(Solved) Business Administration – Assignment

BUSINESS
ADMINISTRATION 21

Table of Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1.1 Requirement of establishing and implementing office management procedures.................1
1.2 How to manage the effectiveness of work and system.........................................................2
1.3 Analyse the way to manage any constraints attached to office facilities and related budgets
.....................................................................................................................................................3
1.4 Factors to be taken into account in the design of office systems, procedures and guidance
documents...................................................................................................................................3
1.5 How to create an environment that is conducive to productive work...................................5
2.1 Maintain equipment and consumables to agreed levels........................................................5
2.2 Establish systems to evaluate the effectiveness of office systems and procedures...............6
2.3 Effectiveness of office systems and procedures to meet users’ needs, adapting them to
meet changing demands..............................................................................................................7
2.4 Manage the maintenance of office equipment to meet users’ needs and expectations.........7
2.5 Manage effective relationships with suppliers......................................................................8
2.6 Ensure that administrative services are provided to agreed standards..................................8
CONCLUSION................................................................................................................................9
REFRENCES.................................................................................................................................10
.......................................................................................................................................................10

INTRODUCTION
Business administration is the management of overall business as well as it involves all
the aspects of overseeing and supervising operations of company. It also include managing an
office facilities which is important for employees and help them in doing their work in better
manner. This report is based on ASDA which is retail sector company founded in 1949 and its
founder is Peter and Fred asquith, Sir Noel stockdale. Product offering by respective company is
grocery, general merchandise and financial services (Atkin and Brooks, 2014). Below mention
report is going to explain requirement of managing office facilities along with their effectiveness
within organisation.
MAIN BODY
1.1 Requirement of establishing and implementing office management procedures
It is essential to implement and establish management procedures within a company .
These procedures helps in accomplishing complex tasks in a simplified manner. Office
management procedures assists in managing lengthy and difficult tasks appropriately within
allotted deadline. It is the duty of office manager of ASDA to assure that all the staff members
within organisation must have clear job descriptions. These job descriptions needs to be updated
according to the change in system or when a new project is assigned. Another responsibility of
office manager in ASDA is to provide training to employees so that all the procedures associated
with company can be carried out properly.
Requirement of procedure establishment:
 Compliance needs: It means formulation of guidelines which follows the government
legislations and organisation regulations. To satisfy this, ASDA can adopt life insurance
assurance for employees.
 Consistency: Constant polices and measures results in better performance. If situation of
ASDA will change from time to time, it will results in less productivity and inefficiency. Managing risk: Capability of organisational procedure is to manage risk in an efficient
manner. This will benefit ASDA in improving their work capability and revenues.
Requirement of Implementing procedure:

 Clear communication: Interaction among managers and employees need to be distinct
and clear. To build noise free communicating system, ASDA can opt accurate message
provider such as EDI (Davila, Epstein and Shelton, 2012).
 Stuff procedure: Training transform inept staff members into efficient and skilled
workforce. By training workers learn different methods and manner to perform well in
difficult and complex situations.
1.2 How to manage the effectiveness of work and system
To sustain an effective position within market, every organisation requires to manage
their work and system in an appropriate manner. This benefits a firm in achieving their desired
goals and objectives in a timely and organised manner. There are several ways by which ASDA
can manage effectiveness of their system and work. Some of these are mentioned beneath:
 By trimming task list: To manage a work project effectively, office manager of ASDA
should focus on important tasks that employees needs to complete on a specific day
rather than overwhelming them with a massive task list. It will helps in accomplishing
tasks with effectiveness (Hebert, 2012).
 Stay organised: To accomplish tasks and projects in a productive manner, it is important
for office manager of ASDA to organise work according to the schedule. By this,
employees will be informed about status of the project on which they are working.
 Communicate and clarify: To perform business operations in an effective manner, it is
vital for office manager to interact with staff members and other people associated with
business is a proper way. This will helps ASDA to maintain a positive work environment.
 Time management: The best way to deal with work in an effective manner is to learn
how to utilize time. Time management is an vital aspect to increase productivity within
organisation. Proper time scheduling will benefit ASDA in achieving their objectives
within allotted deadlines.
Along with this, focus on improving growth and skills of employees, keeping the
needs of customer in mind, producing standardised products and offering appreciable services,
using advance technology to conduct business operations are some ways to manage the
effectiveness of system and work within ASDA.

1.3 Analyse the way to manage any constraints attached to office facilities and related budgets
Constraint is a factor which limits an organisation and system in achieving its goals. It
includes several elements in it. Constraints can either be physical such as material, facilities,
people and equipment or policies associated with business. Most common constraints associated
with office and related budgets are scope, cost, policy, resource, market, material and time.
All these constraints results in financial loss to the company (Hill, 2013). There are several
aspects which can help ASDA to manage all the potential constraints that impacts the business
administration of company:
 Time constraint: It is a vital resource and managing constraints associated with time is
essential for office manager. Time constraint in ASDA can takes place due to piling up
of uncompleted tasks and project. To manage it, manager can prepare a time schedule
which will help ASDA to manage their work within allotted deadlines.
 Resource constraint: It take place due to lack of human resource, facilities and
equipments which are required to perform business operations. To manage this
constraint, company can hire skilled people which are capable to perform duties even in
changing situations. Also, regular supply of resources will benefit company in satisfying
customers appropriately.
 Market constraint: It generates when demand of a service or product reduces
significantly within market. To overcome this, ASDA can improve their services and
introduce occasion discounts. This will helps them in maintaining their sales and revenue.
Improvement in products can significantly overcome market constraint.
 Budget constraint: It takes place due to unavailability of capital to perform business
operations. One reason for this can be incompetency of finance manager to manage funds
and finances. Also, an organisation can not produce more commodities until payment
from previous tasks can be received. To manage this constraint ASDA can hire skilled
finance team and take help form financial institutions to manage capital (Jones, Daniel
and Cloud, 2018).
1.4 Factors to be taken into account in the design of office systems, procedures and guidance
documents
It is important for an organisation to consider some aspects while designing procedures,
guidance documents and Office systems. When a system is established over a time period, it is

important for every employee to follow it. When staff member follows that system, it becomes a
procedure. This helps a firm in maintaining their work in an organised and appropriate manner.
Below are mentioned some factors that ASDA needs to consider to achieve productivity while
performing business operation:
Factors that needs to be considered while design of office system: It is the
responsibility of top management or administrations with an organisation to involve, share
responsibilities and to show enthusiasm in order to design efficient office system. ASDA can
adopt any of the way to design office system like hiring outside consultant to formulate efficient
procedures, formulation of system committee to receive suitable suggestion, through system
analyst or through office manager. Important aspect for manager of ASDA while designing
office system is discussed below:
 It must be clear to employees and managers that which information needs to be discussed
and with whom. Beside this it is important to acknowledge the ways by which cost and
expenses of ASDA can be reduced. Extent of competition and mechanisation needs to be
identified so that efficient strategies can be formulated which benefits the business in
attaining desired outcomes.
 Limitations of the system needs to be identified in advance. This will help the company
in eliminating and improving policies which do not adds to the value of organisation.
 Relevant data must be collected as it will helps in achieving the purpose of system
formulation (Kearns and et. al., 2014).
Factors that needs to be considered while design of procedures and guidance documents:
Office procedures and guidance document are formed when a work is carried out within
an organisation according to the office system. ADSA can consider following aspects wile
designing procedure and guidance documents:
 organisational structure must be specified clearly.
 Methods to perform business operations needs to be covered appropriately.
 Date of projects allotment along with name of project manager.
 Working criteria and main activities associated with organisation.
 They must involve work distribution among staff members.

1.5 How to create an environment that is conducive to productive work
There are different ways to build a conductive and productive work environment. It will
help ASDA to achieve their desired outcomes within specified time. Here are mentioned some
aspects which can help in creating a productive working atmosphere:
 Hire skilled and efficient workforce: well educated and smart employees are capable to
manage work efficiently even in changing situations. Skilled workforce is able to deliver
best performance even with limited resources. To achieve work productivity, it is
important for ADSA to recruit qualified candidates which adds value to the company.
 Recruit sufficient staff members: To manage work within allotted deadlines, it is
important for ASDA to recruit enough employees so that all work related with tasks &
projects can be distributed and accomplishing task with efficiency will became easy. It
will helps in improving productive work environment.
 Set realistic expectations: Objectives and vision of an organisation must be clear and
realistic. It will direct and motivate the employees of ASDA to became more productive
while performing business objective (Malamed, 2014).
 Offer fair compensations: To make workforce more productive, ADSA can offer them
benefits, incentives and bonus according to their hard-work.
 Avoid micromanaging: Trust between management and workforce is importance.
Healthy and positive work environment will results in increasing the overall productivity
level of company.
 Value opinion of staff members: To enhance productivity, it is important for manager
of ADSA to consider opinion of other staff members before taking a decision. This will
helps in improving productivity of organisation an engagement of employees will
increase.
2.1 Maintain equipment and consumables to agreed levels
To sustain a firm position within marketplace, it is important for an organisation to
maintain its equipments and consumables to a required level. If consumables and equipments
which are required to perform business activities and operations are insufficient, in that case
offering services and products to customers is not possible. In case of ASDA equipments such as
Production and processing machines, computers, billing machines and pricing supplies must be
available every time in working condition (Malek, Maine and McCarthy, 2014). Availability of

these equipments at required level will benefits ASDA in performing their business operation
like productions of goods and delivering of service in proper manner. Consumables in case of
ASDA is electricity, mechanical energy required to operate machines, water and other aspects
must be available all the time. These aspects helps ASDA in improving their work performing
capability.
2.2 Establish systems to evaluate the effectiveness of office systems and procedures
Within an organisation, it is important to maintain effective working systems. This helps
a firm in achieving their required profit margins and targets in specified time. ASDA can
establish different kinds of working systems to measure the effectiveness of procedures adopted
by company. ASDA is using management information system to evaluate effectiveness. This
system is mentioned below:
Management Information System: It is a computerised database which includes
financial information in an organised manner so that regular reports on every management level
can be prepared in an effective manner. It is a collection of hardware, procedure, system and
software which helps managers of a company to perform and evaluate effectiveness of business
in an appropriate manner. In case of ASDA, this system helps company in measuring
effectiveness of office system and procedure in following mentioned manner.
 Proper check in- check out of material and resources: To increase effectiveness of
business operations and activities, it is responsibility of manager in operation department
of ASDA to properly acknowledge the required amount of resources. Excess of resources
and materials will overtake the allotted funds & capital due to which cost of company
will increase. Measures should be adopted to monitor the check in of resources and check
out of produced products to achieve required outcomes (Mohamat Nor, 2014).
 Training and development of employees: Trained and skilled employees will perform
their duties in an appropriate manner. Regular training should be given to employees of
ASDA. This will acknowledge the managers to identify the skills and productive level of
employees.
 Advanced technology: To evaluate effectiveness and performance of workers, ASDA
can take advantage of punching machines and smart boards which will shows the arrival
time of employees and the work they perform on a particular day. Due to this competition
among employees will also increase and productivity level of ASDA will enhance.

 Proper communication channel: Efficient interaction and communication will
acknowledge managers of different departments regarding the work carried out by
workforce working under them. Communication between different level is the best way
to measure work effectiveness of ADSA.
 Continuous evaluation: checking and monitoring of different processes and procedures
at regular time period can help ASDA in measuring the effectiveness of operations and
activities which is carried out by company (Rajagopal, 2015).
2.3 Effectiveness of office systems and procedures to meet users’ needs, adapting them to meet
changing demands
As demands and preferences of users change form time to time, it is vital for office
systems and associated procedure to adapt the changes in a fast and timely manner. MIS helps
ASDA in taking proper decisions, maintaining an effective coordination among different
employees, visualise, control and analyse different information associated with company. It helps
ASDA in examining technology and people in organisational context. If market demand is
changed, it is important for the manager in R&D department of ASDA to convey information
about this to production and operation department. MIS will helps in carrying out needed
improvement in products within needed time. Another example is, if customers are having some
query with the service and products offered by ASDA, marketing department can take help of
MIS to properly research about it and formulate effective strategies after discussing with finance
department about the funds they can incorporate to satisfy the demands of customers.
2.4 Manage the maintenance of office equipment to meet users’ needs and expectations
Well maintained working equipments helps a firm to perform their business activities in
timely manner. ASDA can adopt following measures to maintain their office equipments in order
to satisfy the need, demand and expectation of customers:
 Establish a regular maintenance schedule: Equipments and consumables used by
ASDA to perform their business activities requires regular maintenance so that they can
function properly. A proper schedule will helps in maintaining equipments of ASDA in a
working position.
 Keep computers & other machines updated and virus free: If updating of machines is
neglected, this will results in reduced productivity. Also, updating machines will ensure

that all the work process will takes place in accordance with desired outcomes. Updating
and changing their freed up parts is the best way to maintain equipments. This will results
in timely production and customers will be satisfied.
 Designate and delegate duties to all members: If tasks are not given to every
employee, important tasks will go mishandled. Also, each employee working in particular
department is responsible for equipments they are using to perform business operations,
maintenance roles should be allotted to workers on regular basis . This will assure that no
equipment gets overlooked (Rondeau, Brown and Lapides, 2012).
2.5 Manage effective relationships with suppliers
To carry out business operations properly, it is vital for ASDA to maintain good relation
with suppliers. Suppliers are individuals which provides needed resources and equipments to an
organisation. With the help of these equipments and resources ASDA is able to perform their
business operations and activities. Below are discussed some ways in which managers in ASDA
can maintain an effective relation with suppliers:
 Regular interaction and communication with supplier is important. This will help ASDA
in receiving needed resources and material within specified time. If interaction with
suppliers is not good, mismanagement during business operations can take place.
 Pay money to suppliers in a timely manner. Delay in payment can disturb the relationship
between company and supplier (Roper and Payant, 2014).
 ASDA needs to avoid rush orders and demands. It can result in stressful business
situation which can strain relation among suppliers and company.
 Refer faulty and damaged goods to supplier is a prompt and polite manner. Proper
documentation must be carried out before communicating regarding faulty resources and
materials.
2.6 Ensure that administrative services are provided to agreed standards
To ensure that administrative services are delivered in agreed standard, ASDA can take
following measures:
 Focus on employees to analyse their needs and expectations. Workforce is the most
essential asset of an organisation. It is important for administration to consider the
welfare of employees before formulating regulations and policies. This will helps in

maintaining proper co-ordination among different departments. Hence, administrative
services in ASDA will be performed efficiently (Safari, Faghih and Fathi, 2012).
 It can be ensured by regular checking and monitor of business operations. For example,
duty of production department is to produce products and commodities as per market
requirement. But it is not their work to monitor whether these services are reaching at
market or not. Operational department has the duty to manage the outflow of products
and service. Managers of concerned departments needs to monitor the working
performance of employees. This will results in ensuring administrative services are
performed in desired manner (Shin and et. al., 2018).
CONCLUSION
From the above mentioned report, it has been analysed that business administration is a vast field
and incorporate several management positions under it. Managing an office utility is a vital
aspect to mange and run an organisation is a profitable manner. There are different procedures
to manage work and system in an efficient manner. Some constraints can limit the functioning
of organisation, it is important to eliminate them within time to reduce their impact. Productive
work environment is very important to manage work in a desired manner. Maintaining a good
relation with suppliers and maintaining equipments in right state is important to satisfy the
demand of customers.

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