Business Administration Report: Office Management, Safety, and Events

This report delves into various aspects of business administration, starting with the legal requirements and typical services related to office facilities management. It then explores office management procedures, resource management, and techniques for monitoring workflows. The report also covers health and safety obligations, accident and emergency procedures, and the importance of meeting minutes, including their legal implications and accuracy. Furthermore, it examines different types of meetings, the roles of participants, and techniques for facilitating effective meetings. The report also addresses the use of targets and budgets for managing workloads, quality management techniques for administrative teams, and techniques for identifying areas needing improvement. Finally, it explores the characteristics, requirements, and planning of different types of events, including information needs before, during, and after events. The report concludes by emphasizing the importance of business administration in achieving organizational goals.

BUSINESS
ADMINISTRATION 4

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK ..............................................................................................................................................1
1.1 Legal requirements relating to the management of office facilities......................................1
1.2 Typical services provided by an office facility.....................................................................1
1.3 Establish office management procedures..............................................................................2
1.4 How to manage office resources...........................................................................................2
1.5 Techniques to monitor and manage work flows...................................................................2
1.6 Typical support and welfare facilities for office workers.....................................................3
2.1 Legal obligations of the employer for health and safety in the workplace...........................3
2.2 Individual’s responsibilities for health and safety in the workplace.....................................4
2.3 Accident and emergency procedures....................................................................................4
3.1 Purpose of meeting minutes..................................................................................................4
3.2 Legal implications of meeting minutes.................................................................................5
3.3 Importance of accuracy in minute taking..............................................................................5
3.4 What should and should not be included in different types of meeting minutes..................5
3.5 How to take notes during meetings.......................................................................................5
4.1 Features and purpose of different types of formal and informal meeting.............................6
4.2 Role and responsibilities of the chair....................................................................................6
4.3 Role of others in a meeting...................................................................................................6
4.4 Techniques to facilitate a meeting.........................................................................................6
4.5 Information requirements of a meeting before, during and after a meeting.........................6
5.1 Use of targets and budgets to manage workloads.................................................................7
5.2 Use of targets and budgets to manage workloads.................................................................7
5.3 Quality management techniques to manage the performance of an administrative team.....7
5.4 Techniques used to identify the need for improvements in team outputs and standards......7
6.1 Characteristics, requirements and purposes of different types of events..............................8
6.2 Types of information and information sources needed to organise an event........................8
6.3 How to plan an event............................................................................................................8
6.4 How to identify the right resources from an event plan........................................................8
6.5 Types of information needed by delegates before, during and after an event......................8

CONCLUSION................................................................................................................................9
REFERENCES .............................................................................................................................10
.......................................................................................................................................................10

INTRODUCTION
Business administration is an effective and wide field that determine the various type of
management positions (Scheer, 2012). Thus, it is important for business organization to includes
skilled and able workers so that they can easily attain success. This report is based on office
facilities and health and safety at workplace. Along with this, meeting minutes is also mentioned
in this report.
TASK
1.1 Legal requirements relating to the management of office facilities
In business organization number of legal requirements are there that help in
managing office facilities. All these help in improving performance level of the
company.
 Equality Act 2010
 Employment Right Act 1996
 Data Protection Act 1998
1.2 Typical services provided by an office facility
There are some effective and typical services that provide the company and
office facilities are as follows:
 Document production
 Data entry
 Audio Transcription
 Travel arrangements
 Reception
 Document control
 Invoicing
 Petty cash and expenses
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1.3 Establish office management procedures
Office management is one of the important process for every business
organization to improve their productivity level of the company (Hesselbarth and
Schaltegger, 2014). For this business organization includes some effective office
management process in order to maintain their ethical performance. All these are as
follows:
 Safe working procedures
 Use of telephones
 Equipment use and maintenance
 Resource use and stock control
 Purchasing equipment and service contracts
1.4 How to manage office resources
For attaining success, it is important for business organization to manage all the
resources in effective manner. This will contribute in enhancing the chances of
attaining success. In this context there are some ways to manager office resources are
as follows:
 Set an effective baseline to evaluate the current performance.
 Benchmark performance against same company.
 Create an effective action plan to attain set goals.
 Set specific target and responsibilities for staff to timely meet them.
 Monitor and evaluate the performance with the aim of set up reporting process
within the organization.
1.5 Techniques to monitor and manage work flows
Workers are play vital role business organization to perform all the activities in
systematic manner. Thu, it can be stated that overall performance of the company is
highly based on its workers (Allais and Hagen, 2013). In this context there are some
effective techniques to monitor and manager work flows:
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 Give responsibilities to employees
 Includes e-signing
 Clean up clutter
 Measure productivity
 Effectively differentiate among important and urgent
 Automate workflows
1.6 Typical support and welfare facilities for office workers
It is important for business organization to support and welfare facilities to their
workers so that they can easily perform their task and attain positive outcomes. Thus,
there are some facilities which must be provide to office workers to improve their
performance:
 Legal advice
 Counselling
 Financial assistance
 Health and leisure schemes
 Wash-rooms
 Refreshments
2.1 Legal obligations of the employer for health and safety in the workplace
Every business organization is responsible for implementing all the legal
requirements related to the health and safety at workplace (Kettl, 2015). Through which
they can easily improve their performance level of the workers at workplace. As there
are some legal obligations of the employer are as follows:
 Workplace Regulation 1992.
 The health and safety regulation 1992.
 The management of health and safety at work regulation 1999.
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2.2 Individual’s responsibilities for health and safety in the workplace
Every individual is responsible for maintaining positive and healthy work
environment. By this employees and workers can easily perform their task and
maintain their positive relation with others (Becker, Kugeler and Rosemann, 2013). In this
context, there are some responsibilities of individual for health and safety at
workplace:
 Risk reporting
 Effective use of equipment
 Own health and safety
 Other health and safety
 Operate activities on timely basis.
2.3 Accident and emergency procedures
It is important for business organization to provide healthy and safety
workplace for their employees so that they can easily execute their activities in
appropriate manner. In this, there are some effective accident and emergency
procedures which follow by the company in workplace:
 First aid boxes at different places in organization
 Trained first aiders
 Knowledge about the all the casualty department
3.1 Purpose of meeting minutes
The main purpose of meeting minutes is to maintain accurate records of entire
discussion that carried out at the time meeting. Mainly it is used in legal situation with
the purpose of resolving disagreement at workplace (Österle, 2013). With the assistance
of this, staff of company can easily improve their overall performance by taking
effective action.
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3.2 Legal implications of meeting minutes
In business organization, meeting minuted can be stated as legal documents at
the time of disputes. Thus, it is important for manager and top level management
effectively represent that what happened in the meeting. Along with this, it also may
contribute in protecting organisation and its participants as well.
3.3 Importance of accuracy in minute taking
It is more important that minuted are accurate as it provide details to the people
who were not take participate in future meetings. Mainly, it recorded by second
delegates person like chairman. They are responsible for encouraging as well as
motivating workers to completion of task before next meetings. Along with this, it is
also important that minutes are clear and correct which lead in reducing the chances of
arsing any kind confusion and misunderstanding.
3.4 What should and should not be included in different types of meeting minutes
Meeting are important for company to resolve specific issues and situation that
occur at workplace. In this, meeting can be formal and informal as it highly based on
agenda. Formal meeting includes title of meeting, time, date, number of people
present, location, number of persons attending and so on (Hughes, 2012). On the other
side, informal meeting includes title, date, purpose, roles of person, clear action and
many more. Both are signed by chairperson and meeting leader.
3.5 How to take notes during meetings
Meetings is play important role and also recorded in different format. In this
minutes can be record electrically on laptop. On the other side, alternative option is it
recorded through video and audible. As it allows the note taker to join in meeting
rather than taking notes. It also includes all the important points that could be
discussed in the meeting. This will helps in avoiding any kind of issue that occur at
the time of conducting meeting.
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4.1 Features and purpose of different types of formal and informal meeting
Formal meeting:
The main purpose of this type of meeting for shareholders to present annual
records. As it required minimum number of members to make meeting valid.
Informal meeting:
This type of meeting would be specific for department in which it will receive
updates information towards the company and its department as well. In this, ongoing
project will be discussed to completed in appropriate time frame (Baumann-Pauly and et.
al., 2013).
4.2 Role and responsibilities of the chair
The major role of chair is to lead and control all the activities of meeting. They
also responsible for keeps meeting on accurate time which may lead in attaining set
goals in effective manner.
4.3 Role of others in a meeting
In meeting attendees should be prepared on the basis of avoiding the issues and
side discussions. In this, they should ensure that action within the deadline and also
prepare a back report for upcoming meeting.
4.4 Techniques to facilitate a meeting
 A clear aim
 Good presentations to the meeting
 Willingness to take responsibilities for upcoming action.
 Active participation and listening
 A punctual start
 An assertive chairperson.
4.5 Information requirements of a meeting before, during and after a meeting
Before meeting, It includes list of attendees and also selecting the venue. It also
consider catering, accommodation and parking.
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After meeting, chair person provide copy to attendee of minutes. They also give
details about the next meeting related with date and time.
5.1 Use of targets and budgets to manage workloads
Target:
 Organizational
 Team
 Individual
5.2 Use of targets and budgets to manage workloads
Budgets:
 Capital
 Operational
5.3 Quality management techniques to manage the performance of an administrative
team
Quality management techniques:
 Smart targets
 Performance and status reporting
 KPIs
 Performance review
5.4 Techniques used to identify the need for improvements in team outputs and
standards
Techniques:
 Observation
 Performance review
 Analysis of mistakes
 Deadline met
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6.1 Characteristics, requirements and purposes of different types of events
Characteristics: Format, audience, format, activities, size, presentation formalities and
many more.
Requirements: Resources, Delegates, Equipment, Publicity, advertising and so on.
Events: Seminars, product launches, training courses, conferences, team building
events.
6.2 Types of information and information sources needed to organise an event
Types of information sources:
 Maps
 Caterers
 Venue
 Travel timetables
 Organizational policies
6.3 How to plan an event
Every business organization need to be planed an event in which they needs to
includes good communication skills, negotiation skills and also includes staff and
budget as well (Zott and Amit, 2013). Along with this, it also required innovation and
enough knowledge towards technologies.
6.4 How to identify the right resources from an event plan
Right resources for event plan:
 Staff
 documentation
 facilities
 equipments
 Stationery
6.5 Types of information needed by delegates before, during and after an event
 Cost
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 Venue details
 giving feedback
 activities scheduled
 further information
CONCLUSION
From the mentioned report, it has been concluded that business administration
is play as an important role in building as well as controlling all the activities of the
company with the aim of attaining set goals and objectives in allotted time frame.
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REFERENCES
Books and Journals
Scheer, A. W., 2012. Business process engineering: reference models for industrial enterprises.
Springer Science & Business Media.
Hesselbarth, C. and Schaltegger, S., 2014. Educating change agents for sustainability–learnings
from the first sustainability management master of business administration. Journal of
cleaner production. 62. pp.24-36.
Allais, M. and Hagen, G. M. eds., 2013. Expected Utility Hypotheses and the Allais Paradox:
Contemporary Discussions of the Decisions Under Uncertainty with Allais'
Rejoinder (Vol. 21). Springer Science & Business Media.
Kettl, D. F., 2015. The transformation of governance: Public administration for the twenty-first
century. JHU Press.
Becker, J., Kugeler, M. and Rosemann, M. eds., 2013. Process management: a guide for the
design of business processes. Springer Science & Business Media.
Österle, H., 2013. Business in the information age: heading for new processes. Springer Science
& Business Media.
Hughes, O. E., 2012. Public management and administration: An introduction. Macmillan
International Higher Education.
Baumann-Pauly, D. and et. al., 2013. Organizing corporate social responsibility in small and
large firms: Size matters. Journal of Business Ethics. 115(4). pp.693-705.
Zott, C. and Amit, R., 2013. The business model: A theoretically anchored robust construct for
strategic analysis. Strategic Organization.11(4). pp.403-411.
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