Ambassador Projects 2011 Applying our leadership skills
By Student Ambassadors from the Monash University Faculty of Pharmacy and Pharmaceutical Sciences Ambassador Program
Ambassador Projects 2011 has been created by students from the Monash University Faculty of Pharmacy and Pharmaceutical Sciences Ambassador Program 2011 Published by What Really Matters Publishing c/- Organisations That Matter Compiled By Gary, Facilitator of the Projects Program Level 8, 350 Collins Street Melbourne, Victoria 3166 AUSTRALIA Phone +61 3 8676 0637 E-mail: info@orgsthatmatter.com Copyright © 2011 Gary Ryan, Organisations That Matter® & Monash University All effort was made to render this ebook free from error and omission. However, the author, publisher, editor, their employees or agents shall not accept responsibility for injury, loss or damage to any person or body or organisation acting or refraining from such action as a result of material in this book, whether or not such injury, loss or damage is in any way due to any negligent act or omission, breach of duty, or default on the part of the author, publisher, editor or their employees or agents.
Ambassador Projects 2011
Table of contents Exposure to Rural Pharmacy
4
Team Members
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Overview
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Goals
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Our Plan
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What Happened
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The Differences Between Our Plan And What Happened?
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What We Learned
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Our Recommendations
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Acknowledgements
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Rural Week
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Team Members
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Overview
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Goals
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Our Plan
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What Happened
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The Differences Between Our Plan And What Happened?
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What We Learned
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Our Recommendations
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Acknowledgements
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Exposure to Rural Pharmacy Team Members Lisa Hui Brigid McInerney Shin Liau Kenneth Khoo Christine Wun Kenneth Lee
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Overview In April 2011 as part of the Monash University Faculty of Pharmacy and Pharmaceutical Sciences’ Student Ambassador Program, our project group was formed and tasked with implementing an initiative focused on enhancing student to student, student to faculty and/or faculty to community experiences. After intense discussion, the project with greatest potential to achieve our macro level goals was settled on.
Our project, Exposure to Rural Pharmacy, aimed to increase student to student experiences with particular focus on international and domestic student interaction whilst enhancing the rural community’s perception of the faculty. To achieve this we planned to take a small group of students to a rural town, visiting pharmacies to widen the students’ views on rural pharmacy and to also deliver health talks directed at increasing health awareness in the general community. On the day, a small charter minibus full of students travelled to Sale. The touring party was divided into two smaller groups and visited both Balfour’s and Findlay & Weyworth Pharmacies during the morning. Lunch was organised with help from Alison Whitlock who kindly donated her time after working hours to share her experiences with the students. During the afternoon, we arrived at the Greyhounds Racing Club prepared to deliver our pre-prepared health talks. Unfortunately the turnout to the health talks was far below what we had hoped for and a change in proceedings was required to better the student experience for the remainder of our time in Sale. As an alternative, we spoke to the Director of Pharmacy from the Sale Base Hospital about her experiences and thoughts about hospital pharmacy in a rural environment. At the end of the day, all of the students gained new knowledge about rural pharmacy and this trip broadened their view of pharmacy practice in a rural setting.
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Goals Quantitative goals 1. Tour a rural town with 20-25 students 2. Visit a total of two pharmacies 3. Deliver a single session of health talks on two topics to approximately 50 members of the general public Qualitative goals 1. Students gaining a better understanding for rural health and the issues surrounding rural health 2. Increased student interest in rural pharmacy and working in rural areas 3. Improve student-to-student relationships by bridging the gap between domestic and international students 4. Members of the public leaving with a better awareness and understanding of risks to their health and how to mitigate them 5. Members of the public impressed with the professional nature of Monash University students
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Our Plan April 20 Project Management session 1 Survey characteristics of team members Learn principles of successful project management Decide on project to be implemented April 27 Project Management session 2 Plan finer details of project Set individualised goals Launch project May 18 First Skype online meeting Discuss date and destination for road trip June 1 Second Skype online meeting Further discuss date, destination and scope of road trip Make decision on date and destination June 15 Third Skype online meeting Discuss venues for health talks Discuss possibility of university funding
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June 29 Fourth Skype online meeting Discuss local marketing options Review feedback from university regarding current plan July 6 Fifth Skype online meeting Decide on marketing avenues and take action on them Decide on venue for health talks July 20 Sixth Skype online meeting Review marketing actions and discuss further actions possible Plan itinerary for road trip July 26 Meet in person on campus to finalize decisions and actions Put up posters around campus and make announcements to students regarding trip Lisa and Brigid to put together talks about Diabetes and Cardiovascular Disease, respectively. August 3 Seventh Skype online meeting Mail posters promoting the event to Sale for display in Gippsland Base Hospital and the two pharmacies to be visited on August 13th. August 10 Eighth and final Skype online meeting Collect all registration forms and payment Distribute email to attendees regarding details of the event and how the day would run.
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August 13 Road trip, visits and health talks Collect feedback from attendees Proposed timetable of events
Road Trip Schedule 7.00am: Meet at Monash Parkville 7.30am: Leave Monash Parkville 10.30am: Arrive at Sale 11.00am: Pharmacy tour 1: Balfour’s Pharmacy 11.45am Pharmacy tour 2: Findlay & Weywouth Pharmacy 12.30pm: Lunch 2.00pm: Set up for health talks 2.30pm: Health talks with the general public 4.00pm: General questions time and wrap up 5.00pm: Leave Sale 8.00pm: Arrive back to Monash Parkville 9
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August 25 Project Management session 3 Discuss outcomes of project Write report and generate presentation
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What Happened April 20 Project Management session 1 group was formed, we decided the theme of the project then brainstormed ideas. April 27 Project Management session 2 delegated roles, discussed specifics of project. set a rough timeline for coming weeks about what we’d like to achieve May 18 First Skype online meeting decided date and destination for road trip set goals to investigate possible venue and other contacts that could help us organise the event. June 1 Second Skype online meeting reported back on progress made June 15 Third Skype online meeting Greyhound Racing Club is chosen as most appropriate venue for the health talks. we took into account cost, proximity of the venue to the town and the layout of the venue is appropriate for our event. The facilities offered at the Racing Club were also suitable for our needs. Lisa offered to put together proposal for consideration by the university
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June 29 Fourth Skype online meeting Poster has been designed by Shin. It will be distributed upon the start of semester two. Lisa has sent off proposal for consideration by the university. We made changes to the itinerary according to suggestions made by Andreia Marques. Investigated pharmacies we could visit in Sale and so delegated people to contact those that we thought would be appropriate. July 6 Fifth Skype online meeting Venue confirmed. It was decided to not run a BBQ due to time constraints and logistics. We would inform attendees to bring their own lunch. Facebook event created for promotion of the event. Discussed pharmacies that had been contacted and decided which two were the best to visit on August 13th. July 20 Sixth Skype online meeting We received a lot of interest in the event via the Facebook event Other details associated with the event are confirmed. July 26 Meeting in university cafeteria Posters have been put up around campus and announcements are made at lectures. Lisa and Brigid started to put together talks about Diabetes and Cardiovascular Disease, respectively. August 3 Seventh Skype online meeting Posters promoting this event have been mailed to Sale for display in Gippsland Base Hospital and the two pharmacies we’ll be visiting on August 13th.
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August 10 Eighth and final Skype online meeting All registration forms and payment collected. Email distributed to attendees regarding details of the event and how the day would run. August 13 Road trip, visits and health talks. Feedback collected from attendees.
Actual Schedule 7.00am: Meet at Monash Parkville 7.30am: Leave Monash Parkville 10.30am: Arrive at Sale 11.00am: Pharmacy tour 1: Balfour’s Pharmacy 12.45pm Pharmacy tour 2 : Findlay & Weywouth Pharmacy 1.00pm Lunch and talks with Alison Whitlock 2.00pm Set up for health talks 2.30pm Health talks at the Greyhound Racecourse 3.30pm General questions time with Jill Mawley and wrap up 4.30pm Leave Sale 7.30pm Arrive back to Monash Parkville Pharmacy tours included a guided tour of different pharmacies in the Sale area and to conduct a forum with the pharmacists on the central topic of rural pharmacy experiences Health talks were to include oral presentations on current health issues of importance to the local population. Chaired by a local pharmacist, the talks were presented by students to build confidence and their experience in public speaking.
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August 25 Project Management session 3 Compiled report and presentation. E-bo ok w ill be p u b li s h e d i n co m i n g weeks.
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The Differences Between Our Plan And What Happened? Despite our planned departure time to be 7.00am, we were delayed due to people arriving late who were caught up in traffic and weekend public transport. We ended up departing at around 7.20am from the Parkville campus, this was fortunately still good timing. On the way to Sale, we had to make a slight detour because the freeway that we used to get to Gippsland was flooded the day before. Rob our driver was slightly lost but we eventually found our way to Sale. Upon arrival at Balfour’s Pharmacy, we had to divide ourselves into two groups because the pharmacy could not accommodate the whole of us: Group A was given a tour around the pharmacy and being introduced to Nic's brilliant vision of where the pharmacy profession is heading whilst Group B stayed in the bus and Lisa was generous in sharing her knowledge about pharmacy placements with the people waiting. Then we switched--Group A decided to head down for a coffee at a cafe in town while Group B was having their turn in the pharmacy. Nic, the owner and head pharmacist extremely tied up in the thriving pharmacy--Group B was brought around the medical centre by Nic’s wife before they had to browse the pharmacy for a good half hour before Nic could have a chance to talk to them. The most disappointing part that we did not plan for was that no one from the public turned up for the health talk. However Brigid and Lisa still kept our spirits up by going along with the presentations, which was informative to everyone all the same.
Halfway through the presentations, we were evacuated due to a small fire, where we gathered outside the building to wait. This lasted for about 5-10 minutes, and we were allowed to continue with our session after the area was declared safe. 15
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Later on, instead of the question and answer session we planned for with the public, we managed to have a comfortable discussion with the Director of the Sale Hospital Pharmacy Department, Jill about her experience in working in Sale as well as the city, where the students got to ask more questions and obtain more information.
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What We Learned Teamwork and communication Communication is essential. Communicating on a regular basis was helpful. We Skyped at least every fortnight and had ten Skype sessions in total over the four months. We understand the value of all team members contributing equally. Everyone was delegated tasks along the way. All t a s k s we re c o m p l e t e d w i t h i n a reasonable timeframe and we sought assistance or clarification when required.
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Problem solving We resolved the lack of attendees at the health talks by entering into discussion with Jill. This proved to be a beneficial discussion because she shared her experiences, stories and opinions with us. We were concerned at one point during the drive that our driver was not confident about the direction we were traveling in. This was resolved through negotiations and diplomatic discussion. Prior to the event, we resolved many problems such as venue choice, financial considerations among other decisions. We overcame these through team discussion.
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Leadership
Our group appointed a pseudo leader for the project but everyone had their own task to manage and complete. On the day of the event, Lisa and Brigid lead their own group of people because the group as a whole could not easily move through one of the pharmacies.
Planning and organisation
We asked all prospective attendees to write a 100 word expression of interest prior to us confirming their attendance on the day. This was to establish that those attending were committed to the idea behind the event. We left early on the Saturday morning so we could have time to be flexible with our plans throughout the day.
Life-long learning
We aimed to inspire attendees to further investigate career options related to pharmacy in a rural setting.
Initiative
We had to utilise personal initiative in order to complete personal tasks and make an adequate contribution to our group.
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Technology We made of use many forms of technology for this project. Regular Skype meetings helped us to maintain communication and Google Docs was an efficient way of collaborating simultaneously as we worked on the final report and presentation.
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Our Recommendations 1. Get ahead and plan things as early as you can 2. Select an appropriate venue for a health talk presentation or rather talk to other people individually in a public venue 3. Perhaps visit a hospital? 4. Ask for opinions from various parties involved to devise the best decisions and solutions 5. Analyze all possible outcomes and henceforth prepare backup plans
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Acknowledgements Monash University Faculty of Pharmacy and Pharmaceutical Sciences Gary Ryan - Organisation That Matter (www.orgsthatmatter.com) Andreia Marques - Marketing and Student Experience Coordinator Nic Balfour - Balfour’s Pharmacy Alison Whitlock Jill Mawley Rob (the bus driver)
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Rural Week Team Members Amy Scott Dennison Cheung Kahlinda Mahoney Lee Ross Nadera Rahmani Vanessa Kleijn Overview The aim of our project was to ultimately build connections between pharmacy students and their peers and also to connect the Pharmacy Faculty to the wider community. We achieved these aims through “Rural Week”, a week of activities aimed at promoting rural and indigenous health. This week included a charity BBQ, boomerang and didgeridoo demonstration, guest speakers and culminated in a road trip to Shepparton for first hand insight into health in a rural setting. Through Rural Week we hoped to increase awareness, interest and enthusiasm of rural and indigenous health issues. We also aimed to foster students’ ongoing interest in this area by providing the opportunity to join WILDFIRE, the campus’ Rural and Indigenous Health Club. Finally, we intended to expose students to career opportunities available to us as pharmacists beyond the boundaries of our metropolitan campus.
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Highlights: Charity BBQ for the Royal Flying Doctor Service Boomerang and didgeridoo demonstration with Rob Croll (World Boomerang Throwing Champion) Presentation by guest speakers Kate Witney (Rural Internship) and Hilton Gruis (Indigenous Health) Rural Road Trip to Shepparton: Tour of Goulburn Valley Health’s Pharmacy Department Afternoon at the Rumbalara Football and Netball Club
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Goals Quantitative Goals: 1. 2. 3. 4.
Raise $200 for a charity that benefits rural health 20 - 30 students to attend rural road trip Run 3 events throughout Rural Week, in addition to Road Trip on Saturday Source donations for BBQ from local businesses
Qualitative Goals: 1. To build upon and apply the skills developed as part of the Student Ambassador Program 2. To promote and encourage interest in rural and indigenous health in the faculty 3. To increase awareness of the career opportunities available to pharmacists in rural and remote settings 4. To expose international and metropolitan students to “country life� 5. To employ teamwork to achieve our desired outcomes
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Our Plan Rural Week Preparations ➡
Promote Rural Week to students and faculty via: ➡ Posters ➡
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Lecture Annoucements
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Informing existing WILDFIRE members
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Identify potential guest speakers
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Organise appropriate interactive activity for Thursday of Rural Week
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Organise logistics of the Road Trip including: ➡ Buses ➡
Deciding location
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Potential pharmacy contact
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Activity representative of rural life
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Select charity to promote through the BBQ
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Book locations for events
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Liaise with the Monash Parkville Students’ Association (location of events, clashes with other student events, logistics of holding a bbq)
Wednesday: BBQ supporting Royal Flying Doctor Service (RFDS) ➡ Raise money through the BBQ for the RFDS ➡
Source donations from local businesses for the charity BBQ
➡
Arrange for team members to pick up supplies and cook food 26
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➡
Encourage interest in other Rural Week activities
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Provide successful BBQ
Thursday: Boomerang and Didgeridoo Demonstration ➡ Investigate availability/pricing of boomerang demonstration ➡
Find suitable outdoor venue and enquire as to the booking process
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Encourage interest in remaining Rural Week activities
Friday: Guest Speakers ➡ Meet speakers at student services ➡ Organise and place promotional signs around campus ➡ Liase with IT to source laptop for presentations ➡
Set up Cossar Hall
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Present speakers with gifts of appreciation
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Receive final payment from students attending the Road Trip
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Saturday: Rural Road Trip ➡ Supply snacks and drinks to students on the trip ➡ Develop an itinerary for the day and abide by it ➡ Leave campus 8.30am ➡ Return to campus 7.00pm ➡ Visit Goulburn Valley Health ➡ See pharmacy department ➡ Q & A with Stephanie Chan (On-call Pharmacist) ➡ Tour of GV Health ➡ Visit Rumbalara Football and Netball Club (RFNC) ➡ Watch seniors football match ➡ Presentation by Paul Briggs (President of RFNC) ➡ Casual chat to Peter Ferguson (Deputy Chair of Yorta Yorta Nations) ➡ Lunch provided at RFNC ➡ Dinner on the road
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What Happened WEDNESDAY ➡ It was raining so we slightly changed the location of the bbq and acquired umbrellas for the team members cooking ➡
Team meeting at student services to delegate tasks for the day. We split the team into two main tasks forces:
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Collect donated food and supplies
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Prepare BBQ area: tables, promotion, BBQ, dealing with the rain
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Cooked 170 sausages and 15 vegetarian sausages, available from 12 midday
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Promoted upcoming Rural Week activities
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Total money raised for RFDS: $275.75
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Signed up students for the Road Trip
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Packed down and debrief
THURSDAY ➡ It rained, affecting student turnout at event ➡ Met Rob at student services ➡
Finalised intended location (Princes Park, regardless of the rain)
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Gathered interested students from around campus
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Boomerang and Didgeridoo demonstration (12-1pm)
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Promotion of Road Trip
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FRIDAY ➡ Placed posters in green sign holders around the campus ➡ Met speakers at student services ➡
Set up Cossar Hall and laptop for presentations
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Promotion of event
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Presented speakers with gifts of appreciation
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Received final payments from Road Trip participants
SATURDAY ➡ Left campus at 8.30am ➡ Morning tea at Nagambie ➡
Arrived at Goulburn Valley Health at 11am to meet with Stephanie Chan
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Tour of the pharmacy department and Q & A with Stephanie
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Arrived at RFNC at 1pm, met by Peter Ferguson
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Presentation by Peter Ferguson, president of RFNC
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Lunch not provided, students bought lunch from the canteen
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Watched seniors football game
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Returned to the bus at 4pm
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Dinner at Wallan Roadhouse
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Arrived back at campus 7pm
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The Differences Between Our Plan And What Happened? Weather: Rain on Wednesday and Thursday dampened enthusiasm Wednesday: Moved the BBQ to under shelter, chefs used umbrellas Thursday: Due to the nature of the event, we didn’t have an alternate venue. We began the activity under shelter of trees in Princes Park before thankfully the rain eased up Promotion: occurred at a later stage than planned Donations exceeded expectations Confusion with booking of venues Lunch not provided by RFNC as previously anticipated
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What We Learned 1.
Importance of meticulous planning in order to successfully navigate both expected and unexpected challenges. This included planning well in advance, due to the absence of team members at different stages, which turned out to be a valuable lesson in itself.
2.
Communication was the key to our entire event running smoothly, both within the team and with external parties. Our experience taught us that you can’t over-communicate!
3.
Delegation of tasks and the importance of team members following through on their delegated tasks. Retrospectively, we could have improved our team management to involve meetings and clearer definition of roles.
4.
Other important lessons: Working as a team How to source sponsorships (i.e. for the charity bbq from local businesses) Liaising with Faculty staff and student organisations (to ensure that our events on campus didn’t clash with anything else and to ensure that the events ran smoothly) Promotion of events
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Our Recommendations Delegate tasks at the beginning and report on progress regularly, allowing for the re-delegation of tasks if necessary. Regular meetings in addition to email communication Planning well in advance for anticipated challenges Promote events through a number of mediums (posters, Facebook, email, word-ofmouth) and start early! Prepare backup plans (ie in the case of wet weather) Be adventurous and ambitious; you might surprise yourself!
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Acknowledgements We would like to say “thank you” to the following people who made our project possible through their support and guidance:
Faculty of Pharmacy and Pharmaceutical Sciences Andreia Marques, Marketing and Student Experience Manager Gary Ryan - Organisations That Matter (www.orgsthatmatter.com) Queen Vic Gourmet Butchers Safeway Barkley Square Brumby’s Bakery Barkly Square WILDFIRE Parkville Stephanie Chan Goulburn Valley Health Kate Witney Hilton Gruis Anne Leversha Elaine Tan Hanan Khalil Rumbalara Football and Netball Club Paul Briggs and Peter Ferguson 34