Managing Office Facilities and Budgets: A Tesco Case Study

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UNIT 21 MANAGE AN OFFICE FACILITY
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Table of Contents
Introduction......................................................................................................................................3
AC1.1: Explain the requirements of establishing and implementing office management
procedures........................................................................................................................................4
AC1.2: Explain how to manage the effectiveness of work and systems.........................................6
AC1.3: Explain how to manage any constraints attached to office facilities and related budgets. .8
AC1.4: Explain the factors to be taken into account in the design of office systems, procedures
and guidance documents................................................................................................................10
AC1.5: Explain how to create an environment that is conducive to productive work..................12
Conclusion.....................................................................................................................................14
References......................................................................................................................................15
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Introduction
Managing the different office facilities & essential requirements is very necessary to be
enhanced within each & every business organization. The main aim of the complete assignment
is to analyze & determine about the different systems of work or equipment which are being used
for managing the higher level of effectiveness & efficiency within the business organization. The
chosen company is “Tesco”, which is the leading British multinational retailer, founded in the
year 1919 by Jack Cohen. The company is also listed on the “London Stock Exchange”. Multiple
factors are also being identified & analyzed affecting the different systems & procedures within
the office of Tesco. The consideration of the conducive environment is also being enhanced in
the assignment in an effective as well as in an efficient manner.
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AC1.1: Explain the requirements of establishing and implementing office management
procedures
It is very necessary for each & every business organization to establish & implement the
different office management procedures in the effective & in an efficient manner. A strong need
has been identified for continuously improving the effective procedures as well as the methods of
management within the whole business organization. Tesco identified the following essential
reasons/ requirements to establish the different management procedures for its office:
 Compliance requirements: These requirements include the legislative as well as the
different organizational needs for the main purpose of legally operating the whole
business within the whole country. Apart from these needs, certain essential requirements
involve the multiple transactions of the company, different labor practices & other
procedures related to the safety in the whole company for all the employees.
 Operational needs: The effective organizational management procedures are also to be
established for enhancing the various operational needs such as the higher level of
consistency, developing the continuous improvement, managing the higher level of
unfavorable risks & completing the tasks within the targeted deadline.
 Physical resource requirements: These requirements define the necessity of competent
human resources within the business organization of Tesco to implement the defined
managerial procedures among different organizational departments, effectively &
efficiently (Coenen, et.al. 2013).
 Workflow requirements: These are also very essential for enhancing the positive flow of
work continuously within the business organization of Tesco. The main aim is to achieve
the planned workflow with the help of limited available organizational resources.
Only the establishment of office management procedures is not essential, it is equally important
to implement those procedures appropriately. Following are some of the requirements for
implementing the innovative procedures:
 Clear communication: formal communication is very necessary to be followed up in
Tesco among different departments for enhancing the higher level of communication
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among all the organizational employees. Also, unique training should be provided to all
the staff members for smoothly communicating with one another & hence implementing
the essential procedures.
 Productive workflow: The management of Tesco should establish a productive workflow
within the whole business organization. These requirements are essential for increasing
the level of efficiency among different organizational tasks.
 Health & safety requirements: The office management procedures are also required to
be implemented for ensuring the proper health & safety of all the employees, working in
Tesco from any kind of the miss-fraudulent conduct or in any other way (De Been and
Beijer, 2014).
 Data protection requirements: The collected data needs to be protected very effectively
& efficiently. The data can be misused by anyone, working in the business organization
& the organizational objectives could be harmed inappropriately. Therefore, the
management procedures should be implemented in a way which can highly protect &
secure the organizational data, effectively & efficiently.
 Feedback requirements: The procedures of office management also enhance the proper
feedback from all the different stakeholders of the company, Tesco, including all its
potential customers. These feedbacks help the company to improve its level of
performance & achieve long term growth & sustainable success.
All the above-illustrated points are the major requirements for ensuring, enhancing, establishing
& implementing the effective procedures of management in the office of Tesco for achieving the
defined goals & objectives suitably.
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AC1.2: Explain how to manage the effectiveness of work and systems
The term effectiveness at work involves the higher level of degree by which all the defined
organizational objectives can be attained & the maximum extent up to which the major
organizational problems can be solved in an appropriate & suitable manner. "Doing the right
thing" is called the "effectiveness”, on the other hand, "doing the thing in the right manner" is
called efficiency. The business organization should manage & work upon enhancing the
following essential constraints/ factors in the effective as well as in an efficient manner for
managing the higher level of effectiveness of both work & systems:
 Evaluation of performances: The business managers of Tesco should continuously
evaluate the different performances of all the employees & whole departments within the
company regularly. The necessary deficiencies should be identified & measured in
against the targeted outcome & then these are to be eliminated with the help of
implementing the innovative business & management strategies.
 Evaluation of systems: Along with the performance evaluation, it is very necessary to
evaluate the system being implemented & existed within the business. The business
managers should utilize & implement the updated systems among all its organizational
departments, following the changing situations & targeted aims as well as the defined
business objectives (Fraser, 2014).
 Changing of systems: The business managers should clearly understand the fact that only
evaluation of the system is not essential, they are also required to change & replace the
old system with the new & upgraded one. According to the changing factors of the
business environment & the changing level of competitiveness, the business managers
should implement the innovative system which can provide the whole business the higher
level of growth & sustainable success.
 Effective communication: a Higher level of effectiveness cannot be enhanced by the
business managers of Tesco if the level of communication among different departments is
ineffective. Proper communication between the employers, employees, shareholders,
business managers & other essential business stakeholders is very essential in case of
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enhancing the higher level of effectiveness among the overall organizational work &
systems.
 Monitoring outputs: All the identified outputs are to be monitored very effectively which
will help the business managers to enhance the effectiveness of different works to be
performed within the business organization. The deficiencies can be measured with the
help of monitoring the outputs of different organizational departments (Bull and Brown,
2012).
 Machinery & equipment: The business managers should regularly check, evaluate &
update the machinery as well as the equipment in the business according to the changing
& emerging technologies. The old & outdated equipment, as well as the machinery, can
reduce the increasing the level of effectiveness of the whole business organization.
 Legislation & training: Along with all these things, the business managers of Tesco need
to ensure that the business effectively implies with all the updated rules & legal
regulations, set up by the government for smoothly running the business in the changing
period. Also, all the members of staff are to be provided with the complete professional
training for not only how should they work but also how they have to comply with all the
legal legislation, effectively & efficiently.
All the above effective points should be applied, implemented & enhanced by the business
managers of Tesco for increasing the level of effectiveness of the whole organizational work as
well as of the different systems. They should also effectively consider those breakdowns which
can lead them towards the higher amount of loss of production & should be eliminated within the
definite period of a time limit (Laihonen, et.al. 2012).
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AC1.3: Explain how to manage any constraints attached to office facilities and related
budgets
The business manages of Tesco can identify various constraints which are being attached to the
multiple facilities of the whole office as well as the overall amount of organizational budget.
Some constraints include the lack of ineffective or the insufficient resources, lack of legal
legislative requirements, insufficient or the improper formulation of the organizational budget,
lack of competent employees within the business for identifying & effectively maintaining the
organizational systems & implemented business procedures and the insufficient balance of cash
available with the whole business for both its short & long run. The business managers should
consider the following thing for managing all the identified constraints in the business to ensure
the effectiveness among all the facilities related to the office in the effective as well as in an
efficient manner:
 Continuous liaison: It is very essential for the whole team of business management
department to ensure & enhance the strong level of effective communication with not
only the organizational employees but also with different departments of the business
organization, all the suppliers & other stakeholders related to the business. Proper
communication can enhance the effective utilization of limited available resources in the
business & hence the defined business goals & objectives can be achieved appropriately.
 Budget monitoring: Each & every business organization needs to formulate the proper
budget in a significant manner, according to which the investment needs to be made &
enhanced for the particular resources, availability of cash & the targeted aims as well as
the organizational objectives (Scupola, 2012). The business managers of Tesco should set
& monitor the organizational budget on the continuous basis for effectively meeting or
facing all the unexpected circumstances related to the business & handling all the
emergencies while smoothly running the business.
 Organizational policies & procedures: Effective & appropriate policies should be
implemented in Tesco in accordance to the culture & behavior of all the employees.
These policies & standard procedures lead towards the formation of a stable business
organization, which increase the level of organizational productivity.
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In the above-illustrated ways, the business managers of Tesco can effectively & efficiently
manage the various identified constraints related to the business, limited availability of time, lack
of finance, organizational policies, management team & all the employees working within the
business. Managing these constraints will help the whole business organization of Tesco to
enhance the long term growth & development suitably. The business managers should
implement all the legal regulations also which are to be implemented among the different
organizational departments because these regulations constrain the level of profitability, a certain
period. It has been founded that earning a higher amount of organizational profits will reduce
increasing the number of business constraints (Svensson and Wagner, 2015).
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AC1.4: Explain the factors to be taken into account in the design of office systems,
procedures and guidance documents
Determining & implementing of the most effective system s& procedures of the office needs the
business managers to consider multiple essential factors in the effective & in an appropriate
manner, for the guidance documents also so that the business organization of Tesco can attain the
defined business aims & objectives suitably. Following are the necessary factors which are to be
considered or to be taken into account for designing the systems, procedures as well as the
guidance documents within the whole business organization of Tesco:
 Designing brief & customer requirements: The business managers of Tesco should first
make the brief including all the essentials related to the customers along with their
changing needs & preferences. Along with this, the brief should also consider the clean
profile of the company, overview of different projects to be undertaken by the
organization within the definite period of time, goals & aims of the company, the target
customers, basic requirements of designing & the standard amount of budget as well as
the standard schedule (Bodin Danielsson, 2013).
 Clear layout: A clear & concise layout should be prepared & developed involving all the
essential standard policies & procedures to be followed up within the whole business
organization. All the necessary points should be written in bullet form as well as in a
clear manner so that all the employees can clearly properly understand the layout. Clear
language should be used which can be understandable by each & everyone, working in
the business organization.
 System of communication: The system of communication plays an essential role which
helps the business managers to effectively communicate & share the necessary developed
systems as well as the procedures within the business organization among all the
employees so that they can work more effectively & properly. Strong system of
communication needs to be enhanced by Tesco, as it has decided to enhance the
diversification, which is possible when the necessary & relevant information should be
shared within the definite intervals (Kohlborn, et.al. 2014). It has been suggested that
Tesco should strongly focus on ensuring & enhancing the formal type of communication
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for achieving the defined goals & objectives in the strict as well as in a disciplined
manner.
 Setting up of essential responsibilities: The business managers of Tesco should set up &
also allocate the essential responsibilities to all the staff members so that they can be
completely aware of the particular tasks to be performed by them in a suitable manner &
the definite period. Setting up the necessary responsibilities to all the organizational
employees will help the business managers to meet up all the defined corporate policies
within the business organization, appropriately.
 Training & knowledge: This is also one of the most essential factors which are to be
considered while designing the systems & office procedures. All the employees of Tesco
should be completely trained & should be provided with the complete level of knowledge
so that they can perform all the assigned tasks & responsibilities properly (Lavis, et.al.
2012).
 Acceptance of staff members: the Higher level of participation should be called &
ensured of all the staff members who are working in the business organization of Tesco.
The acceptance is also to be called of all the staff members so that they should feel that
they are also an important part of the whole business organization in a suitable manner.
 Assessment of risks: All the types of risks associated with the business, such as the
increasing level of competition, higher earnings of business profits & organizational
revenue, ensuring sustainability within the business market, all these are some of the
major risks which are connected to the business & which are to be faced by the business
managers in the real manner. Strong & favorable strategies need to be developed &
implemented for eliminating the negative impacts of all the identified & associated risks
& hence gabbing the positive business opportunities very effectively.
 Health & safety regulations: It is very important for securing the rights of all the
employees & ensuring their complete health within the business organization, which is
the legal responsibility of all the business managers. The office procedures & systems
should also include the effective regulations of health & safety in terms of legal acts &
procedures (Heras‐Saizarbitoria and Boiral, 2013).
 Formulating budget: Developing the standard budget is very essential for each & every
business organization as it helps the company to know about where they can particularly
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invest & around how much amount of money can be invested by them. Formulating the
budget lead towards the effective & efficient utilization of the limited available resources
with the business organization.
 Equipment & technology: The business managers of Tesco should utilize the upgraded
& current emerging technologies within the business which can meet up the changing &
current needs or preferences of all the potential customers & attain the higher amount of
business profits as well as the organizational revenue. The old & outdated technological
equipment do not attract customers & also reduce the pace of growth in sustainable
business development.
To design the documents of guidance, the following are the certain factors which are to be
considered necessarily:
 Target audience: Meeting the changing needs of the targeted customers is very essential
& the proper ways should be enhanced in the guidance documents which can help the
employees to pursue the same.
 Legislative requirements: All the legal purposes should be mentioned in the documents
so that the business organization should be aware of towards which goals it needs to go
through & achieve by following up & implementing all the legal rules & regulations
(Akhtar, et.al. 2012).
 Clarity of flow charts: It has been founded that the organizational employees understood
well if they are provided or explained with the clear flow charts. These charts can help
them develop the professional & corporate image in the competitive business market &
also help them easily accomplishing the tasks. The business managers should also
develop the organizational charts which should be displayed in the documents in the
common language used within the whole business, illustrating about the structure to be
followed within the business along with the communication system.
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