We need to clear about the form of an organization structure if we establish an event management company. What is organization structure? The organization structure provides the framework that use to arrange the lines of communications, duties, authority and allocates rights. Besides that, the organizational structure determines the manner and extent them to which power, roles, and responsibility are controlled, coordinated, delegated and how the information flows between the levels of management. An organization can be structured in different ways, it depend entirely on the organization's strategy and the objective. For example, in the centralized structure, all the power of decision making are concentrated on the top layer of the management and the tight control are exercise over the departments and the divisions. In a decentralized structure, the decision making power are move to the lower level of the organization, such as the branches, subsidiaries, departments or divisions. Besides that, in the decentralization structure, the knowledge, idea and the information are flowing from the bottom to the top layer.
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There are many organization structure that use to manage the company. Having a proper organizational structure can always contributes to effective management. A proper organizational structure can provide a clear set of the procedures to make process improvements and should facilitate communication between the people in the organization. Besides that, having a proper organizational structure can help the organization optimize when manage the resources and manpower.
Our company - W&D Pvt. Ltd is a leading Event Management Company in Malaysia. As an event management company, we are specializes into the wedding planning & corporate entertainment. We provide creative talents such as emcees (MC's), music performance, DJ, comedy shows, magic shows, wu shu, Chinese orchestra, various dance shows and etc. Besides that, we are also provide the lighting system, sound system, photographer and videographer. We are always giving the best service to our clients because our business futures truly depend on the satisfaction of the customers.
An event management is a process by which an event is prepared, planned and produces. It involves study the intricacy of the brand, coordinating the technical aspects, devising the event concept, planning the logistics and identifying the target audience before actually executing the modality of the proposed event. The event management company service many kind of areas, such as marketing programs, corporate event and special corporate hospitality events like film premieres, award ceremonies, concerts, launch party, commercial events, fashion show and other private events such as the wedding.
Next, there are four functions that can help our company function, the first function is to plan, in the event management, planning is an unending course of the action. Some time there may be sudden strategies where we have to face. We need to plan what we wants to do when the emergency problem is occur and we also need to plan how can become the best and run the process smoothly. The second function that can help our company function is organized. Be an event management, we need to getting organized and getting prepared. We must to organize all the resources with very well before we plan what we do. This function is mainly to establish and maintain the relationships and it also can assign required the resources. The third function is directing, this function can help our event management company to control and supervise the actions of all the staff. This function can help them to assist the other staff before they achieving the goals. The final function that helps our company function is control, it is include establishing the performance standards on the company's objectives. Control can help the company can always maintain their current standard or they also can adjustment the standard of the company. A company which have fully control are always can achieve the goal smoothly.
Next, there are many type of the organization structures. The four common structures are the entrepreneurial structure, functional structure, divisional structure and the matrix structure. First, about the functional structure, this function is to divide the activities of the organization into the different functional areas. Second is the entrepreneurial structure, in this structure, the chief executive retains control over large or important ventures of the organization and there are other managers o carry out their roles in relation to the chief. Besides that, this structure has clearly defined lines of authority for all levels of management and has a high bureaucratic procedure. The next is the divisional structure, this structure is focus around a product or a geographical area. This structure are always use in the big company or the conglomerates. After that is the matrix structure, this structure is a complex structure which involve multiple lines of authority, rather than hierarchal lines of command. They combining a functional based structure and a project-based structure and in this structure the employees will report to more than one boss. Besides the four common structures, there have other organization structures, which are the centralization, decentralization, differentiation, and integration.
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To form an event management company we need to choose the suitable organizational structure to manage our company, in the four common structures, the functional structured is suitable for the small to medium-sized businesses which do not have wide range of the products or production requirements. Second, the division structure in use more in the big company and the wide geographical area. Next is the matrix structure, this structure are always use in the large multinational company. Last is the entrepreneurial structure, this structure are always use the general partnership, sole proprietorship, corporation and limited liability company. There are four common structure, the structure that our company use is functional structure.
Managing Director In functional structure, they will divide all the activities of the organization into different functional are and in each functional area, they will have their own management structure, so this structure is combines both hierarchical structure and the centralized structure. The reason why we use the functional structure is because our company in not a big company and we only provides few goods and services. The diagram below is show that the functional structure in our company.
Site Operations Director
Work Scheduling Officer
Plant & Materials Buyer
This diagram is show that the functional structure, the advantage of the functional structure is this structure can help our company minimize the duplication and clear cut the career paths within functions. This task assignment in this structure consistent with technical training and have high quality in technical problem solving. About the disadvantages of the functional structure, the one of most serious disadvantages is this will make the members of the functional departments become too much of specialization, narrow viewpoints, lose the total system perspective and develop self-centered. Besides that, the other disadvantage of the functional structure is poor communication among the department, coordination across functions, slow innovation in the response to environmental changes, a loss of clear responsibility for the product or the service delivery and having too many decisions referred upward in the hierarchy.
The functional structure is use to divided the organization into different segments based on the functions when managing, this is allow the organization to enhance the efficiency of these functional groups. For an example, in our company, the makeup artist is only help to makeup the bride and groom. So the management of this functional group will becomes easy and effective. This structure can also help our company produces high volume of the product with the low costs. Low cost can be achieve by such company due to efficiency within functional groups. Although this structure is the suitable for our company, but it still have some disadvantage such as poor communication and the employee may become isolated. So for my recommendation, we can having a annual dinner or having a party and invite all the members, so this can help all the members can communicate with each other and promote the good feeling with other group members.