Management Challenge Recommendation
Basem Sarkis
Davenport University
Diane Kasunic
MGMT 653
Abstract
The club known as Swim located at MIT began over three decades ago, it is now the largest and one of the well known clubs on campus. This article describes a situation around the organization’s managerial proceedings and abilities when faced with a decision in an unforeseen circumstance. When the information is present to determine the different solutions to the problem presented in the case it is analyzed by the AMA 8-step guide. There is an evaluation of the multiple alternative solutions to the circumstance and the development of the other solutions that is present for the issues at hand, along with the recommendation that was made for the best option available.
Step One: Recap and Analyze the Relevant Facts
The leaders of the Sloan Women in Management organization at MIT has good leaders who were usually able to find themselves making good decisions in bad situations. The case of Sink or Swim, it was a perfect storm that affected the organization of an event that they had sold out the tickets for, and had a considerable amount of money in the sponsoring of the event. The directors, committee members and three co-presidents of the club, Rachel, Lea and Tarini were tasked to hold the SWIM’s third annual business conference, which was expected to be a large conference. It is a conference that allows opportunities for its members for networking, sponsor introductions and keynote speaker presentations, which took a full year of planning with usually high attendance. They faced some issues with a strong winter storm that is stated to produce a considerable amount of snow. The event has been majorly planned for, with a number of speakers already on the way and non-refundable down payments made for most the event. The leaders were tasked with a tough decision facing the unforeseen circumstances.
Step 2: Root Problem
The root problem is the massive storm that is expected to hit the area on the same day as the conference, this storm is expected to make the arrival of the guests and speakers a huge problem. The group is also faced with the cancellation of the venue at the university grounds, they had to make a quick decision with the next step on how to proceed with the event.
Step 3: Identifying the Problem Components
The root issue of the problem is the response that might arise, with a decision that has to be made in response to the root problem. The decision has to be made fast, and it has to not be taken lightly at the same time as it can have multiple effects. It is their last year at MIT which means that it would put a mark on their record and hurt the reputation of the organization, it will also result in the loss of a great amount of money. The decision has to be swift in order to prevent further accumulation of spending and losses. Since the keynote speakers were already in route to the event, it made the situation even more difficult, there is also the risk of losing the sponsorship and the money from the ticket sales. The group however has to think about the safety and well being of those attending, it is liable for the guests. The measures have to be taken in order to ensure the safety of the guests, as well as preparations in case the grounds were closed and if there is a back-up facility and plan.
Step 4: Generating Alternatives
The next step has to do with generating alternatives in the event of the cancellation due to the snowstorm, the alternatives have to guarantee that the organization would not risk the safety of the guests and speakers. There are four possible alternatives, which include going ahead with the event as planned, turn it into a half day event instead of an all-day event, waiting until later in the day, or rescheduling the event entirely.
Step 5: Evaluating Alternatives
In order to evaluate the alternatives, the repercussions have to be accounted for. Canceling or rescheduling the event would have the greatest negative repercussions, as it loses the money spent, or risk the reputation of the organization. Continuing with the event as planned is also problematic as they can face grounds closure and be forced to cancel either way or risk the safety of the guests. Waiting until later in the day and hoping for a change in the storm, will result in chaos and reduced communications time between the organization and the attendees, however this option can be beneficial in case there is a change in the forecast. Turning the event into a half day is also problematic as there is rental fees and products that are bought and will be wasted, and the costs will still incur. The losses however will be less than canceling the event altogether.
Step 6 Choosing an Alternative
In order to allow the event to occur and alternative has to be choses, cancellation and rescheduling is not possible, it will put a dark mark on the committee that spent over a year preparing for it, and it will result in a waste of money and effort. The people will still demand a refund for the cancelled event which will lead to an increased cost, with the speakers already on their way will result in displeasure as well as increased costs. Waiting will decrease the time they have to act, and contact everyone, and that will be a major obstacle that they will face. The most logic alternative would be proceeding with a half day as to reduce their losses and try to have everyone who commuted there present.
Step 7 Implementation Plan
It is important to communicate those changes about the change with the attendees as well as the speakers, with the planning of the event accordingly. A mass email might help with the attendees as well as proper communication to all those involved, an explanation is also necessary as to why the event is changing. A rapid response to all those who might have questions, and giving the vendors and the speakers an appropriate amount of time to be able to plan their equipment and speeches accordingly. There should also be an option for a refund for those who feel like the event is not living up to its reputation and are considering not showing up, the loss would be less severe than cancelling the entire event.
Step Eight: Alternative Choice Evaluation
In the choice of the alternative plan, there are a number of risks being taken. The main concern is the losses that will incur in both monetary and reputation of the organization, the half day may lead to an increased cost to the organization but the cancellation will lead to an even bigger loss. All the spending that took place will be utilized and the full number of ticket refunds is avoided. It will also show with the email explanation to the changes that the organization tried to do its best with the circumstances given, and it shows an ability to overcome the unforeseen events that took place.
Conclusion
Reference
Ankeles, L., Graham, M., Pittore, R., & Ramamurthy, P. (2013). Sink or SWIM. Boston: MIT
Sloan Management.