As university students, having an impressive portfolio that is backed by relevant experience is a must-have to stay ahead of the competition. At Tunku Abdul Rahman University of Management and Technology (TAR UMT), students are required to manage practical projects, events, or campaigns to help them gain important experiences that will better prepare them for their careers.
This is the case for a group of 48 students pursuing the Bachelor of Communication (Hons) in Advertising who were tasked with organising the soft launch for TAR UMT’s very own docudrama titled The Story of TARCians (TSOT). TSOT is the first film produced by a university in Malaysia and depicts how the then TAR College was established, along with a story of the early TARCians who studied at TAR College. As such, the soft launch was an important milestone to hype up the excitement and anticipation for the release of TSOT, as well as to release the docudrama’s official soundtrack.
Leading the team to organise the university-level event are Soo Yuh Wen and Tee Wan Fei. “As project coordinator, I led the planning and execution of the soft launch, collaborating with the relevant departments in the University to ensure smooth operations. My role involved problem-solving, conducting meetings, tracking the team’s progress, and being the bridge of communication between our advisor and team members. I also needed to ensure the team was motivated and inspired to give their best for the event,” Yuh Wen explained.
Words from the leaders: Yuh Wen (left) and Wan Fei (right) presenting their opening speech as project coordinators during TSOT’s soft launch.
The event was more than just an academic assignment. Working in a large group resulted in a variety of ideas and perspectives and though this seems like an advantage, at times it can be challenging.
“Collaboration is about openness and trust. Working with so many people, I learnt to embrace different ideas and viewpoints, which often led to stronger outcomes. Problem-solving requires quick thinking, a broader vision, and knowing when to seek help. Ultimately, this event was not a one-person effort but a testament to the power of teamwork,” Yuh Wen continued.
“Many times, we encountered challenges, like last-minute changes to the programme or technical issues with sound and performances. However, we were receptive to our team’s ideas and adapted quickly to ensure the best possible outcome,” Wan Fei added.
To ensure a structured and goal-orientated approach, Wan Fei and Yuh Wen assigned their team members to specific committees based on individual strengths and preferences such as business, planning, creative, logistics, and public relations. Each committee had distinct responsibilities, allowing for better coordination and efficiency in organising the event.
The team working together to place banners around campus to build excitement for TSOT.
Despite meticulous planning, managing a large team came with its challenges, with communication being the most significant. Throughout the process, Wan Fei and Yuh Wen encountered unexpected hurdles, including miscommunication while planning the social media schedule for promoting the event. Although there were initial plans to reach out to influencers, time constraints made it impossible. However, through persistence, adaptability, and teamwork, they overcame these challenges by coming up with new and better ideas, ensuring the success of their event publicity through their social media pages.
Reflecting on the experience, both leaders agreed that clearer communication and structured planning were essential for future projects.
In the future, when I work in advertising and handle multiple projects, from brainstorming campaigns to event planning, I will prioritise communication from the start. In an advertising agency where teamwork is essential, I may have a larger team to coordinate hence, establishing clear guidelines and more efficient ways to streamline updates will be crucial for smooth execution and minimising miscommunication,” Yuh Wen concluded.
