Report on Administrative Services in Ritz Carlton Hotel Operations

This report provides a comprehensive analysis of the administrative services within the Ritz Carlton Hotel. It begins with an introduction to administrative services and their importance, followed by an evaluation of key services such as secretarial, reception, and property management. The report examines decision-making processes and communication lines within the organization. It also covers legal and regulatory requirements, including data protection and equal opportunity, and explores systems for checking the effectiveness of administrative services. The report assesses the efficiency of current services, focusing on feedback and reporting mechanisms, and identifies areas for improvement in decision-making and communication. Furthermore, it discusses the importance of effective consultation and various sources of advice, guidelines for record-keeping, and the design and consultation processes involved in developing administrative services. The report concludes with a review of record-keeping methods and implementation plans.

ADMINISTRATIVE
SERVICES

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
a. Evaluating three administrative services and their importance in the business operations.....3
b. Analysing the decision makers and the lines of communications ..........................................4
c. Legal and regulatory requirements for the organisation.........................................................5
d. Systems and procedures for checking the effectiveness of administrative services for
organisation and their users.........................................................................................................5
e. The effectiveness and efficiency of the company current administrative services.................6
TASK 2............................................................................................................................................7
a. Importance of effective consultation and different sources of advice.....................................7
b. Guidelines on record keeping and approaches for developing administrative services.........8
c. The design options and the consultation process involved to meet agreed specification and
effectiveness of presentation.......................................................................................................9
d. Reviewing the methods of record keeping and the implementation plan.............................10
CONCLUSION .............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
Administrative services are termed as set of activities which is generally meant for
managing welfare and overall development in the organisation. The main purpose of this kind of
services is to uplift entire level of the users and their related aspects. An organisation in this
sector focuses on implementing techniques that are useful in gaining higher level of market share
and establishing a strong presence in the industry (Arena, Arnaboldi and Azzone, 2010). In
addition to this, this report provides information about the significance, structuring and
implication of administrative services of Ritz Carlton Hotel of UK that are highly useful for them
in attaining better and effective results from the market and clients.
TASK 1
a. Evaluating three administrative services and their importance in the business operations
In an organisation, it is crucial for the management team to maintain control and monitor
the entire set of activities and procedures which are to be processed by their managerial
individuals. Similarly, the management team of Ritz Carlton Hotel is highly aimed to conduct
better operations and functions related with the business. The cited enterprise is extremely
focused on attaining greater part of market share and help in accomplishing stronger market
position so that they can easily improve their productivity and profitability (Grosse and et.al.,
2010). In that context, they need to direct their efforts on catering advance set of administrative
services which are supremely effective in attracting number of customers and maintaining their
overall relation.
Moreover, the administrative services include secretarial, reception and property
management which mainly creates link with the other sources present in the firm. The outcomes
attained by these set of services are highly beneficial for the management team and the users of
the activities. They provide support to the firm to achieve better success. Along with this, the
following are administrative services and their importance in consideration of Ritz Carlton hotel
that are: Secretarial – It is termed as the main function of linking the levels of management in an
organisation. The process of secretarial includes activities like transferring messages,
conducting meetings, arranging appointments, specifying the schedule, etc (Bruneel and
et.al., 2012). The department of secretarial are generally targeted on addressing the

functions which are creating an inter-relation with other business operation. The
secretarial management of cited hotel works as a connecting link which associate the
work from top level management to middle level and further to lower level. They are
significant in describing the structure of performing the task, assigning the duties,
conducting meetings, arranging conferences, etc. The entire set of small activities are
scheduled and completed by the secretarial aspect. Reception – In Ritz Carlton Hotel, the reception administration is mainly at front desk of
every branch which is responsible to execute the task like sending emails, transferring
calls, recording customers' information, maintaining room’s availability, checking the
entire services offered by their employees, etc (Chen, 2011). These functions are highly
useful for the employees as they direct a route for executing the operations and also to the
customers in maintaining their visit and stay in the hotel.
 Property management – The process of managing and maintaining the level of property
and location in terms of decorum, attractiveness, betterment, etc. is termed as property
management. It is stated that the ability of managing the level of property assist the
management in developing ways to improve functioning of their workforces which
eventually helps them to lead market and achieve greater heights. In the cited
organisation, the specified management has the responsibility of conducting better and
effective operation for implementing professional environment and working culture.
b. Analysing the decision makers and the lines of communications
It is addressed that the decision making process in the business are generally conducted
and placed by the managers or directors of the organisation. They have greater sort of power and
knowledge for determining proper set of action plan for achieving the business operation in the
enterprise. In that context, the managers of the top level team in the Ritz Carlton Hotel possess
the quality and ability to take strategic decision and overall actions. However, they are liable to
determine effective and perfect set of decision to create and implement an impressive form of
strategies (Jie and Xiuping, 2010). They need to analyze the fruitful information from the
business and accordingly assess different types of decision which are to be taken by them.
Line of communication is determined as the process of creating an effective network for
transferring messages and commands from the managers to their employees. The communication
in the cited firm generally starts from managers and goes to the employees and workers.

c. Legal and regulatory requirements for the organisation
In current era of globalisation, an organisation is required to follow and adopt the
implication of legal and regulatory framework which generally defines a proper structure of
working and executing the entire set of business operations. In that concern, the following are
legal and regulatory requirements for the cited organisation are: Data protection 1998 – As per this act, the organisation has to implement a strong
control on protecting the data or information of their business and overall respective. It is
necessary that company should develop effective set of methods and techniques to
secure the personal data of their employees and clients (da Silva, Barros and Barbosa,
2012). This is beneficial for them in reducing the impact of illegal activities like misuse
of personal information, bank account, fraudulent actions, etc.
 Equal Opportunity Act 2010 –This act can be defined as a set of legal and regulatory
framework which forces the top level management team to provide equal forms of
opportunity to every candidate or individual employed in the firm. This implication
exerts a high level of opposing forces on the HR team of the cited organisation which
needs to follow this act while performing their organisational activities like recruitment,
promotion, selection, etc.
d. Systems and procedures for checking the effectiveness of administrative services for
organisation and their users
The process of executing administrative service is highly aimed on achieving greater set
of results and overall achievements. It is witnessed that administrating services creates a link
between the business operations of the organisation, as they usually define a specific route of
evaluating the functions specified for the management. In that context, it is necessary for the
managers or the directors to check and determine that whether the flow of administrative services
are moving on a positive direction and achieving the desired forms of objectives (Xi, 2012). In
that respect, the organisation generally adopts the method of checking the activities by
implementing the checklist and proper system of determining control on the flow of the business
operations.
For this, the manager’s team of cited firm should consider the following corrective
actions which are useful in determining the possibilities of results and overall achievements:

 Rewriting manuals – The process of rewriting manuals is ascertained as the most
effective method of performing better activities. It is highly beneficial for the
organisation in determining the perfect structure of completing the task in a systematic
manner and addressing the desired form of objectives. The technique of rewriting the
manual is extremely productive and profitable for the management as well as the
administrative team (Liu, Yin and Ma, 2012). As it defines the level and structure of
working and executing the task that are to be attained by them.
 Defining set of instruction – It is a strategical technique which includes the method of
processing the task as per given instructions. This technique is extremely advantageous
for the firm and management as it helps them by providing the route of overcoming
specific task. It defines the set of strategies and actions to be taken by the administrative
bodies and related aspects.
e. The effectiveness and efficiency of the company current administrative services
The activity of generating an evaluation requires professional knowledge and strategical
understanding in order to gain better and effective results of examining the effectiveness of
administrative services. In that respect, the cited organisation has effectively organised the
structuring of their administrating activities, but still, the managers of the cited firm need to
determine the level of their effectiveness in accomplishing the business task (Bozic and et.al.,
2010). For this, the following are two effective methods that are useful in maintaining the overall
flow of their administrative services:
 Feedback – It is determined as one of the most effective method of addressing the form
of results gained by implementing the set of action plan or performing the operation
based on specific services. In this method, the management team of the organisation
needs to assess the comments, suggestions, views and opinions of the business aspects in
order to examine the positivity and negativity of the operations. The administrative
services are mainly linked with the users of the three operational fields which is generally
deprived from secretarial, reception and property management (Evans and et.al., 2010).
Thus, analysing the situation of the three factors which are customers, employees and
managers and accordingly, implementing the plan would be useful for the team and their
members.

 Report – As per this method, the organisation monitors the employees abilities and their
functioning in the administrative department which helps them in defining their
efficiency of overcoming their responsibilities for evidencing their performance as per
the objectives given by the employer. In the cited hotel, the administrative team is liable
to connect the organisational operations with their ability to achieve customer's support
and overall satisfaction (Michael and et.al., 2010). The users of the administrative
services of the Ritz Carlton are their customers, suppliers, shareholders and employees, in
that respect, the reports generated by evaluating the effectiveness of set of services is
highly essential.
Identified Improvements Decision making process – From the assessment plan, it has been ascertained that
individuals involved in the administrative department needs to implement and develop
innovative set of skills and overall abilities in order to conduct a systematic decision
making process and attain proper form of results. For this, they must improve their inter
personal abilities and attributes of working as an element of administrative services.
 Communication – It is essential that an organisation should have a strong network of
generating a connection with each and every aspect of the business. This would help the
managerial members to share their ideas, information and relevant commands to each
other. This helps in performing the assigned task within the specified time period and
achieve the planned set of goals (Fillenbaum, 2013).
TASK 2
a. Importance of effective consultation and different sources of advice
Consultation is a kind of process in which an individual or an organisation discusses their
problems and issues in order to attain numerous advices and consults from the aspects related
with their working and overall functioning. It is generally facilitating the organisation in
addressing factors that are highly responsible in determining their business success and business
achievements. In that context, they need to determine a proper set of functions which needs to be
placed in order to gain high form of consults and advices (Grossman and Lewis, 2014). Ritz
Carlton hotel should generate effective mediums that are helpful in accessing the sources of
attaining data or required information. The administrative team should identify the areas that are

fascinating the individuals in developing new ways of attaining the proper advices and consults.
For this, they must follow the steps of consultation process which includes:
 Identifying the areas which are useful in assessing proper and effective forms of advices
 Defining the methods of assessing the information from the aspects/areas.
 Assigning the team their tasks and stating the possibilities of results which is to be
achieved within the specified time period.
 Conducting and scheduling the assessment plan.
 Evaluating the information attained by the entire sources and divide them as per the
specific areas (Chun, 2011).
 Taking actions as per the information gained by the assessment and evaluation.
Sources of attaining advice
1. Shareholders – They are determines as the main factor of addressing the best form of
advice which is directly linked with the business productivity and profitability in the
market. Their chief attention is on receiving better amount of profits and increasing the
market share. Thus, taking advice from the shareholders would be highly beneficial in
assessing the areas which requires improvements and overall development.
2. Employees – These are the members of the management which are employed in the
organisation for conducting business operations and achieving greater forms of results. It
is evidenced that as they are the internal factors of the enterprise they would give better
proposal, suggestions and idea for implementing changes in the existing business
approaches to execute the entire set of operations and functions (Wegener and et.al.,
2011).
Ritz Carlton should generate a feedback form in order to attain the ideas and opinions of
their stakeholders. Along with this, they should organise regular meetings and conferences with
organisational stakeholders.
b. Guidelines on record keeping and approaches for developing administrative services
Guidelines on record keeping
 Spreadsheet – It is one of the most preferred method maintaining the records of
employees and the customers of an organisation. The administrative management team is
generally responsible to maintain the day to day information or data related with their
managerial aspects and clients (Cooper, 2012). In addition to this, they need to be assure

that the data so entered in the spreadsheet is relevantly true and accurate. They need to
cross check the information with the related bodies in order to be affirmative about the
data. The spreadsheet enables the management team of cited organisation to update,
access and attain the information of their workforces as well as their clients.
 Mails – The process of maintaining the mails is extremely productive and profitable in
generating a control and keep the record of their organisational participants. It is useful
for the administrative team of Ritz Carlton hotel in keeping the information about their
clients and employees through employees. Mails determine a proper set of conservation
and written evidence about the managerial aspects of the organisation.
Developing administrative services Training and development – The most effective method of improving the level of skills,
abilities and knowledge among the employees present in the organisation. Thus, it would
be useful for the cited firm in developing their administrative members for effectively
placing better services and in their overall services (Hendry, 2012). For instance, On the
Job and Off the Job training is highly advantageous for the stated organisation.
 Employee recognition – The process of maintaining relation with the employees by their
superiors is extremely helpful in promoting and developing their interpersonal skills and
overall attributes. This is also an effective medium of facilitating the organisation in
enhancing employees’ morale and overall value so that they can execute effectively and
appropriately in the assigned business task (Armstrong and Taylor, 2014).
c. The design options and the consultation process involved to meet agreed specification and
effectiveness of presentation
Consultation Process Consultation with relevant people – In prior step of consultation process, the
administrative team needs to examine the areas that are highly facilitating them in
determining the information/consults for taking actions and defining the implementation
of changes to be taken in current set of activities and overall services. Conforming with legal and regulatory requirements – After assessing the entire
information and list of advices, the team needs to analyse the most significant set of
advices or consults which are extremely beneficial for the administrative teams. In

addition to this, they need to assure that the forms of adopted changes and advices which
are selected for implementation are acceptable under the legal and regulatory framework
(Ulrich, 2013). Organisational policies – Along with the confirmation of the advices in legal and
regulatory aspects, the team of administration should assure the set of advices are
satisfactory under the context of organisational policies and procedures.
 Objectives and constraints – In the end, the team needs to determine the kinds of
achievements and confinement after placing the advices in the organisation.
Effectiveness of presentation Form of presentation – It is witnessed that the form of presentation is extremely
impressive in developing better ways of accomplishing business success. The
attractiveness, outlines, images, displays and proposals of the presentation is capable of
fascinating the attention of the users in order to mark better level of achievements.
 Style of presentation – The ability of the presentation of attracting high number of
relevant people to give their critical views, opinions, suggestions and ideas in order to
determine the set of implementation and actions to be taken in their services and facilities
offered to their management and other aspects (Bratton and Gold, 2012).
d. Reviewing the methods of record keeping and the implementation plan
Methods of record keeping in context of Ritz Carlton hotel Minutes of meeting – The method of keeping information for each and every step or
action in the meeting are highly beneficial for the cited firm. This would help the
management team in keeping the record of every action that took place in the meeting.
This can be further used in implementing the strategies as it includes the opinions,
suggestions, ideas and perspectives placed by the members of the firm (Storey, 2014).
 Reports – In this kind of method, the management team is liable to place a better strategy
by addressing the information from the organisational reports like financial report, market
report, document report, etc. It is highly beneficial for the team in evaluating effective set
of data and overall information.
Implementation plan
It is termed as en effective medium of determining the plan by conducting an effective
approach of evaluating the advices and bringing changes in a systematic manner to give high

level of support to the users of the administrative services. The following are aspects which gains
large form of success and overall achievements:
 Establishing better relations among individual and team.
 Specifying manuals and guidelines.
 Defining set of helpful instructions.
 Generating help facility (Budhwar and Debrah, 2013).
CONCLUSION
The report is articulating about the information for the significance of administrative
services in context of an organisation. The main operations of administration department in the
business is concerned on reception, secretarial and property management which are the factors
that connects the entire level of the enterprise with the other operational and functional
department.

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