Analysis of Office Management Procedures and Effectiveness Report

This report delves into the core aspects of business administration and office management. It begins by outlining the requirements for establishing and implementing effective office management procedures, emphasizing the importance of proper communication, departmental coordination, and employee performance measurement. The report then explores methods for managing work and system effectiveness, including performance measurement, training, and time management techniques. Furthermore, it addresses the challenges of managing constraints related to office facilities and budgets, highlighting the need for accuracy, informed decision-making, and flexibility. The report also examines the design elements of office systems, processes, and guiding documents, and concludes by discussing the creation of a conducive environment for productive work, covering topics such as workforce planning, setting realistic expectations, and offering appropriate compensation. The report also covers the importance of maintaining equipment and consumables, and establishing systems to evaluate the effectiveness of office procedures. It also discusses the importance of managing effective relationships with suppliers to ensure administrative services are provided to agreed standards.

Business
Administration21

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Requirements of establishing and implementing office management procedures................1
1.2 Manage the effectiveness of work and system......................................................................2
1.3 Managing constraints attached to office facilities and related budgets.................................3
1.4 Elements of designing of office systems, processes and guiding documents.......................3
1.5 Creation of 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 system to evaluate the effectiveness of office system and procedures..................5
2.3 Effectiveness of office system and procedure to meet users need adapting them to meet
changing demands.......................................................................................................................6
2.4 Manage the maintenance of office equipment to meet users needs and expectations..........7
2.5 Manage effective relationship with suppliers.......................................................................7
2.6 Take action to ensure that administrative services are provided to agreed standards...........8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Business administration is defined as the process of collecting information related to
operation, analysing them, managing and controlling these function in order to make them
productive and attain the predefined goals. So it is very important for manager to manger all
office facilities in order to make company a greater place for work (Gacula 2013). Office provide
necessary detail to manager to that valuable decision are made and help in different function
such as directing, staffing, controlling etc.
In this project report, procedures to manage effectiveness of work and system, process to
control any constraint related to office facilities and budgets, how to develop environment
conducive to productive work are discussed. Report also shows various equipment and
consumable to agreed level, system to calculate effectiveness of office system, effective relation
ship with suppliers and proper action to make sure the administrative services are provided to
agreed standard.
TASK 1
1.1 Requirements of establishing and implementing office management procedures.
In business world, without effective and accurate office management procedure, company
can not be able to perform their routine business activities. For all the managers of the company
it is very important to manage the office activities that include operational activities and other
functions. Following are the requirements that results in introduction of office management
procedures:
l Proper management at work place and effective communication among managers and the
employees so that all the operations can be executed appropriately.
l To manage all the functional departments who are responsible to operate business.
l Allotment of responsibilities that are performed by employees in order to achieve their
personal as well as organisational activities.
l Keep detailed information of each and every worker so that their performance can be
measured in order to provide them rewards accordingly.
All the office management procedures are implemented appropriately by the mangers as
it is their main responsibility. First of all the processes are introduced to the employees and
appropriate information is provided to them. The procedures helps to perform a particular task at
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a specific deadline without any problem. When information is offered to the employees than the
processes are implemented in order to enhance performancee of employees. For example, in
Tesco management implement several management procedures that will the profitability of
company and guide relevant staff member to perform their job role to attain predetermined
objective. Such as company started using computer and laptops to record the necessary data
related to sales and purchase. This will help in maintaining proper record and save time, cost,
energy of work force. In case proper office management procedures are not followed while
operating different activities it can reduce the efficiency of worker, machine and also may be
reason in reduction of profitability of company.
1.2 Ways of managing effectiveness of work and systems.
1.2 Ways of managing effectiveness of work and systems.
In present era, every company wants effectiveness in their business work and different
system so that allotted task are completed on time and in required manner. It is observed that
work and system are both interrelated with each other within a office “ as without effective and
productive system assigned work cannot be completed in a particular time”. Therefore it is
important to manage the effectiveness of several system and work so that productivity and profit
of company can be increased (Lee and Jung, 2014). There are different method of managing the
effectiveness of business activity of company and its system. Some of these are discussed
underneath:
l Performance measurement: Manager use to gather, analyse and measure performance
of different work performed within company that help to make valuable decision. The
performance measurement is done by the managers in order to evaluate the work done by
the employees. As there are various techniques which is used by the manager such 360
degree appraisal and balance score card. This shows the contribution made by the
employees in order to maximise profit of organisation.
l Training and development: Every company wants trained and skilled labour in their
company. So, they provide effective training and education program to their existing
workforce. It help in increasing skill, ability and knowledge so that they perform their
work in accordance to system of company to achieve goal. This also help team member
to motivate them and make them according to procedures so that better outcomes are
attained.
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Time management: It is very important to be effective in method and activity so that minimum
are incurred within company. Manager of company must be knowledgable enough to manage
time and complete task in appropriate manner. They make sure that particular work is assigned to
specific worker and advised them to complete that work in certain timeline. Thus as a result it is
very effective for lead to completing of task on time and improve productivity of system.
Through time management techniques employees in office make good use of time as an
advantage.
1.3 Managing constraints attached to office facilities and related budgets
Constraints refers to the restriction for doing activity in the office. The restriction can be
in form of any policy, rules and regulation as well as scarcity of resources. This is very important
to manage these restriction in order to improve effectiveness and efficiency with in office
environment. There can be some of the issue arise related to budget making as -
 Inaccuracy – It is required for financial analyst that they manage expense and income
related aspects properly for the effective budget management practices. Inaccuracy
related to these terms can create a major issue.
 Poor decision making – It is required for analyst to making effective decision related to
budget management practices otherwise it can create a huge issue for organisation.
In order to effective management of Office facilities and related budget, executive and
professional needs to concern about each transaction related to organisation. Through this, they
can manage them effectively in budget practices. It is also required for them to taking a effective
decision related to remain balance in order to managing business incomes for future business
practices (Lewis, 2013). Flexibility and probability takes a effective place in order to managing
business constraints.
1.4 Elements of designing of office systems, processes and guiding documents
It is said to be crucial for systematic procedure and processes inside a workplace as due
to its benefits like betterment in operating efficiency well as effectiveness, also helpful in
monitoring uniform systematic procedure, adequate and optimal usage of available resources and
several other elements like coordination and control over operations, ensures time and costs
effective manner in completion of operational tasks are also comprises in it. For this, it is
required to design systematic office system procedure, processes and guiding aspects. There are
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different factors which are are crucial to consider in establishment of systematic procedural
system which are mentioned below.
Factors related to office system: A specific chamber of experts engages in betterment of
systems and its proper running. This is develop to acquire the appropriate systems and advices
for the procedural functioning of office and suitable methods to solve the conflicts. Top or
administrative level managers appoint a system committee for the betterment of office system
and for improvement of related aspects and also for beneficial advices for the systematic
running.
Factors related to procedures: Professional or perfectionists who are being invited to
conduct a office survey with the main motive to make the procedures for proper execution of
beneficial suggestions
Factors related to guidance documents: It includes all the document that are related to
the organisation and guide the employees to perform all their activities appropriately. Induction
and orientation documents are the part of guidance documents of the company.
1.5 Creation of an environment that is conducive to productive work.
Conducive working environment is considered to be just assure a comfortable physical
area and also to develop heart ware surroundings. Now a days there are tough climate of business
as there are more stress and challenges than before. So, it is hard to create a conducive working
environment for productive work (Anderson and Reid, 2013). The owner of business is concern
to take the employers time and also employees are not performing well. If they want to be
successful for that and conducive environment should be created for productive work. Thus,
some of the ways to create an environment that is conducive to productive work are mentioned
below:
Hire an adequate workforce:
This is an essential to involve in personnel forecasting to has an adequate individuals so
that they satisfy their present workload and also for productive work. When workers are
overworked as they are doing a job that mean for two or more than two employees. That why
they have burden and also their performance is not effective. So, they has to deal with low-level
morale.
Set realistic expectations:
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If business expects effective work from their employees, then they has to create their
expectations realistic and clear. When workers know about what they expected from them. So,
they has better opportunities to give and to perform productively while doing their work.
Offer appropriate compensation:
Appropriate services of labour management need that employees should pay attention
towards the bottom line of management (Theobald,2012). For that they require proficient
workers to perform task and chose effective candidates for giving compensation in respect of
benefits bonus and salary. So, that an conducive working environment can be create for
productive work.
All the above mentioned ways help company to create an environment which is
conducive to productive work.
TASK 2
2.1 Maintain equipment and consumables to agreed levels.
Equipments and consumables are considered to be things and machinery that are used by
workers in job so that profitability and productivity can be maximised. However, it assist to form
task of a personnel quickly. So, for good business operations it is compulsory to keep up to date
and timely maintained (Azevedo and et.al, 2012). To assure that equipments are not decay to
limit as it place risk to individuals, workers and also employer so that equipments can be
maintained appropriately. But some frequency and nature of maintenance that should be
evaluated by risk appraisal and also many factors that are explained below:
 Utilisation of magnitude
 Experience and knowledge of users
 Producers recommendations
Critical parts about work equipments safety needs common and maximised levels when
equivalents with another factors. Some steps that to be consider for equipment maintenance that
are explained below:
 Producers instructions provide ideas in a manner which should be considered to safely
working equipment can be maintained.
 Equipments are always close properly.
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2.2 Establish system to evaluate the effectiveness of office system and procedures.
Each office required various system and procedure to run effectively. Some system are
established to evaluate effectiveness of office system and procedures are mentioned below:
Discovery:
This is initial system where objectives and mission are decided with for establishing clear
effectiveness criteria (Machek and Hnilica, 2013). Every system and procedures should be
measurable and meaningful so discovery system is effectual for office system and procedures as
it sets the effective business goals. This system usually takes approx one month that presents
some percentage of overall process.
Planning:
This is the system where business plans are made for executing the projects. In
appropriate planning can outcomes in delays and wastage which is not good for office. So, due to
office system and procedure a proper planning can be executed for projects.
Development:
This system is useful as it help to develop policies and expertise steps, establish
procedures and policy control document format and flow, for process supports some documents
and methods review that cannot be possible without the system and procedure of offices.
Implementation:
Implementation is all about assessment and information in this system training and
assessment, skills, on sit process training, internal audit and whole time of implementation can
be executed. All these can't be implemented without effective procedures and systems.
Rediscovery:
This is the system where thing are again discover such as policy, improvement and
assessment of business and cycle of process (Cartwright and Cooper, 2012). In this always
assessing and reviewing business to develop compliances, effectiveness and performance. All
these are possible with appropriate procedure and systems.
After evaluating all the established system mentioned above cannot be performed well
because of effective office system and procedures.
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2.3 Effectiveness of office system and procedure to meet users need adapting them to meet
changing demands.
Office system and procedure are always essential as both are helpful to save efforts and
time. Most of individuals believe that system and procedures are exchangeable from each others
but its not true. They generally work together so that they save efforts, stress and time. System
has various advantages (McCreery and Yamaki, 2014). They save time and excess stress. They
permit them to present agreeable outcomes that develop trust among employee and management.
And also assist to build quality. It let them freedom to assign work or have someone to perform
task in the absent of employees from office.
On the other hand procedure show steps to do particular work. Forms, checklists and
procedures combine so that a system can be created in office to do things effectually. Generally a
better office system is shareable, repeatable and documentation so that it should be simple to
select, follow and accomplish the similar outcomes. So, system are considered to be a heart for
all successful office. As in the above questions where system are established all that shows he
effectiveness of office system and procedure this help them to meet users need and also any
changes related to demands of users. System and procedure is useful to discover new things to
attract customers. Plan to launch that products when there needs are more in market.
Development of items that should be only possible when proper system and procedures are
followed (Cuervo‐Cazurra, 2012). Some implementation regarding policies and training so that
an that assist to meet the needs of users and if possible rediscover some assessment and
improvement to business so that they can meet the user needs and also try to adapt changes
demand with systems and procedures.
2.4 Manage the maintenance of office equipment to meet users needs and expectations.
Equipments of office are crucial parts in businesses. This assist to run the company
smoothly. However, this would track the revenue generation and business profitability. That are
paper shredders, computers, printers and so on. It is essential for company to maintain the office
equipments for many reasons that are explained below:
 When equipment of office are appropriately maintained that will assist workers of
company so that they perform effectually and productively.
 This also assist to maximise the workers performance and also develop the efficiency.
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 If equipments are appropriately maintained then workers gives more efforts towards their
work and perform effectually for business that provides profitability and productive
outcomes.
 If properly maintained equipments will decrease business expenditures. Therefore, cost of
damaging the equipments are less than replacing them.
 This also minimises issues and problems that company are facing. Equipments are
maintained timely then it evaluates possible problems before they effects business.
2.5 Manage effective relationship with suppliers
Suppliers are the one who not only facilitate services and goods that are required to run
business smoothly (Dash, 2014). They are also considered to be an essentials sources of advice,
trade credit and informations. To manage effective relationship with suppliers are mentioned
below:
Remain good customers of suppliers:
Both administration and supplier has an crucial for business operations. There are some
important ways too prove that the business are good customers and gain regards from their
suppliers. One is to always give payment on time by figuring out the terms of payment when
order are placed and after that continue those rules. If for any circumstances payment can't be
made then inform them as soon as possible. Secondly, they can provide their vendors possible
lead time and show honesty.
Reduce vendors:
Many vendors are considered to be inefficient, overwhelming and track the more cost of
administration. Close relationship with vendors permit both of them to perform in collaboration
to control costs (Drbal, Westra and Boston, 2012). As there are various vendors and not able to
decide by business whom to eliminate then start evaluating their performance. So, it help to
reduce vendors and manage the relation with suppliers.
Keep open communication:
The most easy and simple ways to manage any relationship is to communicate openly.
Invite suppliers in business strategy group meeting and also involve them in parties, events and
share data regarding new workforce and items. Individualising relationship like this and
opportunities get to each other form good relationships. This is crucial to be upfront and honest
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with their suppliers regarding business needs to perform effectively and know about areas that to
be developed.
Therefore, above mentioned ways to manage effectual relationship with suppliers to
assure optimal performance of suppliers and assist to run business efficiently.
2.6 Take action to ensure that administrative services are provided to agreed standards.
Services that supports administration where they are direct, coordinate and planned in job
are to be known as administrative services. In company there are various manager who see task
and activities that are perform in the departments of administrative (Park, 2012). There are two
kinds of managers in administration that are information manager and records and facility
manager. Few actions are taken for checking that either services of administrative are facilitated
to an agreed standards. That are explained below:
 to appoint a appropriate manager of administrative who has capability ans
communication, logical portioned and skills of leadership that assist them to provide
effective administrative services (Florin, 2014).
 Controlling the surrounding consequence and energy efficaciously will also assist to
evaluate the activities of administrative.
 Coordinate with all workers in the business.
 By forming procedures and plans.
 By considering feedbacks from workers to assure either services are facilitated or not.
CONCLUSION
From the above, with the help of effective business management company are able to
improve their productivity and increase profitability. There are number of office facilities that
help in improving the various business activities. Some ways to manage effectual system and
task and restriction that are involved to office activities and according budgets are described.
Developing conducive surroundings bis required to develop performance of workers.
Consumables and equipments are necessary to maintained and systems are formed to evaluate
the office system and procedures effectiveness. Office system and procedures effectiveness so
that they can meet users expectations and needs. At last effectual relationship with suppliers and
some action that are taken for assure services facilitated to agreed standards.
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