Principles of Administration: A Comprehensive Report

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Principles of Administration
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Table of Contents
Introduction................................................................................................................................3
AC 1.1 Legal requirements relating to the management............................................................4
AC1.2 Typical services provided by an office facility..............................................................4
AC1.3 establishing the office management procedures.............................................................4
AC1.4 Managing the office resources........................................................................................5
AC1.5 the techniques to monitor and manage the work flows..................................................5
AC1.6 The typical support as well as welfare facilities for the office workers.........................6
AC2.1 Legal obligations of the employer for health and safety................................................6
AC2.2 Individual’s responsibilities for health and safety in the workplace..............................6
AC2.3 Accident and emergency procedures in the workplace..................................................6
AC3.1 The purpose of meeting minutes....................................................................................7
AC3.2 Legal implications of meeting minutes..........................................................................7
AC3.3 Importance of accuracy in minute taking.......................................................................7
AC3.4 what should and should not be included in different types of meeting minutes............8
AC3.5 taking notes during meetings..........................................................................................8
AC4.1 Features and purpose of various types of formal and informal meetings.......................9
AC4.2 Roles and responsibilities of the chair............................................................................9
AC4.3 Role of others in the meeting..........................................................................................9
AC4.4 Techniques for facilitating the meeting..........................................................................9
AC4.5 Information requirements.............................................................................................10
AC5.1 Use of targets and budgets to manage workloads.........................................................10
AC5.2 Allocating the work to individual team members........................................................11
AC5.3 Quality management techniques for managing the performance of an administrative
team..........................................................................................................................................11
AC5.4 Techniques used to identify the need for improvements in team outputs and standards
..................................................................................................................................................12
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AC6.1 Explaining the requirements, characteristics and purposes of different types of events
..................................................................................................................................................12
AC6.2 Types of information and sources required to organise an event.................................12
AC6.3 Plan of an event............................................................................................................13
AC6.4 Identify the correct resources from event plan.............................................................13
AC6.5 Describe the types of information required during the event.......................................14
Conclusion................................................................................................................................15
References................................................................................................................................16
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Introduction
The various implementations of the government policies are associated with the principles of
the administration. With the advancements of the various business models, the
administrations are includes with the various responsibilities and for the determination of the
various polices as well. Basically, it is related to the planning, directing as well as organizing
the different operations conducted by the organization. The principle of the administration in
within the organization includes the various works, authorities as well as responsibilities that
are followed by the discipline and the team spirit of the company.
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AC 1.1 Legal requirements relating to the management
To be successful by utilizing the different office facilities with the correct methods is very
essential and apart from this, there is need of proper controlled method.
 The effective communication will play the crucial role for uplifting the business
higher. The ability of proper communication is a must for convincing the various
customers to make him/her regular (Simon 2018).
 Proper training must be arranged for the others for meeting certain objectives as well
as goals for the success of the company.
 Proper judgements must be needed for the evaluation of the process before the
product delivery and this must be carried out with the inner circle.
 Proper negotiation with the various customers is very crucial and this has to be done
within the limit of their satisfaction.
AC1.2 Typical services provided by an office facility
The typical services that are given by the office facility are the caretaking for the business
and the various staffs and also include the various workings for the funds and purchasing.
 The purchasing, implementation as well as giving support to all the information
technology facilities is provided by the office facility (Willis, Chavkin and Leung
2016).
 The proper collection of the different goods as well as the services that will be needed
for the various services or the maintenance is also provided by the facilities
management team.
 Another major work is the vendor management that is done the above group.
 They also take care of the various stockrooms that generally include the inventories.
 They also provide the various types of collection of data and reporting.
AC1.3 establishing the office management procedures
The methods for establishing the management procedures in the office are as follows:
 Implementing the various rules related to the office management and practicing them
every day.
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 The responsibilities of the individuals should be set up on a clear way for meeting the
targets.
 The different records of the business must be kept updated for a proper evaluation of
the data (Laihonen and Mäntylä 2017).
 There is need of the utilizing the free space within the office and thus requires a good
space management system.
 The proper scheduling of the various unpleasant tasks must be made in order to carry
out the works efficiently.
 There is a need of the delegating as well as outsourcing the administrative works that
will help to improving the different bottom line as well (Malec 2019).
AC1.4 Managing the office resources
Every day in the offices of the small or big organizations gets the various amounts of the
energies, water facilities as well as papers for their work. A better management system
regarding these things can prevent the wastage and can improve the efficiency (Bush, Bell
and Middlewood 2019). There are some of the steps those can be approached are:
 Setting up the baseline for the present usage of the resources
 Benchmarking the performance
 Development of an action plan
 Setting up the objectives
 Efficient monitoring as well as reporting.
 Proper review for further improvements.
AC1.5 the techniques to monitor and manage the work flows
Following are the few techniques that can be used for managing and monitoring the
workflows:
 Proper delegating the different authorities and the various responsibilities.
 Organizing, wiping as well as labelling the company’s workplace
 Allowing the employees to share their thoughts and brainstorming for the
improvements in the processes (McGrath et al. 2016).
 Taking responsibilities for the tasks that can be handled efficiently.
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 For an effective workflow, the completion of the tasks must be done within the
deadlines.
 Implementing some automation in the workflow.
AC1.6 The typical support as well as welfare facilities for the office
workers
It is necessary for proving the different welfare facilities that are acceptable by the
employees. They will be responsible for a good health and comfort for the employees. These
facilities will include the enough toilet facilities, washrooms, changing rooms, resting place
and a proper pantry (Danquah et al. 2017). There is also a need of continuous flow of the
drinking water as well as fresh water for personal usage.
AC2.1 Legal obligations of the employer for health and safety
There are various laws that are related to the employers for proving the health as well as
safety management. It is a basic responsibility of the employer for protecting the health and
the safety of its workers or the employees in their business. Various risk assessments must be
implemented that can identify the risks and then mitigating them for the safety of the
employees (Arbogast et al. 2016). Finally the employer should discuss about the various
health as well as the safety issues.
AC2.2 Individual’s responsibilities for health and safety in the workplace
The workers must work on the environments in which the employees’ health as well as safety
are taken as a priority and are controlled properly. All the individual workers will have to
look after their own health as well as the safety issues that can affect the various actions
during the work (Friend and Kohn 2018). The employees should cooperate with their boss for
the helping everyone for meeting the various legal requirements. The employee must
communicate with the HR or the leader if there is any issue with the health or safety within
the workplace.
AC2.3 Accident and emergency procedures in the workplace
Every workplace requires an effective plan for the various emergencies that can give a huge
impact. Certain safety procedures are very essential for the different emergency that includes
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the injuries, poisonings, fire, explosions or chemical spilling in the workplace. Following are
the points that must be included in the procedures:
 Proper alarming system must be installed and it must be a day night service
 Properly providing the details to the emergency services that will help to locate the
premises easily.
 If there is more than twenty five tonnes of dangerous substances, then it is mandatory
to provide the details to the fire as well as the rescue services and providing the
warning signs within the workplace (Haslinda et al. 2016).
 Proper equipments must be ready for the emergency times such as the emergency
lightings, sand buckets and many more.
AC3.1 The purpose of meeting minutes
It may like writing the same will take much longer time but, in the practical scenario, it will
save more time as well money. They help to provide the details of the discussion as well as
the agreements done during the entire meeting thus delivering the same thing to the
colleagues about the various ideas (Dixon 2018). After writing the meeting minutes it will
ensure about the decisions made by the meetings and will give the idea of achieving the goals
within what deadlines.
AC3.2 Legal implications of meeting minutes
The various meeting minutes actually acts as the different legal documents, thus needs a
proper description of the entire meeting. The minutes should be structured with the help of a
proper format that will be suitable for the company’s procedures. These documents can be
kept for the future use at any legal issues. There is chance of legal implications if the meeting
minutes are not properly represented. Unlike the various legal documents, the meeting
minutes can have the files that can be complied with the “Data Protection Act”.
AC3.3 Importance of accuracy in minute taking
These are the written document that depends on the proceedings of the meeting. The various
important decisions, assignments as well as the details are written in the document (Dixon
2018). For a proper clarification as well as understanding of the meeting, there is need of
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accuracy for the documentation. This will prevent from further disagreements as well as
issues regarding legal complications.
AC3.4 what should and should not be included in different types of meeting
minutes
The administrative persons writing the meeting minutes are should include the following
guidelines:
 Arranging the various tools that are needed for the effective as well as efficient
writing.
 Using of the tape recorder for more accuracy
 Smart gadgets such as laptops and mobiles
 Be ready with the paper and pens if the laptop’s battery goes down.
 Using the watch for documenting the different times during the meeting (Council
2016).
Don’ts for the meeting minutes:
 It is better to not glossing over the missed points.
 Not to switch the tenses within the minute
 Personal comments must not be included
 Avoiding to write everything that are told by every individual
AC3.5 taking notes during meetings
The tips for taking the notes while in the meeting are as follows:
 Using the pen as well as the paper instead of the mobiles and tablets.
 Learning of the shorthand that will help to document the fast discussions.
 Only highlighting the major key points.
 Preparation of the written document as soon as possible after the completion of the
meeting.
 The points should be like points that will help to focus on the subject.
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AC4.1 Features and purpose of various types of formal and informal
meetings
The formal meetings are actually pre-planned in which more than two people discuss some
important or specific things in order to achieve certain business objectives. Whereas, the
informal meetings is like a casual meet where there is minimum planning required. There is a
need of formal agenda for the formal meetings but the informal does not requires any agenda.
In the informal meetings, every individual can speak when need (Manuti et al. 2015). The
informal meetings can be placed anytime and anywhere but the informal meetings are done
by the chairperson or leaders.
AC4.2 Roles and responsibilities of the chair
Majority of the time, the roles as well as the responsibilities of the chairperson are related to
set the various agenda, leading as well as maintaining the order for the meeting. They are also
responsible for ensuring the different conventions during the meeting that needs to be
followed, which maintain the fairness as well as equality during the entire meeting. They also
help to represent the entire team to the general public as well as approve the different formal
minutes after the formatting (Hill and James 2017). This will confirm the correctness as well
as the truthfulness of the entire representation during the meeting.
AC4.3 Role of others in the meeting
The other individuals in the meeting are active participants those who are called to attend the
meeting by their superior. They join the meeting after the request given by the organizer. The
other individuals may join the meeting or may leave but they have to provide the reasons
behind the absence. Except this thing, each of the participants will have to be present in the
meeting as there will be major urgencies and objectives needs to be met (Wijnhoven et al.
2016). They play a crucial role in the entire discussion as well as decision-making. The
participant interacts actively with the various activities such as brainstorming.
AC4.4 Techniques for facilitating the meeting
Three major techniques those are required for the facilitating the meetings are discussed
below:
 Active listening
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The participants will have to actively listen while suspending the different though
processes that will give the speaker full attention.
 Summarising
There is a need for summarising the various important discussions and can be written
like a report for the future need (Abah 2017).
 Synthesis
After the discussion is carried out in the meeting, there is a need of various
agreements for the required actions as per the discussion.
AC4.5 Information requirements
Requirements that are needed before the meetings:
 Ensuring the participants for physically attending the meeting
 Preparing as well as reviewing the agenda.
 Preparing the facts or the data those will be required by the Agenda.
 Distribution of the information that may be needed by the other people (Council
2016).
Requirements that are needed during the meetings:
 Starting the meeting within expected time.
 Explaining the major goals of the meeting.
 Addressing the most crucial issues at the first
 Asking for the other opinions before the decision making.
 Ending the meeting on time.
Requirements that are needed after the meetings:
 Sending the report for the recap.
 Delegating for tracking the actions.
 Evaluation of the effectiveness of the meeting.
AC5.1 Use of targets and budgets to manage workloads
The usage of the various targets as well as the budgets is a very effective methodology for
managing the workloads. There are certain points that need to be considered for the proper
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planning that can include the different timescale that needs to be prioritized. In the other
words, analyzing the time for finishing the task for submitting the work within the deadline
and running in the last minute will be avoided (Abah 2017).
AC5.2 Allocating the work to individual team members
There are five key elements that need to be though by the leaders for allocating the various
works to the members of the team:
 Priority
Every time the priority of the work should be considered based on the goals need to
achieve.
 Skill Set
Proper evaluation of the skills of the team members is necessary for the work
distribution.
 Availability
The availability of the team member is the next thing that needs to be considered.
Shifting of the different resources should be avoided or else the momentum will be
disturbed (Hill and James 2017).
 Development
The skill set of the team members requires being upgraded f\or making them more
skilful and will help them to accept more difficult tasks.
 Interests
According to the interest of the member for the tasks, the work will be distributed
accordingly by the leader.
AC5.3 Quality management techniques for managing the performance of
an administrative team
The few techniques that are used for the performance management are discussed below:
 Setting up the SMART goals for the team.
 Empowering the workers for the motivation.
 Ensuring the continuous training and awareness program for the employees.
 Giving the employees access to the effective tools as well as resources.
 Considering the every feedback as this will be the valuable technique for managing.
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