in a local event. Giving a small rewards such as free meals and free t-shirts help
motivate people and increase their productivity.

D. Communicating – Communication is “the giving, receiving or exchange of information so that

the material communicated is completely understood by everyone concerned and that
appropriate action follows (Watt, p. 59).” Effective communication is necessary to produce good
coordination and efficient organization.

The following are the aims of communication:

1. To Transmit a message
2. To have the message accepted
3. To guarantee understanding
4. To attain correct action
5. To give and receive information
If these objectives are not achieved, maybe the message is not effective. For events, it is vital
that necessary actions are completed to implement the event. There are several methods of
communication, namely verbal communication, visual communication, and electronic
communication.
Verbal Communication is important but should not be overused. Nonverbal communication
consists of body gestures, facial expression, eye-contact and personal appearance, If used
appropriately, it can help bring about good relationships. Written communication is the most
common in MICE management, but it is often used ineffectively. Paperwork should be minimized
because it is time-consuming to read and write. Visual communication is becoming popular.
Videos are used for product promotion and staff training.

An effective logo communicates a message and helps in the success of an event, Visual
communication also helps to generate and retain interest among the staff members. Electronic
communication is the most modern method of communication. Examples are computer, email,
Internet, fax, mobile phones. They are very beneficial to MICE management because events
often take place in a big location or in several locations that are far apart.

After selecting the method of communication, effective lines of communication must be

established within an organization. They may be formal or informal. When information is
transferred it result in correct understanding and appropriate action. Thus, the information should
be clear, concise, courteous, correct, complete, and correctly directed. The basic process of
communication is shown below:

Page 4
Patrick Jr Bolanio, Kathleen Mae Lopez & Sheryl May Apostol
Downloaded by Shirley Soriano-Quinto (shengjhay_23@yahoo.com)
 lOMoARcPSD|9484490

HM 223 – INTRODUCTION TO MICE

UNIT 5: MICE MANAGEMENT

E. Creating – is the ability to produce an original idea or thought through the use of imagination. A
good MICE manager should be equipped with innovative thinking skills that will help create an
interesting event based on the needs of the client. He/She should be able to link together suitable
ideas to achieve the objectives in an innovative and encouraging manner.

F. Controlling – is monitoring the performance of systems and resources. Control is a management

function which checks whether what is supposed to happen is happening or is going to happen.
It is a vital part of MICE management because it is necessary for things to actually happen, not
just promise to happen. Control systems must be established in the planning stages of an event
to find out if the objectives are achieved within the prescribed timetable. The following are the
four stages of effective control:

1. Plan what you intend to do

2. Measure what has been done
3. Compare achievement with the blueprint
4. Take action to correct anything that is not as it should be

G. Problem Solving – is an important skill for people who are working on events. Problems will
always exist. A positive, innovative thinker is needed to solve them. Problem-solving has different
stages, namely:
1. Obtain facts;
2. Specify the objectives;
3. Identify the problem;
4. Formulate alternative solutions;
5. Select the best solutions;
6. Put the selected solution into practice;
7. Continue making observations to make sure that the chosen solutions; and
8. Select a new solution or adjust any corrective action or go back to Step 1.

Page 5
Patrick Jr Bolanio, Kathleen Mae Lopez & Sheryl May Apostol
Downloaded by Shirley Soriano-Quinto (shengjhay_23@yahoo.com)
 lOMoARcPSD|9484490

HM 223 – INTRODUCTION TO MICE

UNIT 5: MICE MANAGEMENT

Topic III. Other Management Concepts

There are other management concepts that are relevant to MICE management. These are decision-
making, team building, delegation, leadership, staff appraisal and training, authority, responsibility of
power, and crisis management.
• Decision-making – is an important part of management in any kind of organization. It involves
the assessment and implementation of possible strategies. In an event, it is better to use
democratic decision-making and involve as many people as possible. It is advisable to use the
collective knowledge of the group in order to arrive at the correct decision.

• Team Building – is the ability of an organized group of people to work together. A good MICE
manager should exert effort to build his/her team. Unity of purpose and cooperation are
necessary to attain success in MICE management. Formal training, informal meetings, group
decision-making and involvement of the staff will help an effective team.

• Delegation – means giving people something to do which they are capable of achieving.
Delegation is an important management activity and is essential to the success of any event.
Delegation is not dumping all the boring and difficult tasks on people. Delegation is designed to
attain success by using everyone’s time, expertise, and effort to the best advantage. Motivation,
commitment and the opportunity to accomplish real tasks are the result of delegation. It is
important to select tasks that will provide individuals with some challenge and a sense of
achievement when they are completed. The team leader should be aware of the capacity and
willingness of the individual or group handle the task being delegated. He/She should delegate
only to those who are competent and capable of accomplishing the task. Clear instructions
should be given now on how the task is to be done. During the delegation process, the MICE
manager should ask for progress reports check them regularly.

• Leadership – According to D.C Watt, leadership in an interpersonal influence exercised in a

situation and directed through the communication process toward the attainment of a specific
goal or goals. To be successful, an event needs a leader who is productive and capable of
influencing or inspiring a large number of people.

• Staff Appraisal and Training – Staff appraisal is an evaluation of the accomplishment, strengths,
and weakness of the employees in order to improve their performance and commitment to duty.
Staff training is necessary for MICE management. It is advantageous to employees and skillful
and highly trained personnel, whether paid or voluntary.

There are two kinds of training for event employees:

1. Desirable training, which improves personal skills such as decision-making and creativity.
2. Essential training, which makes sire that personnel are aware of legal requirements such us
health and safety legislation and can perform word processing and computing tasks.
Staff training will help improve the quality of the event and enable it to be carried out more efficiently
and effectively.

Page 6
Patrick Jr Bolanio, Kathleen Mae Lopez & Sheryl May Apostol
Downloaded by Shirley Soriano-Quinto (shengjhay_23@yahoo.com)
 lOMoARcPSD|9484490

HM 223 – INTRODUCTION TO MICE

UNIT 5: MICE MANAGEMENT

• Authority, Responsibility, and Power – The management of the event must make it clear where
the authority, responsibility, and power lie. It is important that every individual knows where
he/she stands so that he/she will not be tempted to underplay or overplay his/her role. For every
decision, someone must take responsibility, and everyone must know who that person is.

• Crisis Management – In general, crises happen during an event. MICE planners must be skillful
in managing crises. An efficient MICE manager must be able to control crises in an effective
manner. The employees must be ready to apply suitable solutions to the crises.

The following are different ways to control crises:

1. Examine the crises in a pleasant way
2. Re-assess the aims or goals
3. Analyze the potential solution
4. Study the effects of many solution
5. Choose the most appropriate courses of action
6. Carry out the best activity
7. Undertake follow-ups to prevent unnecessary reputation

Page 7
Patrick Jr Bolanio, Kathleen Mae Lopez & Sheryl May Apostol
Downloaded by Shirley Soriano-Quinto (shengjhay_23@yahoo.com)