Analyzing Requirements for Office Management Procedures at TESCO

This report provides a comprehensive analysis of office management procedures within TESCO, a leading British multinational retailer. It explores the requirements for establishing and implementing effective office management procedures, emphasizing the importance of tailored approaches based on organizational size and type. The report delves into managing work effectiveness, highlighting the significance of employee motivation, technological resources, and continuous evaluation of work systems. Constraints related to office facilities and budgets are discussed, with recommendations for strategic planning and resource allocation. The report also examines factors crucial in designing office systems, procedures, and guidance documents, emphasizing the need for a conducive work environment. Furthermore, it addresses equipment maintenance, supplier relationships, and the establishment of systems to evaluate the effectiveness of office operations, aiming to provide insights into optimizing administrative services and fostering a productive workplace.

BUSINESS
ADMINISTRATION

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
1.1Explain the requirements of establishing and implementing office management procedures
.....................................................................................................................................................3
1.2) Explain how to manage the effectiveness of work and systems..........................................4
1.3) Explain how to manage any constraints attached to office facilities and related budgets...4
1.4) Explain the factors to be taken into account in the design of office systems, procedures
and guidance documents ...........................................................................................................5
1.5) Explain how to create an environment that is conducive to productive work.....................6
2.1) Maintain equipment and consumables to agreed levels.......................................................6
2.2) Establish systems to evaluate the effectiveness of office systems and procedures.............7
2.3) Review the effectiveness of office systems and procedures to meet users’ needs..............7
2.4) Manage the maintenance of office equipment to meet users’ needs and expectations........8
2.5) Manage effective relationships with suppliers.....................................................................8
2.6) Take action to ensure that administrative services are provided to agreed standards.........9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Business administration is an administration of a business. It includes all aspects related
to overseeing and supervising business operations as well as field which include accounting,
finance and marketing (Meñez, 2014). It is the wide field that incorporates many types of
management position. This report will be carried on TESCO, which is the British leading
multinational groceries and general merchandise retailer with headquarter in Welwyn City,
England. This leading retailer's operation comprises of supermarket, hypermarket, superstore and
online retailer, where they used to sell the groceries. Apart from firm's discussion, this report will
carried on requirements of establishing and implementing office management procedures along
with managing the work system effectively. This report will put light on managing the
constraints which is attached to office facilitates and related budget. Lastly, report will focus on
maintenance of an office items to meet user's needs and expectations and enhance the
relationships with the suppliers.
MAIN BODY
1.1Explain the requirements of establishing and implementing office management procedures
This assessment will explains the requirements of establishing and implementation
effective office management procedures, which are completely based on size and type of an
organisation (Waldo, 2017). However, it is important to set management procedures in every
organisation. Especially, for the complicated tasks, procedures are very important to set in order
to manage the work that are very lengthy, critical and even difficult to accomplish. It is the major
duty of the manager to make ensure that all of the employees and staff of an organisation must be
aware about their actual and defined job description. In context with TESCO, there are several
activities which are included under office management procedures such as monitoring the staff,
recording their performance, managing their payroll etc. Proactive requirements such as
resources, time, management, cost, manpower etc., are essential to maintain the structure office
of every business firm. There are various acts and laws such as Data protection act, 1998 which
has been initiated to protect valuable data/information and keep personal data confidential and
storing it for the longer period of time (Storey, 2016). Equality act, 1085 is also an important act
for managing equality and peace among employee's in the TESCO. These two acts are major

requirements for TESCO to maintain their office decorum to gain effectiveness into the
company. Also, other requirements such as safe operation, maintenance of the working
environment, safe use of the resources, adequate training to staff to ensure health and safety as
well as adequate welfare provision (Lakhani, 2014).
1.2) Explain how to manage the effectiveness of work and systems
In the office process, it is necessary to manage culture of pure work and system into the
business system along with complete motivating decorum in an organisation. In context with
TESCO, various resources such as equipments, technology, staff, cost, time are used to manage
productive work system in an organisation. Work system, in sense, involves employee status
through attendance, flow of information/data, working timing, management of an employee,
team working etc., all these cover under the effective work system. Effective technology such as
employee information portal is suitable for taking attendance, cloud technology for storing the
valuable information along with continuous training for encouraging an employee motivation
and confidence for longer period of time (Titian, 2015). Effectiveness in work and system is
fully depends on an employee's common interest and dedication towards their enrolled work. In
TESCO, where organisation has suffered with ineffective work culture due to high employee
turnover. This could be resulted from lack of confidence in them, less freedom to take their
independent action or decision making or even loss of right to think for self. For effective
working system, TESCO has done comprise with their employee personal needs, which gives
them motivation, so as to increase productivity and enhance positive & ethical work system. This
could be done through behavioural training, confidence generation and understanding each and
every needs of an individual employee. Also, effectiveness of work system can also be done
through continuous evaluation of the culture and environment of any business firm.
1.3) Explain how to manage any constraints attached to office facilities and related budgets
Constraint means limitation or any kind of restriction belongs to system of any company.
There are various constraints such as ineffective planning, improper allocation of resources, lack
of budget making, old technology etc., which can effect the facilitation regarding the office
management and budget related matter (Schwarzenegger, 2014). This could result from the lack
of accurate planning with control over the resources. In every organisation, skilled manpower is
the major need over priority to updated technology, because technology only record or
implement, but critical decision making for the management lies with manpower. In TESCO,

where budget making is lies with finance Dept., they need to apply innovative finance theories to
manage cumulative budget making for accomplishment of their desired goals or targets. For
management of an office facilities, TESCO should hire person, who must have expertise over the
complete management of an office system along with taking care of office amenities and
infrastructure for purpose to save the maximum cost and time (Barthes, 2017). As, it is
previously mentioned that ineffective action plan along with strategies for development was
inadequate, TESCO must put their focus on creating more and more planning for bringing
effective working system of TESCO. Top management of this organisation needs to evaluate
their own costing system in order to check out, where excess is incurring and from where
TESCO will save excess cost to maintain their profitability.
1.4) Explain the factors to be taken into account in the design of office systems, procedures
and guidance documents
In the current scenario, there are various business entities, who are suffering with an issue
of ineffective office system, procedures etc., which could be as a result of lack of planning and
also co-ordination among employees (Fernandez, 2015). There should be an defined structure for
office and for its regulations. It was noticed that TESCO working procedures are quite informal,
so as to bring transparency among functional units. Along with positive result, such culture has
built pressure over other people or they are being forced to do so. It can create negative impact
such as forceful acts with existing or new employee's to fulfil any defined structure, going
against their needs or even what they basically likes to do. In organisation other than TESCO,
has experienced such disaster, where office becomes the battlefield. In response, TESCO has
decided to take care of several factors such as planning, building chart of office working system,
assigning or making clear each and every role of an employee who hired for so along with
creating clear management hierarchy system. Before designing the office system, every
organisation should consider culture and environment with creates some positive essence for
every employee to enhance their inside force to work with an ethics, laws and regulations. Also,
organisation must realize that congested infrastructure is also frequent reason for ineffective
offices system or procedures (Vickers, 2017). For guiding documents, TESCO should create
structure and adequate space, where they can keep their documents or construct IT infrastructure
to keep information or data into an electronic form.

1.5) Explain how to create an environment that is conducive to productive work
Organisation are facing an issue of lack of productive work, because of lack of
motivation and confidence to their employee. This has been noticed in many business entities
that their working environment are not suitable and relevant to work for longer period of time.
Especially, this has become issue for TESCO, because there employee turnover has increased
over the period of time (Lyn, 2016). It was noticed that employee's turnover has occurred,
because of lack of confidence or motivation in their respective and also this could be as a reason
of ineffective working environment, culture or ethics into the TESCO working operations.
Effective environment must be created through regular evaluation into the system or procedures
that has effected the organisation at the longer period of time. Understanding the needs and
desires of each and every employee would help TESCO to listen to them towards the changes
and alteration which needs to be bring into the system and procedures of TESCO to ensure the
productive environment into an organisation (Kerckhoffs, 2015). Also, organisation must
undertaken training & development to their existing employee to get informed about their skill
gap or shortage and desires from the job to be fulfilled to generate their common interest.
It was told by Philips John that peaceful and agreeableness among employee's create
effective working environment, which is responsible for mainly productive working in an
organisation. Hence, in case of TESCO, company is required to be get familiar with their
employee's to create positive and common interest of them into the working of an organisation.
2.1) Maintain equipment and consumables to agreed levels
In order to ensure work equipments does not deteriorate to the extent that, it may put
people at risk, danger, hazards etc. In TESCO, where company has transformed their working
system from paper base to IT involvement, it has brought effectiveness into their system with
agenda to save maximum cost and time over the business cost (Dirksen, 2015). As, there
equipments are well-managed and advanced with current trends of technology enrolment.
Managing of work items and consumables required frequent maintenance and take care or else it
would result in loss of equipments and company needs to invest more money for buying new
one. The frequency and nature of maintenance have to be determined through risk assessment,
taking full account of: manufacturer's recommendation, intensity to use, operating environment
(temperature, corrosion, weathering), user knowledge and experience and risk to health and
safety from any foreseeable failure or malfunction. TESCO should invest cost in maintaining the

life and durability of their work equipments and consumables rather than purchasing new one.
This would effect their financial strength, because outflow of money will generate. Companies
are required to provide check-up of their equipments on monthly basis to accumulate at the
productive level (Clermont-Ferrand, 2016). Also, the maximum must lies on cost saving and less
hazards to valuable manpower. TESCO needs to provide training to their staff for operating their
equipments and consumables for efficiently and properly in order to maintain its life for longer
period of time with application of higher depreciation.
2.2) Establish systems to evaluate the effectiveness of office systems and procedures
According to Julie Perrine, system is the heart of any successful assistant and success of
any working structure into an organisation. Many people believes that Procedures and system are
two interchangeable, but that is not exactly true (Moquette, 2014). Effectiveness into the office
system comes when company resources are properly allocated for increasing its effectiveness for
the longer period of time. TESCO uses advanced technology to have continues look on their
office system such as manpower activities using 24 hour surveillance system, automated warning
system in order to avoid any serious failure and financial budget to look out at occurrence of the
cost. Organisation should constructed plan, with an agenda to get the evaluation an office system
and procedures to check its suitability for application into the future. TESCO have brought
advancement in the roles and responsibilities of HR, so as to monitor the different functions and
activities into the Working system of the TESCO.
2.3) Review the effectiveness of office systems and procedures to meet users’ needs
In an office premises, where employee's are major user of office system and procedures,
hence in that case, office equipments and procedures are required to well-managed with top level
quality to get suitable outcomes. In TESCO, where R&D department deals with finding new idea
for business development, there should be proper internet system as well as facilitation for
sharing information from one places to another using the mode of server. Procedures such as
information chain through which any valuable data can be share mus enriched with technological
environment (Findlay-Thompson, 2017). TESCO has comes up with costing budget to bring
change into the office system as well as procedures by engaging more and more technology in
order to bring suitability for time and saving maximum cost. This leading grocery retailer has
initiated a plan to give training & development to their existing employee about their new office
system to bring effectiveness into the business process for purpose to enhance the productivity.

Also, evaluation of this office system and procedures will be done on monthly basis to measure
the requirement of changes or amendments to be made in existing office system to enhance
chances for profit generation of the TESCO.
2.4) Manage the maintenance of office equipment to meet users’ needs and expectations
In every organisation, employee's are the major one who utilize the office equipments
with intention to generate the desired & important results. In the TESCO, company spends cost
on recovery & maintenance of their office equipments such as infrastructure, transportation
system to supply groceries product from warehouse to respective outlets or retailers. Also, they
use to prepare monthly budget for estimating the funds requirements for initiating the
maintenance period (Strikwerda, 2014). TESCO should prepare chart to keep update themselves
about the getting being informed over maintenance of the office equipments for getting the
suitable results. Along with maintenance, company must ask their employee's on requirement for
new office equipments or as per future need to work. Organisation have to identify the actual
requirement of the maintenance whether needs to undertaken the maintenance, because it
acquires the lots of money and higher supervision to remove any misshapenness or uncertainty
with equipments. It was noticed that TESCO has comes up with budget, which mentioned about
the funds requires to take care of maintenance activities with major aim to increase the
profitability as well as productivity of the firm. Also, the maintenance must be done under the
supervision of any top managerial person of the TESCO in order to avoid any kind of damage
being made to them.
2.5) Manage effective relationships with suppliers
Organisations are required to create long relationship's with their pro-active suppliers to
make ease of their office based system and products to them by incurring less amount of money
and time (Min, 2015). It was disclosed that TESCO has strong command over the priority to any
suppliers. This could be as a result of their own strategies and choice towards selection of their
office equipments. While designing the infrastructure of office, it is necessary for organisation to
make ensure that their suppliers must be capable of supplying whatever they needs as per the
design of the office based system such as furniture & fixtures, fittings, IT infrastructure, skilled
manpower along with other valuable resources as well as equipments. TESCO has built strong
relationship with multiple suppliers, in such a way that, if company wants any material or
equipments on urgent basis, they will get it with right utility. This is the reason, why they are

very effective in their retail business (Beachcomber and Sell, 2014). Suppliers are required to be
equipped with updated IT products, so as to create the common interest for company in doing the
fully-fledged business with them. Supplier actually needs good response from an organisation, in
case, if they are under circumstances, they must get assistances from the company. Effective
relationship with supplier's create availability of the product or equipments with an ease way to
prevent high money & consumables (Higgins, 2018). It was noticed that cost saving is the major
agenda behind good relationship with the suppliers.
2.6) Take action to ensure that administrative services are provided to agreed standards
In every organisation, administrative services is the most critical services to take care of
company's functioning and operation for purpose to accomplish the desired of an organisation.
This requires the most appropriate and productive action plans to improve the administrative
services at an optimized level. Skilled manpower should be hire, who must have expertise over
administrative experiences into any previous organisation. Also, training & development must be
given to prospective employee's over decision taking potential of the person holding the
administrative department of an organisation (Young, 2017). In context with TESCO, top level
management has taken decision & action plan such as reallocating the resources at the fullest to
enhance the suitability of their results for ultimate benefits of the company. Administrative
services into the business function must be aligned with strategies and action plan to accomplish
the well-defined goals of an organisation.

CONCLUSION
From the above report, it is concluded that business administration is one of the major
concept that has facilitated the business units to work and performed effectively with purpose of
higher goals accomplishments. Also, fulfilling the requirements of establishing office
management procedures into the right and productive way. Involvement of IT technology has
resulted into effectiveness towards work and also an office systems. Along with this, it has
become necessary to manage the constraints, which are attached with office facilities and related
budget. Also, it has become important to manage the valuable equipments and consumables at
the productive enhance the quality work in every organisation. It has been proven as effective to
have relationship with suppliers to make available goods & services with an ease of time and
also with agenda to save maximum cost. Lastly, it is also concluded that business administration
has resulted into the development of the business opportunities for any organisation to enhance
its sustainability and growth.

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