Assignment on Office Management
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Added on 2020-06-04
Assignment on Office Management
Added on 2020-06-04
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Table of ContentsINTRODUCTION...........................................................................................................................1UNIT -11 Manage office facility.....................................................................................................11.1 Explain the requirements of establishing and implementing office management procedures................................................................................................................................................11.2 Explain how to manage the effectiveness of work and systems......................................11.3 Explain how to manage any constraints attached to office facilities and related budgets11.4 Explain the factors to be taken into account in the design of office systems, proceduresand guidance documents.........................................................................................................21.5 Explain how to create an environment that is conducive to productive work..................2UNIT-19 Handle Mail......................................................................................................................21.1 Explain how to deal with “junk” mail..............................................................................21.2 Describe what to do in the event of problems arising when dealing with incoming oroutgoing mail..........................................................................................................................31.3 Describe how to operate a franking machine...................................................................31.4 Explain how to prepare packages for distribution............................................................31.5 State organisational policies and procedures on mail handling, security and the use ofcourier services.......................................................................................................................31.6 Explain the process for reporting suspicious or damaged items in accordance withorganisational procedures.......................................................................................................43.2 Identify the best option for dispatching mail according to the required degree of urgency,size and value of the item.......................................................................................................4UNIT-24 Employee rights and responsibilities...............................................................................41.1 Explain the role of their own occupation within an organisation and industry................41.2 Career pathways within their organisation and industry .................................................51.3 Sources of information and advice on an industry, occupation, training and career pathway................................................................................................................................................51.4 Organization's principles of conduct and codes of practice ............................................51.5 Issues of public concern that affect an organisation and industry....................................61.6 The types, roles and responsibilities of representative bodies ........................................6
2.1 The employer and employee statutory rights and responsibilities...................................62.2 employer’s expectations for employees’ standards of personal presentation..................62.3 the procedures and documentation that protect relationships with employees ...............72.4 sources of information and advice on employment rights and responsibilities................7Unit-31.............................................................................................................................................8the requirements for language, tone, image and presentation for different documents.........8Integrate images into documents............................................................................................8Identity impacts upon document production..........................................................................9The requirements of data protection, copyright and Intellectual property legislation relating todocument production..............................................................................................................9Organisational procedures for version control.......................................................................9Security requirements relating to document Production......................................................10The purpose, audience, content, style, format and deadlines of a document.......................10the purpose of different types of minutes and other meeting records..................................10the legal requirements of formal minutes organisational conventions for producing minutes11the responsibilities of the minute taker in a meeting............................................................11why it is important to maintain confidentiality of meetings, discussions and actions.........11why it is necessary to record who proposed and seconded suggestions and changes..........11UNIT 64.........................................................................................................................................131.1 Types of information required for presentation..............................................................131.5 Constraints that may affect the presentation..................................................................132.1 When and how to change the slide structure and themes...............................................133.1 Explaining how to present slides....................................................................................143.4 Evaluating presentations and identifying problems.......................................................14UNIT 45.........................................................................................................................................141.1 Explain the difference between equality, diversity and inclusion.................................141.2 Explain the impact of equality, diversity and inclusion across aspects of organisationalpolicy....................................................................................................................................141.3 Explain the potential consequences of breaches of equality legislation........................141.4 Describe nominated responsibilities within an organisation for equality, diversity andinclusion...............................................................................................................................15
2.1 Explain the different forms of discrimination and harassment.....................................152.2 Describe the characteristics of behaviour that supports equality, diversity and inclusion inthe workplace........................................................................................................................152.3 Explain the importance of displaying behaviour that supports equality, diversity andinclusion in the workplace....................................................................................................153.2 Identify potential issues relating to equality, diversity and inclusion in the workplace15Unit 73 Principles of leadership and management........................................................................16A manager's responsibilities for planning,coordinating and controlling work.......................................................................................16Managers ensure that team objectives are met.....................................................................16manager's role contributes to the achievement of an organisation’s vision, mission andobjectives..............................................................................................................................16Theories and models of management...................................................................................17The application of management theories guide amanager's actions.................................................................................................................17The operational constraints imposed by budgets..................................................................17The relationship between business objectives andperformance measures.........................................................................................................17The features of a performance measurement system...........................................................17Key performance indicators (KPIs)......................................................................................18The tools, processes and timetable for monitoringand reporting on business performance...............................................................................18The use of management accounts and managementinformation systems in performance management..............................................................18The distinction between outcomes and outputs....................................................................18REFERENCES..............................................................................................................................19
INTRODUCTIONUNIT -11 Manage office facility1.1 Explain the requirements of establishing and implementing office management proceduresIdentify ProblemsMaking lasting improvements to office procedures is a process that begins by examiningthe present procedures. First, identify what office procedures are not effective and why. Plan ChangesEstablish a plan that fixes the identified procedure shortcomings and is sensitive to yourcompany’s culture. Each change must be consistent with the entire body of changes.Implement ChangesImplement the changes once a plan is established and approved. You can make thechanges in a variety of ways(Loughran and McDonald, 2016.).1.2 Explain how to manage the effectiveness of work and systemsPlanning: Effective managers plan their work. Monitoring: Effective managers see to it that assignments and projects are monitoredcontinually. Developing: Effective managers evaluate and address the developmental needs of theiremployees.Rewarding: Rewards drive performances that the best employee with better performance shouldbe rewarded.1.3 Explain how to manage any constraints attached to office facilities and related budgetsAct Like a Business OwnerTo be a smarter spender, one option is to act like a salesman. Buildings magazinerecommends “investment-based budgeting”—i.e. treating facilities like a company that offersservices at certain prices.Research, research, researchAny kind of successful budget planning requires you spend a considerable amount oftime researching.Keep Your Maintenance On-ScheduleThis tip may sound obvious, but in some cases facilities managers may feel so muchpressure to save money that they neglect to perform maintenance on the equipment that needs it.1
1.4 Explain the factors to be taken into account in the design of office systems, procedures andguidance documentsManagement and DelegationTask plans eliminate confusion about who should be performing a specific duty, workschedules eliminate the question of what to do next, and planning eliminates the need to workbeyond expected hours with the exception of an emergency situation.Policies and ProceduresEven if an office is ideally designed, it cannot function to its potential if the people in it do not.Practice objectives provide overall direction for making decisions, and office policies andprocedures serve as mechanisms for their accomplishment. 1.5 Explain how to create an environment that is conducive to productive workHire an Adequate WorkforceIt’s important to engage in workforce forecasting so that you have enough people tosatisfy your existing workload.Set Realistic ExpectationsIf you want to get the best work from your employees, then you have to make yourexpectations clear and realistic.Offer Fair CompensationProper labour management services require you to pay attention to your bottom line.UNIT-19 Handle Mail1.1 Explain how to deal with “junk” mailEnable junk mail filtering: At the top of this preference, you see that you can turn it on or offwith a single click.When junk mail arrives: By default, messages deemed to be junk will be left in your inbox butmarked in an orange brown colour, making it easy to spy them in your message list.Filter junk mail before applying rules: This option, which is off by default, gives junk mailfiltering priority when your mail is filtered.Reset button: If you’ve failed to train Mail or done it so rarely that you get bizarre results, itmay be time to start over and commit to doing it right the next time(Neal‐Boylan. and Miller,2015). 2
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