Exploring Business Process Optimization through Technology

The integration of modern technologies into business operations is crucial for enhancing efficiency, sustainability, and competitiveness. This analysis delves into various aspects such as business process modeling, IT alignment, electronic recordkeeping, and the role of sustainable practices in fostering organizational resilience. By examining key studies from 2016 to 2017, including those by Anastassiu et al., Kavanagh & Johnson, Pan & Pan, and Ortiz-de-Mandojana & Bansal, it highlights how technology can facilitate significant improvements in business processes. The discussion focuses on aligning IT strategies with corporate goals, leveraging data for informed decision-making, and fostering sustainable practices to ensure long-term organizational benefits.

Running Head: ADEPT OWL DOCUMENTATION
ADEPT OWL DOCUMENTATION
Name of the student
Name of the university
Author note

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Executive Summary
The report aims at understanding the situations and the documents that the company, Adept
Owl, undertakes. The report discusses the methods of file naming and makes a note of the
style and procedures of the company. The influence of the documents on their management
status and the legal procedures they undertake is being clearly stated in this report. The report
also includes a sample of a mass mail out in order to understand the system more closely and
how the prevalent system affects the management system of the company. The organizational
requirements and the processes that leads to the proper management of the human resource
and the working of the information technology is being stated in this report as well.

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Table of Contents
Introduction................................................................................................................................4
1 Organizational Requirements..................................................................................................5
1.1 Information entry.............................................................................................................5
1.2 File naming and storage...................................................................................................5
1.3 Quality of document design and production....................................................................7
1.4 Existing procedures..........................................................................................................7
2 Information technology...........................................................................................................8
3 Documents required by the company....................................................................................10
3.1 Memo.............................................................................................................................10
3.2 Business letters...............................................................................................................11
3.3 Transactional documents................................................................................................11
4 A mass mail-out....................................................................................................................12
References................................................................................................................................14

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Introduction
The globalization and the modernization have resulted to the rise of many trends and
cultures, which have irrationally brought about a change in the taste and the preference
patterns of the consumers worldwide. In order to comply with the change in the tastes and
preferences of the consumers, the multinationals have set up their business to satisfy the
needs and requirements of the consumers and to take care of their demands at large.
Technology has improved considerably and the advent of the play stations and the
other technological stuffs that are evolving every single day, the board games and those
carrying a heritage have not lost their heritage invariably. They do exist still, apart from the
technological advancements in this modernized world with a new outlook. Therefore,
companies continue to take care of the needs accordingly by manufacturing the games in
accordance to the demands of the consumers. The report concentrates on the whereabouts of
one such company that manufactures card games and board games compatible for all ages in
this modern world. Adept Owl, the company that manufactures board and card games for all
generations without any distinction, is the pointy of discussion for this report.
The report concentrates in discussing the important aspects relating to the processes
undertaken by the organization in order to manufacture and distribute the products to the
market. The report discusses the organizational requirements and the steps that must be
enumerated by the administrative team in order to make a progress in the business,
identifying the flaws and taking steps to reduce the defects in production and distribution of
the products. The report answers the questions that are listed in the appendix 2 of the given
assignment, and thereby aims at solving the managerial and leadership issues that the
organization faces.

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1 Organizational Requirements
1.1 Information entry
The concerned company for this report undertakes actions regarding the proper
information entry in their records in order to make the recruitment process more sublime and
lucid. Not only the recruitment but also the the proper information entry helps in maintaining
the movements of the stocks and the assets according to the structure of the company. The
company can make use of software in order to make the process of maintaining the records
for the organization more effective and appropriate. It also helps in simplifying the job of the
person keeping track of the records. Excel, designed by the Microsoft corporations is perhaps
the best software, which helps in recording the particulars and keeps an estimate of the daily
improvements.
The software helps in maintaining the uniformity of the data entry and helps in
making the concepts relating to the keeping of the records more lucid to the operator and the
owners of the business (Pan 2017). The clear data helps the owners and the administrative
team in determining the loopholes and the places where improvements are required for the
progress of the organization.
1.2 File naming and storage
File naming and storage is an important factor that helps in the proper maintenance of
the records of the organization. The files that are important for determining the progress is an
important factor that affects the growth of the organization. In order to undertake this
function effectively, the company must appoint a data entry operator who has the knowledge
of maintaining the data and process the data according to the requirements of the company.
Moreover, the movement of the stock and the fluidity of the capital that keeps the business
working.

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The operator must have considerable knowledge in the basics of data entry and must
be experienced in keeping records of the events and the happenings. The organization must
elaborately give training to the operator in order to make the person efficient in the task of
maintaining the records of the organization and therefore uphold the integrity of the
manufacturing strategy that the company undertakes.
Storage is an important factor that the operator must undertake in order to keep a
backup of the files that the person has recently developed. Storage helps in keeping a record
of the progress of the organization on the basis of the fluidity of the capital investments and
the turnover on the investments. It also helps in determining the movement of the stocks and
the amount of deficit that the company faces (Narayanaswamy 2017). Therefore, from the
above discussion it can be understood that the files and the figures that it holds within is
important in determining the present situation of the company and take the necessary steps in
order to overcome the probable discrepancies that might occur in the future.
Choosing a media for storage is an important factor again, as it determines the
effectiveness of the storage facility and the vulnerability it holds in erasing off the data from
its list. As it helps in determining the progress of the company therefore the storage option
should be chosen wisely with adequate backup (Ortiz‐de‐Mandojana and Bansal 2016). Files
can be stored effectively through Azure by Microsoft, which helps in maintaining the records
uniformly and keeping them safe and away from being hacked or lost somehow as it consists
of the highly confidential files of the company. The company must take steps to make sure of
the safety and security of the storage system as it includes files that might expose the secrets
of the organization (Peltier 2016).

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1.3 Quality of document design and production
Document design is directly proportionate to the production rate of the organization as
it holds the determining factors of the company’s progress in the market and it explains the
situation of the organization (Kovač 2017). Moreover, it gives an overview of the
discrepancies and the deficits that the company might face due to the policies that they
undertake. Therefore, it helps in not only defining the policies but also modifying the policies
of the organization.
Presentation and styles that are incorporated by the organization must be kept in mind
in order to maintain the uniformity relating to the font and the usage of proper grammar and
punctuations (Sambhanthan, Potdar and Chang 2017). A protocol relating to the writing
styles and the language that is to be used is an important factor that facilitates the growth of
the organization in the international markets.
1.4 Existing procedures
The company must monitor over the existing procedures and bring about
modifications in the processes, which facilitates the progress of the company in the years to
come (Anastassiu et al. 2016). The existing procedures that the company undertook in
maintaining the records and documents effectively are through the templates in which the
records must be kept. The tools that helps in maintaining the records is generally laid down
by the company, thereby determining the standard protocols that are being maintained by the
organization in the process of documentation.
Delivering a training session on the documentation procedure is an important step
that must be undertaken by the organization in order to ensure the effectiveness of the
recordkeeping job (Gonzalez et al. 2017). Maintaining clear records of the stock in hand and
the wages that are being paid to the employees and workers, basic accounting details and

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details on depreciation and the deficit is important for the organization in keeping their
business legal and helps the entrepreneurs and the shareholders in understanding the situation
of the business.
2 Information technology
Information technology of the organization helps in maintaining the objective of the
organization as it helps in achieving the common goal of the company or any business
concern (Ko and Kirsch 2017). The growth of the technological trends in the ever-changing
world has given rise to the organizational structure and the culture of the trends that affects
the market profoundly. The right to information and the consumerism goes hand in hand
determining the progress of the firm.
Human resource is another important factor that greatly affects the productivity of the
firm to a greater limit. It helps in the gradual development of the firm, and therefore helps in
maintaining the equilibrium of the production and the marketing of the products (Agrawal
2017). Lack of skilled labor is a factor that greatly affects the productivity of the firm. It
determines the quantity and the quality of the products being manufactured by the company
thus affecting the brand name of the organization. The administrative team should take steps
to monitor the progress of the work and must adhere to the requirements of the labor.
Keeping a track of the needs and requirements of the labors is like motivating them to
perform their duties that the job demands of them (Kavanagh and Johnson 2017).
The skilled labor helps in the growth and the expansion of the business and therefore
proper monitoring of the performance of the labor must be undertaken by the administrative
team in order to maintain the uniformity of the performance by the human resource. The
proper allocation of the resources and the proper allotment of the incentives and bonuses in
order to keep the labors motivated is an important step that the administrative team must

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undertake for the better utilization of the resource (Kanfer, Frese and Johnson 2017). A
company can make its progress not by exploiting the resource but by proper motivation and
unity of the diversity. Making them to work independently and providing the legitimate
conditions enhances the working conditions and motivates them to get the work done (Li, Xu
and Wang 2017).
The modern world and the ever-changing trends have led to the advancements in the
information technology. Consumers all round the world are aware of the rights to information
and the right to question (Keyes 2016). Therefore, IT plays an important role in the process of
the evaluation of the company’s assets and in determining the situation and the production of
the company. The documents developed as a legislative tool, which supports the structure of
the company, greatly affects the functions of the IT. The documents help in determining the
information and the statistics. It helps in defining the situation of the company and which
delivers the answers to the queries of the stakeholders or the final consumers. It also defines
the brand name of the company and states the market situation accordingly.
The production undertaken by the company is greatly dependent on the IT.
Information of the stocks and the expenses that are undertaken in purchasing the raw
materials and the wages of the labor, the depreciation of the machinery and the cost of other
relevant cost of production and distribution can be determined by the proper allocation of the
information (Elliot, Dweck and Yeager 2017). The IT helps in determining the movement of
the stocks and the factors that is involved in the production of the products by the company. It
includes the return on the investments and shows clearly the basic accounting part which
helps in determining the situation of the organization in the market. The IT also helps in
understanding the market structure and determining the needs and requirements of the
consumers and keeps a track of their ever-changing preferences. IT works both ways- from
the side of the consumers and shareholders to the company, and vice-versa.

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In order to cope up with the emerging technologies, the multinationals have setup
certain standards, which enable them to find out the flaws and judge them and make the
modifications accordingly thereby providing an option for the company to prosper with its
line of business (Fort 2017). The concerned business must make use of the modern and
evolving technology in order to get in touch with its clients all round the world. The company
can make use of the minutes, the memos and formulate their expense reports in order to make
the people aware of their situation in the market. Most importantly, they must make use of the
online platforms and the social media platforms to reach out their customers worldwide.
Information, in the modern world, flows through different channels depending on the inputs.
Therefore, in order to cope up with the global changes in technology, the company must
adapt to the changes and thereby make advancements (Li, Xu and Wang 2017).
3 Documents required by the company
Every company requires documents in support of their activities that they undertake in
order to understand the progress of the business firm and thereby all the business
organizations have a general inclination towards maintaining a record of their activities. The
documents include the movement of the stock, the cost of the purchase, the mediums required
for marketing their product and the final distribution (Anderson 2016). It also includes the
wages of the workers and the labors working under the organization. The documents depict
the situation of the company in the market and their present state and the competition they
face. Some of the documents that the company maintains is being listed in the section that
follows (Schnackenberg and Tomlinson 2016).
3.1 Memo
A business memo is a piece of inter-office communication, which is sent between the
employees in a company or the subsidiaries that the company holds. Business memos are

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undertaken for effectively transmitting business ideas, concepts and the decisions that the
management takes for the betterment and the progress of the organization. They are more of a
private nature and more formal than emails. Memos help in maintaining a proper
collaboration between the employees and undertake steps in order to make the processes
uniform and clear to the employees.
3.2 Business letters
A business letter is a kind of letter that is given out from one organization to another
or to the clients of other organizations and other external clients and stakeholders. The style
and the format that will be followed in the letter will be based on the relationship with the
clients or the other organizations. It is more like information that is being transmitted to the
receiver, of the parent company. A business letter might be created keeping in mind the
different situations that are valid enough to justify the letter and its correspondence. The
different type of contents might be due to the situations that demands the letter from the
organization. Situations may arise when the company is required to order supply from the
suppliers, to reply directly to a request from a client or to apologize for a wrong that the
company has undertaken. It holds a permanent written record and therefore can be used as
evidence in the latter part.
3.3 Transactional documents
The transactional documents imply the legally relevant documents that the company
must hold in order to portray their financial activities. The transactional statements of a
company help in maintaining a record of the assets and enumerate the liabilities and
depreciation of the assets of the company (Gray et al. 2017). The document consists of fixed
and variable data referring to the assets and the variable liabilities that the company holds at
its place. The documents are prepared through financial computing and are sent off to the
clients and the stakeholders, when demanded, with the help of electronic media or by post.