Contents

Contents..................................................................................................................... 1 Introduction................................................................................................................ 2 Section One................................................................................................................ 2 Structure of Teams..................................................................................................4 Purpose of Teams....................................................................................................6 Factors affecting effectiveness of teams.................................................................8 A Particular Team and their roles & relationships..................................................10 Conclusion................................................................................................................ 13 References................................................................................................................ 14

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Introduction
Tourism and Hospitality industry is quite a wide spread industry spread all across the globe. The role of different people in different teams are varying but cooperating. My task is to help my Manager Jayne Staines in order to help him understand about the structure and purpose of teams in the tourism and hospitality and how the different factors affect the performance of the teams. This report is divided into two sections the first section covers the teams, their purpose and their effectiveness whereas second section discusses about one particular team their roles, responsibilities, their cooperation, relationships, their objectives and line of authority.

Section One
In fast life, currently leading the loads, the company culture that materialized in the metro cities has added a lot. There are so many organizations present currently in the country that millions and millions of young people, who are earning their livelihood through multinational corporations only. Well, at the age when an individual enters the professional earth, his / her mind could not remain concentrated on the game and pleasure; this is because his mind might be searching for different techniques to achieve a positive and better tomorrow. Therefore, with the help of corporate exploration event, disturbed and distressed mind will be abstracted to build affable relations with their partners. Research has implied that organizations today functions their business by employing very talented and highly trained persons so as to utilize their expertise, awareness and know-how to work in teams. Research shows and implies that the significance and worth of members as they produce and generate efficient contacts in diverse teams. [Riley M, Second Edition]

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Hospitality and Tourism industry is a real big industry and is wide spread across the globe. However, with such a big and vast area to work on, too many efficient leaders are required. With a rough estimate of one in each department of a large or small organization, and the leaders always put emphasis on one thing and it is 'team building'. A team leader of the majority of his team-mates wants to work to help each other rather than competing with them. In short, here the execution of tasks and things are not that 'who did it but it is done. A team is a provisional chore where all the colleagues work collectively in order to recognize problems, outline an agreement about what needs to be done, and execute obligatory deeds that are required for a specific task or departmental work Teams exist for different purposes and the type of team can be categorized and recognized based on the size, composition, organizational level, duration, objectives, and potential contribution to organizational performance (Ivancevich & Matteson, 2002, p329). Different types of teams are as below: 1. Self Managed Team This type of team is a work group given responsibility for a task without day to day supervision and with authority to influence and control group membership and behavior (Bartol et al, 1998, p625). Before the actual execution, it is advantageous for a business to make sure that the direction of the team is steady with the requirements of the business, targets and importance. The accomplishment of the team lies on the help and assurance of the senior group. 2. Problem Solving Team This type of team is generated to handle the problems effectively. This type of team is normally provisional and does exist for not very long period. The

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team members are generally committed for recognizing the problem, giving a suggestion and working out the identified issue. 3. Cross Functional Team In modern times, most of the organizations have started to function with the help of this type of team and the reason is their aptitude to get to the bottom of the issues, decide efficiently and handle the maneuver. This type of team helps the management level persons to join their expertise, understanding, knowledge and proficiency so as to run a successful business and quickly and efficiently act in response to various problems and pressures. [1000 Ventures, Visited 2011]

Structure of Teams
There might be various structures but the most commonly in the Tourism and Hospitality industry is the Functional Structure Functional Structure is the way in which the company is organized and is based on putting the employees in groups or departments based on their shared expertise. Functional structure is organized around common activities or similar tasks performed by the individual persons. Hotels are more often functionally structured and have at least the following departments: Marketing Human Resources Food and Beverages Accounting Rooms department Public Services etc.

[UVIC, Visited 2011]

Following is the pictorial representation of the departments in the Hotel (a part of Hospitality industry)(a) small and (b) large hotel

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Following is the teams in the various departments in a large scale hotel.

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[Hotel Management Services, Visited 2011]

Purpose of Teams
The main intention behind generating teams is to endow with a support that will improve the capability of the members to take part in setting up, solution

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of a problem and making of efficient decisions so as to offer the best service to the clients. More the members contribute to the team, better is the:

perceptive conclusion, involvement in execution of the plans, involvement in the solving of a problem and making of decisions, and Possession of changes, processes and the decisions.

If the team wants to accomplish their wished-for responsibility of increasing the efficiency of the organization then it is very important that the team must develop in such a manner that is concentrated on their aim, objective and mission. [Mind Tools, Visited 2011] As the facilities grow in the industry, the managers encounter with the need to group certain jobs so as to make sure that activities are efficiently coordinated and controlled. Departments are grouped as front of the office and back of the office means those who have the direct contact with the customer and those who have very little contact with the customer. The front office is the one of the most vital part as it recommends the single contact between the staff members and the guest. Effective management of these busy departments is to make sure that standardized plans, procedures and schedules are followed and the deadlines are met. It is only through constant synchronization and assistance that the services can be carried out efficiently and satisfy the customers. Food and beverage department serves food to the customers, Room Services provide effective room service to the customers, Human resource department does not deal with the customers still it serves a vital and important role in the efficient operation of the organization like recruiting, training and administration. Accounting

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department is to manage and coordinate the financial transactions in the organization. [Hotel Management Services, Visited 2011] The other element of the accounting departments responsibilities deals with various aspects of hotel operations, cost accounting, and cost control all over the hotel. The two areas of central worry to the accounting department are rooms and food and beverage. The front office cashier of accounting department is responsible for following all charges to guest accounts. At the close of each and every business day, which varies from hotel to hotel but typically occurs at midnight or after the bulk of transactions of guests have been completed. If the general manager wants to obtain a sophisticated technical expertise, the general manager must also be influential, systematic, and have the skill set of handling people as well as the computers. He should be able to visualize the big picture and how the different departments fit into the organization on the whole. When devising an organizational structure, managers should give a consideration to the allotment of power. Authority is managerially endorsed power to formulate a conclusion. Authority can be handed out throughout an organization or held in the hands of a few efficient and important employees. Decentralization is the process of distributing authority throughout an organization. In a decentralized organization, an organization member has the right to make a decision without obtaining approval from a higher-level manager. Centralization is the retention of decision-making authority by a high-level manager. [Hotel Mule, Visited 2011]

Factors affecting effectiveness of teams

Members for a team are chosen as per their expertise and capability in order to carry out a designated task. It is very important that team members can

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coordinate with each other particularly in the setting of the team. Following are some of the factors affecting the effectiveness of teams: Communication With the generation of the teams, the need of the more and more information communication and distribution is increased. There might be some seniors that might be unwilling in the sharing of the information especially if it is private and confidential. Such people are the biggest contributors in the teams negative performance. Training Training required for the team personnel is largely dependent on the objective and rationale of the team, particular courses of the training might be related to solving of the problem, innovative thoughts and the expansion of their skills. If the teams are generated with no correct and effective training that means it is the formula for those managers who tend to spend more time in making poor quality decisions. Empowerment The empowerment of the team helps to provide the team with the accountability and authority so that they can do decision making for the betterment of the team. The empowerment of the team is somehow linked to the reliance and help of the senior people in their hard work so as to gain success in the role they are responsible for. Rewards The good performance of the team needs to be identified and paid by the senior personnel. It is very important that the team members should be pleased and identified for their capability to toil for the accomplishment of realization of high performance and their goals. Hard work required to improve the performance of the team increases the contentment and efficiency of the members in the team. External circumstances & Organisational milieu The customs and policy of the business has a great effect on the members of the team and the funds supplied to them. The aptitude of the organization to

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give out possessions and expertise so that they can help in the right track of the team will greatly lend a hand in the accomplishment of goals.
Disagreement in Team

Organizations are constantly looking for the prospects to grow up like extremely flexible, expert and insistent. This is achieved not by passing on the individual persons to the projects but by making the teams to finish the work successfully. Team conveys assets which mean it adds to the skill set and creativeness, improves the contemplation and approval of thoughts, and increasing enthusiasm and assurance. We know that teams are put into operation not only to generate benefits on the different knowledge and skill set of the individuals in the team in order to carry out the work, rather they can prove to be harmful to the success of the organisation if the conflict occurs in the group. Conflict is something that exists due to conflicting desires and mismatched wishes in the concerned parties. We can say that there can be experience contrary conflict stages that can have an effect on the performance of the team. Researches already done show that conflicts can get into the way of the team performance and so it is very important to make sure that the problems have been noted down and sorted out.
[UVIC, Visited 2011] [Human Resources, Visited 2011]

Section Two
A Particular Team and their roles & relationships
I have chosen the Food and Beverage Team of the hotel industry The primary task of the food and beverage department is to supply food and drink to the guests in the hotel. In older times, when the tavern were small and had only very small room where the dinner could be served to the restricted amount of guests at a time, then the role of food and beverage

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team was very simple which is not the same today. It has become quite complex and cumbersome than before. Nowadays there are big hotel brands and these can contain a pool side restaurant, big banquet halls, multiple function rooms and room service facility, bar, lounge and night club. There is the possibility that there can be many functions or events booked at the same time in different function rooms. The food and beverage department has to perform this diversity of operations with a great skill and its workers should have the relevant skills to perform these types of operations successfully. As this team has to provide variety of services, it is partitioned into the various sub parts. Executive chef is the very important and authoritative person of this team. He runs the kitchen, department and the food production also. High quality cookery experts report to the executive chef. Food and beverage service activities include the requirement of complete meals or drinks fit for immediate consumption, whether in traditional restaurants, self-service or take-away restaurants, whether as permanent or temporary stands, with or without seating. Also, it can have the service of food and beverages to a group as part of an organized event, where services are provided to all guests within a specific fixed time frame. Key Performance Indicators focus on resources consumption, customer satisfaction with the quality of service and process flows within the food and beverage serving facility. [Hotel Mule, Visited 2011] The actual serving of food in a large hotels restaurants is usually the responsibility of a separate department, headed by the assistant food and beverage director. The food service department is composed of the individual restaurant and outlet managers, waiters, waitresses, and bus help. Because of their special duties and concerns, many large hotels have a separate subunit that is accountable only for room service. Because of the high value and profit margins connected with the sale of alcoholic beverages,

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some hotels have a distinct department that takes over the responsibility for all outlets where alcoholic beverages are sold. The person responsible for this department is the beverage manager. The food and beverage manager is responsible for the menu, recipe development, beverages and service, recipe costing, menu pricing, identifying production needs, and scheduling of employees. The service manager is responsible for all service staffing needs, table setups, food and beverage service, and scheduling employees. The buyer agent is responsible for researching the availability of each menu item and its cost. The catering manager should allow a minimum of two or three weeks for the back-of-thehouse staff to research menu selections, the product market, methods of procurement, appropriate recipes, and recipe development. The chef will be concerned with the number of employees needed to produce the menu. The menu will find out the culinary expertise required of each employee in the food production area. The caterer develops the plan with the organizational team Each and every detail of the event is written down and listed. Each detail is reviewed and the tasks are assigned. [Riley M, Second Edition] Almost all of the big hotels who have the facility to provide the full service to its customers also handle the conferences, trade show, exhibits and do the catering business as well. The conferences supported by these hotels may use small or big function rooms as per the requirement of the convention. If the hotel has a large scale convention business, then they probably have a separate department just to handle the convention business only. This department takes care of handles all of the meetings of the client and their respective requirements like catering and all. [Riley M, Second Edition] There is another task that is performed by the food and beverage team and it is the cleaning of the outlets, washing of pans and the pots, glasses and

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the dishes etc and if the hotel is a big one then this task can be assigned to a separate part which is called as the stewarding team. Only the constant synchronization and teamwork can help in carrying out the food service function of the hotel successfully. If the food needs to be served to a guest in the restaurant hall, needs the joint endeavors from the various departments like kitchen, beverage, food service and stewarding. A gathering feast cannot take place if the convention and the catering department do not cooperate with the beverage, food production and stewarding team. The constant cooperation and mutual understanding is very vital and important among the food and beverage team members. There is variety of employee skills in the food and beverage department and it is the biggest challenge of the management to handle all of them efficiently to get the effective work out. The food and beverage department is accountable for the preparation of the food and its service, but on the other hand the accounting department is accountable for accumulating all the profits made. It is the responsibility of the controller and the cashiers in the food and beverage department to look for the profits as well as the expenses of the department. [Riley M, Second Edition]

Conclusion
Thus we can say that the different teams in the hospitality and tourism industry have their different roles and responsibilities. Although they have different roles and responsibilities still they can work alone, they need the support and cooperation from other departments in order to run the organization successfully.

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References

Fairevents,

Visited

Jan

2011,

http://www.fairevents.net/article/corporate-adventure-events-towardsintense-team-structure.html

Wallaby,

Visited

Jan

2011,

http://wallaby.vu.edu.au/adt-

VVUT/uploads/approved/adtVVUT20060424.151744/public/02whole.pdf

Human m

Resources,

Visited

Jan

2011,

http://humanresources.about.com/od/teambuilding/f/teams_purpose.ht

1000 Ventures, Visited Jan 2011, www.1000ventures.com/.../crosscuttings/crossfunctional_teams.html

Mind Tools, Visited Jan 2011, www.mindtools.com Leadership Skills UVIC, Visited Jan 2011, web.uvic.ca/hr/hrhandbook/organizdev/teammodel.pdf Hotel Management Services, Visited Jan 2011, www.hotelmanagementservices.com/ Google Books, Visited Jan 2011, http://books.google.co.uk/books?

id=eQp1t_lHgzwC&pg= PA444&lpg=PA444&dq=structure+of+teams+in+hospitality&source=bl&ots =uIZ-1kC3Xo&sig= book_result &ct=result&resnum=1&ved=0CBwQ6AEwAA#v=onepage&q=structure%20of %20 teams%20in%20hospitality&f=false Hotel Mule, Visited Jan 2011, W73ULbSGbM27yoPRc12euDMIAM&hl=en&ei=eoAkTcXFCcOHhQeG663jAQ&sa=X&oi=

http://www.hotelmule.com/management/html/64/n-1664-6.html Riley M, HR Management in Hospitality and Tourism Industry, Second edition 1996.

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