Notes from Yesterday's Evaluation Session with Prof Gus

[atro...@smg.sanmiguel.com.ph]

Hi Mark/Guys, sharing with you notes from yesterday's evaluation session.  Last portion also contains notes re plant visit.

Overall Mark, I agree with your presentation/initial report, of course to be adjusted to reflect Prof Gus' inputs.  I'm not so sure though, I might have lost my attention span, but some items raised by the contributors (Au, Mike, Judith, Jeff, moi) seem yet to be listed.  If these have been listed and I was just not carefully listening, please ignore, sorry! :-)

1. GOOD:  prayers being the center of everything
2. GOOD:  tried to have fun while working
3. GOOD:  complete office supplies during R2R and on the big day itself... additional item by Yash
4. WORK ON:  making last-minute courageous yet sound decisions
5. WORK ON:  equal distribution of push and empowerment to committee heads to develop the necessary accountabilities from planning to executing to reporting updates... i think 'accountabilities' was mentioned, though i just tried to consolidate Judith's inputs into this item
6. WORK ON:  more support for the critical path Speakers
• Class should have been more focused so that we didn't have to have the redundant Aug 19 meeting and so that theme/speakers wrap-up could have been accomplished earlier.
• Letters to speakers could have been pushed, supported, and prioritized, i.e. accomplished earlier.
• Targetted plan of action (if i can recall correctly):
• Communications Committee to draft letters from Aug 26 Th after-meeting til Aug 29 Sn; Letters to speakers, as priority, to be used as templates for sponsors and invited guests
• Speakers Committee to send out letters to speakers Aug 30 M and follow up call Aug 31 T and hopefully get confirmations Sep 3 F; Allowance for speakers' late confirmations and declines following week Sep 10 F;
• Marketing Committee to accomplish all collaterals over the weekend Sep 12 Sn;
• Financial Sourcing Committee to have all collaterals printed over 1-2 days hence Sep 14 T;
• Marketing Committee to post/launch/distribute all collaterals Sep 15, i.e. 2-week lead time
• What happened (again if i can recall correctly):
• Letter to speakers not available on the agreed-on date, then ended up being drafted by 4 people (PM, Communications, Speakers + Assistant to Speakers); Letter to sponsors drafted by PM; Letter to invited guests drafted by Assistant to Marketing
• First batch of letters to speakers finally released Sep 2 Th (I think), second batch the following week; First wave of speaker confirmations Sep 10 F; Second wave of speaker confirmations Sep 14 T
• Marketing collaterals wrapped up immediately after the second wave of speaker confirmations, with all online methodologies launched; A series of rollercoaster changes on speaker responses transpired; Final wave of speakers and marketing collaterals Sep 17 F
• Printing of marketing collaterals from Sep 18 S to Sep 21 T
• Room to room campaign pushed thru Sep 18 S, earlier than originally planned Sep 20 M, with improvised/self-printed bookmarks and more than 100% supply of Tobi nuts
• Nicely printed bookmarks availabe Sep 22 W and board posters Sep 23 Th; Have been trying to secure stand for board posters from AGSB since Sep 23 Th, finally got support Sep 25 S, hence the board posters seen by public from Sep 25 to Sep 28
• Domino effect from the letters to the last step of the way... While these delays became blessing in disguise fo us to get Dr. Livvy and make room for Nestle's Jess Reyes, it kinda stressed us out. :-)

 

But despite these, we managed to succeed anyway.  That's one very GOOD thing - we were resilient such that we were able to execute the grand plan despite those hurdles.

Hope nobody treats this as finger-pointing.  Like Prof Gus said, it's happier to post-evaluate something that is successful, makes it easier to look at it in an objective way.  But maybe this is good to document for the next batches since the objective of the final paper is to pass on best practices and recommendations for an even better forum next time.  Of course we can do away with the history, maybe just the recommended area for improvement.  I just cited the history to clarify my point.

Ayt Mark, sorry for the long email (again), hope this helps in the overall post-mortem report.  Of course I'll do the Marketing part hehe.  For clarity of labor division, I'm thinking I'll cover the ones mentioned by Jeff last Thursday re incentives and giveaways since those were also part of audience acquisition, correct ba?  And would you have any desired template on the report, kindly send na lang?

 

Thanks thanks!

 

Best regards,

ARIAN M. TROVELA
Operations Research
6323409

email: atro...@smg.sanmiguel.com.ph

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[Mark Valino]

Hi Arian / classmates.

 

All points noted and already consolidated these in the revised PPT presentation I'll be sending in a while.  Please take note also that I "reworded" some items and consolidated others with major points.  Nevertheless, I kept your notes verbatim for documentation and will serve as reference.

 

Thanks for the feedback and notes.

 

Regards,

 

Mark