Business Administration Report: Waitrose Office Management Strategies

This report provides a comprehensive analysis of office management procedures at Waitrose, a major UK supermarket chain. It explores the requirements for establishing and implementing effective office management, including clear job descriptions and employee training. The report details strategies for managing work effectiveness through team meetings, KPIs, and communication, as well as addressing constraints related to office facilities and budgets. It also outlines factors to consider in designing office systems, procedures, and guidance documents, emphasizing the importance of cost, employee feedback, and training. Furthermore, the report discusses the creation of a productive work environment by hiring qualified staff, improving communication, and ensuring a comfortable office setting. Finally, it addresses the maintenance of office equipment and systems for evaluating the effectiveness of office procedures, including communication channels and the use of advanced technology. This report offers valuable insights into the practical aspects of business administration within a large organization like Waitrose.

BUSINESS
ADMINISTRATION 21

Table of Contents
INTRODUCTION ..........................................................................................................................1
TASK ..............................................................................................................................................1
1.1 Requirements of establishing and implementing office management procedures................1
1.2 Manage the effectiveness of work and systems....................................................................2
1.3 Manage any constraints attached to office facilities and related budgets.............................2
1.4 Factors to be taken into account in the design of office systems, procedures and guidance
documents...................................................................................................................................3
1.5 Create an environment that is conducive to productive work...............................................4
2.1 Maintain equipment and consumables to agreed levels........................................................4
2.2 Systems to evaluate the effectiveness of office systems and procedures..............................4
2.3 Review effectiveness of office systems and procedures to meet users’ needs, adapting
them to meet changing demands.................................................................................................5
2.4 Maintenance of office equipment to meet users’ needs and expectations............................6
2.5 Effective relationships with suppliers...................................................................................7
2.6 Action to ensure that administrative services are provided to agreed standards...................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9
.......................................................................................................................................................10

INTRODUCTION
Business administration refers to procedure of designing as well as upholding atmosphere
under which the people who work in groups reach at the set targets. It covers all facts related to
managing the day-to-day operations as well as decision making for an organisation. The business
administration consists resources and management in order to focus on the operations of
company towards organisational objectives (Beck and Johnson, 2012). This present report is
based on Waitrose company and it is chain of supermarkets that forms foot retail division of
largest employee-owned retailer in United Kingdom. Under this mention report will be discuss
about needs of establishing as well as executing the office management process. It will discuss
about the necessary factors which needs to be consider in designing office systems, guidance
documents and procedures. At the end, maintenance of the office equipments is also mentioned
which help in meeting expectation and requirements of users.
TASK
1.1 Requirements of establishing and implementing office management procedures
Office procedure can be explained as sequence of operations or steps under which the
activities are performed. Generally, need of establishing as well as executing the office
management procedure is based on size and also type of company. It is necessary for an
organisation to set and manage the office procedure in an effective manner. Waitrose is large
size organisation and for the complex tasks it set some procedure so that they can completed in
set period of time. In addition to this, it is a responsibility if office manager in Waitrose to assure
that all staff member should have the clear job description (Bushby, 2016). On the other hand, it
is a duty of manager to assuring and also monitoring training of employees that enable them to
carried out the tasks of company in a proper manner. Under this, there are some Requirements of
establishing and implementing office management procedures mention below as above:
 It helps in generate the general policies as well as guidelines for Waitrose company that
assess management to govern office in a systematic way.
 With the help of preparing along with implementing the office management procedures,
employees will focus on completing activities and attain targets in a systematic manner.
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 Through developing effective management procedure, data of company should be
maintain in proper manner and also not to be leaked as information is kept more
confidential.
1.2 Manage the effectiveness of work and systems
In a company, it is necessary to manage the work as well as system in an efficient and
effective manner so that it can perform its business operations in systematic manner at
workplace. It will help Waitrose company to motivate its staff members and also attain set goals
in an efficient way (Coppola, 2018). Under this, there are some ways mention below for
managing the effectiveness of systems and works:
Team meetings- Team is a group of people in which two or more than two people are
working on attaining the specific goal. In this, manager of Waitrose can conduct the team
meetings in order to manage the work and also assign them responsibilities so that they can focus
on completing the tasks without arising any kind of conflict.
Key Performance Indicators (KPIs)- It is mainly used to analyse success of employee,
company etc. in order to meeting objective for performance. It is measurable value that helps in
exhibit how effectively firm is attaining its key objectives. With the help of using Key
Performance Indicators, manager of Waitrose company delegate responsibility to those
employees which can manage the work or whose performance is better.
Effective Communication- By developing better communication, Waitrose company can
manage its business system by communicating with the employees and convey their work to
them. Manager set different responsibilities for employees on the basis of their capabilities.
From this, they can able to manage the work and system in a significant manner.
1.3 Manage any constraints attached to office facilities and related budgets
Constraints develop the negative impact on operations and aims of business. So, it is a
responsibility of manager to manage any kind of constraints which are related with the office
facilities and budgets (Deininger, 2016). Under this, management of Waitrose company find
effective ways which are given below to manage constraints:
Effective planning- Under this, planning is an effective way to perform all activities in a
systematic manner. It is mainly design through top management by considering time, budget etc.
In context to this, if plan will be implemented at work place in better manner then in this case
employees will focus on attaining targets with in given time period. In context to office facilities,
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planning will help in effective utilisation of resources, maintaining office equipments etc. It will
help in proper use of office facilities as well as budget.
Limited suppliers to choose from locally- Under this, the number of suppliers are limited
and the main focus of Waitrose company is to purchase better quality of raw material to produce
quality products. In context to this, it is necessary for company to select the better supplier
locally that can provide high quality raw- materials at reasonable cost (Ehrenberg, 2016).
1.4 Factors to be taken into account in the design of office systems, procedures and guidance
documents
For an organisation, office procedure, guidelines documents and systems are necessary
for smooth functioning of business. Under this, there are different factors which need to be
consider when the management is going to design guidances, office system and process. Some
factors are mention below:
Cost- It is a main factor that is necessary to be included because without cost Waitrose
company can not able to purchase equipments, implement procedures, performing operations,
prepare documents etc. So, it is necessary for company to arrange and manage the cost in a
proper manner.
Review need- Under this, there is a need for management to take the review and opinions
from them about designing the office systems, guidance documents and procedures.
Delivery training- In order to designing the office systems and process, there is a need to
management to provide proper training to employees so that they can aware about the policies
and also include in the process of designing the office systems in a proper and effective manner
(Grosso, 2017).
Equal Platform- It is essential that, company should design the office system and
guidance procedure in order to attaining the aims and objectives in significant way. At the time
of developing effective procedures, management of Waitrose company should give equal chance
or include employees in the implementing process. With the help of this, they will focus on
attaining set objectives with in given period of time.
1.5 Create an environment that is conducive to productive work
Under this, it is a responsibility of company to develop positive and safe working
environment to staff members so that they can work effectively and focus on attaining specific
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aims. It will help in making the environment of company productive. In addition to this, there are
some effective ways given below related to develop productive working environment:
Hire qualified workers- Under this, it is a duty of human resource function to hire the
talented and well qualified employees which have better capabilities to perform the work. The
Waitrose company should make sure that staff members are team players and professional.
Through this, company will not face any difficulty related to enhance sales and improving
productivity of business (Hebert, 2012).
Improve communication- It is important for manager to be cognizant about
communicating with its staff members. In Waitrose firm, upper management and team members
should be focus on their methods of communication and their effect on office environment. In
addition to this, employees will feel valued and motivated when they will contribute towards
success of business as well as provided the positive reinforcement.
Make office comfortable- Manager should assure about the working conditions and
appearance of office. In this, working in attractive and clean office can have positive impact on
relationship of manager and co- workers. If the workplace will be comfortable then employees
will be able to work in a effective manner and focus on attaining set aims. The management of
Waitrose firm should provide the flexibility to employees to select work and perform that in
appropriate manner. With the help of this, employees will get motivate and productivity of
Waitrose firm will also be enhanced.
2.1 Maintain equipment and consumables to agreed levels
In every business firm, there are many equipments which are required for conducting the
business operations in a systematic or effective manner. This is necessary that company should
maintain its office equipments so that it can not face any kind of issues. It is very essential to
maintain different kind of equipment in order to implement all operations in efficient manner and
to better satisfy the needs of its customers ( Meegahapola and et. al., 2014). It is a duty of every
department to maintain equipments in proper manner so that there can not any issue arise at the
time of performing business activities. Under this consumables need to be used with equipments
such as toner and the paper needed to replaced sometimes. In addition to this, there are some
equipments given below which are maintain through Waitrose firm:
Printers- It can be streaky and faded. It may needs either unique cartridge or cleaning in
proper manner.
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PC's- Under this, it is necessary that personal computer many not charge or boot in a
proper manner. There will be requirement of re- installation of operating system in an effective
manner.
Peripherals- Scanner and bar code reader many nor running in proper manner.
These all are the essential equipments which need to be maintain through an organisation
and these are helpful in deal with consumers in an effective manner.
2.2 Systems to evaluate the effectiveness of office systems and procedures
Office system refers to planning of office work in order to attain main objectives of
company with minimum cost and efforts in a systematic manner. It is explained as orderly
arrangement of whole activities related to office and develop procedures which to be followed
for economic and effective work performance (Muhey, 2012). The office systems and procedure
is helpful in smooth flow of work, uniformity, helping training personnel, better control and
many others. On the other hand, main objective of designing the better office system is to
identification of objectives, analyse different office services, develop methods etc. There are
different systems mention below for evaluate effectiveness of office system and procedures:
Communication channel- Communication is an effective way to develop better
interaction and relationship among the staff members and management. In addition to this, if
staff members will interact with their subordinated then in this case they will understand each
other in better manner and help in attaining specific objectives. Through this, they will be aware
about the procedure and system of office and make improvements if needed. This will help firm
in evaluating and increasing the effectiveness of office systems and procedures.
Advanced technology- Through using the advanced technology, Waitrose company can
detect any kind of errors and also know about the effectiveness of the office procedure in a better
manner. On the other hand, new technology is helpful in bring some change in office system. It
will helpful in enhance morale of staff members and also motivate them to enhance productivity
of business. This will lead to efficiency as well as effectiveness of office procedure and system
(Razali and Dahlan, 2015).
2.3 Review effectiveness of office systems and procedures to meet users’ needs, adapting them
to meet changing demands
Office procedures and systems both are the necessary aspects of company in any area
because it leads to be smooth functioning as well as operation at the workplace and also helpful
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in designing different activities systematically. On the other hand, it is necessary that office
procedures and systems should be meet with requirements of users and also adapt them in order
to meet with the changing demands. It will be helpful in develop the positive impact on them
and they will focus towards enhancing productivity of business (Rondeau, Brown and Lapides,
2012). For review the effectiveness of office system and process there are some ways mention
below:
Develop better understanding- Through using the better office system as well as
procedure, it helps for new staff members to understand their jobs properly and perform
effectively. In context to Waitrose firm, management design the system that help in facilitate
new employees so that they can perform their job role effectively. If employees will have better
understanding about their job roles then they can perform their activities in a better manner.
Assessment of further issues in smooth running- Effective office procedures and system
enables smooth running of business operation and work in an company by avoiding any kind of
interruptions at the time of conducting activities. In relation to Waitrose business firm, the office
system and procedure is develop effectively so that it can meet with the expectations of users.
Through this, the interruptions will be reduced and they will focus on attain work in a significant
manner.
2.4 Maintenance of office equipment to meet users’ needs and expectations
Office equipment refers to assets that is mainly used for operating functions of an
organisation. These are necessary in order to performing the business activities in an effective
manner. In Waitrose company, management focus on maintain the office equipments in order to
meet with expectations as well as needs of the users (Roper and Payant, 2014). The office
equipment consists of computers, light fixtures, desks, chairs etc. So, it is essential for company
to maintain the office equipments in a proper manner for the different reasons and these are
given below:
 If the office equipments will maintain in proper manner then it will not harm staff
members and they will perform effectively.
 Proper care of the office equipments will keep business in a smooth manner. In addition
to this, regular maintenance can minimize the maintenance calls as well as downtime for
printers, fax machines and computers.
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 It is necessary that company should focus on cleaning machine by cleaning debris and
dust that can lead to failure of equipments. For cleaning purpose, small hand- held and
compressed air vacuum has been designed (Shah, Zahed and Tanvir, 2014).
 It is essential that at workplace, there should be a schedule of proper maintenance of
copier, computer, printer and some of the other equipments of office. In addition to this,.
Company maintain the professional partnering with professionals which come for clean,
maintain and inspect machines.
 Better maintenance of the office equipments can minimize issues which are faced at
workplace by employees. In order to this, maintaining office equipments on time will
help in evaluate of potential problems which firm can face at the time of working and in
future. It will help in meet with expectations and needs of the users in proper manner.
2.5 Effective relationships with suppliers
Supplier refers to party or an individual that supply the services or products. The
suppliers provide the better quality of raw material to company so that it can produce high
quality of products in an effective manner. Waitrose company has strong relationship with its
suppliers and it focus on fulfil their needs as well as expectations. In addition to this, supplier
relationship management is discipline related to the strategic planning and managing
communication with the third party company that supply the services or products to company in
context to enhance value of interactions (Tymvios and Gambatese, 2015). Under this, there are
some effective ways given below that Waitrose company can use to manage relationship with the
suppliers:
Keep lines of communication open- Communication is an effective way of maintaining
the better relationship among the two parties. Under this, Waitrose firm should invite the
suppliers to strategy meeting and aware them about the policies as well as strategy of business.
On the other hand, it is necessary for firm to share information with suppliers about the new
service or product. It will help in develop as well as manage the better relationship with them and
business can run in an effective manner.
Understand cost and supply chain value- Under this, it is necessary for an organisation
to understand the value of the whole supply chain along with the cost. Through understanding
the cost of raw materials, end products and also value given through supplier in process, then
from this supplier can evaluated.
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2.6 Action to ensure that administrative services are provided to agreed standards
In administration services, managers plan, coordinate, direct and support the services of
business company. Under this, it is a responsibility of manager to maintain the facilities and also
supervise the activities which consist mail distribution, office upkeep and record keeping. In
addition to this, supportive services of manager under which they plan, coordinate and also direct
to services (Zega and et. al., 2017). There are some actions mention below and through them it
will be assure that the administrative services are given to the agreed standards:
 It is necessary that manager should develop an effective plan or procedure and also aware
employees about them.
 Monitoring that services are provided effectively or not.
 With the help of taking feedback from staff members in order to assure about the
effectiveness of the services.
 By appointing the better administrative manager that have potentially to communicate
fairly and have leadership skills for delivering the better administration services.
 Develop better coordination among the staff members so that their performance can be
enhanced and administration services are meet with the agreed standards in an effective
or efficient manner.
CONCLUSION
It has been concluded from above mention report that manage the office facility is helpful
in performing the business activities and attaining set aims in an effective manner. It is a
responsibility of business firm to manage the office facilities and work significantly. In addition
of this various ways are also help in attaining set goals and objectives which directly contribute
in improving positive brand image of the company at market place. Furthermore, effective office
process along with its system is also beneficial for company to meet set target in allotted time
frame.
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Online
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