Business Administration: Office Management Report for Iceland

This report provides a detailed analysis of office management practices, focusing on the establishment and implementation of office procedures, the management of work effectiveness and systems, and the handling of office facility constraints and budgets. It explores the factors to be considered in designing office systems and guidance documents, as well as methods for creating a conducive work environment. The report also covers the maintenance of equipment and consumables, the evaluation of office systems and procedures, and the management of supplier relationships and administrative services. The chosen case study is Iceland, a British supermarket retailer, and the report aims to understand the role of a manager in maintaining an office facility. The report discusses aspects like physical requirements, workflow, communication, and staff training for effective office management. It also highlights key performance indicators (KPIs) and the setting of performance standards for enhancing work and system effectiveness. Constraints like budget, manpower, and delivery charges are discussed along with the factors like cost, manpower, and equipment that should be considered in the design of office systems.

BUSINESS
ADMINISTRATION

Table of Contents
INTRODUCTION ..........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Explain the requirements of establishing and implementing office management procedures
.....................................................................................................................................................1
1.2 Explain how to manage the effectiveness of work and systems...........................................2
1.3 Explain how to manage any constraints attached to office facilities and related budgets....3
1.4 Explain the factors to be taken into account in the design of office systems, procedures
and guidance documents.............................................................................................................3
1.5 Explain how to create an environment that is conducive to productive work......................4
TASK 2............................................................................................................................................5
2.1 Maintain equipment and consumables to agreed levels........................................................5
2.2 Establish systems to evaluate the effectiveness of office systems and procedures...............5
2.3 Review the effectiveness of office systems and procedures to meet users’ needs, adapting
them to meet changing demand ..................................................................................................6
2.4 Manage the maintenance of office equipment to meet users’ needs and expectations.........6
2.5 Manage effective relationships with suppliers......................................................................7
2.6 Take action to ensure that administrative services are provided to agreed standards...........8
CONCLUSION ...............................................................................................................................8
REFERENCES ...............................................................................................................................9
.......................................................................................................................................................10

INTRODUCTION
Business administration is management of a business. It cover entire aspects of
overseeing and directing business transaction as well as related fields which cover finance,
marketing and accounting (Business Administration, 2018). In this, main role of administrators is
to manage the operational, managerial and organizational responsibilities of an enterprise. For
this report, chosen organisation is Iceland which is a British supermarket retailer based in Wales.
It was founded in 1970 by Sir Malcolm Walker and many specialise in selling of Frozen foods
and Groceries. Main purpose behind conducting this report is to understand the management of
an office facility and role of manager in managing and maintaining an office facility.
TASK 1
1.1 Explain the requirements of establishing and implementing office management procedures
Office management is a profession including the design, development, implementation
and maintenance of the business process of work in an office or other enterprise in order to
sustain and enhance productivity and efficiency. There are different requirements of establishing
and implementing office management procedures to an organisation which are determined as
under:
List of procedures of establishment:
Physical requirement: Such kind of requirements involves the different resources that
help the delivery of services (Escobar-Rodriguez and Monge-Lozano, 2012). Unique and
updated physical resources creates employee working capacity effectively. Thus, procedures of
office management is essential and useful for Iceland to enhance profitability and performance.
Workflow requirement: In order to run and establish organisational functions smoothly
and actively there are few routine process or workflow systems which may be handled by a
software. Therefore office management system also needed by each and every organisation to
complete business activities systematically.
List of procedures for implementation:
Clear communication: In this process, communication in between the employee and
employers should be distinct and clear, in order to develop a noise free communication system,
Iceland follows proper message provider or communicator via EDI (Hesselbarth and
Schaltegger, 2014). For example: company sends a single message to entire outlets for any
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information or announcement. Thus, this way help an organisation to implement office
management procedures in more effective and systematic manner.
Stuff training: Training is more essential and effective process applied by company to
train their workforce which is related with business operations and functions. With the help of
training process workers learns different shortcuts, methods and effective roots of doing well or
systematic with their job. Along with this, for continuous improvement administrators should
organise continuous training program.
1.2 Explain how to manage the effectiveness of work and systems
Management system is said as the backbone of every organisation which guides every
department regarding there planning and organising system. In context of Iceland, they must
know what are their weaknesses and strength and for that followings things need to be
considered:
 Team meeting: It is one of the necessary aspect that should be manage properly by
every company (Eichfelder and Schorn, 2012). Team meeting allows for conversation
which helps to understand the knowledge, skills and technique that are required to solve
any dispute or matter so that organisation goal can be achieved. These types of meetings
are mainly conducted to so that general performance of every team can be improved with
the help of healthy discussion.
 Key Performance Indicators (KPIs): This is the instrument which is used for the
purpose of measuring organisational goal. Its main role is to guide the staff or teams if
they are not able to perform according to given formate. In terms of Iceland, an KPI
must be well defined and must identify the required quantity for production where they
must communicate with there organisation and department. This will helps them in
effectively managing their work and systems.
 Setting Performance Standards: In this performance is analysed on the basis of quality
with quantity (Miranda, Gramani and Andrade, 2012). The manger must know who is
fitted for which spot. The purpose of setting performance standard is to provide
guidelines regarding production process and quality in order to enhance the goodwill of
an organisation thus. It help in managing system and work of an organisation effectively.
In Iceland , the special team is appointed who is responsible to look after the
performance of every individual and final report should be submitted to management.
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1.3 Explain how to manage any constraints attached to office facilities and related budgets
In every organisation there are certain area where there is always a boundary that should
not be crossed for effective results and to achieve desire goal. There are certain limitation on
work which are conducted in company such as managing proper budget, to find accurate number
of employee's required, different delivery charges should be considered (Lakhal, Sévigny and
Frenette, 2013). In context of Iceland, it is the major responsibility of top management to decide
all the activities that are conducted in organisation and on that basis they need to prepare
quarterly budget as considering inflation. They need to determine what is total quantity that must
be produced on daily basis and according to that they decide the number of employees for their
organisation. The delivery charges are also set according to the quantity. To maintain constraints
in office, every set of rules and regulation must be followed by every department.
Some of the impacts of constraint are listed below:
 due to this method sometime company might not be able to utilise its resources properly.
 If there will be criteria to produce number of quantity then sometimes it might show
negative impact by reducing the quality.
 It might be time consuming in some cases.
If company can manage these all activities on time then constraint policy can be benefited
for every organisation. But way to handle this structure might be tough task for management, but
company can do planning in various department to bring them on top position with the help of
listed points.
 Cost effectiveness where company need to adopt some extraordinary plans as this will
provide guidelines regarding budget because this has huge role in day to day activity of
organisation (Kayl and et. al., 2017).
 Time management will help in the best way as this will not force to change prepared
budget because if organisation required unnecessary time to produce an additional unit
this will cause in extra wages. So this must be managed in systematic way.
1.4 Explain the factors to be taken into account in the design of office systems, procedures and
guidance documents
There are different factors which is require by an organisation in order to design office
procedures, systems and guidance documents.
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Cost: This is identify as a necessary and useful factor for each organisation to design an
effective procedures and system of office. For this, company search different factors of
collecting accurate amount of money. Thus, it is important and significant for the company and
help them to improve productivity.
Manpower: This is also consider important factor for designing procedures, systems and
guidance documents. For this, company need knowledgable and skill workforce who can easily
design business systems and procedures in an effective and systematic manner.
Equipments: It is also identify as an important and valuable factor for Iceland in order to
design effective systems, procedures and guidance documents. For this business requires,
furniture, electronic items and many other useful equipments.
Therefore, above discuss all factors are important for organisation to use and develop. It
will help an enterprise to accomplish better results or outputs within predetermined time period.
Further, it will also benefited in marinating strong position at marketplace (Ylagan, 2013) .
1.5 Explain how to create an environment that is conducive to productive work
There are different number of ways used by Iceland in order to create a productive work
environment. Some essential and significant ways are determined as under:
Hire an adequate workforce: It is essential to engage in employees forecasting so that
company have enough workforce in order to satisfy their existing workers. When workforce are
overworked because they are doing a particular job meant for more than two employees, they are
going to acquire burned out. As their performance or productivity will suffer and they have to
deal with low moral.
Offer fair compensation: Accurate labour management services need an organisation to
pay more attention to their bottom line. However, company also require qualified workforce to
do the work effectively and nabbing the foremost candidates means providing fair compensations
in the form of salary and advantages.
Hire the right workers for the job: This is also consider as an essential and important for
the company to develop productive and positive work environment. For this, company play vital
role in hiring right candidates for right place (Love, 2013).
Therefore, all these are important ways for Iceland in order to develop productive and
positive workforce which will also help an organisation to attain better results. Thus, it is
essential and significant for company to enhance performance and productivity of employees.
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TASK 2
2.1 Maintain equipment and consumables to agreed levels
In each and every organisation, there are different number of equipments are needed for
doing business operations and functions in more effective and systematic manner. There are
different ways use by an organisation for maintaining office equipments effectively. In order to
see work equipment never deteriorate to the level that it may put large number of employees at
risk. In the organisation, different number of equipment required to develop business procedures
and systems effectively (Dilger and Müller, 2013). Thus, it is also important for organisation to
accomplish better results for future growth and success. Consumables used along with office
equipment, like paper and toner requuire to be replaced at certain times. There are different items
requiring to maintain by the company which are determined as under: Printers- Printouts may be faded or streaky. The printer may require either cleaning or
unique cartridge. Monitors- Fingerprints or fingermarks may make the matter hard to read. PC's- A personal computer may not boot or charge in correct manner. In research needed
and achievable re-installation of the operating system.
 Peripherals- A bar code and scanner reader may not be running properly.
Therefore all these equipments are require to maintain by company and it help an
organisation to deal with customers in an accurate manner. With the help of above all
equipments company can easily sale out their products and services to the customers. Along with
this, it is also beneficial for the employees to work with more productive and achieve better
results for development and growth in future.
2.2 Establish systems to evaluate the effectiveness of office systems and procedures
It is the role and duty of manager of an enterprise to create an effective strategy and
system for evaluating effectiveness of office procedures as well as system also in workplace.
There are some system or ways used by Iceland in order evaluate effectiveness and performance
of office procedures and systems easily (Selcer, Goodman and Decker, 2012). Some are
determined as under:
Evaluation of risk: This is essential and important system for company to evaluate risk
that arise in procedures and system of office. For this, Iceland can evaluate effectiveness and
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efficiency of office procedures and system easily. It will also essential and important for an
organisation to enhance their growth and success easily.
Time management system: This is also consider as an important and essential system
which help in completing each and every activity of business in given time period. All activities
are done within given time duration, it turn to help an enterprise to evaluate effectiveness and
progress of all procedures and system of office (Young and et. al., 2014). It includes, finance,
accounting, human resource, research and development and marketing department. All these
department play vital role in enhancing effectiveness of offices system and procedures.
2.3 Review the effectiveness of office systems and procedures to meet users’ needs, adapting
them to meet changing demand
Effectiveness of office procedures and systems help an organisation to attain better
results in given time duration. In this, time management system and evaluation of risk also
support an enterprise to do their all activities and functions systematically. All these ways help
an organisation to understand needs of employees. By fulfilling workers requirement, company
can easily achieve better results. As demands and preferences of customers modify form time to
time, it is essential for office systems and procedure in order to adapt the variation in a fast and
punctual way (Urwick, 2018). If demand or market is modified, it is essential and significant for
the business manager in research and development department of Iceland to convey data
regarding this to operation and production department. This will highly support in executing
requirement improvement in goods within required period of time. Another main example is, if
clients are having few query with the products and service provided by Iceland, marketing
department requires to conduct investigation about it and develop effective schemes after
explaining with finance department of company regarding the funds they can integrated to fulfil
demands of customers. All these are possible with the help of time management system and
evaluation of risk.
2.4 Manage the maintenance of office equipment to meet users’ needs and expectations
Effectively maintained office equipments support an organisation to do their business
activities and functions smoothly. There are different measures followed by the Iceland in order
to maintain equipments in a work place.
Establish a regular maintenance schedule: Above discussed consumables and
equipments followed by Iceland in order to perform business activities systematically. Along
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with this, a proper and accurate schedule help an organisation to maintain all equipments time to
time. Thus, it will help an enterprise to accomplish better outputs and results easily.
Maintain computers and other equipments virus free and updating: It is a role of
business manager to update their technology and customer system which will help an
organisation to attain effective results in given time period.
Maintain communication flow: It is also essential and useful for company to maintain
communication flow which will help in overcoming communication barriers and also support
Iceland to meet customer's need.
2.5 Manage effective relationships with suppliers
Supplier is an individual or party that supplies services or goods. Such person may be
dignified from a contractor or subcontractor, who mainly adds specialized input to deliverables.
These are the important person for each and every organisation and help in achieving better
outputs for future growth and development (Uhlig and et. al., 2015). Along with this, in order to
manage effective relationship with suppliers, company follow different ways which are
explained as under:
 Talk to regularly with suppliers.
 Pay their suppliers' accounts promptly.
 Communicate clearly with a suppliers or providers before the due date for payment.
 Develop good and strong relations with current suppliers' representatives.
 Avoid or ignore rush orders wherever possible: They can cause essential stress in their
business and put a difficulty on the relationship with their suppliers.
 Address any kind of problems of concern in effective relationship with suppliers as they
arise.
 Monitor and control the financial position of suppliers.
 Refer faulty or damaged products to the supplier promptly, with helping documentation.
 Company be prepared to renegotiate and review the terms of marketing with suppliers
from time-to-time.
Therefore, above all these points are consider important and significant way for company
to manage effective and long lasting relationship with suppliers (EDU, 2018). It will also
essential for future growth and success of an organisation within predetermined time period.
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Thus, suppliers are foremost asset for the company to accomplish their long term goal and
objective easily.
2.6 Take action to ensure that administrative services are provided to agreed standards
For ensuring that the administrative services of the firm are delivered in the agreed
standard Several measures are taken by the Iceland company which are discussed below: The
organisation needs to focus on their employees for determining their needs and requirements. By
determining their needs and requirements, firms can effectively measure their performance and
efficiency. Employees are very important for firms and the firms needs to think about the
betterment and welfare of their employees when implementing new strategies and policies.
Through this, proper coordination and communication can be established among the different
departments. Therefore, Iceland firm needs to ensure that their administrative services are
performed in an efficient manner (EDU, 2018). This can be done by regularly monitoring the
business operations of the firm. For instance: Production department is responsible for producing
the products and services of the firm. They are not responsible whether the products are reached
to their delivery location or not. The operations department is responsible for managing the flow
of products inside and outside of organisation. Managers of the concerned departments needs to
track the working performance and efficiency of their members for ensuring that the
administrative services are performed in desired manner
CONCLUSION
From the above given information, it has been concluded that business administration is
important part for each organisation. For this, company manage their all operations and functions
in more effective and systematic manner. In order to design an effective business procedures and
system, company needed useful factors such as cost, time, manpower and many other valuable
equipments. Along with this, company applied different equipments and systems that assist them
to develop better performance at marketplace. Well managed equipments also assist an
organisation to meet with customer's needs and requirements as well as gain better advantages
within given time duration.
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REFERENCES
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Online
Business Administration. 2018. [Online]. Available
through:<https://www.definitions.net/definition/business+administration>.
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