MANAGEMENT TEAM RESPONSIBILITIES
ADMINISTRATIVE
This includes, but is not limited to, the following:
1. Create a Team Charter
The charter will be written and signed by the whole team and turned in to the instructors by the beginning of the second day of class. This charter must include:
a. The Team name and the Theme
b. Team Mission Statement - This should be as focused as possible, no more than one or two sentences.
c. Roles and responsibilities for the team coordinator. This person will be responsible for communicating the team’s progress with the instructors, ensuring that his/her fellow team members are completing their assignments in a correct and timely manner, and any other jobs deemed appropriate by the team.
d. Roles and responsibilities of all other team members. This should be specific as to job titles but also to how all planning, organizing, supervising, and report writing duties are divided between team members. It should specifically list who is responsible for what on the actual day of the meal.
e. The Group Norm or standard operational procedures. Rules of conduct (norms) for communication and meeting deadlines as well as for when any team member does not honor the terms and conditions of the team charter (e.g. a teammate does not attend scheduled team meetings or does not complete assigned duties properly or on time.) Included should be the procedures and processes for dealing with issues that might arise.
f. Also include detailed procedures for how the group will meet the deadlines outlined in the guidelines for the meal project.
The team will be evaluated on the quality of the charter itself and its adherence to the charter.
2. Create Pre-Event Management Report (see Guidelines/Rubric)
3. Create Post-Event Management Report (see Guidelines/Rubric)
4. Communication Guidelines
a. Management teams should be in communication with instructors via email, phone, and/or in person throughout the days before their event day. If students fail to communicate with instructors, appropriate points will be deducted from that student’s grade.
b.Appropriate email communication is very important. Both instructor and student materially benefit from its availability. It is a form of communication that is widely used in business and thus you must learn to use it in a business-like manner. It is mandatory that your email communications to the instructors be in a business-like format.
5. Requirements for email correspondence are as follows:
a. Inclusion of a subject.
b. The body of the message must use appropriate grammar, punctuation and spelling.
c. The sender’s name must appear below the body of the message, with an email address to which you would like the reply sent if different from the origin of the message.
d. This means that the kind of messages you text in a more casual setting is not acceptable for email communication with the instructor. If your message does not conform to these standards it will be returned with a request to reformat it.
6. Budgetary and Financial Objectives:
Management teams should operate under the specified budget guidelines listed on budget page.
7. Menus Developed and Printed
Guest menu printing will be done in the manager’s office, BEH 226A.
Comment Cards for service will be provided.
8. Requisitions and Ordering Procedures:
a. Requisition should be submitted on standard requisition form by each group’s student executive chef to your Chef Instructor by the beginning of class June 13th via email. Email title should be as follows; Requisition.Singapore.Team1.morning.xlsx. Team number will vary from 1-8 and morning or afternoon will reflect your course start time. Requisitions should include Food/Non-Food, Linen and a separate Alcoholic beverage requisitions if appropriate. In addition please bring a hard copy of your requisition to class with your recipes each day.
b.Freezer pulls and product consolidation must be done prior to operation day in accordance with the course schedule provided by your instructors. Management teams should make arrangements to work in the kitchen with Chef Shag. All team members must be present and in full kitchen uniform in order to get full credit for this portion of your project. Students will be allowed to work in the kitchen for up to 2 hours outside of class time on the day they setup for their event.
9. Management Team Additional Activities:
a. Management teams are encouraged to arrive early to begin preparation for their event day. Time schedules are to be determined by the management team but 1 hour prior is recommended. Appropriate prep-time will be dictated by the management team’s prep-schedule, as approved by instructor in Pre-Event Management Report. Students should notify instructors of the time that they will begin pre-prep. Management teams may not REQUIRE their staff to arrive early, but they may encourage them to do so.
b. Management team should be organized and prepared, with relevant check-lists and standardized recipes at the beginning of operation day and remember employee training manual should be posted on your website by June 17th, and a printed hard copy should be brought the day of service to be used if needed by staff.
c. Create and distribute employee schedule. Employee schedule should be distributed to each staff member 2 days prior to your event via Blackboard as part of the training manual.
d. Have a printed copy of your opening and closing checklists ready to be completed and initialed by the supervising instructor at the end of your event.
e. One All-Staff meeting will take place exactly at the start of each class that has an event to execute. Do not be late or you will be sent home. This meeting provides the management team the opportunity to review the day’s activities and answer staff questions for the entire group.
f. Separate BOH and FOH meetings will be held with appropriate departments prior to opening on event day (delegate tasks, answer staff questions, etc.), this meeting is generally held at immediately after the all staff meeting but is left up to the discretion of the managers in terms of timing.
g. Lunch specials will be plated and presented to the staff at 11:00 sharp, dinner service samples will be plated at 5:15. Please be prepared to share associated information on the dishes with the FOH staff and allow for sampling to be done. At this time the FOH managers should confirm the way in which the menu items will be entered into the POS and any question can then be answered by the Management Team.
10. Non-Alcoholic Beverage and menu specials developed:
Standardized recipes developed and approved by instructor, ingredient requests reflected on purchase requisition and all information included in Pre-Event Management Report. Beverage specials can be offered but must be outlined in your pre-event report/sales forecasts and approved by your instructors.
11. Other Work Duties on Non-Management Days:
Work as assigned on the other meal functions in accordance with the management team of the day: be on time, prepared, and in proper uniform. Each student will be evaluated throughout the operation day by instructor and management team responsible for that event day.
12. Evaluations:
a. Each student working that day will complete a peer evaluation of the members of their management team at the end of the meal functions. This will help to indicate how well the class felt that the management team effectively managed their staff on their operation day. This form must be completed and submitted to the FOH instructor at the end of each operation day by each member of the management team. Total Points possible are 80 and will be determined by averaging the total scores for each category and adding them together.
b. A copy of the form can be found on page 27 of your syllabus. Failure to complete the evaluation form in a fair and objective manner will affect student’s daily participation grade for that day. Please include comments on the back of this form. If you rated an area as “Poor”, please explain your rating.
13. All groups are expected to work as a team and all students are expected to contribute equally to all stages of the group’s service management project. All pre-event and post-event reports should be completed by each member of the team equally, as each member will receive the same grade. Should there be any conflict within the group; the instructor will act as a mediator. In the event that one of the group members refuses to participate equally, the remaining group members may recommend that member be removed from that project. A group member that has been removed from their group will receive a zero for that activity and all related points and likely fail the course. Final decisions will be made by the instructor on a case-by-case basis.
14. General Knowledge and Line Up:
a. All students must possess and demonstrate the appropriate pre-requisite skills and knowledge. Specifically, students will use the skills and knowledge obtained in previous classes, including, but not limited to, recipe costing, recipe converting, kitchen equipment knowledge, human resources laws and practices, safety and sanitation standards, etc. These skills will not be re-taught to students, as this is a capstone course, intended to pull together all of the information that students have learned up to this point in their education at the William F. Harrah College of Hotel Administration. If you feel that you need a review of the skills and knowledge required for this course, please notify the instructors, and they will provide recommendations for review materials.
b. On meal days: Students are expected to report to the instructors and management teams in charge at promptly 8:30 am or 3:00 pm respectively depending on your section, dressed properly, and sign-in if required. Students are expected to prepare menu items, in a timely manner, according to standardized recipes and direction of management team. Students are expected to maintain College sanitary standards through-out the day, to maintain a positive attitude at all times, and assist instructor and other students with additional tasks as needed. Students should not leave class until they have been dismissed by the management team and instructors.
15. Mandatory POS/MICROS Training in the Computer Lab:
a. Mandatory POS/MICROS training in computer lab or from a personal computer. Each student should plan to log a 1 hour practice session, which must be completed prior to your first service in the front of the house as a server. Additional Details will be discussed in class. If you have any questions please do not hesitate to ask either of your course instructors.
Note: Students in the Banfi Classroom may not be using the MICROS system due to logistics. If this is the case an alternate assignment will be given.
16. Budget Guidelines
a.All management teams must follow the proper Hotel College and University policies when purchasing items for their management day. If possible we will source decorations for student events prior to service. The team should not spend any personal money for their event with the expectation of being reimbursed. All purchases for your event should be approved by your instructor.
Details of specific sales goals and budget guidelines will be discussed in class prior to your event. With our summer structure each class will serve between 30 people (Banfi) and 60 people (Boyd Dining Room). The majority of your guests will be your peers and the remainder will be Hotel College Educators and guests. Each type of event will offer a unique revenue generating opportunity and cost analysis approach for the management team and it is therefore difficult to offer one set of guidelines other than standard food cost, sales goals and fixed labor costs. We will discuss various dining room setting such as Buffets, Banquets and A’ la Cart menus and how best to approach the fiscal issues associate with each setting. Many of the decision related to these areas will be left up to the Management Teams as they work with their instructors.