Administration Principles: Meetings, Events, and Management Report

This report delves into the principles of administration, covering various aspects of office management, health and safety, and event organization. It examines legal requirements for office management, typical services provided, and the establishment of management procedures. The report also addresses health and safety in a business environment, individual responsibilities, and accident and emergency procedures. Furthermore, it explores meeting minutes, their purpose, legal implications, and best practices for note-taking. The report also discusses different types of meetings, the roles of the chair and other participants, and techniques for facilitation. It further covers the use of targets and budgets for workload management, work allocation, quality management techniques, and identifying areas for improvement. Finally, the report analyzes the characteristics and planning of events, including information needs and resource management. This comprehensive overview provides valuable insights into effective administration and leadership management.

Principle of Administration


Table of Contents
INTRODUCTION...........................................................................................................................4
TASK1.............................................................................................................................................4
P1.1Legal requirement relating to the management of office faculty ........................................4
P1.2Typicall services provided by an office ..............................................................................4
P1.3 explain establish management procedures .........................................................................5
P1.4Resources for managing office ...........................................................................................5
P1.5Techniques to monitor and manage work ...........................................................................5
P1.6 Typical support and welfare facilities for office workers...................................................6
TASK 2............................................................................................................................................6
P2.1Health and safety in a business environment.......................................................................6
P2.2An individual’s responsibilities for health and safety in the workplace..............................7
P2.3Accident and emergency procedures...................................................................................7
TASK 3............................................................................................................................................7
P3.1Purpose of meeting minutes.................................................................................................7
P3.2Legal implications of meeting minutes................................................................................7
P3.3Importance of accuracy in minute taking.............................................................................8
P3.4Should and should not be included in different types of meeting minutes..........................8
P3.5Describe how to take notes during meetings......................................................................8
TASK4.............................................................................................................................................8
P4.1Features and purpose of different types of formal and informal meeting............................8
P4.2Role and responsibilities of the chair...................................................................................9
P4.3Role of others in a meeting..................................................................................................9
P4.4Techniques to facilitate a meeting.....................................................................................10
TASK5...........................................................................................................................................10
P5.1Use of targets and budgets to manage workloads..............................................................10
P5.2Allocate work to individual team members.......................................................................11
P5.3Different quality management techniques to manage the performance of administrative
team...........................................................................................................................................11
P5.4Techniques used to identify the need for improvements in team outputs and standards...12

TASK 6..........................................................................................................................................12
P6.1Characteristics, requirements and purposes of different types of events o .......................12
P6.2 Type of information and sources need to an organization ...............................................12
P6.3Plan for an event................................................................................................................13
P6.4identifyies the right resource from an event plan ..............................................................13
P6.5Type of information need by delegate before , during and after an event ........................13
CONCLUSION..............................................................................................................................14
REFRENCES ................................................................................................................................15

INTRODUCTION
Personal and professional development goes hand in hand. Learning provides aids to personal
development. It is important at each stage of life. In order to meet organisational goals and
objectives it is necessary for individuals and organisation as a whole to come together and get
engaged in a learning process. This research have aim to, understanding of each learning
outcome and that they have developed an understanding of a variety of administration principles,
including the management of an office facility. In this addition health and safety in a business
environment, and the supervision of an administration team. Learners will also present
knowledge of minute taking, chairing, leading and managing meetings, and event organisation.
TASK1
P1.1Legal requirement relating to the management of office faculty
legal requirements when starting your business. If you do not follow legislative
requirements and regulations, your business can face serious penalties. A range of legal
requirements may affect your business.
 Notaries Practice Rules 2014 As Amended– Matters relating to the practice of a Notary
(such as Instructions, Undertakings, Conflicts of Interest, Duty to act impartially,
Publicity, Fees, Record-keeping)
 Notaries Inspections Regulations 2014– The inspection of the records and practices of
Notaries, on behalf of the Master of the Faculties.
P1.2Typicall services provided by an office Document production-A request for is a legal request for document electronically stored
information, or other tangible items made in the course of litigation data entry-A clerk is a member of staff employed to enter or update it into a computer
system. it is often entered into a computer from paper documents using a keyboard,
optical scanner, or recorder. Invoicing- An itemized bill for goods sold or services provided, containing individual
prices, the total charge, and the terms (Damgaard and Young 2017).

 Document controlling-It is achieved through process automation and is commonly used
by law firms, banks, insurance providers, government agencies, or any organization that
produces complex, rule-based documents on a repetitive basis.
P1.3 Explain establish management procedures
 Safe working and risk assessment-A risk assessment is not about creating huge amounts
of paperwork , but rather about identifying sensible measures to control the risks in your
workplace. You are probably already taking steps to protect your employees, but your
risk assessment will help you decide whether you have covered all you need to.
 security-A comprehensive security policy shouldn't be limited only to your computer
network. A good security policy encompasses a range of activities across your entire
organization, including workstation configuration, logon procedures, and building access
procedures..
P1.4Resources for managing office Equipment-Equipment includes the means for teams to communicate. Radios,
smartphones, wired telephone and pagers may be required to alert team members to
respond, to notify public agencies or contractors and to communicate with other team
members to manage an incident. materials -Materials and supplies are needed to support members of emergency response,
business continuity and crisis communications teams. Food and water are basic
provisions.
 People- Monitor weather forecasts and Emergency Alert Systemmessages, broadcast
warnings. provide facility security and take the lead on threats including bomb threats
and suspicious packages. Prepare a facility for a forecast event such as severe weather
(Findley and et.al., 2014)
P1.5Techniques to monitor and manage work
 Setting guidelines-In this techniques company give guideline according to Set long-term,
intermediate, and short-term goals,Keep records and evaluate progress, arranging
training

 Observation- In marketing and the social sciences, observational research (or field
research) is a social research that involves the direct of phenomena in their natural
setting.
 Checking work products-The set of materials (as notes), mental impressions,
conclusions, opinions, or legal theories developed by or for an attorney in anticipation of
litigation or for trial.
P1.6 Typical support and welfare facilities for office workers
 Counselling- The objective of counselling is to help you clarify issues, gain
insight into your feelings and thoughts and deal effectively with problems. These
can include but are not limited to:
 Anxieties about academics
 Conflicts with friends
 Family or relationship/partner problems
 Career indecision or re-evaluating professional goals
 Habit control problem
 Financial assistance-Financial assistance (share purchase), assistance given by a
company for the purchase of its shares or those of its holding companies. Funding
of science, the provision of financing for scientific research projects
 Staff discounts- It means given in the original price of the goods or services by
the company to their employees. Generally an employee discount is given as one
of the fringe benefits.
TASK 2
P2.1Health and safety in a business environment
Often referred to as HASAW or HSW, this Act of Parliament is the main piece of UK
health and safety legislation. It places a duty on all employers "to ensure, so far as is reasonably
practicable, the health, safety and welfare at work" of all their employees. maintenance of safe
access and egress to the workplace (Foster and Stockwell 2014)
P2.2An individual’s responsibilities for health and safety in the workplace
 All workers are entitled to work in environments where risks to their health and safety are
properly controlled. Under health and safety law, the primary responsibility for this is
down to employers.

 Worker s have a duty to take care of their own health and safety and that of others who
may be affected by your actions at work. Workers must co-operate with employers and
co-workers to help everyone meet their legal requirements (Hannah., F.2016 ) .
P2.3Accident and emergency procedures
Workplaces need a plan for emergencies that can have a wider impact. Special
procedures are needed for emergencies such as serious injuries, explosion, flood, poisoning,
electrocution, fire, release of radioactivity and chemical spills.
Quick and effective action may help to ease the situation and reduce the consequences. However,
in emergencies people are more likely to respond reliably if they:
are well trained and competent
take part in regular and realistic practice
have clearly agreed, recorded and rehearsed plans, actions and responsibilities
TASK 3
P3.1Purpose of meeting minutes
The main purpose of meetings is to share ideas and express different thoughts. Meetings
are used in almost every organization as a way of communicating information to other people
where their principal functions are to inform, seek ideas, seek clarification, resolve problems,
discuss proposals/ways of working, take decisions and settle disputes.
P3.2Legal implications of meeting minutes
 Minutes should be an exact portrayal of the meeting’s agenda. The structure of the
minutes follows the list of items on the agenda. In order to take minutes in an efficient
manner, you need to have the template ready based on the agenda items. Leave plenty of
space to write down notes as the meeting goes on.
 Minutes are legal documents that serve as a proof for future references regarding any
discussions made in a meeting (Hancock, 2015).
P3.3Importance of accuracy in minute taking
Minutes serve as the official record of the actions that occurred at a meeting and form a
historical record for a team or a department. Even if people forget to recall what happened in a
meeting or what was discussed and decided, minutes will help them refer back and gain that
information. Minutes also record actions taken and actions that need to be taken. So it acts as a

reminder stating the deadlines that have to be met. Minutes also give information to the people
who were not present in the meeting.
P3.4Should and should not be included in different types of meeting minutes
Meeting documents are created when the business is meeting to discuss matters pertaining to the
present operation and future operation of the business.
Three common meeting documents are:
 Notice of meeting (details such as date, time, type of meeting, location, the purpose of the
meeting)
 Agenda (detailed listing of the agenda for the meeting)
 Minutes (The record / proof of meeting with details like place and time of meeting,
purpose of meeting, attendees, meeting chair, apologies, agenda, review of previous
meeting minutes, date, time and place of next meeting and time of closure of meeting)
P3.5Describe how to take notes during meetings
There are a number of ways to effectively take notes at a meeting. Choosing a method
should depend entirely on the note taker and how they are best suited to retain information and
enhance their understanding of the topic. Comprehensive notes-For a person who is more comfortable knowing and recording
every single detail, it is best to write down everything that is said. Mind mapping-This graphical approach is an excellent option for people who do not
want, or who don’t feel able to accumulate detailed written information.
 Noting on the agenda-One of the easiest ways to take notes is on the physical agenda
itself because it should already have the main points listed (Golden and et.al.,2015)
TASK4
P4.1Features and purpose of different types of formal and informal meeting
Purpose of an informal meeting- The purpose of an informal meeting is to discuss issues which
would not have an appropriate place in a formal meeting. They may be designed to make one of
the participants feel more at ease and more free to speak their mind than they would in a more
formal setting. They allow participants to meet with a greater degree of spontaneity and
flexibility.
Purpose of an informal meeting-

The purpose of a formal meeting is to discuss the list of predetermined topics and address
the set of objectives, and make decisions relating to them. Formal meetings are a requirement of
some companies to promote transparency and accountability. These meeting allow proper
discussions to be taken about issues within the company
P4.2Role and responsibilities of the chair
The role of the Chair is to ensure that an accurate record of a meeting is made. The chair
of the meeting has a responsibility to
Help the minute taker with agreeing agenda items.
Follow the agenda items in sequence.
Informing the minute taker of any items to be removed from the agreed agenda.
Summarise specific points, decisions or action agreed for each agenda item before
moving on to the next item.
Agree and provide a summary for long discussions
Review the minutes when they are written as a draft (McGuigan 2015)
P4.3Role of others in a meeting
MEETING MINUTE TAKER- Send proposed agenda- To team so they have a baseline for planning the next meeting
agenda. Invite agenda item submission- From all meeting attendees prior to the meeting
 Write up agenda- Including all items carried forward from previous minutes and new
items received from the meeting attendees and meeting leader (chairperson). Send
completed agenda to all participants prior to the meeting taking place (Vapnik and
Chervonenkis 2015 ).
Meeting CHAIRPERSON Plan and coordinate the meeting- In line with an agreed meeting processwhich includes
writing meeting objectives, negotiating meeting time and date with attendees, booking
venue, inviting attendees, inviting special guests, and planning catering if required
 Manage the meeting process- By ensuring all meeting roles are assigned and
expectations clearly communicated- That are negotiated and agreed to by the whole the
team.

TIME KEEPER
 Assist the meeting leader(chairperson) to monitor meeting time frames by keeping an eye
on the time allocated to agenda items (using the agenda as a guide) and making sure the
meeting is on track and within agreed times for each agenda item
 Inform the meeting- When only 5 minutes remains on each agenda item
P4.4Techniques to facilitate a meeting
Facilitation techniques accelerate the capture of planning, analysis and design
information and ensure that session participants work together effectively. Facilitation
techniques are used for information collecting, decision making, communication, and meeting
management (Shearn, Rubulotta and DeVita 2017 ).
TASK5
P5.1Use of targets and budgets to manage workloads
Target-
 Team- Setting target ensure each member of the team understated where they and other
team member fit into the overall picture and how their individual target contribute to
team .
 Organizational - The size of a business will usually dictate who you need to address
your sales pitch to for your product or service. Purchasing decisions in smaller businesses
are often made by the owner or a managing director
Budget - Managing work and time priorities is not just a matter of dealing with the volume of
work you do and the time you spend doing it, you also have to deal with your own approach to
work.
Many of us really enjoy our work and happily put in long hours. However, workloads
have been getting larger in recent years. At some point all of us need to take stock and check that
in the time we are working, we are doing the right thing and not mistaking activity for
productivity (Walker, 2015)
P5.2Allocate work to individual team members
It is important to when allocation to team members , it may be useful to hold team
meeting to communicate ;
 what the team is required to achieve
 why the team is required to achieve it

 how to the team is going on achieve it
 by what date and time (Sornette 2017).
this will clarify target and how they are going to be achieve.
P5.3Different quality management techniques to manage the performance of administrative
team
Several quality management techniques have been developed in recent year; these include
 six sigma – A set of management techniques intended to improve business processes by
greatly reducing the probability that an error or defect will occur.
 lean system -A systematic approach to the identification and elimination of waste and
non-value added activities through employee development and continuous improvement
in all products and services.
 TQM- Describes a management approach to long–term success through customer
satisfaction. In this effort, all members of an organization participate in improving
processes, products, services, and the culture in which they work.
Other more basic techniques those include
 SMART target- It has several slightly different variations, which can be used to provide
a more comprehensive S - specific, significant, stretching. M - measurable, meaningful,
motivational. A - agreed upon, attainable, achievable, acceptable, action-oriented.
 key performance indicator- A quantifiable measure used to evaluate the success of an
organization, employee, etc. in meeting objectives for performance
P5.4Techniques used to identify the need for improvements in team outputs and standards Observation- This method is psychological research entail the and description of a
subject's behaviour. Researchers utilizing the it can exert varying amounts of control over
the environment in which the observation takes place. Feedback - Information about reactions to a product, a person's performance of a task,
etc. which is used as a basis for improvement. it is modification or control of a process or
system by its results or effects, for example in a biochemical pathway or behavioural
response.

 Analysis errors – It is described for reliably estimating the magnitude of each error a
rising in planar near-field measurements. They include mathematical analysis, computer
simulation, and measurement tests (Sorokin 2015)
TASK 6
P6.1Characteristics, requirements and purposes of different types of events o Conference- :Convention (meeting), meeting of a, usually large, group of individuals
and/or companies in a certain field. Seminar -It is a form of academic instruction, either at an academic institution or offered
by a commercial or professional organization.
Characteristic
 Format
 Presentation
 Size Activities
Requirement
 Venue
 Publicity
 Equipment-resources

P6.2 Type of information and sources need to an organization
Information sources ;
 Speakers-
 documentation
 furniture
 stationary
 decoration
P6.3Plan for an event
Develop an event plan listing all the take that need to be complete along with target. Most
major event can take 12 months or more top arrange
A Gantt chart will help
Twelve months before the event

 Confirm venues
 Invite speaker
Six months before
 Conform program
 Invite attendance
One weak before
 Confirm final number to the venue
 Work out seating plan
P6.4Identifyies the right resource from an event plan
For any event organization need to take into account to the resource that are required by
the particular event .which may include accommodation, catering, equipment , car parking ,
sparklers , decoration many more (Spillane and Coldren 2015) .
P6.5Type of information need by delegate before , during and after an event
Type of information;
 Objective of event
 fees/ costs
 venue detail
 giving feedback
 joining instructions
 presenters
 health, safety and emergency procedures
 specific inquire
 activities scheduling
CONCLUSION
In this research concluded about In this research define the self management learning
approaches and style of self management in this define purpose of learning and benefits of
learning in self management. understanding of each learning outcome and that they have
developed an understanding of a variety of administration principles, including the management
of an office facility.

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Sornette, D., 2017. Why stock markets crash: critical events in complex financial systems.
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