Question

jo chin a member of your department is retiring after many years service with your company.you are an administrative assistant and your supervisor asked you to arrange for a gathering at which the department members can say goobye and which jo a happy retirement what are some tasks that you will need to complete to make the event succed?what information will you need from your supervisor in order to plan the event? what information will you need to share with department members and jo?should you have a meeting of the department members to discuss the event?why or why not?what other options might you consider?

Answer 1

Jo chin a member of your department is retiring after many years service with the company

To arrange for a gathering at which the department members can say goobye and wish Jo a happy retirement

a.Some tasks that you will need to complete to make the event succeed :

1. First& foremost, fix the date & timing, in consultation with the retiring member/officer .

2.To prepare a list of all members who need to be present at the farewell gathering .

3. Informing all of them,individually or through some common platform,about the date & timing of the event.

4. Confirming their participation, well ahead , to plan for space/ accomodation,snacks,if any,to be offered,cost that is going to be involved,etc.

b.Information you will need from your supervisor in order to plan the event:

As the event is to be organised specifically for the retiring officer, we need to collect all & exclusive details about the officer , right from the time he joined the company like:

1. His date of joining & the position/responsibility , he joined & his growth trajectory , with the various positions he occupied in the company.

2.His significant/ notable achievements , in his various positions.

3. His family background & some personal details like his qualifications .

4. A brief detail about his spouse & children, to emphasise support from family , for having been able to achieve in his official duties.

c.Information you will need to share with department members:

As in a.above,

1. First & foremost ,to prepare a list of all members who need to be present at the farewell gathering .

2 Informing all of them,individually or through some common platform,about the date & timing of the event.

3. Confirming their participation, well ahead , to plan for space/ accomodation,snacks,if any,to be offered,cost that is going to be involved,etc.

4. How the money to be spent on the event , is going to be organised or collected & shared.

5.Agreement about the order in which , the speakers, who volunteer , to say a few words , about the retiring officer & the exact content of their speech , priorly approved , so as to meet the time-line, so that everyone gets an opportunity, to express their gratitude & wishes to teh officer.

d.Information you will need to share with Jo:

1. The intention to hold a farewell gathering exclusively for him, in the event of his retirement.

2. Informing of the tentative date & timing & requesting his confirmation , if it will suit him--or to suggest an alterante.

3.List of persons who will be attending, so that he may also be prepared accordingly.

4. Confirm all personal & official details that are going to be spoken of ,in the gathering , well before-hand ,in an exclusive sitting with Jo--so that there is no room for any embarassment , for either party/ies.

5. Assuring him , of any help , during his retirement.

e.Should you have a meeting of the department members to discuss the event?why or why not?

Certainly YES.

1.So that there are no last minute hitches in any arrangement.

2.There is a clear consensus on the agenda for the matters to be spoken.

3. And to agree on all other arrangements, like place of the gathering, food to be served, their costs/budgets, etc.

f.Other options that might be considered:

1.Instead of personal meeting,the program can be discussed thro' e-mails, even more preferable, is the current rage of the globe, WHATSAPP, in which group chats are possible-- that too discussed as written materials , binding each participant.

2. But a prior discussion is a must, not only

for the program to succeed , but also

as a matter of providing dignity to the officer , who had spent all his effective life-time & energy for the welfare of the company, steadfastly being with it , in its, as well as his, high & low.