Principles of Administration: Office Management and Procedures

This report provides a comprehensive overview of the principles of administration, covering key aspects of office management and operational efficiency. It begins by outlining legal requirements related to office facilities management, typical services provided, and procedures for establishing effective office management. The report then delves into resource management techniques, workflow monitoring, and employee support facilities. It further explores legal obligations regarding workplace health and safety, accident and emergency procedures, and individual responsibilities. Meeting management is addressed, including objectives, legal implications of minutes, accuracy, and note-taking methods. The report also discusses the features and purposes of various meeting types, roles and responsibilities, and facilitation techniques. The report continues with an examination of workload management using targets and budgets, work allocation techniques, and quality management approaches. Finally, the report concludes with an analysis of event management, covering event characteristics, information requirements, planning procedures, resource identification, and delegate information needs.

PRINCIPLES OF ADMINISTRATION

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1.1 Explain the legal requirement related to the management of office facilities.......................3
1.2 Typical services provided by an office facility.....................................................................4
1.3 Identifying the way to establish office management procedures..........................................4
1.4 Explaining the way of managing office resources................................................................5
1.5 Explaining the techniques to monitor and manage work flow..............................................5
1.6 Explaining the typical support and welfare facility to workers............................................5
TASK 2............................................................................................................................................6
2.1 Legal obligation of Employer regarding health and safety of workers at workplace...........6
2.2 Explaining individual responsibility for maintaining health and safety at workplace..........6
2.3 Accident and emergency procedure......................................................................................7
TASK 3............................................................................................................................................7
3.1 Objectives of meeting minutes..............................................................................................7
3.2 legal implications of meeting minutes..................................................................................7
3.3 Importance of accuracy in minute making............................................................................7
3.4 Things or information that should or may not be included in different types of minute
meeting........................................................................................................................................8
3.5 The ways to taker notes during meeting...............................................................................8
TASK 4............................................................................................................................................8
4.1 Features and purpose of diff rents types of formal as well as informal meeting..................8
4.2 Roles and responsibilities of chair........................................................................................9
4.3 Roles of other in meeting......................................................................................................9
4.4 Techniques to facilitate meeting.........................................................................................10
4.5 Information requirement of a meeting before, during and after meeting............................10
TASK 5..........................................................................................................................................11
5.1 Explain the use of targets and budgets to manage workloads.............................................11
5.2 Techniques to allocate work to individual team members..................................................11
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5.3 Quality management techniques.........................................................................................11
5.4 Techniques that can be used for identifying the need for improvement.............................11
TASK 6 .........................................................................................................................................12
6.1 The characteristics, requirement and purpose of different types of events.........................12
6.2 Explain the types of information and information sources needed to organise an event....12
6.3 Procedures involved in planning an event..........................................................................13
6.4 identify the right resources from an event plan...................................................................13
6.5 Describe the likely types of information needed by delegates before, during andafter an
event..........................................................................................................................................14
REFERENCES..............................................................................................................................15
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INTRODUCTION
Administration is defined as formulation and interpretation of policies. It also includes
implementing strategies as well as plan in order to manage operational and other essential
business activities. It is recognised as procedure of developing as well as maintaining an
environment where employees can work together in teams for accomplishing common goals or
objectives. The principles of management can be distilled down to four critical functions. These
functions are planning, organizing, leading, and controlling.
The purpose of the project is to develop understanding about the principle of
management. As it is essential fort managing business in running organisation smoothly and in
systematic manner.
TASK 1
1.1 Explain the legal requirement related to the management of office facilities
According to the several laws' organisation is required to fulfil Responsibilities
associated with facility management typically include a wide range of function and support
services, including janitorial services; security; property or building management; engineering
services; space planning and accounting; mail and messenger services; records management;
computing, telecommunications and information systems; safety; and other support duties. It is
the job of the facility manager to create an environment that encourages productivity, is safe, is
pleasing to clients and customers, meets government mandates, and is efficient. It is required by
company to comply with following norms developed by government these are Equality Act 2010
Employment rights:Employment Rights Act 1996,
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Employment Relations Act 2004,
Working Time Regulations 1998,Contracts of employment ,Information:Data Protection Act
1998 Copyright, Designs and Patents Act (Wheelen and Hunger, 2017)
1.2 Typical services provided by an office facility
Maintenance activities include keeping spaces, structures and infrastructure in proper
operating condition in a routine, scheduled, or anticipated fashion to prevent failure and/or
degradation. The other services provided by an office facility are :
Document production
audio transcription
data entry
photocopying and binding
travel arrangements
invoicing, bookkeeping/accounts
document control
filing/client records management
stationery issue and stock control
Recording as well as maintaining petty cash and expenses
room booking and appointments
reception dealing with incoming/outgoing mail
1.3 Identifying the way to establish office management procedures
 safe working procedures and risk assessment
 fire, accident and emergency
 security information and physical property
 resource use and stock control
 purchasing –equipment, consumables, service contracts ,
 equipment use, monitoring and maintenance
 sending receiving and storing information
 staff movement/absence control progress reporting and productivity monitoring
 use of telephones, internet and emails
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1.4 Explaining the way of managing office resources
Resource management software tools available that automate and assist the process of
resource allocation to projects and portfolio resource transparency including supply and demand
of resource. Large organizations usually have a defined corporate resource management process
which mainly guarantees that resources are never over-allocated across multiple projects. Peter
Drucker wrote of the need to focus resources, abandoning a less promising initiatives for every
new project taken on, as fragmentation inhibits results. One resource management technique is
resource levelling. It aims at smoothing the stock of resources on hand, reducing both excess
inventories and shortages.
1.5 Explaining the techniques to monitor and manage work flow
The following technique or strategies will support manager in managing workflow these
are:
Give your employees more responsibility
Giving your workers ownership and a certain level of freedom when working on projects
means that your workload as their boss decreases.
There are many theories that businesses can use to improve their processes. The basic
philosophies of these improvement theories take into consideration the company’s experience,
needs, and input to create the most targeted workflows. These are setting guideline steam
meetings,observation,checking work products,checking records/log, monitoring errors as well as
progress reporting,delegation,target setting.
Business Process Management (BPM) software integrates workflows with multiple other
applications, systems, technologies, and human elements. BPM represents multiple workflows
and processes, and supports the total business process improvement cycle.
1.6 Explaining the typical support and welfare facility to workers
Facilities
 counselling
 Financial assistance
 legal advice
 crèche
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 staff discounts
 refreshments
 wash rooms
 access to trade unions
 health and leisure schemes
TASK 2
2.1 Legal obligation of Employer regarding health and safety of workers at workplace
Legal obligations:
 Reporting of Injuries, Disease and Dangerous Occurrences
 Regulations (RIDDOR) 1992
 The Control of Substances Hazardous to Health 1999
 (COSHH)
 The Management of Health and Safety at Work Regulations
 1999
 Workplace (Health, Safety and Welfare) Regulations 1992
 The Health and Safety (Display Screen Equipment)
 Regulations 1992
 The Provision and Use of Work Equipment Regulations 1998
2.2 Explaining individual responsibility for maintaining health and safety at workplace
Responsibilities
 own health and safety
 others’ health and safety
 use of equipment
 risk reporting
2.3 Accident and emergency procedure
Workplaces need a plan for emergencies that can have a wider impact. Special procedures are
needed for emergencies such as serious injuries, explosion, flood, poisoning, electrocution, fire,
release of radioactivity and chemical spills.
Quick and effective action may help to ease the situation and reduce the consequences. However,
in emergencies people are more likely to respond reliably if they:
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 are well trained and competent
 take part in regular and realistic practice
 have clearly agreed, recorded and rehearsed plans, actions and responsibilities
Write an emergency plan if a major incident at your workplace could involve risks to the public,
rescuing employees or
co-ordinating emergency services.
TASK 3
3.1 Objectives of meeting minutes
Minutes, also known as protocols or, informally, notes, are the instant written record of a
meeting or hearing. They typically describe the events of the meeting and may include a list of
attendees, a statement of the issues considered by the participants, and related responses or
decisions for the issues.
3.2 legal implications of meeting minutes
Legal implications
 legal requirement of Companies Act
 storage/retention
 written proof that the organisation is functioning as it should
 evidence for legal proceeding
3.3 Importance of accuracy in minute making
Properly constructed minutes are an essential link in the flow of information within any
and every organisation. If there’s no written record your meeting is just a talk shop – no real
objective and no possibility of structured follow-up – in short, it easily degenerates into an hour
or two of wasted time.
3.4 Things or information that should or may not be included in different types of minute
meeting
Types of meeting minutes:
 resolution minutes
 narrative minutes
 action minutes
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Things that should not be included in minutes of meeting
Actions taken or agreed to be taken.
 Next steps.
 Voting outcomes – e.g., (if necessary, details regarding who made motions; who
seconded and approved or via show of hands, etc.)
 Motions taken or rejected.
 Items to be held over.
 New business.
 Next meeting date and time
3.5 The ways to taker notes during meeting
Now that you know how your notes can help you, here are some points to remember if
you are to take down notes effectively:
1. Use pen and paper. Using pen and paper is less intrusive and easier to use. ...
2. Learn shorthand. ...
3. Just highlight the key points. ...
4. Prepare a written report immediately after the meeting.
TASK 4
4.1 Features and purpose of diff rents types of formal as well as informal meeting
Features:
 documentation
 personnel
 procedures
 frequency
Formal:
 Annual General Meeting
 (AGM)
 Extraordinary General Meeting
 (EGM)
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 board meeting
 committees
Informal:
 departmental
 team briefing
 progress
 working parties
4.2 Roles and responsibilities of chair
Role and responsibilities:
 setting the agenda
 running the meeting
 voting
 approving the minutes
4.3 Roles of other in meeting
Role of Secretary is to ensure that meetings are effectively organised and minuted. They are
responsible for maintaining effective records and administration.
Role of treasurer includes general financial oversight, funding , fundraising, Financial
planning and budgeting, financial reporting, discussion on controlling as wsell as management of
fixed assets and stock.
4.4 Techniques to facilitate meeting
Top Tips for Facilitators
 Design a good agenda. ...
 Be aware of both content and process.
 Keep the group moving towards its aims.
 Use a variety of facilitation tools to keep everyone interested.
 Create a safe and empowering atmosphere to get the best contribution from everyone.
4.5 Information requirement of a meeting before, during and after meeting
Before the Meeting
Meeting Notices:
Give members notice well in advance of meetings
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Set the schedule
Stick to the schedule
During the meeting
Explain meeting expectations & introductions
Agenda:
Agendas are a guide to keep a meeting moving and on track. Agendas allow members to
gauge the length of the meeting and appropriate discussion times. Adhere to the agenda and
eliminate rambling discussions or side chatter.
Minutes:
Minutes keep the Board and staff informed of committee progress and needs.
The Committee Secretary is responsible for taking minutes
After the Meeting
Reports:
One committee leader responsibility is to keep the BOD and Staff informed .Encourage the
Secretary to submit minutes within 10 days of the meeting, which should include:
 Attendance
 Decisions
 Progress
 Needed Resources
 Next Meeting Date
 Agenda Items for the Next Meeting
TASK 5
5.1 Explain the use of targets and budgets to manage workloads
Individual targets motivate staff to not only perform but allow staff to support the agenda
of the organisation as a whole.
Team Targets - motivate employees to achieve targets as a collective body. They ensure
that employees not only focus on their own performance but also support others to achieve the
organisational targets.
A budget allows an organisation to invest just what is needed (and not too much) to meet
financial targets on time
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5.2 Techniques to allocate work to individual team members
There are five criteria to think about as you think about distributing work.
1. Priority. Consider the work's priority. ...
2. Skill Sets. Evaluate the skill set of the people who you're thinking about distributing the
work to. ...
3. Availability. ...
4. Development. ...
5. Interest. ...
6. Go allocate some work.
5.3 Quality management techniques
Techniques to manage the performance
 SMART targets
 KPIs
 progress and status reporting
 performance review
5.4 Techniques that can be used for identifying the need for improvement
Techniques used to identify the need for improvements
 observation
 feedback
 analysis of errors
 performance review
 analysis of output/deadlines met (Islam, 2016)
TASK 6
6.1 The characteristics, requirement and purpose of different types of events
Characteristics:
 format/structure
 formality
 audience
 activities
 length of session/recurrence
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 presentation
 size
Requirements in terms of:
venue/location
publicity/advertising
equipment
resources
delegates/audience (Grant, 2016.)
6.2 Explain the types of information and information sources needed to organise an event
Events:
 conferences
 seminars
 promotional events
 exhibitions/trade shows
 product launches
 training courses
 team-building events
 forums and advice sessions
Information Sources:
 presenters/organisers
 delegates
 venue
 organisational policies
 printers’/stationery catalogues
 caterers
 equipment hire companies
 maps ( Routledge. Roig and Ribeiro-Soriano, 2016)
6.3 Procedures involved in planning an event
10 Steps to Get You Started With Event Planning
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1. Develop Event Goal and Objectives. The very first step is to establish a tangible goal and
objectives. ...
2. Organize a Team. ...
3. Set a Date. ...
4. Brand Your Event. ...
5. Create a Master Plan: ...
6. Determine Administrative Processes. ...
7. Identify and Establish Partnerships & Sponsors. ...
8. Create a Publicity Plan (Sekaran and Bougie,2016)
6.4 identify the right resources from an event plan
Resources:
 presenters/speakers
 staff
 equipment
 documentation
 furniture
 decorations
 facilities
 stationery
6.5 Describe the likely types of information needed by delegates before, during andafter an
event
Types of Information:
objectives of event
 venue details
 Fees/cost
 catering and accommodation
 presenters/speakers
 Joining instructions.
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 Health, safety and emergency procedures
 activities scheduled
 specific enquiries e.g. product information
 further information/contact details
 giving feedback (Van Wormer and Besthorn, 2017)
REFERENCES
Books and Journal:
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Wheelen, T.L. and Hunger, J.D., 2017. Strategic management and business policy. pearson
Islam, K., 2016. Can Ethical Business Strategy Influence Consumers’ Buying Behavior and
Grant, R.M., 2016. Contemporary strategy analysis: Text and cases edition. John Wiley & Sons.
Routledge. Roig and Ribeiro-Soriano, D., 2016. Qualitative comparative analysis: Crisp and
fuzzy sets in business and management.
Sekaran, U. and Bougie, R., 2016. Research methods for business: A skill building approach.
John Wiley & Sons.
Van Wormer, K. and Besthorn, F., 2017. Human behaviour and the social environment, macro
level: Groups, communities, and organizations. Oxford University Press
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