Report: Managing Business Activities for TripleS Company

This report provides a comprehensive analysis of managing business activities at Superior System Solutions (TripleS), a small organization facing operational challenges. The report begins with an organizational chart and explores the link between the company's processes and its objectives, evaluating quality gateways and outputs. It then develops an operational plan using a Gantt chart and SMART objectives, addressing how the manager will meet company requirements and develop monitoring systems. The study also delves into designing systems, promoting a quality culture, and recommending improvements to the organizational structure, including the implications of proposed changes. Furthermore, the report addresses risk assessments, health and safety regulations, and a systematic review of organizational health and safety policies, concluding with practical applications in the workplace. The analysis highlights strategies to improve quality, customer service, internal communication, and health and safety, offering insights into resolving operational issues and building a quality gateway for TripleS.

Managing business activities

Table of Contents
INTRODUCTION................................................................................................................................3
Task 1....................................................................................................................................................3
A). Organizational chart to illustrate current structure of Triples....................................................3
b). Link between company’s process to its aim and objectives.......................................................4
c.) Evaluation of quality gateway and output of the process...........................................................5
TASK 2.................................................................................................................................................6
A) Developing an outline plan with the use of a Gantt chart ........................................................6
(Squire, 2006)B) SMART Objectives..............................................................................................7
C) How will the manager make sure to meet the company’s requirement......................................8
D) Developing monitoring and
control systems...............................................................................................................................8
TASK 3.................................................................................................................................................9
A) Design systems and recommendations.......................................................................................9
B) Demonstration of quality culture..............................................................................................10
C) Recommend improvements in the organizational structure. ....................................................10
D) Implications of proposed changes............................................................................................11
TASK 4 ..............................................................................................................................................12
A) Risk Assessments .....................................................................................................................12
B) Health and Safety Regulations..................................................................................................13
c) Systematic review of organisational health and safety
policies..........................................................................................................................................13
D) Practical application of health and safety policies in the workplace........................................14
CONCLUSION..................................................................................................................................14
REFERENCES...................................................................................................................................15

Illustration Index
Illustration 1: Organization chart of TripleS including major position................................................4

Index of Tables
Table 1: Gantt Chart.............................................................................................................................9
Table 2: New Organisational Structure...............................................................................................13

INTRODUCTION
Managing business activities is very important and crucial task for management of an
organization. Generally, companies focus on appropriate management of function for acquiring
business growth. But, sometime it is required for making necessary changes and resolving any
commercial issues in an organization. The current research project is based on concepts of business
activities and their management (Milosevic, Martinelli and Waddell, 2009). Regarding this it
focuses on a case study of small organization - Superior System Solutions (TripleS) which is now
facing some operational issues. Major reasons behind these problems are inappropriate planning
and analysis of operation management. Issues are relevant to quality, customer service, health and
safety and internal communication, etc. So, now company has been employed a new operation
manager which will try to manage different activities of the company and resolve associated issues.
Study includes importance of business process and functions to attain organizational objectives.
Further, research develops a plan for implementing operational strategy. Operation manager of this
firm will also try to use appropriate system to monitor business activities and improve
organizational performance. Including this, management of business activities related to health and
safety are also including in the following paragraphs of the report.
TASK 1
A). Organizational chart to illustrate current structure of Triples
As per the given scenario TripleS has been following hierarchical organizational chart which
is presented as under:
Illustration 1: Organization chart of TripleS including major position

 Finance manager: At this position, financial manager has responsibility of raising and
managing funds of the company. Inclosing this, appropriate allocation of finance on
different business activities is also one of the major accountability of finance manager of
TripleS. Marketing manager: TripleS is a small business organization so, for future growth manager
is accountable for using suitable marketing activities such as advertisement, promotion,
branding, etc (Singh and Sharma, 2009). Operation manager: He/ She is responsible for managing different operations of an
organization. Along with this, manager needs to focus on resolving different issues such as
inappropriate quality, customer service, health and safety and internal communication.
 HR manager: Human resource manager of TripleS focuses on the recruitment and selection
of skilled and experienced employees for managing various business activities and resolving
operational issues of the company.
Organizational culture focuses on the values, beliefs, behavior and assumptions of every
personnel of the company (Lazarte and et.al, 2013). All these attributes have strong link with the
business structure of TripleS. Hierarchical structure of this organization determines work ethics,
performance and approaches which helps in developing culture of the company. Appropriate
structure helps in motivating employees of the company by using appropriate strategies which
focuses on the needs and requirements of employees as per their behavior and attitudes. Therefore,
structure and culture of Triples have strong link which helps in improving communication and
performance of the company.
Above discussed structure of TripleS is significant in allocation of roles and responsibility to
different personnel. Along with this, it improves communication at workplace which leads
proficiency in different business activities (Vaask and Pitsi, 2010). But on the other hand sometimes
hierarchical structure of the company develops a centralized system in an organization which may
affect the level of motivation of middle and lower level of employees.
b). Link between company’s process to its aim and objectives
Business process management focuses on different activities of the company such as
planning, controlling, improving business operations and assuring quality etc. Regarding this,
companies use a specific model which is PDCA (Plan + Do + Check + Acting). This model focuses
on the different issues of the company as well as try to resolve these issues in effective manner. So,
this model is based on organizational aim and objectives. Therefore, link between company’s
process and organizational objectives is required to get appropriate to resolve different issues
(Process management, 2015).

As per the given case TripleS is associated with some operational issues such as quality,
customer services, health and safety and internal communication. So, aim of this organization is to
resolve all these issues. Objectives of TripleS focuses on improving quality, customer service and
internal communication of company. Further, organization needs to maintain health and safety at
workplace. In addition to this, the company is focused towards hiring experts that can provide
assistance to have improvement in quality aspects. However, developing process map for the
function of quality improvement which is also beneficial to meet customer needs in appropriate
manner. Such map exhibits number of actions which enterprise uses with the aim to attain desired
outcome of particular function. It is also significant for management to have effective selection of
methodology so that business can easily accomplishing goals and objectives.
TripleS should use Total Quality Management (TQM) process for reducing defects and
improving quality of products and services. It will also help in reducing wastage and improving
productivity of the small business. Overall, it will resolve the quality issue of TripleS as well as also
improve the quality of products and services (Roy and Banerjee, 2012). Including this, company
can use ECRM (Electronic Customer relationship management) system for getting solution of
customer service problem. It will help in satisfying needs and requirements of customers as well as
augment the level of satisfaction. In addition, Triples should follow different health and safety
regulations for developing policies of the company. It will help in maintaining health and safety at
workplace. Along with this, TripleS should use emails, telephones and SMS as communicational
tools for improving internal communication at workplace (Squire, 2006). Therefore, all these
strategies will help in attaining aim and objectives as well as resolving operational issues of the
organization.
c.) Evaluation of quality gateway and output of the process
As per the given business scenario, there are different elements which is affecting quality of
the software by which they cannot compatible with their respective hardware. So, TripleS needs to
consider all these attributes to build a quality gateway. Regarding this, organization needs to focus
on different operational issues. Along with this, company needs to assure about the link between
business process and aim and objective of the company. It will help in getting appropriate solution
of the operation issues and improving quality of products and services of TripleS (Lambert and
Schwieterman, 2012). Including this, appropriate and continuous monitoring of different business
processes and quality department of the firm will also help in developing quality gateway. Including
this, Operation manager of the organization needs to focus on appropriate implementation of the
different strategies because it is necessary for getting final outcomes with specific level of
standards. In addition, optimum allocation of the resources is also one of the important function for
building quality gateway.

Company can focus on building better quality gateway so that overall performance can be
improved in appropriate manner. However, the process of building quality gateway comprises of
varied elements which helps business in carrying out the activities to improve customer needs. It is
significant for management to ensure that the data base about customer needs has been accessed in
appropriate manner. It will improve overall working of organisation and leads business to
impressive level of success. Skilled employees needs to be hired so that quality gateway can be
maintained in appropriate manner.
Evaluation of the outcomes of different business processes have reflected that these
producers will help in improving quality of software and developing strong communication at
workplace. Including this, results of these processes will comprise health and safety of personnel
and effective relationship with customers (Miller, 2005). Overall, proposed strategies will resolve
operational issues and develop quality gateway for TripleS.
TASK 2
A) Developing an outline plan with the use of a Gantt chart
The operational plan is referred to as a detailed plan which is used to create a strategic
framework (Lambert and Schwieterman, 2012). The operational plan for TripleS is presented below.
In-charge of the
Operation Plan
Operation manager, TripleS
Organizational
analysis
After analysing the current market position of the company, it is clear that
TripleS requires strategic operational plan to achieve the goals and
objectives (Lazarte and et.al., 2013). The main strategy will be to create a
plan which will focus mainly eliminating problem's faced by the company.
This will be done through effective planning, identifying and eliminating
issues faced in the quality, customer service, health and safety,
communication and product department.
Actions to be
taken (Strategies
employed)
 Improve the quality of the product instead of bringing only
innovation. The developers will have to create products which are
user friendly and provide value to money to the customers.
 To provide efficient after sale service like guarantee and warranty to
the customer so as to achieve better customer satisfaction (Miller,
2005).
 Safeguarding health by introducing safety tolls for the employees
working in TripleS. The organization will have to be sound and

secure from any operational hazard.
 To improve internal communication between employees by
understanding the needs of employees and creating proper method
like introducing verbal and written tools (Nevins, 2015). For
example, notification boards, timely emailing and phone calls.
Time frame Within 6 months.
Resources
Required
 Training and development activities.
 Improvement in the raw materials.
 After sale-support staff (Milosevic, Martinelli and Waddell, 2009) .
 to create safe working policies.
Implementation
Plan
Proper arrangement will have to made regarding delegation of authority
and procurement of resources. The control system must be strong so as to
achieve the targets in the designated time-frame (Roy and Banerjee, 2012).
Monitoring In order to achieve the target the manager will have to ensure to timely
monitor the activities and to make sure that each activity is completed in
the given time frame (Singh and Sharma, 2009). Apart from this
performance analysis will be done to ascertain employee quality.
Gantt Chart
Activitie
s
0.5
mont
h
1
mont
h
1.5
mont
h
2
month
2.5
mont
h
3
mon
th
3.5
mont
h
4
mont
h
4.5
mont
h
5
mont
h
5.5
mon
th
6
mon
th
Organis
ational
Analysis
Planning
Acquirin
g
resource
s
Impleme
nting

strategie
s
Monitori
ng
Table 1: Gantt Chart
In order to target the key problems, the manager has to focus ion implementing strategies on
the set time fame so as to achieve the goals and objective of the company .
(Squire, 2006)B) SMART Objectives.
SMART objectives are those specific, measurable, attainable, relevant and time bound goals
created to achieve specific goals and objective of the company. The strategy created by the
operation manager must consist of two or three elements of these SMART objectives (Vaask and
Pitsi, 2010). In order to achieve the goals and objectives, manager must pay attention on the time
constraint. The time boundation as presented in the operational plan must be duly fulfilled. By
adhering to the tie frame the manager will be able to achieve goals and objectives within the
abilities and skills of the employees. This will also save TripleS from exploitation of its resources
procured as per the plan. The strategies formulated are relevant and feasible in terns of achieving
productivity for TripleS. The planning done by the manager is adequate in eliminating the issues
faced by the company (Aversano, Grasso and Tortorella, 2016). For example, the manager has
allotted a period of 1 month in procuring resources. This is done so as to acquire superior range of
resources to improve quality of TripleS products.
C) How will the manager make sure to meet the company’s requirement
To insure that the new strategies formulated are delivered on time, following steps must be
taken. They are as followed.
 Time Management- The manager will have to be strict in adhering the time frame. The
targets created by each activity must be fulfilled in the given period of time (Camarinha-
Matos, Afsarmanesh and Rabelo, 2013). This should be done so as to decrease the
probability of late work from employee's end. The manager will have to efficiently manage
time allotted to specific activities.
 Risk Management- Risk management refers to identifying risk related issues associated
with each activity. The manager must conduct a risk analysis before starting any activity.
This will help the manage to analyse any issues that may arise in implementing the
strategies in TripleS. The major advantage will be in evaluating any financial risk like
shortage of funds and thus the manager can find alternatives in order to minimize the risk.

 Resource allocation and utilisation- In order to achieve high quality standard the manager
will have ensure to procure resources which have a higher calibre (Chesbrough, 2013). A
better grade raw material will yield better productivity and will increase product's life cycle.
After selection and procurement of resources the next step must be to properly allocate and
utilise the resources. Optimum utilisation will enable the employees in designing a higher
quality product.
 Mandating legal and ethical regulations- In order to create a good product each
organisation is required to create a product which is adapted on ethical and legal ground. By
adhering to the safety and health regulations formulated by the legal structure the company
can evaluate any risk against the employee's.
D) Developing monitoring and
control systems
In order to evaluate performance of the activity performed under the operational plan. The
manager is required to create monitoring system to be able to control the activities.
 Performance Analysis- The manager will have to conduct a performance analysis of each
employee. To do this he/she is required to measure the input and output yielded by each
employee (De Clercq, Lim and Oh, 2013). Their performance will be judged on the basis of
quality provided by the employee's. This will enable the manager to check on the quality
standard provided by the employees.
 Cost benefit analysis- After completion of each activity the manager is required to conduct
a cost benefit analysis. This analysis is done to to assess the cost incurred on the project.
This very important for the manager to adhere with the cost and budget generated for each
activity.
 Waterfall Model- This model is specifically designed to be used in software firms. In order
to monitor the activity the manager can control the flow of progress of the above activities
(What is Waterfall model- advantages, disadvantages and when to use it?, 2016). For
example a downward approach can be levied which will enable the manager in
conceptualising, initiating, analysing and design the strategies and objectives.
Monitoring and controlling systems must be effectively exercised so as to improve the
productivity and performance of the employees (Forsgrenand Johanson, 2014). Monitoring systems
will assist the manager in controlling and identifying loop hole that are hampering the productivity
of employees.
TASK 3
A) Design systems and recommendations
The following are quality techniques that can be introduced in the organisation.

 Total Quality Management- This technique uses a team of workers who focus to identify
weakness and loopholes occurring amidst the activities (Galizzi and Venturini, 2012). In
order to achieve a rich quality standard the team undergoes and training and improve the
quality of the products. ISO 9000 is a quality standard system which ensures customers that
the organization has met all the quality standards required by them. This method is justified
as it is type of benchmark created to achieve high standard quality to enhance customer
satisfaction.
 Quality Circles- The quality circle is group of people who come together to identify and
analyse any issue that may hamper the quality of the products. These circle are implemented
in the operation in order to improve the quality and standard of technology used in
manufacturing products of TripleS (Janiesch, Matzner and Müller, 2012). For example, the
Kaizen quality circle focuses on reducing the wastage created by manufacturing process of
the company. This way TripleS will be able to achieve sustainable measures that will
improve products life cycle and thus will enhance its quality as well.
 Six Sigma- This tool seeks to improve the quality of the product manufactured by TripleS.
The company is responsible to check the defects or flaws that occur during manufacturing
process (Jeston and Nelis, 2014). The company will have to ensure to check each product
and then approve it to further sale in the market. This is rationalized approach to identify
flaws in products prior to sales.
The above quality standards system are justified in enhancing and achieving rich quality
standards for their products.
B) Demonstration of quality culture
B) Demonstration of quality culture
In order to be advanced in terms of high quality of the product, the manager at Triples will
have to ensure to use quality control materials. These are a set of procedure implemented in the
organisation to achieve the highest quality products (Kanter, 2015). Triples is required to adhere
with the quality checks. As a part of technology industry, the firms requires to check the product
manufactured by the company. This helps the company in meeting the needs and requirements of
the customers. For example, before purchasing any hardware products the company must ensure to
check their price and quality. It is not necessary that low priced products is not good in terms of
quality. A standardised material will enhance the productivity of the product. While manufacturing
and post sale TripleS will have to test each product so as to identify their weakness or mistakes.
This process is called as quality control (Kaplan and Anderson, 2013). Employees should be given
training and have a culture where every person tries to perform quality work. A set system id
formulated by the manager as per the companies goals and objectives and each products before