Wednesday, October 10, 2007
Progressing into the middle of the forth week of SIP
Here's a sneak peak of my SIP life for the past three weeks:
It has been around three weeks since my SIP started in MP. Time really flies fast. Recalling what I had learned in Business Etiquette and Service Excellence (BESE), I dressed up a little on the first day of work hoping to create a first good impression. Indeed, Sharon, the HR Executive, was impressed by us. The very first thing in the morning, Sharon showed us a presentation on PICO and on MP International. MP is a member of the PICO group, a global event marketing organization with group international network of 30 offices situated in Asia Pacific, Europe and Middle East, and also a collaborative partner for many worldwide associations and organizers. After that we were being showed around the production area and then brought up to the office where we were greeted by two projects managers, Vincent and Jane, as well as Ying Qi, the Marcom Executive. They briefed us through the organizational structure of MP and the projects that were ongoing and upcoming. We were then brought around the office introducing ourselves to other colleagues.
I am in the projects team and I am currently involved in two projects, namely, 2007 ASEAN Business and Investment Summit (2007 ASEAN-BIS) which is coming on 16 November to 18 November, as well as, 24th ASEAN Senior Transport Officials Meeting (STOM) and 13th ASEAN Transport Ministers Meeting (ATM) which is a concurrent meeting happening on 29 October to 2 November. On my first day, I was immediately plunged straight away into work without knowing what the two events are really all about. After doing some researches on myself, I found out that both events are high-profile events involving high-profile personnels from ASEAN regions. 2007 ASEAN-BIS is organized by ASEAN Business Advisory Council (ASEAN-BAC) with Singapore Federation (SBF) as the co-organizer. This meeting is a key meeting between private and public sectors to identify measures to facilitate and promote ASEAN economic initiatives. STOM and ATM are organized by Singapore Ministry of Transport. In this meeting, ASEAN leaders will recognize the need for greater cooperation in infrastructure development, particularly in transport and communications, in order to enhance closer economic integration.
I was attached to two supervisors for these two projects and a lot of times I had to do many things at a time. I was attached to Angeline, the Senior Project Consultant, for 2007 ASEAN-BIS, and Connie, the Senior Project Consultant, for STOM and ATM. Compared with other of my fellow schoolmates, I was quite fortunate that I did not have much database to do. During these three weeks, I was given the tasks of following up with the speakers on who will be coming, which involves making international calls to countries like Hong Kong, India, Philippines and Thailand, typing out speakers’ confirmation letters, collating sponsorships entitlements, typing out invitation letters, calling up suppliers, negotiating and getting quotations, typing minutes etc…It was like the theories of MICE that we learned during our course of studies being put into action.
In order to draft out a good letter, I did a lot of reading up on the past events, and also the letters that were being sent out to the respective speakers and sponsorship companies. These letters had to be sent out to high profile personnels so I had to make sure that my letters are flawless and professional enough. I feel quite proud of myself when I received compliments from Angeline after showing her my masterpiece. In beginning when I first started to make phone calls, I had to mentally prepare my “speech” before picking up the handset and dialing the number. Afterall, I am representing MP and I cannot afford to sound unassured. Telephone verbiage skills that I picked up from Service Methodology and experience from part-time work were being put into good use. After a few times of calling and answering phone calls, I soon get the hang of it and I was able to sound more confident each time.
On the third week, as usual, I was settling down on my small work area in the corner behind the office in the morning when Connie came over to tell me that the Sylvia, the CEO and the directors would be coming back from their overseas trip and I would be the personal assistant of Sylvia. I was moved to a table right in from of Sylvia’s office. I was happy that I finally had a working desk of my own. But I felt another load of responsibility on my shoulders. Other than doing the two projects that I was involved in, I also had to be at her beck and call. Soon, I became the “photocopying-girl” and “coffee-girl”. Colleagues from the Accounts Department which was just beside us would just come over and asked me to help them photocopy this and that, and, the managers and directors would asked me to get coffee for them. I see this as an opportunity to walk around the office and interact with the rest of the colleagues. Even though I was in the same company as five of my fellow schoolmates, we can hardly talk to each other much during office hours. Everyone was busy with their own work.
Sometimes, I feel so restricted and helpless because all I could do was to just do what my supervisors assigned me to do. I tried being initiative but all I could do was to go up to them and offer my help. Sometimes, they would be very busy with more urgent matters and wouldn’t have the time to consolidate and assign me tasks. On the brighter side, this gives me the time and opportunity to research on the events that I am involved in, read up on the past events and familiarize myself with the programme flow of the two events that are coming in a month’s time. Afterall, I would be involved during on-site operations.
I used to compare myself working in Ritz-Carlton as a part-time waitress and myself working in MP, and I would question myself if I am fit to be in an events company. I felt that I can do so much during my part-time, from basic operations to delighting guests and even worked in different department before. On the other hand, I had been working as a part-time waitress for two years and still counting…that’s why. Coming to think of it, on the very first day I started as a part-time waitress, I started from scratch too. I remember Angeline once told me this after a short meeting with her, “We can make mistakes the first time but we cannot make the same mistakes the second time. Otherwise why would we be called professionals?” I have come to realize that experience is very important, like how my experience in Food and Beverage accumulates while working in Ritz-Carlton for such a long time. I developed my interests towards events after being involved in a lot of school activities, from planning to execution. Now that I am in MP, a respected professional exhibition organizer (PEO) and professional conference organizer (PCO), I have made up my mind that my experience in an events company will start accumulating from here.
After these three weeks, I had a clearer view of what is SIP all about and work in MP. I achieved my short term goals in terms of technical skills wise, I learnt how to use the multi-purpose photocopier machine and fax machine. I also have a better idea of the workflow of the company. I hope and will be looking forward to more learning opportunities down the road.
(Ripped off from my e-Journal 1)
Sounds positive eh?
But but but...
The date of the event is drawing closer. Soon i was given more roles and tasks. Which means...greater responsibilities. Angeline has higher expectations on me and there's more scoldings than compliments now. No more "good" or "very good". I thought nobody know leh...because i was so "well-hidden" in a small corner...until the small meeting we had with Vincent today. He heard it all.
Stay tuned for my e-Journal 2!
The long awaited picture time!!!
(now you don't see Vivienne)
(now you see!)
it's always nice hanging out with them:)))
Dilys, you are being missed:)))
With them around, doing crazy things with them dosen't seem so crazy.
Haha
♥
10:50 PM
