Semester 1 Office Management Report: Legal and Resource Management

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[PRINCIPLES OF ADMINISTRATION]

Contents
AC1.1: Explain the legal requirements relating to the management of office facilities 3
AC1.2: Describe the typical services provided by an office facility..............................5
AC1.3: Explain how to establish office management procedures...............................7
AC1.4: Explain how to manage office resources.........................................................9
AC1.5: Explain techniques to monitor and manage work flows.................................11
AC1.6: Explain typical support and welfare facilities for office workers.....................13
AC2.1: Explain the legal obligations of the employer for health and safety in the
workplace.................................................................................................................. 15
AC2.2: Explain an individual’s responsibilities for health and safety in the
workplace...............................................................................................................17
AC2.3: Describe accident and emergency procedures.............................................19
AC3.1: Explain the purpose of meeting minutes.......................................................19
AC3.2: Explain the legal implications of meeting minutes.........................................21
AC3.3: Explain the importance of accuracy in minute taking....................................23
AC3.4: Describe what should and should not be included in different types of
meeting minutes........................................................................................................23
AC3.5: Describe how to take notes during meetings................................................25
AC4.1: Explain the features and purpose of different types of formal and informal
meetings....................................................................................................................27
AC4.2: Explain the role and responsibilities of the chair...........................................29
AC4.3: Explain the role of others in a meeting..........................................................31
AC4.4: Explain techniques to facilitate a meeting.....................................................31
AC4.5: Explain the information requirements of a meeting before, during and after a
meeting..................................................................................................................... 34
AC5.1: Explain the use of targets and budgets to manage workloads......................35
AC5.2: Explain how to allocate work to individual team members............................37
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AC5.3: Explain different quality management techniques to manage the performance
of an administrative team..........................................................................................40
AC5.4: Explain the techniques used to identify the need for improvements in team
outputs and standards...............................................................................................42
AC6.1: Explain the characteristics, requirements and purposes of different types of
events........................................................................................................................42
AC6.2: Explain the types of information and information sources needed to organise
an event.................................................................................................................... 45
AC6.3: Explain how to plan an event........................................................................45
AC6.4: Explain how to identify the right resources from an event plan.....................47
AC6.5: Describe the likely types of information needed by delegates before, during
and after an event..................................................................................................... 47
References................................................................................................................50
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AC1.1: Explain the legal
requirements relating to the
management of office
facilities
The legislation is a set of statutory duties that binds the
action of employer and employee and also provides
provisions related to health, safety and welfare at the
workplace. The primary legislation of Health and safety
at the workplace act of 1974 lays down emphasis on
health safety and welfare of all employees. The law
entrusts responsibility on the employer so as to provide a
safe and productive work culture. Apart from this, there is
a various set of ‘Six- Pack' regulation that was issued
by the European Commission. Moreover, it is the duty of
the employer to carry out a risk assessment and thereby
adopt a modern approach to health and safety (Atkin and
Brooks, 2015).
Moreover, the office facilities can be managed efficiently
by making effective interpretation of the legal
requirements and implementation of various policies
across the organizational work culture in order to meet
the legal requirements and objectives. An office
procedure needs to be established for the smooth flow of
business operations. The procedure must define the
responsibilities of the personnel and health and safety
officer so as to ensure a safe and productive work
culture. Furthermore, the organization should design
proper staff training facilities that will help to enrich the
skill and talent of the employees and also effective
welfare facilities will help to improve the overall
productivity of the organization.
Risk assessment and management is linked to the
organizational objective. The purpose of risk assessment
is to provide protection to the employees at the
workplace. This assessment also helps to identify the
source of risk and provide protection to the business
resources. A plan provides the framework to conduct the
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assessment, managing the critical risk areas, proposing
remedial action and thereby implementing the changes
(Rondeau et al., 2012).
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AC1.2: Describe the typical
services provided by an office
facility
Service facility refers to the physical facility provided an
allocation other than the main office. An office facility
refers to maintaining office equipment and resources
facilities for the purpose of meeting the needs of the
office user. The facilities ensure solving the problem at
the office and ensure the compliance of health and safety
requirements (Archana and Subha, 2012). Thus, it is the
duty of the administration department for managing the
office facilities effectively. The facility manager at the
organization needs to ensure hard and soft services. The
hard services are related to the physical part of the
organization and they are essential to ensure the safety
and welfare of the people.
Examples of Hard services are:
 Heating
 Lighting and Electrical
 Plumbing
 Air conditioning
 Building maintenance
Soft services refer to the set of services that ensures a
pleasant and secure environment in the workplace. It
includes the facilities of commercial cleaning, waste
management, Security services and other related
services (Atkin and Brooks, 2015). Thus, effective soft
services are essential for managing the business
effectively.
Examples of soft services are:
 Commercial cleaning services
 Security
 Decoration
 Waste Management
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The other typical services that are provided by an office
facility includes receiving and sending messages,
organize meeting and events, preparation of minutes of
the office meetings, regular monitoring of stationery and
maintenance of good customer services. Also, the
manager should provide active support to their team in
case of any problem faced by the team.
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AC1.3: Explain how to
establish office management
procedures
An office management procedure defines the task and
guidelines to be followed strictly by the office members.
The management procedure prescribes the
responsibilities of the staff so as to meet the internal and
external policies of the staff (Wysocki, 2011). The
procedures also make an effective allocation of health
and safety responsibilities. Moreover, it also includes
procedure related to security and confidentiality and
provides effective means of management and electronic
system.
An office manager is required to ensure data records are
kept in a sequential manner. Any changes in the
employee's information must be kept up to date. Thus,
the procedures must be clear and concise so that they
can be understood by everyone. The adequate
procedure needs to be designed for ensuring the
effective training of the staff.
Moreover, the aspect of communication is considered to
be an effective part of office procedure. The use of ICT
technology can lead to an effective flow of
communication and help in keeping effective track of
each business activities. Thus, technology is an integral
part of the workplace that helps to keep the business
activities organized. Example of ICT products ranges
from I pods, digital TV's, personal organizer, Mobile
phones and others. Thus, it can lead to fast access and
distribution of information across the organizational work
culture (Wysocki, 2011).
The office procedure also includes answering phone calls
and drafting of emails. It prescribes the method of using
polite language and tone at the time of dealing with the
client. The company also prescribes the procedure
related to the use of social media and shared diaries.
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AC1.4: Explain how to
manage office resources
Office resources mainly include office equipment, office
stationery and staffing. The office equipment comprises
computers, keyboards, mouse etc. that needs to be
purchased as per the budget approved by the
management. Before making any investment in office
equipment, it is important to call for quotation from
different suppliers and conduct the critical analysis so as
to select the best quote out of them (cases et al., 2011).
The selected supplier must be accompanied by good
reviews. Furthermore, it is required by the manager to
ensure the maintenance of the existing machine and
regular checks at various time intervals. The new
machines must be installed properly and staff should be
trained so as to operate the machines appropriately.
Moreover, the installation of Norton 3560degree virus is
recommended so as to prevent the hacking.
The office stationery can be managed by maintaining a
record of local suppliers. It is important to make tie-up
arrangements so as to enjoy high discounts. Moreover,
the regular updations in stock will also help in restocking.
It would be a great idea to order the stationery in bulk so
as to save money. It is important to manage the minimum
and maximum level of the stock in the company.
Moreover, the company can achieve long term
sustainable gain through recycling plastic bottles and
reusing it. Moreover, a manager is required to ensure
various aspects related to staff. The presence of at least
1 director is required all the time (Cases et al., 2011).
There cannot be more than 1 member of the department
on annual leave. Moreover, it is required to ensure the
safety and well-being of the staff and also make
necessary compliance with the provisions of health and
safety.
AC1.5: Explain techniques to
The workflow defines the process of managing the
overall work of the organization. It defines the sequence
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monitor and manage work
flows
of activities and steps for exchanging the information
between two or more departments. The management of
workflow is important for successful accomplishment of
the task and improving the efficiency of the organization
(Richter et al., 2014). The workflow management
provides a certain and definite schedule of what task will
be performed by whom and in how many time. It defines
the certain specified criteria and rules for the
accomplishment of the task. It also defines the technique
of managing the problem and also helps in keeping a
track of record of employee's performance (Potter et al.,
2011).
The conduct of team meeting should take place so as to
regularly monitor the workflow. This meeting will help to
improve the interaction amongst the employees and
discussing the various aspects of the work-related
problem (Richter et al., 2014). The workflow technique
will enable the manager to observe the performance of
the employees and detailing the errors. The effective
management of workflow will also ensure the faster
delivery of the products and enhance the satisfaction
level of the customer. This technique can really provide
benefit to the organization in terms of gaining customer
value and loyalty.
The various departments at the organization must set
out the step by step process and written plan for carrying
out the departmental activities and thereby achieving the
departmental goals as well as organizational goals. The
setting of SMART objectives and framework will help to
motivate and encourage the team members so as to
achieve the realistic goal wit in the specified time period.
The workflow management will further help the
organization to satisfy the client by providing the
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deliveries as per the specified date.
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AC1.6: Explain typical support
and welfare facilities for office
workers
It is enforced by the law to provide appropriate welfare
amenities to the employees within an organization and as
it helps to provide comfort and maintain a healthy
environment within the workplace. The typical support
and welfare facilities are:
Human resource department – The First task of the HR
department of the workplace is they are responsible for
the recruitment and selection of the employees, properly
advertisement of the job vacancies along with the proper
job description and specifications so that it can be easy
to understand by the job seeker (Bain and Baldry, 2018).
Second task after the hiring of the employees the HR
department of the organization is responsible for creating
and maintain a healthy environment within the workplace,
avoid conflicts of interest as best as possible, ensures
that the communication flow is effective and transparent
as well as solve the problems of the staff in order to
maintain a good environment and provide job satisfaction
to employees.
Last but not least the HR department is responsible for
the development and growth of the employees of the
workplace as they need to ensure that the performance
of the employees is been assessed time to time, ensures
that the rights of the employees are well protected within
the workplace, acts and legislation like equality and
diversity effective followed by the organization (Bain and
Baldry, 2018).
Operations and facilities – The business operation
activities needs to make sure that employees get the
facilities that required for the work such as access to
server, security for the important documents,
maintenance of IT equipment, power back up, etc. these
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