Sample report on managing business activities

A Sample Report on Managing Business Activities to Achieve Results

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TABLE OF CONTENTS INTRODUCTION..........................................................................................1 TASK 1........................................................................................................1 1.1..........................................................................................................1 1.2..........................................................................................................2 1.3..........................................................................................................3 TASK 2........................................................................................................4 2.1..........................................................................................................4 2.2..........................................................................................................5 2.3..........................................................................................................6 2.4..........................................................................................................6 TASK 3........................................................................................................7 3.1..........................................................................................................7 3.2..........................................................................................................8 3.3..........................................................................................................9 3.4..........................................................................................................9 TASK 4......................................................................................................10 4.1.........................................................................................................10 4.2.........................................................................................................11 4.3.........................................................................................................12 4.4........................................................................................................ 12 CONCLUSION............................................................................................ 13 REFERENCES............................................................................................ 14

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INTRODUCTION Managing activities to achieve results can be accompanied by successful and resourceful planning and proper implementation of the same. From planning to control, it is important to monitor the work activities of every individual (Covello and Merkhoher, 2013).

This report deals with tackling and removing the management issues of ABC Company. It is a recruitment company which is facing delayed operations and closing of services. In this regard, purpose of this report is to enlighten the reader with organisational structure of ABC Company. Further, it provides an overview of process mapping and use of SMART objectives in attaining the organisational goals and objectives. Additionally, use of various techniques such as Total Quality Management and Quality Management System ensures that company is providing quality services to its clients. Lastly, discussion is done on the risk assessment process and various laws that govern health and safety conditions at workplace.

TASK 1 1.1 Each individual in the organisation performs distinct functions according to their roles and responsibilities. Although, there prescribed function are interconnected with each other.

Chain of command and flow of communication demonstrates the manner in which organisation conducts its activities. Likewise, process and functions of ABC Company are also interconnected with each other (Bon and Mustafa, 2013). Therefore, the interrelationship of ABC Company has been discussed underneath: •

Managing Director: Its role is to manage the operations of company and ensure effective functioning. It lays policies and formulates general guidelines which the employees have to follow. All responsibilities of ABC lie with the Managing Director.

•

Director: Its aim is to direct and guide the efforts of workers towards organisational goals and objectives. Further, it dictates the general policies of organisation to its subordinates. It also acts as a medium who communicates the grievances of workers to the top management of cited company and orders and policies of managers to employees (Belcher, Place and Conole, 2013).

•

Operational Manager: They deal with the management of funds for organisation.

Further, their main role is to see whether operations of organisations are being Get Top Quality Management Assignment Help by the academic experts of Assignment Desk to secure A+ Grades.

conducted in a proper manner or not. They also visualise that everything and everyone is on the right place. They ensure proper allocation of funds and recruitment of right people at the right job.

Therefore, from the above discussion, it can be summed up that the roles and responsibilities of each individual are interrelated to the process of organisation.

Likewise, in case of ABC Company, operational manager is accountable to its director who in turn is responsible to give information to the managing director.

Illustration 1: Organisational chart (Source: Self Attempted) 1.2 Process mapping is a sequence of steps designed to give management a clear view about what is going in an organisation. It illustrates the activities performed at different stages by distinct members. There are several ways to carry out process mapping, such as Input process Output (IPO), Value stream Mapping (VSM), cross functional technique. Out of these, cited company uses cross functional method to carry out the process. The following diagrams highlight the functioning of ABC Company (Barbrow and Hartline, 2015).

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Illustration 2: Process Mapping (Source: Anderson, 2016) The operational manager is entitled to collect and compile data's regarding candidates that are to be recruited. It manages the number of new clients that can be attracted; simultaneously it checks the availability of candidates who has applied for different profile (Bahr, 2014). General meeting is arranged to manage the operations and make further changes that are required in the recruitment process. If there are no modifications required then the managers can continue the process. Along with that, managers can identify corrective actions (if necessary). Further, the process gets completed with the final approval from quality department or the Managing Director of the company.

Company can even make the use of IPO process which will enable the company to know about the actual availability and desired candidates that are to be recruited by them.

Process mapping is a useful technique to identify the obstacles and opportunities which can further be modified by the organisation (Verfuerth and et.al. 2013). It aids in better understanding of the entire process and reviewing roles and duties of each participant of process.

1.3 Quality gateway is the process of providing quality assurance to service users. It Get Top Quality Management Assignment Help by the academic experts of Assignment Desk to secure A+ Grades.

thereby aids in building companies reputation in the market and attracts more and more customers. ABC Company can provide quality services to its clients by using techniques like Total Quality management. It will enable the firm to meet client’s requirement by providing them with skilled and talented candidates. Presently, company is facing the issue of delayed operations and redundancy of jobs and same can be managed with the concept of TQM (Venturelli and Leopizzi, 2015).

Illustration 3: Total Quality Management (Source: Total quality management (TQM), 2016) Total quality of management is a process of providing quality services to customers in order to ensure long term customer loyalty and customer satisfaction. By providing quality services to its clients, cited organisation can cater new clients. A happy and satisfied clients help to bring in new clients for the company whereas a bad word of mouth spoils the company’s image in the market. This can be easily done by ensuring clients with durability, reliability, and gaining their feedbacks regularly.

The above highlighted steps in the diagram enable a better understanding of process of TQM. It is an effective technique to enhance the quality of services provided by a company. It involves continuous improvement evaluation of activities of a business entity.

Further the above discussed techniques assist in improving the overall efficiency of Get Top Quality Management Assignment Help by the academic experts of Assignment Desk to secure A+ Grades.

organisation. The cross functional and IPO techniques can help ABC to overcome the management deficiencies and resolve the problem of funding (Knippenberg, 2013).

Therefore, it can be said that with effective management of operations and proper techniques, the company can overcome the losses.

TASK 2 2.1 Planning is the essence for management to carry out the operations effectively. In order to overcome the loopholes that mentioned company is facing currently, it is essential to plan its goals and objectives. Clearly defined objectives provide a path through which targets can be easily achieved. The main aim of ABC Company is to gain large number of clients and recruit skilled and talented employees which act as a quality assurance (Reason, 2016).

Therefore, in order to make a plan effective company should overcome the shortfalls of poor management and inadequate leaders. To accomplish and attain the targets effective planning and controlling is essentially required.

Planning: It provides a clear direction for managers about the company's goals and objectives. Planning is an essential process in achieving the desired targets. For this purpose, proper objectives must be set by the company. In this context, company need to focus on increase its client so that more business can be attained from it. For this, proper team should be developed so that it can meet with the requirement of clients. Also, specific job description needs to be prepared so that recruitment can be done accordingly.

Controlling: Setting objectives is an easy task but achieving them takes a lot more efforts.

Therefore to attain the desired goals effective controlling is required on part of management.

The managers are entitled to keep track of activities of each individual. Company can set SMART objectives to access the validity of same. Besides this, controlling needs to be done by developing person specification and matching each candidate with the same.

Management by Objective: It is the process by which management align the individual goals to that of organisational goals. It provides the subordinates with clear idea about what is accepted from them and works within the prescribed framework. For instance, ABC Company can set specific targets to increase its revenue (Pavitt, 2014).

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2.2 SMART goal setting is a method of bringing structure and practicability into organisations goals and objectives. It is just and abbreviation of Specific, Measurable, achievable, Realistic and time based. Specific goals have a greater chance of being accomplished than general goals. For this purpose ABC can implement SMART objectives to attain its desired goals. Following are the specific objectives of ABC Company: Specific: Company aims to get 70 new clients.

•

Measurable: By attaining new clients, it can increase its revenue by 25%.

•

Achievable: By employing 50 new employees in the organisation.

•

Realistic: To meet the desired quality of services

•

Time: Within period of one year The above objectives will clearly define roles and duties of each individual within

organisation. Further, the company also aims to remove the deficiency of poor management and inadequate leadership. To accomplish this purpose management aims to follow participative style of leadership in the organisation (Oakland, 2014). This will enable the enterprise to gain new and innovative ideas from their employees which can further be implemented. By using smart objectives, management can align the available resources in the most efficient manner. It can utilise its current staff by delegating the duties properly to each individual. Further, formation of teams will help the accomplishment of task on time. The operations that are delayed can be completed on time. So, it can be concluded that SMART objectives is an appropriate way to attain the organisational goals and objectives.

2.3 Quality control: Total Quality Management is an effective technique to provide prime services to customers. In order to offer superior services to its clients, the company follows the system of quality control.

Product Development: This system emphasis on maintaining existing clients and gaining new customers for the enterprise. ABC Company can provide better recruitment service by hiring skilled, knowledgeable and capable candidates for their clients. It will thereby bring in new clients for the company. Further, it will enable the company to set performance standard and support managers to make new strategies for recruiting competent applicants (Nanda, Get Top Quality Management Assignment Help by the academic experts of Assignment Desk to secure A+ Grades.

2016).

Customer Satisfaction: All the business activities revolve around customers. It is therefore essential to keep them satisfied. Clients are the customers for ABC Company, hence it is essential to meet into their expectation and provide quality services to them. A satisfied and happy customer will bring in new customers for the organisation. Moreover, it is important to retain the existing consumers to boost the overall turnover of the company.

Risk Management: The performance of business is affected by mainly three factors that are environment, human and system. Therefore, it is the responsibility of managers to manage risk effectively. As per the case scenario, ABC is facing the problem of lack of funds and staff. It can only be overcome by managing the risk effectively.

Contingencies Plan: This system is for maintaining backup plan of an organisation. ABC Company could have recruited additional staff so that there isn't any delay of operations.

Therefore, all the above systems can assist ABC in achieving its desired goals and targets on time within the prescribed budget and resources (Murray, 2014).

2.4 It is essential to monitor and control the activities of an organisation. It aids in knowing the current project process by evaluating the performance, making corrective and preventive actions. Management can make the use of project management tools to evaluate the performance of individual. These are critical Path analysis, Milestone Checklist, Score card and Work breakdown structure. Monitoring is reviewing the activities of every single individual of organisation. Simultaneously, Controlling is keeping the track of work done by them. These are the essential component to make the operations of an organisation effective.

Various methods used by ABC Company are as follows: Critical Path Analysis (CPA): Presently, ABC is facing the issues of delayed operations and closed services. Therefore, to overcome this situation, operational manager of the company need to estimate the elapsed time of each activity. This will provide them with the correct date of project so that work can be accomplished within prescribed time (Maduenyi and et.al., 2015).

Milestone Checklist: It is software used by the project manager to record the performance and activities of each individual. It assists in knowing whether the activities are on track or Get Top Quality Management Assignment Help by the academic experts of Assignment Desk to secure A+ Grades.

not. It can be simply done by using Excel template.

Score Cards: Successive points can be allotted to each individual on the basis of their performance in the team. It can be effectively followed when ABC emphasis on team working. Project manager can report the performance of employees to its superiors.

TASK 3 3.1 In order to keep customers satisfied, it is crucial to manage and monitor the standard of quality. The company can use the Quality management system to provide prime services to its clients.

It is an effective system which aids in improvising the quality of services and provides a better understanding of business and its environment (Lim and et.al., 2014). To accomplish the above purpose, ABC must firstly identify the following points: ⚫

It is essential to understand the business and requirements of clients.

⚫

Proper utilisation of human resource of organisation.

⚫

Prevention of error should be the chief objective rather than merely detecting them.

⚫

It should be management led and persuasive in nature.

Therefore, ABC must concentrate its efforts on managing and fulfilling the

requirements of its clients. These include providing them with skilled and trained candidates which becomes an asset to the clients (Lam and Chan, 2013). This system is to ensure that services are delivered to customers after getting quality conformance standard from the management. Further an effective plan is needed to implement the QMS. The following points shall be considered by ABC Company: ⚫

Improvising the initial working methods and procedures.

⚫

Supervising and reviewing the activities.

⚫

Involvement of each candidate.

⚫

Project checkpoints to manage the time frame.

Further, there is an International Organization for Standardization (ISO) which

provides in creating quality standards of goods and services. These standards set a benchmark that is to be achieved by every business organisation. Therefore, ABC must also compiles by these standards to provide superior services to its clients.

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3.2 Quality management is not just the process but the continuous assessment of the entire process. Few of the methods and system followed by ABC Company are TQM and QMS which enables the company to enhance the quality of services. It assists them to meet the expectations of stakeholders. In addition to this, it is essential to know about the quality culture of ABC Company. Currently, it is cladding with the issue of poor management and lack of integrity among the co-members. Therefore, it is essential to have proper monitoring, evaluation and development of process to ensure quality culture. The following diagram highlights quality culture of ABC Company:

Illustration 4: Quality Culture (Source: Harvey, 2016)

Some of the basic element of quality culture are adequate leaders, high performance of teams and individuals as well, customer requirements and retention, adapting with the changing environment and continuous improvement of the organisation as a whole (Harper, 2015).

To accomplish this purpose, cited company needs to monitor the activities of its staff members. For effective monitoring, operational manager must have the knowledge regarding Get Top Quality Management Assignment Help by the academic experts of Assignment Desk to secure A+ Grades.

all the operations of organisation. Further, for proper evaluation of the organisation’s operations, the manager need to inspect that proper manpower is utilised in managing the activities. There shall be no wastage of resources and time. Moreover, if any loopholes are found should be covered by taking corrective actions. Lastly, proper development of process should be made and to ensure that quality services is provided by ABC company to its clients.

3.3 Continuous improvement is a key to organisations success and achievement of its goals. ABC Company is constantly facing the trouble of poor management and inadequate leaders. To overcome this problem it is essential to make certain strategies which will enable them to perform efficiently. The company shall incorporate the participative style of leadership which will enable the staff members to perform with more efficiency. Everybody in the enterprise needs freedom and power to carry out their work as the way they like (Hammond, Keeney and Raiffa, 2015). Complete freedom to subordinates is also a disaster, so with participative style company can delegate certain power to its employees. It will increase their morale at workplace as they are given right to take part in decision making process. Further, these ideas and knowledge can be implemented in the organisation if management feels it is right.

Additionally, it is important to manage the funds of the organisation in a proper manner and at right place. For this purpose operational manager needs to plan the activities effectively. Moreover, efforts shall be made to maintain and retain the original employees.

They are the assets of every organisation. Therefore, it is essential to wisely utilise them (Hall, 2013).

Company shall improvise its employee relations which will further help in creating better organisational culture. A satisfied employee will assist in attaining the goals and objectives of company. Managers can make the use of team work to integrate the individual efforts in achieving the target. It will thereby aids in removing communication gaps and creating prosperous environment.

3.4 The above recommended changes can have positive as well as negative impact on Get Top Quality Management Assignment Help by the academic experts of Assignment Desk to secure A+ Grades.

ABC Company. Some people may like and others may dislike the proposed improvements.

For instance, in case of implementing participative style of leadership, it may not be acceptable by the leaders. This is so because they may lose their power and authority.

Whereas the employee's may be happy and content with this judgement as they may get chance to use their skills and creativeness in making decisions for organisation (Haimes, 2015). Further, it gives them better future opportunities, by getting promoted to next level of management. Various other situations are; some people resist working in teams or groups because they feel that certain people may dispose their responsibilities and the burden of work will shift towards single individual. Therefore, a proper monitoring and evaluation of the process is required.

Further, the company needs to attract new clients and maintain the existing ones to overcome the losses. By providing quality services to them ABC can meet unto their expectations and make them satisfied. This will enable the company to gain its reputation in the market. Additionally, there will be no shortage of employees in the organisation. It will able to retain its existing employees as well as attracting new and talented candidates. The delayed operations will then be completed within the prescribed time. Thus, removing the deficiencies of management and leadership will bring back the company's situation from losses to profit (Goetsch and Davis, 2014).

TASK 4 4.1 It is a responsibility of every employer to provide health and safety environment to its employees. To accomplish this purpose risk assessment activities are carried out by managers of every organisation. This is to ensure that environment in which employees are working is free from all sought of risk and hazards. There are certain laws governing the protection of employees and the company must abide by the same. The risk assessment process followed

by ABC Company is as follows: •

Identifying risk: The management must identify the risk that is likely to occur at the campus. It can be any one of these physical risk, mental or psychological risk. It is important to analyse risk and make precautions regarding the same.

•

People at harm: Next step include identifying that who is likely to be get harmed

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from the risk. This will enable the managers to take precautionary steps to safeguard the particular person from the harm. Further, it can also examine whether the whole enterprise is at risk or the part-full time employees (Genç and Di Benedetto, 2015). It is the duty of the employers to take care of health and safety of young or disabled employees, night of shift workers etc.

Illustration 5: Risk Assessment Process (Source: Kloosterman, 2014) •

Evaluating risk: Managers are required to consider the amount of risk that will probably occur. On the basis of this further precautionary steps need to be taken by them. This will minimise the amount of risk. Even after proper evaluation there usually remains some amount of risk. Therefore, management must decide whether the remaining hazard is high, medium or low.

•

Making Records: This includes making records of the assessment process and measures that were taken to minimise the hazard. It acts as a proof, that assessment was carried and provides the basis for later review of working practices.

•

Reviewing: It means looking backward. Therefore, it is essential to review the assessment process to ensure safe working practices is undertaken effectively. Further, it provides base for future assessment and making corrective actions if needed

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(Ehlers, 2009).

4.2 There are certain laws that govern the organisations to comply by health and safety acts. It is their duty to provide safe and healthy environment to its workers. Workers security at workplace should be the prime concern and provide them with all necessary benefits. Some of these laws are Factories Act 1833, Employment Act, Health and Safety Act 1974, etc. It demonstrates about worker must be secured from all the hazards and proper working conditions shall be provided to them. ABC Company is also entitled to abide by these laws and regulations. The Factories Act has certain rules that provide workers with minimum salary, water and sanitation facilities and a healthy environment.

Further, the laws provide employees with basic necessities of medical and health insurance. Workers are entitled to receive medical assistance from the company in case of any discrepancies caused to him. Moreover, the company must make precautions regarding fire exposures noisy work equipment and machineries. Selection of right equipment is a must, this will minimise the risk of equipment failure (Covello and Merkhoher, 2013). These are accompanied by the certain laws such as Workplace equipment provision act 1988 and safety machinery regulation act 1992.

There shall be proper discipline in the organisation. High level of noise may cause hearing damage to certain individuals. Noise from old and improper computers can cause trouble to people working with it. These are further governed by control noise at work regulations.

4.3 Policies are the general guidelines set by the organisation to achieve desired objectives whereas procedures are specific set of rules formulated to accomplish policies. The ABC Company has some set of policies and procedures to ensure workers health and safety.

The company must ensure that the floors are not slippery, for this purpose company can buy machine to keep the floors dry. It will further minimise the risk at workplace thereby ensuring health and safety of employees. Along with it, there are certain types of machines and equipment present in every organisation which are harmful for people’s skin (Bon and Mustafa, 2013). Therefore, to provide the healthy environment these machines should be kept Get Top Quality Management Assignment Help by the academic experts of Assignment Desk to secure A+ Grades.

away from the working area or in restricted area where no one can enter. Additionally, there shall be timely maintenance and replacement of old and obsolete machineries or equipment.

There are certain cases of fire exposures; therefore to overcome this situation, the company has placed fire cylinders at every business unit. Moreover, fire alarms have also been installed at every corner to ensure no unfortunate circumstances prevail in the company.

It has also been recommended that regular servicing of fire extinguisher shall be done to ensure its proper functioning. These are some of the basic policies and procedures adapted to ensure health and safety of workers at ABC Company (Belcher, Place and Conole, 2013).

4.4 In order to protect workers’ health and safety certain policies and procedures have been laid by ABC Company. To successfully implement, it can hire a housekeeper to ensure that floors are properly cleaned and dry. Besides this it can provide with sign boards which will enable the staff members to know about the risky areas. Proper maintenance of lifts shall be made and a guard shall be appointed to make the proper use of the same. Further, proper instructions shall be discharged to the worker and clients for the use of automatic doors. Sign boards regarding low surface area shall be made so that workers can be protected from getting hurt.

Moreover, company can impart training for the use of fire extinguishers and exit windows so that in case on any unfortunate event, people can protect themselves (Barbrow and Hartline, 2015). Employees must be aware of the medical room and the area where first box is kept so that in case of any emergency they can use it. Lastly, the employees of ABC Company can ask for the replacement of old and obsolete computers that cause noise pollution in the organisation. Timely replacement and maintenance shall be made of the machineries (Bahr, 2014).

CONCLUSION The report depicts that interrelationship between different processes and functions assist in attaining organisational goals and objectives in an effectual manner. Further, various recommendations have been provided to improve the poor management system and remove the issue of poor leadership from ABC company. Along with that, use of SMART objectives of firm has also been discussed in this section that help to overcome the operational Get Top Quality Management Assignment Help by the academic experts of Assignment Desk to secure A+ Grades.

deficiencies. Lastly, implications of health and safety at workplace have also been highlighted and measures to minimise risk have been made.

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Covello, V. T. and Merkhoher, M. W., 2013. Risk assessment methods: approaches for assessing health and environmental risks. Springer Science & Business Media.

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Lim, A. J. and et.al., 2014. Process mapping as a tool for participative integration of human factors into work system design. European Journal of Industrial Engineering 6. 8(2). pp.273-290.

Maduenyi, S. and et.al., 2015. Impact of Organisational Structure on Organisational Performance. International conference on African Development Issues. pp. 354-358.

Murray, P. A., 2014. Organisational structure and strategic control. Wiley Nanda, V., 2016. Quality management system handbook for product development companies.

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