U. P Jammers’ Club is an established socio-cultural organization of a well-known university. It was founded on October 8, 1991 and since then, it has brought several musical icons in the music scene. The organization aims to enhance the capabilities and skills of aspiring young musicians and form camaraderie within the group. The organization showcases annual events such as a “Freshmeat” and Pound for Pound”. The basis of this proposal report is the organization’s event which is entitled “Pound for Pound”.
This activity showcases all the performing bands of the organization and also serves as a yearly evaluation for all of the members of the said group.
The performances offer different musicians playing different kinds of genre. The songs are compositions of the bands included in the organization. Although the name of the said organization earned praises and recognition for the past years, the over-all performances of the members and the organization are gradually deteriorating compared to their early glorious days.
Its financial status is not stable, few of the members are the only ones who are working for the development of the group, the responsibilities are not well disseminated, and many more.
Regarding these problematic details, the purpose of this report is to find out why such things are occurring in the events of the organization. Focusing on a specific event such as the Pound for Pound, this paper will be dealing on finding solutions to the increasing problems of the organization. Beginning from the preparation to the assessment of the event, this will tackle all the necessary information needed for the study.
Pound for Pound is an annual event of the U. P Jammers’ Club which is held every late January or early February. After the Freshmeat, which is usually held during the months of July or August, the organization should prepare for the upcoming Pound for Pound for this is considered as their major activity. As early as September, the members are expected to search for sponsors or alliances to help in financing the event. There should be a calendar of activities for members to know when to start working and when to report for the deadlines.
Members should already be informed regarding their responsibilities for the event. These are few of the actions done in the past years for Pound for Pound. Unfortunately, the former batch of residences was not able to perform such tasks effectively. What seems to be the problem? The organization has a set of executive committee who is in charge of the planning and decisions. They are the ones who are assigned to designate responsibilities to their own members. If the executive committee is not intact, then all members will not participate well.
At that time, there were 30 members in the organization, but seven of them, including the president are dismissed from school because of academic failure and four members filed for inactivity because of financial instability. As a result, only 19 members could work for the organization. Few only have the drive to help the organization. The dilemma seemed to root to the members. This is one of the problems of the organization. There is less manpower and motivation to work as a group. The organization, all-in-all does not have one specific goal.
Most of the time, disagreements seem to develop into a more chaotic situation. There are several controversial issues within the group. The organization needs to build a team. Another problem was the delays of every task. Even though there was a prepared plan of activities, most of the time, members tend to delay deadlines because of unfinished tasks. The members adjust time instead of them adjusting with time. The tendency of the delays is to also setback all plans. The postponement of deadlines affected how members work for the organization. Members should realize the importance of professionalism while working.
Third problem involves finances and expenses of the said event. The members failed to find sponsors for Pound for Pound. The organization decided to get the event’s budget in the funds of the organization. Wanting to make a good impression, the members decided to get a more expensive sound system for the event. Almost all of the funds went there. The plans of selling merchandised t-shirts, producing publicity materials and earning money were not met because there was inaccuracy in the financial plans. There was only one single plan for the event. Fourth problem involves publicity.
This is one of the important parts in conducting event made for the public. Pound for Pound lacked publicity in this year. Few teasers were produced, there were no tarpaulins and the tickets were distributed late. Speaking of tickets, the tickets were more expensive compared to other Pound for Pound events. The public did not want to spend so much making it difficult to sell them. Based upon this situation, Pound for Pound had only few audiences compared to other events done by them. There was discrepancy with the financial records afterwards making it harder to deal with problems regarding finances.
Although Pound for Pound made it until the end, it was not very satisfactory. Methodology (Discussions) There are several solutions to this dilemma. First, the organization should work on the internal issues. This is the most important, but most difficult matter to resolve. The U. P Jammers’ Club is considered as a group of individuals. In order to develop a group, one has to understand how a group works. Bruce Tuckman’s four stages of Group Development could help in studying and understanding the group. Tuckman formulated four stages on how to successfully manage a group.
The first stage called “Forming” states the ability of individuals to work with others but avoid such conflicts in a group. People have the desire to be accepted by others so they tend to avoid controversies. Second stage involves “Storming” wherein more conflicts will arise and individuals will begin to feel their differences and preferences. The third stage “Norming” is a stage wherein the members of the group are learning to accept each other’s dissimilarities. They begin to become a more cohesive and effective group. “Performing” is the final stage of Tuckman’s Group Development.
Not all groups could arrive to this stage. This is a state where everyone knows each other. Flexibility and Interdependence is developed. Work with team buildings, gatherings and the like to keep the bonding within the members. Know the differences of each other and adjust with them. If there is harmony within the members, working will be easier. Organize. Plan. Act. Organize the members. Know their roles and responsibilities. Be strict with deadlines. Create a plan of activities for the said event and monitor it regularly. Disseminate all the tasks orderly.
Let the members know what they have to do and monitor them too. Giving reminders and updates could help in motivating them to work. Think of the possible things that could happen and plan ahead. List all of the possible sponsors and work with it. An event would not be possible if there is not enough budget allotted for it. Use the organization’s resources to help in canvassing equipments needed. Act upon the planned tasks. Encourage members to participate. Give them a little pressure so they could feel responsible for the given tasks. Learn how to prioritize.
Most members were said to be inactive because of the failure to meet their academic requirement. Another matter to change is this one. During the past years, good standing is encouraged for members. In this present time, the organization should also monitor this matter. Set limitations. Qualifications The PuRep Agency, a public relations firm, once conducted an event which was similar to Pound for Pound, except, it was better. They were composed of only 5 active members who wanted to create an entertainment for the public. They got bands from the U.
P Jammers’ Club and prepared all the necessary operations in less than a month. The agency worked with this event which they called “Tune up”. They made most of the methods included in this report. This just proves that the proposed methods are effective and possible. Before they even started working, they prepared 3 sets of plans in case problems occur. The agency worked with double effort in looking for sponsors. This means that the organization could look for more major sponsors if they would work on it immediately. All went well and smoothly.
Costs (Projected Expenses for the next Pound for Pound) Expenses Amount Team Building 500. 00 Sound System 6000. 00 Venue 3000. 00 Publicity (tarpaulins, t-shirts, teasers, leaflets) 2000. 00 Miscellaneous (transportation, letters, others) 1000. 00 ———- TOTAL 12500. 00 Schedule Section Month Activity Time August Team Building 1hr activity per week (any convenient day) September Planning 1hr of meeting per week (assigned day) October Release of Sponsorship letter 1 meeting November Look for Sound System and Venue 1st week (canvassing)
December Updates 2nd week (2 hrs) Report organizational status Sponsors, Sound System, Venue January Event 4th week (5 hrs) Conclusion This report therefore concludes the solution to U. P Jammers’ Club’s Pound for Pound internal and external dilemma. Group Development is needed to strengthen the credibility of the organization. Plan ahead and act as professional as possible. This proposal would change the way the organization works as a group. Like the PuRep Agency, anything is impossible as long as the group has a single goal. Any organization can succeed as long as they’re united.