Administration Principles: Legal, Office, and Meeting Management

This report provides a comprehensive overview of the principles of administration, focusing on key aspects of office management, meeting procedures, and team dynamics. It starts by outlining legal requirements and typical services provided by office facilities, including handling expenses, document production, and record-keeping. The report then delves into office management procedures, resources, and workflow techniques. It also covers legal obligations for health and safety in the workplace, emergency procedures, and the responsibilities of individuals. The report further examines meeting minutes, their legal implications, different types of meetings, and the roles of chairpersons, secretaries, and attendees. It also explores techniques for facilitating meetings and planning events, including promotional activities and training courses. The report concludes by discussing targets, budgets, team roles, quality management, and techniques for improving team standards and outputs, as well as event planning and organization.

PRINCIPLES OF ADMINISTRATION

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1................................................................................................................................................1
1.2................................................................................................................................................1
1.3................................................................................................................................................1
1.4................................................................................................................................................2
1.5................................................................................................................................................2
1.6................................................................................................................................................2
TASK 2............................................................................................................................................3
2.1................................................................................................................................................3
2.2................................................................................................................................................3
2.3................................................................................................................................................3
TASK 3............................................................................................................................................4
3.1................................................................................................................................................4
3.2................................................................................................................................................4
3.3................................................................................................................................................4
3.4................................................................................................................................................4
3.5................................................................................................................................................5
TASK 4............................................................................................................................................5
4.1................................................................................................................................................5
4.2................................................................................................................................................5
4.3................................................................................................................................................6
4.4................................................................................................................................................6
4.5................................................................................................................................................6
TASK 5............................................................................................................................................7
5.1................................................................................................................................................7
5.2................................................................................................................................................7
5.3................................................................................................................................................7
5.4................................................................................................................................................7

TASK 6............................................................................................................................................8
6.1................................................................................................................................................8
6.2................................................................................................................................................8
6.3................................................................................................................................................9
6.4................................................................................................................................................9
6.5................................................................................................................................................9
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10
.......................................................................................................................................................11

INTRODUCTION
Principles of administration means set of those principles which are helpful in identifying
the functioning and also existence of administration (Baggot and Giguère, 2013). An administer
is responsible to assure about the effective performance of departments in a company. Under this
report mentions about the typical services which are provided through an office facility.
TASK 1
1.1
There are some legal requirements which are related to the office facilities management
given below:
Equality Act 2010- This act protects the people from any kind of discrimination at
workplace and in society. Under this, firm should apply this act in an organisation and treat every
person at workplace equally.
Data Protection Act 1998- This legislation designed for purpose to protect all personal
data of employees and consumers on computers (Bennett, Dolin and Blaser, 2014).
1.2
Typical services which are provided through office facility are given below as above:
 Handling of expenses and also petty cash.
 Production of document in a better way.
 Filling all records of clients in a proper manner.
 Stock control as well as issuing stationery.
 Dealing with the outgoing and incoming mail.
 Making an appointment and also room booking.
 Accounts and book keeping.
1.3
Office management procedure is sequence of operations under which activities are to be
done. In context to assure office runs effective systems and also procedures are needed. There is
a procedure of establish the office management given below:
 Security of physical procedure and also information.
 Use of proper resources and stock control
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 Take action regarding emergencies, fire and accidents.
 Adopt procedure of safe working.
 Proper use of equipments, maintenance and monitoring.
1.4
There are some resources which need to manage and these are staff, material and
equipments.
Equipments- It is necessary that firm should use those equipments which consumes
minimum electricity and save more money (Boele-Woelki and et. al., 2013).
Staff- It is essential that company should appoint capable employees and also provide
them better training so that they can work in a better manner.
Materials- For production process, company should use the better quality of material so
that products will be manufactured of better quality.
1.5
Workflow is a sequence of administrative, industrial and some other process by which
work passes from the starting point to completion. There are some techniques to manage and also
monitor the work flows:
 Follow all the Setting guidelines in a proper manner.
 Through conducting team meetings.
 Progress reporting
 Checking all work products
 Observing all activities and also tasks.
 Checking all logos or records in a systematic manner (Bose, 2012).
1.6
Under this, firm provide proper support and also give better facilities to the office
workers which are given below:
 Firm do the counselling of office workers regarding the health and also provide them
proper support.
 Provide better seating and working environment.
 Develop better leisure and health related schemes.
 Provide better refreshments, clean wash rooms, discounts to staff.
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TASK 2
2.1
There are some legal obligation of an employer for the health and safety at workplace
given below:
Health and Safety at work act 1974- It is a duty of employer to provide safe working
environment to employees so that chances of accident will be reduced at workplace (Campatelli,
Citti and Meneghin, 2011).
Control of Substances Hazardous to Health 1999- Employer should apply this act at
workplace and it gives legal framework for protect workers against any kind of health related
risk from the hazardous substances which are used at workplace.
2.2
Responsibilities of individuals for health and safety at workplace are given below:
 Use equipments in a proper manner.
 Risk reporting
 Take care about the own safety and health
 Take care regarding he-lath and safety of other people which are working at workplace.
2.3
There is a requirement to workplace plan for the emergencies which can develop wide
affect. Special process are required for emergencies like explosion, positioning, injuries etc.
Emergency and accident procedures are mention below:
 Need to raise alarm.
 Call emergency services
 Notify rescue and also fire services and them put signs of warning.
 Nominate the competent person who can control incident (Chromjaková, 2016).
 Determine necessary items such as electric isolators and shut- off values.
 Discuss with assistance of emergency services.
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TASK 3
3.1
Meeting minutes refers to official record of all actions as well as decisions which are
taken in hearing or meeting. Capturing the minutes are necessary of meeting without any
recording but writing. Main purpose of minute meeting to gather group of people for discuss
problems, improve communication, promote coordination that put on agenda (Davidson, 2014).
3.2
Legal implications related to minute meetings are mention below:
 Legal needs of the companies act
 Retention or also shortage of staff members.
 Written proof about the functioning of an organisation.
 Maintain and keep evidence for the legal proceeding.
Under the companies act, there is a need to record all minutes to company of all the
meetings of directors. These recorded minutes should kept at least for 10 years.
3.3
Meeting minutes are in the form of written, accurate or relevant accounts of all
proceedings which are taken place at the meetings. It is necessary for an administrative
assistance to give proper information. Minutes are used for the purpose of document to business
which are conducted at meeting (Haruna and Kannae, 2013). It is necessary that minutes of
meeting and information should be recorded properly. From this firm can take the better and
effective decisions in favour of company.
3.4
There are mainly three kinds of minutes meeting:
Resolution minutes- It is a written document which explain about action which
authorized through board of directors.
Action minutes- Under this record action minutes of an votes or actions which are taken
at meetings.
Narrative minutes- It is a summary of major points of any discussion and also decision
taken.
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3.5
At the time of meeting, it is necessary to take notes and also record all the necessary
discussion by making better points. Good points should mention or recorded. Resolutions,
motions and also amendments should recorded word for the word, prevent dispute. Under this it
is necessary to highlight the most necessary points (Hofmann and Mihaescu, 2013).
TASK 4
4.1
Different types of meeting are as follows:
Formal: Annual general meeting: Meeting of shareholders on yearly basis.
 Board meeting: Regular meeting between directors to develop strategies.
Informal: Department: Regular meeting between department managers for implementation of
strategies at work place. Team briefing: All team members are participating in meeting and team leaders are guide
them.
 Working parties: Overseen certain areas like heath, safety etc.
Features of meeting: Documentation: Blue print of task those cover during meeting (Hughes, 2012). Personnel: All members those participating in meeting.
 Procedures: Way of delivery the ideas and information into meeting.
4.2
Role and responsibility of chairmen are as follows:
 Conducting meeting on time.
 Clear all responsibility and role to others.
 Make policies and ground rules.
 Follow agenda and focus on that.
 Modify formats.
 Record all recommendation and allocate responsibility to others.
 Close meeting on time.
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4.3
In meeting, there are some other people which plays necessary role in meeting and these
are:
Secretary- This person often minute taken but it can delegated. They assure necessary
documentation and also correspondence to consult (Juárez, 2014).
Attendees- They are particular to meetings and they can be managers, staff, stakeholders
and many others. Their main role is to consult and agree on the agenda items.
Treasurers- Its main role is to report on all finance related matters.
4.4
Techniques to facilitate the meetings are mention below:
 Set completion time and then stick on it.
 Make clear objective of meeting.
 Explain about importance of meeting to attendees.
 Do focus on engage all attendees so that they can contribute towards meeting.
 Remind the people regarding meeting and it is “rule of seven” and there is a ned to
people to hear message at least 7 times before taking any action.
 Outline all advantages for them (Kellis and Ran, 2013).
4.5
Before meeting- It is necessary that before meeting it is necessary to send clear notice to all
attendees, prepare an agenda, preparation of record meeting etc. These all things need to be done
before one weak of meeting.
During meeting- Under this, company should check all necessary resources like:
 Refreshments should be good.
 Check all visual or audio equipments.
 Arrangement or provide pencils, pens and paper.
After meeting- Under this, there is a requirement to minute taker to write motes in proper
manner and send to chairperson to authorised.
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TASK 5
5.1
In context to an administrative teams to work in better manner, it is necessary t use
targets as well as budgets so that each person can work in a team. It is necessary that target
should be common so every person can focus on achieving to that and budget helps in doing
activities in a proper manner ( LaTour, Eichenwald and Oachs, 2013).
5.2
It is necessary for manager to clarify role of every team members so that they can do
work accordingly. It is essential that they should understand their own responsibilities in a team
and give commitment to each team member to their targets and also responsibilities. At the time
of allotting work, manager should communicate with team members in a proper manner.
5.3
Quality management is helpful in assure that goods which are provided through company
are consistent. There are some of the effective techniques for managing the performance given
below:
SMART target- It is necessary that target should be smart means specific, measurable,
achievable, reliable and time bound (Milakovich and Gordon, 2013).
Performance review- It is necessary for manager to review the performance level of
staff members and monitor their performance on regular basis. From this they will give their
better performance.
5.4
There are some better techniques which are used to determine requirement for
improvements in the team standards as well as outputs:
 Setting the proper guidelines.
 Conduct a proper team meeting.
 Do observation.
 Measure and also monitoring of all errors.
 Progress related reporting.
 Delegation of responsibilities
 Target setting
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 Take feedback
 Review of employees performance (Organ and et.a l., 2014).
TASK 6
6.1
Characteristics
Format- It is necessary that format of events should be proper.
Presentation- It should be clear and understandable to audience.
Length of session- Events should not be lengthy so that people will not get bored.
Requirement
Location- It should be at proper location so that every person can reach in proper manner.
Equipments- All necessary equipments in events should available.
Events
Training courses- Training courses should conducted to increase skills and core
competencies.
Promotional activities- Conducts attractive promotional activities (Perrott, Mabasa and
Ensom, 2010).
6.2
For promotional or training courses related events there are some sources of information
which are need to organise event are given below:
 Speakers or presenters.
 Proper documentation.
 Develop organisational policies
 Stationery and furniture should be properly available.
 Proper time table and also routes.
 Venue should be at easy location.
6.3
Under this there are some steps given below to plan event in a proper manner:
 Firstly there is a requirement to select a venue to start an event.
 Organise a better or responsible team.
 Set a proper date (Raney, 2014).
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 Prepare a list of event plan of all tasks which need to finished with target on set dates.
 To organise time, use diary or Gantt chart.
6.4
For conducting any event, there is a requirement to determine the better resources and
these can be:
Accommodation- It is necessary that accommodation or room facilities should be proper
and rooms should be clean.
Decorations- It should be attractive so people can enjoy event or take interests.
Car parking- This facility should necessary so people can park their cars effectively and
enjoy enjoy with out any tensions (Slavin, Mizrahi and Morrison, 2013).
6.5
There are different kinds of information which are required through delegates:
Objectives of event- It should be clear or proper to attendees.
Venue details- All details related to venue should correct so that people can reach on
time.
Activities schedules- It should be proper and time should easily segmented on the basis of
activities.
Giving feedback- After completion of events, feedback should taken from the attendees
to know about effectiveness of event (Willis, Chavkin and Leung, 2016).
CONCLUSION
It has been concluded from above report that firm provides better facilities to staff at
workplace. Under this report studied regarding the legal obligations of employer and also
responsibilities of individual for health and safety.
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