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 report examines the requirements for establishing and implementing office management procedures, managing the effectiveness of work and systems, and addressing constraints related to office facilities and budgets. It also covers factors in designing office systems, procedures, and guidance documents, as well as creating a productive work environment. Additionally, the report addresses mail handling procedures, including dealing with junk mail, handling problems with incoming and outgoing mail, operating a franking machine, preparing packages for distribution, and adhering to organizational policies on mail handling and security. Furthermore, the report delves into employee rights and responsibilities, including career pathways, sources of information, organizational codes of conduct, and issues of public concern. It also covers the production of business documents, minute-taking, and the promotion of equality, diversity, and inclusion in the workplace, discussing different forms of discrimination and harassment and the importance of supportive behavior. The report is a comprehensive resource for understanding key elements of effective office management and workplace practices.

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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