Report on Principles of Administration: Office Facilities and Meetings

This report delves into the core principles of administration, providing a comprehensive overview of various aspects of office management. It begins by examining the legal requirements and typical services associated with office facilities, including resource management and workflow techniques...Read More

PRINCIPLES
OF
ADMINISTRATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
P 1.1 Explain the legal requirements relating to the management of office facilities ................1
P. 1.2 Describe the typical services provided by an office facility.............................................1
P. 1.3 Explain how to manage office resources..........................................................................2
1.4 Explain techniques to monitor and manage work flows.......................................................2
P. 1.6. Explain typical support and welfare facilities for office workers ...................................2
TASK 2 ...........................................................................................................................................2
P. 2.1 Explain the legal obligations of the employer for health and safety in the workplace ....2
P. 2.2 Explain an individual's responsibilities for health and safety in the workplace...............3
P. 2.3 Describe accident and emergency procedures .................................................................3
TASK 3............................................................................................................................................3
P. 3.1 Explain the purpose of meeting minutes...........................................................................3
P. 3.2 Explain the legal implication of meeting minute..............................................................3
P. 3.3 Explain the importance of accuracy in minute tacking.....................................................3
P. 3.4 Describe what should and should not be included in different types of meeting minutes4
P. 3.5 Describe how to take notes during meetings ...................................................................4
TASK 4............................................................................................................................................4
P. 4.1 Explain the feature and purpose of different types of formal and informal meeting .......4
P. 4.2 Explain the role and responsibilities of chair....................................................................4
P. 4.3 Explain the role of others in a meeting.............................................................................5
P. 4.4 Explain techniques to facilities a meeting........................................................................5
P. 4.5 Explain the information requirements of a meeting before, during and after a meeting. .5
TASK 5............................................................................................................................................5
P. 5.1 Explain the use of targets and budgets to manage workloads..........................................5
P. 5.2 Explain how to allocate work to individual team members .............................................5
P. 5.3 Explain the different quality management techniques to manage the performance of an
administrative team.....................................................................................................................5
P. 5.4 Explain the techniques used to identify the need for improvements in team outputs and
standards .....................................................................................................................................6

TASK 6............................................................................................................................................6
P. 6.1 Explain the characteristics, requirements and purpose of different types of events.........6
P. 6.2 Explain the types of information and information sources needed to organise an event. 6
P. 6.3 Explain hot to plan an event..............................................................................................6
P. 6.4 Explain how to identify the right resources from an event plan ......................................6
P. 6.5 Describe the likely types of information needed by delegates before, during and after an
event ...........................................................................................................................................6
REFERENCES................................................................................................................................8

INTRODUCTION
In this investigation, we will discuss about typical services provided by the office
facilities at the operational level of the organisation and also understanding of how to manage an
office facilities within the firm. Furthermore, we will discuss about the understanding of healthy
and safety in a business environment of the business and understanding of how to take minute of
meeting in the business effectively as well. Moreover, we will discuss about to the role of
chairperson to lead and effectively manage meeting within the corporation. Ultimately. We will
take a look at the essential needs of elements and attributes to prepare a proper event plan in the
corporation.
TASK 1
P 1.1 Explain the legal requirements relating to the management of office facilities
Being an employer you need to protect health and safety of each employee within the
firm effectively and you should furnish employee welfare facilities at the workplace to efficient
manager your operational activities at the staff (Enemark, McLaren and Lemmen, 2015). Welfare facilities: There are several legal provision are presented in the legislation of
each country to protect health and safety of each employees within the business
effectively. According to employee Act 2010 for employee well being organisation is
required to furnish safe working condition of staff and each factor and department of staff
is well set up in order to well organisation of meetings at the staff.
 Healthy working environment: In the staff fresh working climate must there in order to
keep professional employee active and healthy at the workplace according to employee
Act 2010.
P. 1.2 Describe the typical services provided by an office facility
An organisation need to provide appropriate facilities to their employee in office to
prepare proper documentation of their confidential reports of works within office and also
provide computer equipment to proper maintain their files and relevant works of business in
some computer software and also provide invoicing facilities to employees to prepare an
appropriate billing system of all works being done in the staff as well. Employer need to provide
proper data management services by file management services and client record management
services to better manage their employees working information and other activities in the staff.
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P. 1.3 Explain how to manage office resources
 Employer can provide effective resource management services to better manager their
staff in office.
 Employer could furnish proper equipment management facilities by hiring technical
engineer at the workplace and also provide proper management approaches to effective
manage their staff within the office (Bennett, Dolin and Blaser, 2014).
 Employer management must ensure that their all material used in office is well
functioning at their places and HRM professional of company make sure about all
materials are in well set up by helping workers in the office.
1.4 Explain techniques to monitor and manage work flows
For monitor and manage workflows in office, employer need ensure about proper setting
guideline in the office and also organise team meetings in the office to provide proper guideline
to their employees to let them know about their working flows and progress in the office.
Employer can find out errors of monitoring of their employees within the firm so that their
working efficiency could be identified effectively. Employer can give target to employees to
complete it in predetermine time period to manage workflows of their employees.
P. 1.6. Explain typical support and welfare facilities for office workers
An employer need to provide financial assistance to their employees when they are
required to financial support from companies and also furnish operational facilities such as well
condition wash-room, health and safety insurance policies, healthy working environment which
gives motivation to employees to work more efficiently for organisational growth effectively.
Administration of company suggest utilising trade union facilities when their rights are violating
in the business (Milakovich and Gordon, 2013).
TASK 2
P. 2.1 Explain the legal obligations of the employer for health and safety in the workplace
There are several legal obligations are presented for provide employer health and safety
at the workplace, According to legal provision of Reporting of injuries, Disease and Dangerous
occurrences regulation 1992, employer need to provide proper remedy in condition of employees
are feeling sick and injured at the workplace. Employer need to provide insurance policies of
each employees in the staff for their well-being in life.
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P. 2.2 Explain an individual's responsibilities for health and safety in the workplace
In staff of each business, employees work collaboratively in the office, they have some
responsibilities to care for each other and in this context, each employee must care for each other
at the workplace for better health and safety and in terms of critical condition of individual
employees other fellow worker need to help them to use of provide proper treatment to well-
being in their life and employees are also responsible for using equipment in proper way in order
to other employee safety at the workplace (Hughes, 2012).
P. 2.3 Describe accident and emergency procedures
Most of the manufacturing companies having risk at the workplace, because of heavy use
of machineries in the business. Employer need to ensure that their all operational equipment is in
well condition. In the situation of emergency there must be an alarm option to be alert each
workers at the workplace about incident. In this way worker must have option to make risk alert
to their superior management in case of accident and emergency so that employer will be able to
provide proper remedy and facilities in critical working condition of the business.
TASK 3
P. 3.1 Explain the purpose of meeting minutes
This is the term which is mostly used by non profit organisations. Meeting minute
involves usual data such as description of problem discussion, decision making in the meeting in
the staff, asking question about to problem oriented etc. you must not write what you have
discussed in the meeting but you must summarise it carefully which is helpful for you in critical
condition of business (Kasper and et.al., 2015). You can refer it in consideration in case of
confusing situation of meeting at the workplace.
P. 3.2 Explain the legal implication of meeting minute
Employee need to prepare a written proof of their business meeting minute time in which
employee have written proof of their employees statements and obligation at the workplace so
that worker can get proper guideline in terms of their rights and authorities are violating at the
workplace and organisation is not functioning according to their meeting discussion. Employee
can use legal implication against employer according to companies Act provisions.
P. 3.3 Explain the importance of accuracy in minute tacking
Meeting minutes are in written form and accuracy and proper documentation is necessary
in each business meeting and video conferencing also must be there in order to provide proper
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legal evidence for employees when employees are need for it. Recoding business meeting minute
in documentation is important for employee in terms of considering it as a legal evidence and
documentation in front of court when employee is required for it to take legal action against
employer (Bose, 2012).
P. 3.4 Describe what should and should not be included in different types of meeting minutes
 A proper information collection of date, time, location and types of meeting as well
mentioned in the documentation.
 An appropriate agenda of what you need to be discussed or not in the business minute
meeting.
 Prepare a list of attendance of meeting for future help as an evidence of this
documentation.
 Description of each detail in the meeting in the business minute meeting must not be
included.
 Keep draft as a handwritten minute when meeting is approved to be discussed.
P. 3.5 Describe how to take notes during meetings
During the business meeting with your management and client business contract, it is
necessary to prepare a proper notes of your discussion and important points (Yuan, Xi and
Xiaoyi, 2012). When you prepare the notes in business meeting then you need to formulate it in
proper manner so that it could be used later to rapid reference of information about their business
meeting discussion.
TASK 4
P. 4.1 Explain the feature and purpose of different types of formal and informal meeting
 Formal meeting describe about to share important and confidential information of
financial, organisational and operational data among business professional who make
decision regarding to the business issues and problems within the firm.
 Informal meeting use for resolving daily and operational issues within the firm
effectively and departmental and staff meeting can be one of the informal meeting.
P. 4.2 Explain the role and responsibilities of chair
Chairing major role of voluntary management in the committee and also make sure about
management committee of the business of functioning appropriately. Chairperson need to fully
participate in each business meeting of the business and make some of their discussed and that
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effective decisions are made and carried out effectively (Williamson, Enemark, Wallace and
Rajabifard, 2010).
P. 4.3 Explain the role of others in a meeting
During the meeting each participants might not attend the meeting b should do under the
reasonable groups. Moreover, each participant is required to be preset since meeting have urget
needs and their goals and objectives to be accomplished by meeting members in the meeting.
P. 4.4 Explain techniques to facilities a meeting
Location must be appropriate of meeting when a meeting going to be held by its
associated parties and meeting rooms are always available in variety of sizes and there must be
LED projectors, flip charts, stationary and some video equipment to full facility provide to
meetings.
P. 4.5 Explain the information requirements of a meeting before, during and after a meeting
During the meeting, you need to use some tools like speakers, video conferencing and
proper documentation to if they are speaking a large audience as a part of main meeting among
lot of employee within the firm.
TASK 5
P. 5.1 Explain the use of targets and budgets to manage workloads
There are some tools like organisation targets and team targets must be given to each
employees within the firm and proper budgeting must be there to effective operate operational
and other activities of the firm as well to supervise our team in effective way (Slavin, S., Mizrahi
and Morrison, 2013).
P. 5.2 Explain how to allocate work to individual team members
A team leader of the firm need to set their targets within the business and distribute
among each individual team member within the firm and allocating work need to give
predetermine time period in which they have to complete their task during the given time period.
P. 5.3 Explain the different quality management techniques to manage the performance of an
administrative team
Employer can set SMART targets to their administration team in which they are needed
to fulfil their targets within given time period so that quality of time can be saved by business
during their operational level. Employer need to check administration team work in progress
time to time and prepare a performance review of their employees.
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P. 5.4 Explain the techniques used to identify the need for improvements in team outputs and
standards
Employer can use of observation approach to identify the needs and demands of each
employees within the firm and take feedback for relevant changes in the business.
TASK 6
P. 6.1 Explain the characteristics, requirements and purpose of different types of events
There are several types of corporate event in which different kinds of structure is
followed by their team leaders and several activities and presentation is used by event leaders in
terms of event succession.
P. 6.2 Explain the types of information and information sources needed to organise an event
There are different kinds of information sources are presented which is venue, caterers
and travel time tables and equipment hire companies to provide an appropriate information of
organise an event effectively (Hiscox, 2015).
P. 6.3 Explain hot to plan an event
For organising an event, plan must be made in proper form. There must be venue
management, speakers, entertainment and sponsors and volunteer management in appropriate
manner so that plan can be made effectively.
P. 6.4 Explain how to identify the right resources from an event plan
You need to conduct a meeting to identify proper staff and volunteers in the event and
they will assist you to prepare a proper plan and there is also some budget and finances can be
identified as a relevant resource to prepare an event plan.
P. 6.5 Describe the likely types of information needed by delegates before, during and after an
event
You need to ensure that your organisational work are being done in proper form and
make sure with the help of other employees and voluntary workers in the event to know the
current situation of the event running and ask for some changes in the event plan as well.
CONCLUSION
In this research, it is concluded that legal requirements and relating to the management of
office facilities to effectively management of administration works in the business and also
evaluation of legal obligation of the employer for health and safety at the workplace for
formulation of healthy and safe environment at the workplace as well. Moreover, it is concluded
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about understanding of to take minutes meeting within the business and also how to chairperson
lead and manage meeting within the firm. Ultimately, we have learned about to understanding of
events management and some techniques of their successive plan in the business.
REFERENCES
Books and Journals
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Slavin, S., Mizrahi, T. and Morrison, J. D., 2013. Community organization and social
administration: Advances, trends, and emerging principles. Routledge.
Williamson, I., Enemark, S., Wallace, J. and Rajabifard, A., 2010. Land administration for
sustainable development. p. 487. Redlands, CA: ESRI Press Academic.
Yuan, L., Xi, C. and Xiaoyi, W., 2012. Evaluating the readiness of government portal websites in
China to adopt contemporary public administration principles. Government Information
Quarterly. 29. 3. pp. 403-412.
Bose, D. C., 2012. Principles of management and administration. PHI Learning Pvt. Ltd..
Kasper, D., and et.al., 2015. Harrison's principles of internal medicine. 19e.
Hughes, O. E., 2012. Public management and administration: An introduction. Palgrave
Macmillan.
Selznick, P., 2011. Leadership in administration: A sociological interpretation. Quid Pro Books.
Milakovich, M. E. and Gordon, G. J., 2013. Public administration in America. Cengage
Learning.
Bennett, J. E., Dolin, R. and Blaser, M. J., 2014. Mandell, Douglas, and Bennett's Principles and
Practice of Infectious Diseases E-Book. Elsevier Health Sciences.
Hiscox, E. T., 2015. Principles and Practices for Baptist Churches: A Guide to the
Administration of Baptist Churches. Kregel Publications.
Enemark, S., McLaren, R. and Lemmen, C., 2015. Fit-For-Purpose land administration–guiding
principles. GLTN Reference Document.
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