Office Management: Procedures, Systems, and Environment Report

This report delves into the intricacies of office management, encompassing the establishment and implementation of office management procedures, ways to enhance work and system effectiveness, and strategies for managing constraints related to office facilities and budgets. It explores factors crucial for designing office systems, procedures, and guidance documents, while also outlining methods to cultivate a productive work environment. The report further examines the maintenance of office equipment and consumables, systems for evaluating office effectiveness, and adapting to meet user needs. It emphasizes managing equipment maintenance, fostering effective supplier relationships, and ensuring administrative services meet agreed standards. The report concludes with a comprehensive analysis of office management practices and their impact on organizational productivity.

Business
Administration

Table of Contents
INTRODUCTION...........................................................................................................................1
1.1 Requirements of establishing and implementing office management procedures...........1
1.2 Ways of managing effectiveness of work and systems ...................................................2
1.3 Managing constraints attached to office facilities and related budgets...........................2
1.4 Factors to be taken into account in the design of office systems, procedures and guidance
documents...............................................................................................................................3
1.5 Ways to create an environment that is conducive to productive work.............................3
TASK 2............................................................................................................................................4
2.1Maintain equipment and consumables to agreed levels....................................................4
2.2 Establish systems to evaluate the effectiveness of office systems and procedures..........5
2.3 Effectiveness of office systems and procedures to meet users needs, adapting to meet
changing demands..................................................................................................................6
2.4Manage the maintenance of office equipments to meet users' needs and expectations ...7
2.5Manage effective relationships with suppliers .................................................................8
2.6 Taking actions to ensure that administrative services are provided to agreed standards 8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
An office is a place which has its own system for doing work of office. System refers to
an approach which is planned before to do daily work routine so that organisational goals and
objectives can be achieved. Office system involves physical layout of office, equipment and
supplies and relationship among employees, technologies and other resources of
business(Hakansson,2015). All these elements must coordinate with each other to attain smooth
and flexible working environment and successful results. Whereas office is a centre which gives
details in regards to transactions of business. This information is being utilised by managers for
performing functions of management such as directing, organising, staffing etc. This report is
about managing an office facility. Also it shows the understanding of management of an office
facility and managing and maintaining an office facility. Managing office facility as well as
office system will help in increasing productivity and profits of a company.
TASK 1
1.1 Requirements of establishing and implementing office management procedures
It is essential to make procedures of management within a company. Particular for
difficult tasks procedures are essential to manage tasks which are long, complex and may have
issues if are not completed within deadline which is allotted. Procedures of office management
helps in completing complex and length tasks in a allotted time. Office manager within an
organisation should make sure that all employees should have clarity about their job roles. They
are also responsible to give training to workforce to make sure that all the company;'s procedure
are being implemented properly.
Requirement for Procedure establishment: Its is necessary to establish procedures according to
government laws. Moreover effective procedures and policies will also lead to good outcomes
and performance for company. Through the help of establishment of procedure a manger can
manage upcoming risks within an organisation.
Requirement of implementing procedure: Proper implementation of procedures helps in
effective management of office systems. This will helps in developing effective communication
between employees and managers. By implementing training procedures helps in enhancing
skills and knowledge of employees.
These procedures should be implemented within an organisation so that productivity can
be increased; money, time and energy can be saved and it also helps in protecting environment.

1.2 Ways of managing effectiveness of work and systems
Work and system both are interconnected to each other within a office. Managing
effectiveness of both leads to productivity and profits of a company. Ways of managing
effectiveness of work and organisation systems are been discussed below.
 Time management: For being effective in work and system it is important to have
knowledge of managing time. Employees must allocate particular time to each work so
that one must know their priorities of completing tasks. This lead to completion of task
on time and also lead to productivity of system(Cooke and Alcadipani, 2015). By this
workers within office can use their time as an advantage.
 Performance management: This lead to successful completion of work. Performance
management means to give feedbacks and results of employees performance. Measuring
performance of workforce will help in achieving goals and objectives of office
effectively. Moreover staff are being rewarded under this if they do excel in their
performance.
 Training: If employees within an office are given training it will help in enhancing skills
and knowledge of them. This will lead to motivation of workforce and they will work
hard to produce better outcomes. Moreover it will lead to reduction in waste of resources
which will be beneficial in producing effectiveness at work as well as organisation
system.
1.3 Managing constraints attached to office facilities and related budgets
Constraints can be defined as an activity that put a limit within an office. They could be
physical such as material people, etc. or policies such as rules, norms, etc. Managing them are
essential in an office to increase its effectiveness and efficiency. Logical thinking process can be
applied for managing constraints within an office. This process is made up of six logic trees or
diagrams. It was created specially to determine polices within a workplace and find out best and
suitable one which constitute constraints to give a better performance(Duffy,Cave and
Worthington, 2016). There are different components in this process which involves Critical
Reality Tree, Future Reality Tree, Negative Branch and Transition Tree. Another tool for
managing constraint is “Drum-Buffer-Rope” Production Scheduling is where each is used for
describing different factors such as Drum is used for mentioning manufacturing company. Buffer
is a time which is made to protect against variability whereas, Rope is for protecting against

overloading CCR. Entire this constraint management tool leads to delivering reliability. Critical
chain is also an valuable asset in managing constraint. This method gives an appropriate and
better way to plan project activities by properly accommodating uncertainty and resolve needs
simultaneously for same resource(Grusec and Hastings eds., 2014). They have human
behavioural phenomenon which are results in tendency of technical professionals, student
syndrome, Parkinson's law and multitasking.
1.4 Factors to be taken into account in the design of office systems, procedures and guidance
documents
It is essential for systems and procedures within a workplace because it improves
operating efficiency, helps in marinating uniform procedure, optimum utilisation of resources
and many other factors are also included. For smooth functioning of an office it is necessary for
designing office systems, procedures and guidance. There are various factors which are taken
into account while establishing system which are mentioned below.
The role of top management in a company to take initiatives, share responsibilities and
show potential so that effective office system could be designed. Companies can adopt various
ways to design office such as recruiting consultants from outside to create effective procedures,
develop system committees to get suggestions which are suitable.
Factors that needs to be considered while design of procedures and guidance documents:
Office polices and procedures document are formulates when a task need to be done
within an organisation according to the office system.
1.5 Ways to create an environment that is conducive to productive work
Employees act as a lifeblood of a company. They play an important role for producing
productivity and profits within a workplace. By giving workers more conducive and productive
work, managers can obtain high performance of them (Hatch, 2017). For creating a productive
and conducive working environment follow methods can be used. Remove negative vibes: Workforce which leads to trouble due to their subordinates or
colleagues can create unnecessary tension within organisation. This also prevents rest of
employees from doing their tasks proficiently. To resolve this issue one must modify
their process of recruitment and selection in order to keep out people who are not fit for
office working environment. For selecting candidates interviews must be a mixture of
personality test as well as technical skills.

 Give employees space: Employees must be given their space of working. If there is a
lack of personal space it can lead to conflicts among employees and creates stress for
them. Increase comfort: A clean and hygienic environment can led to increase in performance
of an employee. By providing them proper light, chairs etc. will increase comfort zone of
employees and they will work hard to deliver better outcomes(Iansiti and Lakhani,
2014). Offer fair compensation: If a company wants their employees to be productive they
should give them compensation in terms of benefits and salary. This will motivate
employees and they will work dedicatedly for the company.
 Suggestions: As there are skilled employees within an organisation they have effective
suggestions which will deliver productivity and profits of firm. By hearing to
suggestions of employees will increase their morale and this will also lead in creating a
productive work environment for them.
TASK 2
2.1Maintain equipment and consumables to agreed levels
Equipments and consumables refers to machines or things which employees make use
within a workplace to increase productivity and profits. Moreover, it also helps to make work of
workforce easy and quick. To have smooth functioning of a business it is necessary to maintain
these machines from time to time time and keeping them updated. To ensure that equipments do
not deteriorate to a limit where it can put risks to people, employer as well as employees one
must maintain equipments in a proper manner(ohnson and Zinkhan, 2015). But there should be
nature and frequency of maintenance which can be analysed through assessment of risks and also
take into account various factors which are mentioned below.
 Recommendations of manufacturers
 Use of intensity
 Environment in which an individual is operating
 Knowledge as well as experience of user
 Risk incurred to safety and health from any malfunction.

Critical parts related to safety of work equipments requires an increased and frequent attention
levels when compared with other aspects. Steps must be taken to for maintaining equipment
which are mentioned below.
 Instructions of manufactures should give suggestions to ways that could be undertaken to
maintain work equipment safely and must be followed unless they have suitable reasons.
 Whenever possible equipments should be shut down normally and in case any residual is
released it should be stored (Kim, Kang and Lee, 2014).
2.2 Establish systems to evaluate the effectiveness of office systems and procedures
Office system refers to a specific set of work which is arrange in a chronological order or
ina proper manner is termed as an office system. It is a combination of equipments or
components of different elements within an organisation. There are various features of office
systems which are a way which is planned to complete assignments, dividing the work into
different operation in a sequential form, tasks done for doing or implementation of an operation
are sometime connected to each other and systems are being directed to achieve a combination of
goals and objectives. Different systems can be used to measure effectiveness of office systems
and procedures which are mentioned below.
Communication channel: If employees communicate with their subordinates there will be
more understanding between them and it will bring productivity in their work. For doing
communication with top level managers proper cycle must be followed so that their message is
conveyed properly(Papadopoulos and Heslop, 2014) .
Advanced technology: Organisations must use advancements of technologies so that they
can do innovations in their work. New technologies will bring change within a system. This will
boost morale of employees and motivate them to increase their productivity and this will lead to
effectiveness and efficiency of system as well as procedure.
Training and development: employees should be given training and development
programs in order to enhance their skills and knowledge. This will lead to increase in
performance of employees and this will lead to effectiveness of system.
Proper check in and out process: When there is proper monitoring of employees they will
work more dedicatedly for organisation. This excel performance will lead to better results of
organisation(Pollard, Minor and Swanson, 2014).

Grievance procedure: Employees should given an opportunity to tell their grievances to
managers in case if they are facing any problem or issue within an organisation. Through this
employees feel secured and dedicated towards the organisation and will work effectively.
Implementing procedures: By using plans made within an organisation to check their
outcomes will lead to measurement of that procedure and can be corrected in case there is a
mistake or error while implementing that procedure. This can lead to effectiveness of procedures.
2.3 Effectiveness of office systems and procedures to meet users needs, adapting to meet
changing demands
Office systems helps office as well as administration to work smoothly and earn
productivity. It is important for a workplace to maintain business, its equity in market, to
maintain resistivity of workforce within a workplace and many more. Its effectiveness is
necessary to meet needs of users and adapting to meet changing demands which are mentioned
below.
 In case office system is adequately trimmed then user must have an effective office
system.
 Effective office system is beneficial in neglecting motions which are not necessary which
will also lead to improve in work performance of employees as well.
 Maintaining uniformity in procedure will lead to effectiveness of office system and it
will also maintain the payments which are being due by debtors in case one is at a
default.
 This will also lead to utilising the resources such as equipment, furniture and many more
effectively and efficiently . It will help in utilising resources in a proper manner so that
work of office can be planned in a systematic manner.
 Effectiveness will lead to elimination of motions which are not necessary whereas
standard equipments are also brought in office. This will lead to reduction in expenses of
office to a level.
 Operating expenses can also be reduced due to this.
 Under effectiveness of office system will help in delegating authorities and
responsibilities of employees and they will have less workload. This will enable them to
work effectively for company and produce productivity and profits.

 Effectiveness will also lead to successful achievement of goals and objectives of an
organisation.
 This also lead to reduction in error and wastage of resources.
 Better coordination and collaboration between employees and subordinates are being
developed which will lead to productivity and profits of a company or organisation.
2.4Manage the maintenance of office equipments to meet users' needs and expectations
Office equipments are important part within an organisation. It helps in smooth running
and functioning of an organisation. Moreover it will lead to generation of revenue and profits of
firm. They are office printers, computers, office projectors, paper shredders and many more
(Toth and Vigo, 2014). It is important for an organisation to maintain equipments of office for
various reasons which are mentioned below.
 If equipments are maintained properly it will not harm any employee. Many a times it
may be a cases that there is injury to employees for using equipments which are not
properly maintained.
 It also help in increasing performance of employees and will also improves efficiency.
 It also reduces problems and issues faced within an organisation. Maintaining equipments
on time will lead to analysing of potential issues before they can become a problem to a
company.
 When office equipments are maintained properly it will helps employees of an
organisation to work productively and effectively.
 If equipments are maintained properly it will also reduced in expenses of an organisation.
Since damaging will incurs less cost than replacing the parts which are broken.
 If equipments are maintained properly employees will spend more time on job and will
work hard and dedicatedly for the organisation which will also bring productive results
and profits.
2.5Manage effective relationships with suppliers
Maintaining effective relations with suppliers is helpful as it not only provide goods and
services required to run a business but are also beneficial in providing information trade credit
and advice. Supplier relationship management is planning, managing and communicating with
third person of organisation that delivers goods and services (4 Steps to Effective Supplier

Relationship Management, 2018). For maintaining good relations with suppliers some strategies
can be used which are mentioned below.
Category or commodity strategy: Under this organising resources of procurement team in
a manner to concentrate externally into supply markets of a company. This is done so that
purchasing decisions can be fully leveraged. Approach also helps in creating a understanding on
expenditure of supplier and future demand; Doing segmentation of spending into market sectors,
developing strategies for sourcing market division; Segmentation and selection of a supplier and
performance management of supplier.
Selecting suppliers for development : Main objective of this strategy is have a proper and
appropriate supplier performance measurement. This means a supplier rating system must in a
proper manner to adequately assess quality, service, suppliers, technology and environmental
performance.
2.6 Taking actions to ensure that administrative services are provided to agreed standards
Supportive services of a manager in which they coordinate, plan and direct within a
workplace is termed as administrative services. Within an organisation there are many managers
who monitor activities within administrative departments. There are two types of administrative
manager which are facility manager and records as well as information manager. Some actions
can be taken to check whether administrative services are provided to a agreed standards which
are mention below.
 By making plans as well as procedures
 By monitoring whether services are being provided are not.
 By taking feedbacks from employees to ensure whether services are being provided or
not.
 To appoint a suitable administrative manager who have potential and analytical,
communication, detail as well as leadership skills which help them to deliver correct
administration services.
 Controlling environment impact and energy efficiency will also help in checking
administrative activities.
 Coordinate with every employee within an organisation.

CONCLUSION
From report it has been concluded that managing an office facility is necessary to
increase productivity and profits of an organisation. It shows need of establishing and
implementing office management procedures for effective outcomes. Moreover ways of
managing effectiveness of work and systems and constraints attached to office facilities and
related budgets is explained. Creating a conducive and productive environment is needed to
improve employees performance. Equipments and consumables are needed to be maintained and
systems are being established to measure effectiveness of office system and procedures. At last it
shows effectiveness of office systems and maintenance of office equipments to meet users'
needs and expectations.

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