Effective Office Management: Systems and Procedures

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Manage an office facility
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Table of Contents
Introduction......................................................................................................................................3
AC1.1: Explain the requirements of establishing and implementing office management
procedures........................................................................................................................................4
AC1.2: Explain how to manage the effectiveness of work and systems.........................................7
AC1.3: Explain how to manage any constraints attached to office facilities and related budgets. .9
AC1.4: Explain the factors to be taken into account in the design of office systems, procedures
and guidance documents................................................................................................................11
AC1.5: Explain how to create an environment that is conducive to productive work..................13
Conclusion.....................................................................................................................................14
References......................................................................................................................................15
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Introduction
This report is regarding the management of an office facility. This report is prepared to
understand the concept of office management procedures. The report is divided into five parts. In
the very first part of the report, there will be explained the requirements of the establishment as
well as the implementation of the office management procedures. Before starting any business, it
is essential that there should be everything at the place in order to manage the office facilities.
The requirements for establishing as well as implementing such procedures will be discussed in
this part of the report. In the next part, there will be made a discussion on managing the
effectiveness of the systems and work at the workplace. In order to manage the systems and
work, there is a need for implementing several numbers of strategies at the office. Further in this
report, there will be made an explanation on the management of the constraints attached to the
office facilities as well as the related budgets. The next part of the report will in include the
discussion on the factors which are taken into consideration in the designing of the systems of
office along with the guidance documents and procedures. At the end of this report, there will be
given a recommendation that how should the environment be created that will be conducive to
the productive work. Overall this report will highlight the concept of managing the office
facilities.
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AC1.1: Explain the requirements of establishing and implementing office management
procedures
In order to establish as well as implement the official management procedures, there is a need of
taking several numbers of the factors into the consideration. There is a requirement of the
establishment of procedures in order to effectively manage the office facility at the workplace.
Following is provided the list for the procedures of the establishment within the office:
Compliance requirements: There is a need for the legal as well as an organizational
requirement related to compliance. For the legislative compliance requirements of the business, it
is very necessary to consider the size as well as the type of the organization. There is a need for
the issue of the contract of employment to the employees of such office. There is no need for
contracts to be legally binding but the employers are required to state which parts are not legally
binding (Jones, et. al., 2018). It is the legal requirement for the organizations to adhere to the
laws surrounding the data protection as well as confidentiality. Organizational compliance
includes the conformation to a rule such as the laws, standards, specifications as well as the
policies. The companies are required to use the compliance controls in order to facilitate
operational transparency.
Operational needs: It is necessary to consider the operational needs of the organization. some
elements are included in the operational needs of the company which is the following:
Consistency: If there is consistency in the business and operations of the company, then there
will be delivered better performance by such company. Consistency brings effectiveness in
business operations. If there are continuous changes in the situations of a business then it may
cause to the inefficiency as well as lesser productivity.
Managing Risks: The cognitive behavior of the employees is helpful in the management of the
risks. There must be effective procedures in an office to effectively manage the risks of the
business. The risks are required to be identified, evaluated and the best risk treatment strategy
should be adopted by the companies.
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Continuous improvement: There must be procedures for the continuous improvements in
business operations in order to ensure that the organization is leading to the path of success.
There must be continuous improvement in the processes of the business.
Timelines: There must be given the deadlines to every task within the office in order to ensure
the timely completion of those tasks without any delay. The timelines can be given in any form
such as weekly, annually, monthly or even daily.
Physical resources requirements: There are the physical resources requirements within any
office such as the office pieces of equipment, furniture, machinery, etc which is required to be
fulfilled in a timely manner. The working capability of the employees can be developed through
the new as well as developed physical resources.
Human resources requirements: There is a need for human resources in any office and such
need should be satisfied through recruiting the right people at the right positions within the
businesses. The human resources are necessary within any business in order to manage the
operations of the company.
Workflow requirements: In order to effectively run the functions of the company smoothly in
an effective manner, there is a need to control some of the workflow systems as well as the
routine processes through appropriate software.
The requirement for implementing the procedures
Clear communication and the staff training: In order to implement such procedures within the
process, there is a need for clear communication in the office among the employees as well as the
management. There is also a need to provide the training to the staff of such a company.
Productive workforce: There must be a productive workforce within accompany in order to
increase its efficiency as well as the effectiveness. The company can only be successful if the
workforce of such company is hard-working and productive (Geng, et. al., 2017).
Health and safety requirement compliance: There will be the need of complying with the
health as well as the safety requirements. It is essential for an employer to keep his attention
towards the health and safety of his employees.
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Data protection requirement compliance: The Company is required to follow all the rules and
procedures related to data protection. There is the need to keep the data of the clients private as
well as confidential.
Feedbacks: There is a need for taking the feedback from customers as well as other stakeholders
that they are satisfied or not with the operations of the business and the services and products
offered by them.
Service level agreements: This agreement is considered as a commitment between the clients
and the service providers. Such kind of agreement is required to be made in order to effectively
manage the transparency within the business.
Premises: It is necessary for the company to have a premise where the company can operate its
business effectively.
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AC1.2: Explain how to manage the effectiveness of work and systems
There are certain work and systems within the organization which are required to be managed in
an effective manner. The work and systems include the workflow within the organization,
processes, outputs after the processing as well as the pieces of equipment. These all together
form the business work and systems. These are required to be managed effectively. For the
purpose of managing the effectiveness of these work and systems, the following are the points to
be considered:
Ongoing evaluation of the facility performance: It is necessary for the company to evaluate
the performance of the facilities within the businesses. There should be continuous control over
the performance of the employees and if there is any requirement of the improvements then those
should also be made.
Ongoing evaluation of the systems: IT is necessary for the effective management of the
systems that there should be continuous checking of the systems working criteria in order to
identify the problems and propose the solutions for them. This ongoing evaluation of the systems
can ensure that there is transparency maintained within the system. There is a need to identify
what are the areas where there is a need for making the improvements (Geng, et. al., 2017).
Changes to systems as a result of the evaluation: After effectively evaluating all the systems,
there might be found some faults or areas of improvements. There may be a need for making
changes in the existing system in order to make it better. The company should, at such time,
implement the changes in the system from time to time to ensure that there is no problem
identified while operating the business. This will bring the efficiency within the business and
will also increase the productivity of the organization.
Effective communication with staff and management: There is a need to manage the
effectiveness of works and systems through maintaining the communication with the staff
members as well as the senior management of the company. Communication is the key to
success and it is necessary to maintain a good relationship with the customers, staff members as
well as the management. Good communication can bring efficiency within the business. The
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communication helps in the flow of the information among the managers and the employees
which brings transparency as well as clarity in the business operations.
Controlling and monitoring outputs: The outputs presented by the company are also required
to be monitored from time to time in order to ensure that there is no fraud involved in such
activities. It is essential for the effective management of the work in the company by the
employees. If the output is monitored then there is no scope left for the tempering (Buckley, et.
al., 2015).
Monitoring of machinery:
The machinery and pieces of equipment can be managed by monitoring them from time to time
in order to find out that there is no system breakdown. The system breakdown can lead to loss of
the production within the company.
Keeping updated on the new legislation: It is very necessary for the company to follow all the
legislations as well as the regulations in order to effectively operate the business. The work and
system can be managed if all the legal requirements are fulfilled by the company. The
legislations are the rules made by the government in order to keep the business activities moral
as well as ethical.
Staff training: The staff should be provided good training by the human resource managers of
the company. The trained staff will be able to perform their tasks effectively and there will be
effective management of the work within the organization. The excessive workload at the office
can also be handled easily with the help of trained staff.
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AC1.3: Explain how to manage any constraints attached to office facilities and related
budgets
There might be several numbers of the constraints within the business organization. Following is
the list of different constraints found in the offices:
Insufficient resources: insufficient resources are one of the biggest constraints in any business.
The lack of resources can cause a delay in production and work delivery. This may also affect
the reputation of the company in the future. It is quite important to have enough resources to
continue to work in an organization. The lack of human, physical or financial resources may
cause to the problematic situation for a business (Froc, 2018).
Insufficient staff: this is considered as a lack of human resources within the organization to
manage the work in an appropriate manner. The systems and procedures require sufficient staff
to manage them and increase the productivity of the business. The insufficient human resources
are a big problem in the companies and it should be solved through hiring the best people within
the organizations.
Legislative requirements: There is continuously increasing the legislative requirements in the
offices to be complied with. There are so many law and regulations which are required to be
followed by the company. They are legally binding on the company and if the company does not
follow them, it can create a very big problem for such a company in future (Kendrovski, et. al.,
2017).
Insufficient cash flow: The insufficient money in the business can also be a cause of ten
operational problems in the business. This is so because there is a need for cash in ten businesses
on a daily basis for day to day routine activities within the businesses.
Insufficient budget: The budget is required to be prepared in order to plan the business
activities further. The insufficient budget may cause to the constraint in the operations of the
businesses (Al Horr, et. al., 2016).
Management of such constraints
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The constraints above-identified are also required to be managed effectively in order to ensure
the efficiency of the business. Following are different ways to manage such constraints in the
businesses:
Continuous liaison: It is required within the businesses to build and manage the effective
relationships among the stakeholders of the company. These good relationships can help in
fighting with the constraints arising in the businesses. There must be a sound relationship
between management and staff members so that the transparency within the business can be
maintained. The relationship is also required to be managed with the suppliers for the effective
utilization of the resources within the company (Jones, et. al., 2018). All the departments should
have a sound connection with each other. This will help in effective utilization of the physical,
financial as well as human resources within an organization.
Continuous monitoring of the budgets: The budgets of the company should be monitored from
time to time in order to be able to manage the unexpected situations within the businesses as well
as in the emergencies. This will help in solving the problem of insufficient budget, ineffective
utilization of resources as well as the lack of financial resources. This is helpful in managing the
constraints within the businesses and the business operations can also be maintained in an
effective manner. The problems of emergencies can be solved by the company through
continuous monitoring of the budgets and making effective changes within the budget (Al Horr,
et. al., 2016).
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AC1.4: Explain the factors to be taken into account in the design of office systems,
procedures and guidance documents
Factors important in designing of office systems and procedures:
There is a requirement of considering several numbers of the factors while designing the systems
of office along with the procedures. When there is a system established in the office over a
period of time, each employee starts following such a system. At such time, it becomes the
procedure of the office. The office procedures are considered as the series of the steps which are
taken into consideration to do any particular work as per the systems in the office. Following are
some of the important factors in order to design the procedures and systems:
Design Brief and the customer requirements: Before designing the office systems and
procedures, the brief for such design is required to be prepared. It is highly required to keep into
consideration the requirements of the customers too. If the brief for design will be in hand, it will
be helpful in establishing the office systems as well as procedures (Rhee, 2016).
The clear layout of the procedures: Before establishing and designing the procedures for the
business, it is very important to prepare a clear as well as the logical layout of the procedures.
The logical layout of such procedures can be helpful in the establishment of best procedures in
the office.
Setting the responsibilities of staff:
The responsibility of the staff members is also required to be set in order to meet the
requirements of the staff members. If the responsibilities of the staff members are predefined,
then it will be helpful in the accomplishment of the tasks (Dumondor, 2017).
Staff Acceptance and training: In order to design the office system, there is the requirement of
providing the training to the staff members in order to ensure that the new system is acceptable
and can be managed by the existing staff members of the company.
Risk assessments: Before designing the office system and the procedures, there is a requirement
of assessing the risks in an effective manner. It is very important to identify the risks and
eliminating them in a timely manner.
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Health and safety requirements: The health and safety requirements are also required to be
fulfilled within an organization to ensure that the employees of the company are safe and secure.
Equipment and technology requirements: There is need to pre-decide that which instruments,
pieces of equipment as well as technologies are required to be a place in the organization and
they should be introduced in the company (Cleden, 2017).
Factors to be considered while designing the guidance documents
Meeting the requirements of the target audience:
The requirement of the target audience is required to be met through preparing the guidance
document for the company. For such purpose, it is required to identify their needs and find the
best possible solution to meet them (Cingi, et. al., 2016).
While preparing the guidance document, it is required to keep in mind that all the legislative
requirements are fulfilled. Further, there is a need to maintain the professional image of the
company so the guidance document should cover all such aspects. There must be transparency as
well as clarity in such a document. It is also required to ensure that there must be ease of use for
such guidance document to ensure that there is no problem identified while using such paper.
The easy and understandable language should be used by the managers of the company. These
all are the factors which are required to be considered while preparing the guidance document for
the organization because it will be used by the company to guide the employees. There should be
included all the relevant and important information regarding the work system of the company.
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