Business Administration Report: Office Management and Budgeting

This comprehensive business administration report delves into various crucial aspects of organizational management. It begins by outlining the core principles of business administration and proceeds to cover several key units. Unit 11 focuses on managing office facilities, including identifying problems, implementing changes, and monitoring procedures. Unit 15 explores data analysis and presentation, encompassing primary and secondary data, qualitative and quantitative research, and methods for data evaluation. Unit 19 addresses mail handling, covering internal and external mail, franking machines, and security protocols. Unit 55 delves into budget management, including preparing, approving, and evaluating budgets, along with strategies for variance analysis. Finally, Unit 65 examines recruitment, selection, and induction practices, covering workforce profiles and closing strategies. The report provides a structured approach to understanding essential business administration concepts, offering practical insights and real-world examples for effective organizational practices. The report also includes content from Unit 73.

BUSINESS
ADMINISTRATION

Table of Contents
INTRODUCTION...........................................................................................................................1
UNIT 11 (Manage Office Facility)..................................................................................................1
1.1................................................................................................................................................1
1.2................................................................................................................................................1
1.3................................................................................................................................................1
1.4................................................................................................................................................1
1.5................................................................................................................................................2
UNIT 15 (Analyse and present business data).................................................................................3
TASK 1............................................................................................................................................3
1.1................................................................................................................................................3
1.2................................................................................................................................................3
1.3................................................................................................................................................4
1.4................................................................................................................................................4
1.5................................................................................................................................................4
1.6................................................................................................................................................4
1.7................................................................................................................................................4
TASK 2............................................................................................................................................5
2.1................................................................................................................................................5
2.2................................................................................................................................................5
2.3................................................................................................................................................5
2.4................................................................................................................................................5
2.5................................................................................................................................................5
2.6................................................................................................................................................5
2.7................................................................................................................................................6
TASK 3............................................................................................................................................6
3.1................................................................................................................................................6
3.2................................................................................................................................................6
3.3................................................................................................................................................6
UNIT 19 (Handle Mail)...................................................................................................................6

1.1................................................................................................................................................6
1.2................................................................................................................................................6
1.3................................................................................................................................................7
1.4................................................................................................................................................7
1.5................................................................................................................................................7
1.6................................................................................................................................................7
3.2................................................................................................................................................7
UNIT 55 (Manage a Budget)...........................................................................................................7
1.1................................................................................................................................................7
1.2................................................................................................................................................7
1.3................................................................................................................................................8
1.4................................................................................................................................................8
TASK 2............................................................................................................................................8
2.1................................................................................................................................................8
2.2................................................................................................................................................8
2.3................................................................................................................................................8
2.4................................................................................................................................................9
TASK 3............................................................................................................................................9
3.1................................................................................................................................................9
3.2................................................................................................................................................9
Labour.........................................................................................................................................9
Materials......................................................................................................................................9
Flexible Budget...........................................................................................................................9
Cost and Efficiency.....................................................................................................................9
3.3................................................................................................................................................9
3.4..............................................................................................................................................10
3.5..............................................................................................................................................10
3.6..............................................................................................................................................10
TASK 4..........................................................................................................................................10
4.1..............................................................................................................................................10
4.2..............................................................................................................................................11

UNIT 65 (Recruitment, selection and induction practice).............................................................11
TASK 1..........................................................................................................................................11
1.1..............................................................................................................................................11
1.2..............................................................................................................................................11
1.3..............................................................................................................................................11
1.4..............................................................................................................................................12
1.5..............................................................................................................................................12
1.6..............................................................................................................................................12
1.7..............................................................................................................................................12
1.8..............................................................................................................................................12
1.9..............................................................................................................................................13
TASK 2..........................................................................................................................................13
2.1..............................................................................................................................................13
2.2..............................................................................................................................................13
2.3..............................................................................................................................................13
2.4..............................................................................................................................................13
2.5..............................................................................................................................................14
2.6..............................................................................................................................................14
2.7..............................................................................................................................................14
TASK 3..........................................................................................................................................14
3.1..............................................................................................................................................14
3.2..............................................................................................................................................14
3.3..............................................................................................................................................14
3.4..............................................................................................................................................14
3.5..............................................................................................................................................15
3.6..............................................................................................................................................15
TASK 4..........................................................................................................................................15
4.1..............................................................................................................................................15
4.2..............................................................................................................................................15
4.3..............................................................................................................................................15
4.4..............................................................................................................................................16

4.5..............................................................................................................................................16
4.6..............................................................................................................................................16
4.7..............................................................................................................................................16
UNIT 73.........................................................................................................................................16
TASK 1..........................................................................................................................................16
1.1..............................................................................................................................................16
1.2..............................................................................................................................................17
1.3..............................................................................................................................................17
1.4..............................................................................................................................................17
1.5..............................................................................................................................................17
1.6..............................................................................................................................................17
TASK 2..........................................................................................................................................18
2.1..............................................................................................................................................18
2.2..............................................................................................................................................18
2.3..............................................................................................................................................18
TASK 3..........................................................................................................................................19
3.1..............................................................................................................................................19
3.2..............................................................................................................................................19
3.3..............................................................................................................................................19
3.4..............................................................................................................................................19
3.5..............................................................................................................................................20
3.6..............................................................................................................................................20
TASK 4..........................................................................................................................................20
4.1..............................................................................................................................................20
4.2..............................................................................................................................................20
4.3..............................................................................................................................................21
4.4..............................................................................................................................................21
4.5..............................................................................................................................................21
4.6..............................................................................................................................................21
CONCLUSION..............................................................................................................................21

INTRODUCTION
Business administration can be said as an important element in an organisation. They
provides employees with a systematic procedure of doing any task (Hettne, 2016). Managers and
leaders helps their workers and guide them in performing the task. In this report, management of
office facility is mentioned along with how to handle the mail.
UNIT 11 (Manage Office Facility)
1.1
 Identify Problems
 Plan Changes
 Implement Changes
 Monitor the Procedures
1.2
 Identify Priorities
 Adopt a Good Attitude
 Learning
1.3
 Act Like a Business Owner
 Research
 Sell Your Department Wisely
 Start a Dialogue
 Keep Your Maintenance On-Schedule
1.4
The office
Services
 Receiving incoming and sending outgoing communications in the form of electronic mail,
letters, forms, telephone, fax and courier (Cascio, 2018). Recording and sorting information for future references.
Staff
 Identifying the roles of clerical, secretarial, reception and administrative support staff.

 Describe their basic duties and responsibilities.
Health and Safety
 Identify potential hazards in an office and explain how they can be avoided.
 Describe and undertakes standard procedures for reporting hazards and accidents. Identify safe working practice to maintain a safe and healthy working environment
(Picard, 2014).
Systems and Procedures
Handling the mail
 Describe a system for opening, distributing and circulating incoming mail within an
organisation Describe procedures for preparing and despatching outgoing mail.
Stationary and stock
 Describing simple stock control procedures for the ordering, storing and issuing of office
stationery and suppliers. Complete stock requisitions and stock control cards.
purchase and sale of goods
 Identify the principle documents used in the purchase and sale of goods.
 Differentiate between trade and cash discounts.
1.5
 Hire an Adequate Workforce
 Offer Fair Compensation
 Don’t Micromanage
 Ask for Suggestions
UNIT 15 (Analyse and present business data)
TASK 1
1.1
Primary Data
Advantages:
 Research is oriented for specific goals and purpose, cutting out possibility of wasting
resources (Pollard, Minor and Swanson, 2014).

 Gives original research quality, and does not carry bias or opinions of third parties.
Disadvantages:
 Primary research may ask for huger expense than secondary research. The procedure is more time consuming, and costs a lot of assets.
Secondary Data
Advantages:
 Cost-effect, ready made observations, less time spent on gathering information.
 Statistically reliable, less requirement of expertise from internal team. Trustable and ethical practices existing to support or organize other researches.
Disadvantages:
 Information may be unsuitable for current research project.
 Not customized, may require intensive study to judge validity of data.
1.2
Qualitative
Qualitative Research is primarily exploratory research. It is used to gain an understanding
of underlying reasons, opinions, and motivations. It provides insights into the problem or helps
to develop ideas or hypotheses for potential quantitative research.
Quantitative
Quantitative Research is used to quantify the problem by way of generating numerical
data or data that can be transformed into usable statistics. Quantitative Research uses measurable
data to formulate facts and uncover patterns in research. Quantitative data collection methods
include various forms of surveys –online surveys, paper surveys, mobile surveys and kiosk
surveys, face-to-face interviews etc (De Meyer, 2013).
1.3
Evaluating the quality of research is essential if findings are to be utilised in practice and
incorporated into care delivery. Concepts such as reliability, validity and generalisability
typically associated with quantitative research and alternative terminology will be compared in
relation to their application to qualitative research (Smith, Brännström and Jansson, 2015).
1.4
 Surveys

 One-on-one Interviews
 Focus Groups
 Blogs and Social Networks
1.5
 Biased sampling
 Vague data
 Not a valid hypothesis
1.6
 Reliability
 Validity
 Biased answers
 May be not authentic
1.7
 Scope and purpose
 Principles
 Appropriate methods and tools
 Interpretation of results
 Presentation of results
 Quality indicators
TASK 2
2.1
These factors include the number of repetitions to ensure the statistical characteristic of
the study, the variation range of the mean closing time of the circuit-breaker contacts, the model
used for the representation of the transmission line, and the influence of transposition (Bowman
and Thompson, 2013). The shunt compensation degree is considered as an independent
parameter.
2.2
 Informed consent
 Respect for anonymity and confidentiality

 Skills of the researcher
2.3
 Define a layout for your data organization
 Separate your data into categories
 Analyse your data using a variety of tools.
2.4
Valid
They can use suitable elements from which company can get better results.
Reliable
Reliable which they got must be dependable and trustworthy.
2.5
When analysing data from a probability sample, analytical methods that ignore the survey
design can be appropriate, provided that sufficient model conditions for analysis are met
(Ahamed, Inohara and Kamoshida, 2013).
 Simple random sampling
 Data structure
 Variables
2.6
 Separate data from analysis, and make analysis repeatable
 If possible, check your data against another source
 Document your process.
 Get feedback from others
2.7
Once a researcher has designed the study and collected the data, it is time to examine the
information and draw conclusions about what has been found so that he/she can evaluate the
possible outcomes.

TASK 3
3.1
To start a file there is always a proper structure and style which company has to follow so
that it can be executed in a proper manner. In this aspect, all font, style, size need to understand
and inspect properly which consider under the house style (Skärvad and Bruzelius, 2017).
3.2
With every data and its analysis, there is a risk various limitations that can hamper the
reliability and its understanding. Thus, this section have to understand by the company and
should be able to provide information properly with graphs and charts.
3.3
Every data need to be analysed properly so that they can put all essential source into it.
This will make easy to evaluate such things properly as well as better understanding about every
consideration get done (Fishburn, 2013).
UNIT 19 (Handle Mail)
1.1
 Return to sender
 Mail Preference Service
 Door-to-door opt out
 Contact the sender
1.2
Mail falls firstly into 2 categories:
 Internal: From inside. Example: memos, reports, forms, notices.
 External: From outside the organisation. Example: e – mail, from computer to computer.
 Traditional: Hand delivered. Anything send by post.
 Electronic: Via telephones. Example: e – mail, fax.
1.3
A franking machine is a device that franks all outgoing mail with the date, item price and
usually a return address and company logo.

1.4
After all the post, has been franked, it to be placed inside the appropriate posting bag,
based on its class: this is for easier distribution.
1.5
To ensure security of mail items, all post addressed to employees are organised and
delivered to their pigeon holes, to be opened by themselves (Hanf, 2014).
1.6
There are several ways to identify a suspicious item, some characteristicsinclude5
misspelling of name or address, no return address, stains, discolouration or a strange odour, or
uneven/unnecessary packaging.
3.2
Firstly collect the mail from my co-workers, register the mail on a control registry of
outgoing mail, including information such as the sender, recipient, subject and the Method of
Dispatch (Foss and Knudsen, 2013).
UNIT 55 (Manage a Budget)
1.1
A project budget is the total sum of money allocated for the particular purpose of the
project for a specific period of time. The reality is that most project managers spend most of their
efforts on completing the project on schedule.
1.2
 Getting broad business buy-in is vital to building a business case for a mid market BI
project, according to analysts and BI pros.
 There can be a large educational component to the content analytics business case
because the technology is unfamiliar ground for many people.
1.3
Project managers use stakeholder analysis to identity the key stakeholder and to assess
interests, positions, alliances, and importance given to the project by such stakeholders. Such
knowledge allows project managers to interact more effectively with stakeholders and to increase
support for a given policy, program, or project (Hesselbarth and Schaltegger, 2014).