Business Office Management, Employee Rights and Mail Handling Report

This report provides a detailed overview of various aspects of office management, including managing office facilities, handling mail, understanding employee rights and responsibilities, producing business documents, and promoting equality, diversity, and inclusion in the workplace. The rep...Read More

UNIT 11; 19; 24; 31; 32;
45; 64; 73

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
Unit 11: Manage Office Facility......................................................................................................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 .....................................1
1.3 Explain how to manage any constraints attached to office facilities and related budgets 2
1.4 Explain the factors to be taken into account in the design of office systems, procedures
and guidance documents.........................................................................................................2
1.5 Explain how to create an environment that is conducive to productive work..................2
Unit 19: Handle Mail.......................................................................................................................3
1.1 Explain how to deal with “junk” mail .............................................................................3
1.2 Describe what to do in the event of problems arising when dealing with incoming or
outgoing mail .........................................................................................................................4
1.3 Describe how to operate a franking machine ..................................................................4
1.4 Explain how to prepare packages for distribution ...........................................................4
1.5 State organisational policies and procedures on mail handling, security and the use of
courier services ......................................................................................................................4
1.6 Explain the process for reporting suspicious or damaged items in accordance with
organisational procedures.......................................................................................................5
3.2 Identify the best option for dispatching mail according to the required degree of urgency,
size and value of the item.......................................................................................................5
Unit 24: Employee Rights and Responsibilities..............................................................................5
1.1 Explain the role of their own occupation within an organisation and industry................5
1.2 Describe career pathways within their organisation and industry....................................5
1.3 Identify sources of information and advice on an industry, occupation, training and career
pathway...................................................................................................................................6
1.4 Describe an organisation’s principles of conduct and codes of practice .........................6
1.5 Explain issues of public concern that affect an organisation and industry ......................7
1.6 Describe the types, roles and responsibilities of representative bodies and their relevance
to their own role .....................................................................................................................7

Unit 31: Produce Business Documents............................................................................................7
1.1 Explain the requirements for language, tone, image and presentation for different
documents...............................................................................................................................7
1.2 Explain how to integrate images into documents.............................................................8
1.3 Describe how corporate identity impacts upon document production.............................8
1.4 Explain the requirements of data protection, copyright and intellectual property legislation
relating to document production.............................................................................................8
1.5 Describe organisational procedures for version control...................................................9
1.6 Describe security requirements relating to document production....................................9
Unit 32: Produce Minutes of Meetings............................................................................................9
1.1 Explain the purpose of different types of minutes and other meeting records.................9
1.2 Explain the legal requirements of formal minutes.........................................................10
1.3 Describe organisational conventions for producing minutes.........................................10
1.4 Describe the responsibilities of the minute taker in a meeting.......................................10
1.5 Explain why it is important to maintain confidentiality of meetings, discussions and
actions...................................................................................................................................10
1.6 Explain why it is necessary to record who proposed and seconded suggestions and
changes.................................................................................................................................11
Unit 45- Promote equality, diversity and inclusion in the workplace...........................................11
1.1 Explain the difference between equality, diversity and inclusion.................................11
1.2 Explain the impact of equality, diversity and inclusion across aspects of organisational
policy....................................................................................................................................11
1.3 Explain the potential consequences of breaches of equality legislation........................12
1.4 Describe nominated responsibilities within an organisation for equality, diversity and
inclusion...............................................................................................................................12
2.1 Explain the different forms of discrimination and harassment.....................................12
2.2 Describe the characteristics of behaviour that supports equality, diversity and inclusion in
the workplace........................................................................................................................13
2.3 Explain the importance of displaying behaviour that supports equality, diversity and
inclusion in the workplace....................................................................................................13
CONCLUSION:.............................................................................................................................13

REFERENCES:.............................................................................................................................14

INTRODUCTION
This report will show how business manager their facility. Also, it shows what are
different forms of information required in presentation. Moreover, how what are the types of
discrimination and harassment that an employee faces in the organisation.
Unit 11: Manage Office Facility
1.1 Explain the requirements of establishing and implementing office management procedures
The office management procedures must be managed so that it do not lead to increase in
cost of business. Besides this, it allows employees and managers to follow the same principles
while making any decisions. The procedures show that office requirements are fulfilled with
effective use of resources.
1.2 Explain how to manage the effectiveness of work and systems
Planning
Effective managers plan their work (Abdillah, 2017). Planning means setting performance
expectations and goals for groups and individuals to channel their efforts toward achieving
organizational objectives. Getting employees involved in the planning process will help them
understand the goals of the organization, what needs to be done, why it needs to be done, and
how well it should be done.
Monitoring
Effective managers see to it that assignments and projects are monitored continually. Monitoring
well means consistently measuring performance and providing ongoing feedback to employees
and work groups on their progress toward reaching their goals.
Developing
Effective managers evaluate and address the developmental needs of their employees.
Developing in this instance means increasing the capacity to perform through training, giving
assignments that introduce new skills or higher levels of responsibility, improving work
processes, or other methods.
Rating
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An effective manager will, from time to time, find it useful to summarize employee performance.
This helps the manager look at and compare performance over time or across a set of employees.
Organizations need to know who their best performers are.
Rewarding
Effective managers understand the importance of using rewards well. Rewarding means
recognizing employees, individually and as members of groups, for their performance and
acknowledging their contributions to the agency's mission.
Performance Management as Prose
Good managers have been speaking and practising effective performance management all their
lives, executing each key component process well. They not only set goals and plan work
routinely, they measure progress toward those goals and give feedback to employees.
1.3 Explain how to manage any constraints attached to office facilities and related budgets
There are many constraint related to office budgets. These may affect the efficiency of
business. It is important to manage these budgets as it will give business an insight of how much
resources are needed (Cheng, 2017).
1.4 Explain the factors to be taken into account in the design of office systems, procedures and
guidance documents
Reduce office Expenses:Unnecessary motions are eliminated and standard automatic equipment
and machines are also installed in an office. In this way, the office expense is reduced to some
extent.
Optimum Utilization of Resources: The available resources of an office are equipment, (like
computer type writer etc.) personnel, space, furniture, etc.
Errors Reduced: A good office system can reduce the chances of errors and improve the overall
efficiency of an organization.
1.5 Explain how to create an environment that is conducive to productive work
Hire an Adequate Workforce
It’s important to engage in workforce forecasting so that you have enough people to satisfy your
existing workload.
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Hire the Right Employees for the Job
You might want to hire someone with less education or experience to save money on your
payroll, or you may be doing your nephew a favour
Set Realistic Expectations
If you want to get the best work from your employees, then you have to make your expectations
clear and realistic.
Offer Fair Compensation
Proper labour management services require you to pay attention to your bottom line.
Don’t Micromanage
It’s one thing to use a biometric time and attendance system to track your employees’ hours and
make sure they stick to their scheduled work times
Ask for Suggestions – Then Listen
Once you’re the top dog you may find yourself out of touch with day-to-day operations.
Unit 19: Handle Mail
1.1 Explain how to deal with “junk” mail
Stop junk mail to employees who no longer work at the business through the Ecological
Mail Coalition. Visit their website and click on "Get Started" to take advantage of this free junk
mail removal service.
Contact the offending mailers directly. If your business repeatedly gets junk mail from the same
companies, just send a letter to the return address on the junk mail and request that they stop
sending mail to your business.
Look for any postage-paid postcards or envelopes in your junk mail pile at your business. Send
the item back to the company with a note to remove you from their mailing list.
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1.2 Describe what to do in the event of problems arising when dealing with incoming or
outgoing mail
The problems related to mail can be solved by using effective software that will help in
managing and controlling the outgoing and incoming mails. Also, employee can report it to IT
expert or manager in case of any problems. Besides this, firewall can be installed in network to
limit the access of spam mails.
1.3 Describe how to operate a franking machine
To frank an item, it needs to be weighed for the correct price5 this can be checked
alongside the Mail current rates. Then, first or second class needs to be selected, as well as the
type of item egg letter, large letter, small parcel. After the correct information, has been in
putted, the item (if it is a letter) can be fed through the machine. If it is too large, a label can be
printed and stuck on the item, ready for posting (Barak, 2016). It is always important to make
sure there is sufficient credit on the franking machine, otherwise items won&t be franked, and
this value is shown on the bottom of the screen on the machine. After the credit, has been
uploaded, we make sure we keep a note of when the franking machine was last credited in a
separate book
1.4 Explain how to prepare packages for distribution
After all the post, has been franked, it to be placed inside the appropriate posting bag,
based on its class5 this is for easier distribution. For most outgoing packages are already pre-
packaged by the employees wanting to send them, for e!ample electrical certificates are sealed in
the correct cover by manager. However, some packages still need to be weighed by the franking
machine for a label to be create. Packages are then collected by the couriers.
1.5 State organisational policies and procedures on mail handling, security and the use of courier
services
To ensure security of mail items, all post addressed to employees are organised and
delivered to their pigeon holes, to be opened by themselves. However, post with no name is
usually opened, if it states it is confidential or private, it will be manager.
The main courier service used by my workplace is Parcelforce. all items intended to be picked up
by Parcelforce need a label affixed to them which is scanned by the courier. Items being
delivered usually need to be signed for by the administrator
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1.6 Explain the process for reporting suspicious or damaged items in accordance with
organisational procedures
If there is any belief of a suspicious item, I would take the item to my office manager
who will record the time and date the item was received, and then report to company director or
local authority.
3.2 Identify the best option for dispatching mail according to the required degree of urgency, size
and value of the item
The best option for this is using own e mail software. This software can be developed or
created by experts for particular purpose. It will allow employee to use them by reducing the
number of spam mails.
Unit 24: Employee Rights and Responsibilities
1.1 Explain the role of their own occupation within an organisation and industry
I provide health and support to people with limited mobility and other care needs. This
covers a wide variety of residents from people with physical disabilities to people with learning
disabilities and the elderly with dementia. I support residents to maintain personal hygiene and
help them with their day to day living.
1.2 Describe career pathways within their organisation and industry
Own Setting Early Years Industry
Volunteer
Apprentice
Level 3 Nursery Practitioner
Room Leader
Deputy Manager
Teaching Assistant
Nursery Worker
Social Worker
Nursing
Assessing
Midwifery
Childminder
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1.3 Identify sources of information and advice on an industry, occupation, training and career
pathway
Occupations within Early Years  Social Worker
 Early years teacher
 Teacher
 Family support worker
 Youth Worker
Training within Early Years Internal courses offered by organisation
Learning from being coached and men-tored whilst
at work as identified by managers/others
Learning from taking on new and extra
responsibilities as asked by manager
1.4 Describe an organisation’s principles of conduct and codes of practice
Code of conduct Code of practice
Within our code of conduct their are 4 main
areas that we focus on these are:
Care ,
Trust ,
Attitude
and
respect Privacy
Things that these include is ensuring that we
maintain high standard of care we have to make sure
the children are kept safe and in sight at all times,
Adhere to the settings policies and procedures, Being
responsible for our own actions, if disclosure is needed
In our setting the code of practice is underlined
in the code of conduct we have to ensure we
adhere by this or disciplinary action will be
taken
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we must tell a senior member of staff immediately,
show a positive attitude at all time
1.5 Explain issues of public concern that affect an organisation and industry
Public concern on organisations Public concern on the Early Years Industry in general
Childcare Costs Limited Resources Public perceptions
Employees concerns Legislation Media interest
30hours free childcare. Funding Issues
Childcare costs
Children’s safety
1.6 Describe the types, roles and responsibilities of representative bodies and their relevance to
their own role
2.1 Describe the employer and employee statutory rights and responsibilities that affect their own
role
2.2 Describe an employer’s expectations for employees’ standards of personal presentation,
punctuality and behaviour
2.3 Describe the procedures and documentation that protect relationships with employees
2.4 Identify sources of information and advice on employment rights and responsibilities
Unit 31: Produce Business Documents
1.1 Explain the requirements for language, tone, image and presentation for different documents
Language-
Language within a business document is important because it outlines the formality of the
document subject. For Example if someone was to receive a letter with casual language and
abbreviations then they might assume that the letter is not as important as it could potentially be.
Tone-
The tone in a business document also has great importance because if the writing in our business
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documents does not have the correct tone for the purpose then we might not be taken seriously as
a business.
Image-
One important image that can be used in business documents is our company logo. If we were to
give out or send out documents with no logo on then people wouldn’t know that it was from us
and if they did it wouldn’t look very official. Putting our logo on our business documents show
people that we are a professional business and we are to be taken seriously.
Presentation-
Presentation of our documents should always be to a high standard because if people were to
receive our documents with poor presentation then their interest might fade.
1.2 Explain how to integrate images into documents
In order to put images into our business documents we copy the image off our computer
and then go on to paste it into our documents. The main image type that we use is our logo in
which we have a pre-saved document that has a header containing the logo.
1.3 Describe how corporate identity impacts upon document production
Corporate identity is the overall image of an organisation or firm or business in the minds
of an assorted public, such as customers and investors and employees (Andrews,. and Ashworth,
2015).So our corporate identity impacts our document production because it means that we have
to put our logo and details on: letters, business cards, and notices. This is so that our organisation
becomes widely recognised and people know that our business is well branded.
1.4 Explain the requirements of data protection, copyright and intellectual property legislation
relating to document production.
The Data Protection Act dictates how your personal information is used by organisations,
businesses or even by the government. Everyone that is responsible for using data has to follow
very strict rules and guidelines that are called ‘data protection principles.
The Copyright, Designs and Patents Act 1988, is the current UK copyright law. It gives
the creators of literary, musical and artistic works the right to control the ways in which their
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material may be used. This requires users to get permission from the artist to use their copy
righted material, if they don’t get this permission, they are breaking the law.
Intellectual property protection helps you to stop people stealing or copying things such
as product names, brands, inventions, designs and things you produce. Copyright, patents,
designs and trademarks are all types of intellectual property protection. Some types of protection
you get automatically and others you have to apply for.
1.5 Describe organisational procedures for version control
Version control is very important for documents that undertake a lot of revision and
redrafting, this is especially important for electronic documents as they can be modified by many
users, but sometimes the changes may not be so apparent. to is very important to know the
version you are reading is up to date as you do not want to be reading the wrong information.
1.6 Describe security requirements relating to document production
Security requirements for document protection are extremely important, especially when
dealing with sensitive and confidential information. (Nair, and Vohra, 2015). When letters
contain personnel and confidential information they should have private and confidential written
at the top of letter and stamped on the outside of the envelope. When printing confidential
information ensure no documents are left lying around on printers or copiers.
Unit 32: Produce Minutes of Meetings
1.1 Explain the purpose of different types of minutes and other meeting records
Meeting activities and decisions are recorded in many ways throughout WHO. Document
formats can vary according to group and region; minutes of staff meetings, interdepartmental
meetings, inter-agency meetings and workshops may all have different document styles. Some
regional offices have standard templates for recording important meetings, and formal meetings
have historical documentation models that must be followed. When you are asked to record
minutes at a meeting, an important part of the pre writing process is finding out what format is
expected.
For the discussion in this module, we will categorize minutes as either agenda-based minutes or
informal meeting minutes.
Agenda-based minutes or reports
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These are a traditional type of record: minutes taken at scheduled meetings for which
there is an agenda. An agenda is either distributed before the meeting or announced by the
chairperson at the beginning, and the minutes follow the framework set by the agenda. At WHO,
agenda-based minutes are now primarily records of formal governance meetings. These are
highly specialized, complex and formal documents, and minutes are usually taken by
professional minute-takers or précis writers.
Informal meeting minutes or summaries
Most departmental and team meetings at WHO do not require detailed minutes. Informal
meeting minutes summarize decisions taken and follow-up actions and responsibilities.
Typically, these minutes are circulated to all those who attended the meeting, and sometimes to
others who have an interest in the meeting's decisions but were not able to attend. These records
are sometimes produced using a simple template (Drucker, 2017).
1.2 Explain the legal requirements of formal minutes
Policy and procedures for meetings are a very important part of the formal meeting
process because they set out what can and cannot be decided in meetings, as well as ensuring that
certain conventions are adhered to at that meeting.
1.3 Describe organisational conventions for producing minutes
The conventions of a meeting refer to the protocol under which meetings are usually
carried out. They are a set of rules which govern the way that each meeting progresses. Although
not every meeting has exactly the same conventions, companies will often make sure that all of
their meetings follow their own private set of conventions.
The conventions of a meeting are like a set of rules which people have to follow in order
to play the game correctly. These rules are designed to ensure structure, fairness and
accountability.
1.4 Describe the responsibilities of the minute taker in a meeting
The individual performing this role has certain responsibilities that must be met to ensure
that communications are efficient and timely. The basic tasks for the minute taker are: Taking
rough notes that accurately reflect the decisions and discussion that took place during the
meeting.
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1.5 Explain why it is important to maintain confidentiality of meetings, discussions and actions
In today’s increasingly litigious and highly competitive workplace, confidentiality is
important for a host of reasons:
Failure to properly secure and protect confidential business information can lead to the loss of
business/clients.
In the wrong hands, confidential information can be misused to commit illegal activity
(e.g., fraud or discrimination), which can in turn result in costly lawsuits for the employer. Many
states have laws protecting the confidentiality of certain information in the workplace. The
disclosure of sensitive employee and management information can lead to a loss of employee
trust, confidence and loyalty. This will almost always result in a loss of productivity.
1.6 Explain why it is necessary to record who proposed and seconded suggestions and changes
The names of everyone in attendance at the meeting are usually the first things recorded.
This serves two purposes: Absent members can stay in the loop and keep abreast of what they
missed at the meeting, and their absence from this meeting becomes part of the public record. If
some participants regularly find ways to avoid meetings, they might be more reluctant to skip a
future meeting when they realize their repeated absences have been noted. (Munday, 2014).
Unit 45- Promote equality, diversity and inclusion in the workplace
1.1 Explain the difference between equality, diversity and inclusion
Equality is giving every individual, no matter of their protected characteristic, the same
rights to access services such as education. Protected characteristics being: age, race, religion,
sex, sexual orientation, pregnancy, gender, marital status and disability. Diversity is
acknowledging, respecting and embracing that everyone is different. t is when different people
come together, value each other!s differences and learn from one another, as everyone has
something different to offer. Inclusion is making every effort to ensure there are no barriers to
prevent or make it difficult for a person with an illness or disability to participate fully in society.
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1.2 Explain the impact of equality, diversity and inclusion across aspects of organisational
policy
Diversity - We accept clients who are rich, poor, from prison or the streets, Muslims to
Christians, Spanish to Welsh, artists to office workers. Everyone is welcome Western
Counselling and are treated in a similar way.
Equality Although in structured treatment programme, Muslims are given the time to go to the
mosque and pray. Also as mentioned above, everyone, unless they are a high risk to themselves
or others, come through the doors of western counselling
Inclusion - We ensure clients have individual move 'on plans, as everyone requires different
levels of support for different health conditions i.e. a client may be returning home but may need
a plan to meet supportive people, look for meetings and activities in their area to keep them safe.
1.3 Explain the potential consequences of breaches of equality legislation
By not complying with legislation and codes of practice, you are taking away the basic
rights of the individual. you will lose the trust of clients, which will make working conditions
very difficult (Drucker, 2017). This could end in legal action being taken against the organisation
and*or yourself, this could result in a fine, losing your job or possibly in the most serious
circumstances, a custodial sentence
1.4 Describe nominated responsibilities within an organisation for equality, diversity and
inclusion
The Director is responsible for ensuring that practices and policies underpin delivery of
the equality, diversity and inclusion policy and that they are being implemented. Administration
human 1esources. Emma is responsible for administering and delivering the policies and
procedures to staff and new colleagues, reviewing, developing and updating the policies and
procedures along with the Director and keeping records of relevant paperwork and statistics
regarding equality, diversity and inclusion such as recruitment monitoring forms.
2.1 Explain the different forms of discrimination and harassment
There are many different types of discrimination which include
Direct discrimination - this is treating someone less favourably to their face or in a way that the
person being discriminated against knows about it.
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Discrimination by association - this could be a family being discriminated against because they
are related to a person with a bad history, for example someone saying .
Perception discrimination- when someone is directly discriminated against because an individual
thinks they have a particular characteristic. 6or example assuming someone is gay without
actually knowing and treating them less favourably because of this assumption.4 
Indirect discrimination - This is not usually intentional but by following policies and procedures
then this could affect an individual.
Third party harassment - This is where covered by the Equality Act 2010 employers can be held
responsible for harassment in the work place by customers or visitors.
Victimisation - this is where a person is treated badly because they have reported or supported
someone who has made a complaint or report about discrimination
2.2 Describe the characteristics of behaviour that supports equality, diversity and inclusion in
the workplace
To support equality, diversity and inclusion in the workplace people need to have an
understanding of their own beliefs and a willingness to learn about others (Cheng, 2017). This
could be done by looking at prejudices in a group discussion and exploring where these
prejudices come from, what is known about the prejudice, and the actual facts around the
prejudice
Staff need to be accepting to the fact that not everyone will share their own beliefs, views
and lifestyles and respect the fact that other people may not accept theirs. staff need to have the
courage.
2.3 Explain the importance of displaying behaviour that supports equality, diversity and
inclusion in the workplace
By setting an example of how to act within your team, to clients and visitors, you are
teaching others how to behave and setting the standards and morals of yourself and your
organisation. By setting this example, others will follow your lead to make your organisation a
fairer and more comfortable environment.
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CONCLUSION:
From this report it is concluded that while developing a presentation certain things have
to be followed. Also, how e mails can be protected from getting spam.
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