Well, this is the first lesson I’ve learned since I work in IE Singapore. After spending almost one month organizing the Qatar- Singapore Free Trade Signing Ceremony, at the last minute we are informed, it’s all canceled. What the…! One day only to the event, for which takes one month’s effort for our entire Middle East team to plan, now it’s all gone just because the Qatar people.. VIP.. yah whatever CANNOT MAKE IT!!! Damn…
I took over the organizing work of this ceremony from another intern at the time I joined IE, and it took me days to keep track of the updating guest list. I just sit inside my cubicle and emailing all our clients like crazy, at the same time answer inquiries from various companies over the phone. Sometimes I couldn’t find the contact information of a certain company, so I browsed through the IE intranet, internet, yellow pages and all my boss’s name cards. Just to make a single phone call or send out the invitation via email, it took me nearly half an hour to find out the contact, well that’s the longest it took me, I was kinda lousy at this : p For my boss it was even worse. Since our big boss was on leave last week, he had to take over everything up from decision making down to overseeing the detailed planning. At the first place we were expecting at least 150 guests could turn up, and we were kind of worried if we couldn’t get enough attendees. But later from the hotel side we were told that extra charge would occur if the total number exceeds 120, then we were pulling hair to watch out the tight vacancies to squeeze the guests list. Well, to expand was easy, but to minimize it’s a bit tough coz we had to decide which guess could be the more important one. Moreover, the changes of the program, VIP list, blah blah blah…miscommunication between my boss and the big boss, as well as between the previous intern and me all took place. Technical problems also came as I need to access others’ email account but somehow couldn’t get it. Fortunately, before I finished work yesterday, everything was almost done. The final program had been sent, the guest list had been confirmed, and every preparation was perfectly done. Although I felt a bit sick sitting in from of the computer screen for days, and my eyes were painful every time I finished work, I felt good after we had cleared up all those massy stuff. I was looking forward to this Thursday to welcome over 100 guests at the registration table.
However, before I turned on my computer this morning, the big boss came to me and said, “Denise, u know tomorrow’s event is cancelled, coz the Qatar minister can’t make it. Last minute change…” I was like, “what the….”!!! “Well it’s like that one, those Middle East people…sometimes they don’t care coz they are so rich.” Doreen told me in typical Singlish, “Maybe to China they care, coz China is so big. But Singapore…they always like that one…” Hah…days of effort are gone, that’s what it means. But that’s not the end of the story. I have to do the follow ups to email every guest about the cancellation. “We can’t afford if anyone turn up tomorrow.” The big boss insisted. My boss is on MC today since he has been stressed up in the past few days. Poor guy, he has been OT almost every day since I came.
I was thinking about the work I’ve done while emailing today. Realized that lots of lessons I have learned, I don’t feel that pissed off when I firstly heard the news. Last minute change is the Middle East style, so dealing with Arabs really needs lots of patience, and whoever is dealing with them has to be really on the toe. Anything can happen in work, it’s not as simple as study and doing exams in school. It requires people to be very alert at work to face all the changes, especially to be mentally strong. That needs emotional stability, I can not be the first person to cry when anything unexpected or unhappy happens. It’s no use man. And flexibility! flexibility!! I must switch on more than one channel in my mind to look after several things at the same time, phone call, changes of plans, our customers' and clients’ requirement and our own constrains. Sometimes when I was talking over the phone and at the same time my boss was assigning me new contacts to do follow up. Girl you’d better react fast! I need to be a stretchable rubber ban at work, but I must know where's my limit. Moreover, what I have to prepare at work to physically enable myself for the challenges are:
- Eye drops: to kill my eye pain!!
- Lots of lots of water: drink more to relax and get more chances to go wash room. Daddy says: “上班也要学会偷懒。不会偷懒也就不会努力。”It makes sense!
- Moisturizer: sitting in the air con office hourly really dries out my skin, especially my hands.
- Emm… what else? 想起来再加吧。
Although the QSFTA signing ceremony is canceled and I know my job is actually the basic admin or secretary work which any idiot can do, I do learned something from this experience. At least I know what our clients are, lots of company names I’ve never heard before. And from the way that the employee talks at the other end of the phone, I can tell that whether it is a good established company or a lousy one. Sweet voice in a polite manner does show the company’s good image, but some secretary’s rudeness and impatience really spoil their reputation. So if you are setting up your own company, do get a nice 小秘 or reception with adorable voice, coz it’s the company’s face.
Today is my eighth day at work, emm not bad after writing this, or maybe bcoz my boss is not around, haha. The Qatar ceremony is kinda over, next will be my proper research project on Kuwait. Well, be prepared to start tomorrow when my boss is back!
给自己加油,A Za A Za Fighting!!!