Description of Five Organizational Business Requirement - Essay Example

ASSESMENT PAPER Name Course Tutor 1. Description of Five Organizational Business Requirement For any established business to function well there are requirements needed to offer guidance and solutions to its success. Such requirements include: The mission, goals, vision objectives and priorities A business entity requires setting its goals, mission, vision, priorities and objectives in order to build strong unity and provide directions to its workers, the vision is always referred or seen as the future state as it describes hopes for the organization. the mission looks at the current state the objectives looks at what needs to be done, the goals identifies that which need to be achieved while the priorities identifies that important aspect that needs to be accomplished,( Clear logic, 2013). Systems, processes and requirements for quality assurance The term quality assurance first of all refers to the set of standards that a company chooses and implements in showing commitment to delivering quality products and services to its esteemed customers. The internationally recognized symbol for quality assurance is ISO: 9001:2008, (Compliance Help, 2012). For quality assurance to be realized some of the systems needed to be followed are certification and rating of suppliers, evaluating processes for establishing correct responses and audit of process quality specific change initiatives When initiating change within the business entity there are certain things to consider like having zeal to spread both good and the bad news of changing certain procedures in the work environment, an overview of the importance of change, commitment, identifying the need to change, leading the change, managing the change plus measurements accountability and action of change, (Forbes,2014) Confidentiality and security requirement On the confidentiality and security of the business the focus goes on the data and personal information about the company, workers privacy, professional and personal information that need to be protected otherwise would cause damage to the business these can be protected through rights and policies that the business can employ and can be property rights, obligation of confidence and protection policy, (Fact sheet, 2012). Standards These are usually based on the company’s values that the workers are to follow; they are basically ethical standards and range from integrity, code of protection of company assets, fight against corruption, human rights and principle of social responsibility. Valley view publishing The valley view publishing is a fictional company that specializes in producing the Australian regional tourist guides it’s also an established for resource documents, multimedia files with four specifics like intranet websites and library 2. Administrative tasks Administrative tasks and roles are very crucial in any business company and the job entails managing operations of the organizations, the administrators employed are responsible in carrying out duties that foresee the running of a business. And from the roles and responsibilities stipulated in the valley view publishing job description I develop primary, secondary and urgent administrative tasks. Primary tasks Organizing workers and follow up of personnel assigned to particular tasks at are responsible for duties and activities in the business entity. Channeling communication within the organization or company to ensure information reaches staff, managing and directives. Management of data base that is the source and the networking of the business fraternity Planning and organizing meeting that are crucial in the development and functioning of duties carried out in the work station Administration and coordination of correspondent personnel who attached and contribute to the running of the business. Secondary task Delegating and organizing the promotional tasks for authors and publicist Maintenance and team focus on efficient records on management and control systems Ensuring stipulated objectives of the company or organizations are followed and accomplished Managing and coordinating projects and team work building towards the growth and development of strong work environment. Supervision of staff in all the sectors or departments in the company or business Urgent tasks Constant communication and networking of the activities that are running within the company. Close supervision and coordination of proposed projects and plans. Assessment of data base and source of information together with contributors and partners that contribute to the function of the business. Examining and executing the goals and objectives of the company to ensure activities run smoothly. Immediate action and reactions to feedback that are received from the audience or customers. 3. Duty of providing friendly and efficient service to clients On the smart goals they are in place to describe how best to accomplish commitments: S-specific, M-measurable, A-achievable, R-relevant , T-time-bound. Specific goal Sets to answer the five questions of who, when, what, why and which of any activity showing that it’s specific. And in dealing with the duty of providing friendly and efficient service to clients it can work when solving specific customer service related problems and issues by this it will allow building of close ties and relationship with the company. Paying close attention feedback thus will assist in reducing problems that arise while providing a certain service. Time bound goal Helps in identifying a definite target for completion of any work and on the provision of efficient service to workers it will work when trying to accomplish specific need or work of clients and customers while complying with equality policies and legislation. Relevant goal This helps in working with the provided mission of a department or company in achieving its objective and in ensuring efficient service to clients it would be beneficial in ensuring all existing and potential clients have an understanding of the skills, cap\ability and expertise to provide services. Measurable goal This goal includes numeric and descriptive measures that define quantity. And in working t towards customer friendliness it would fit in the company’s decision to improve sales of products and services that are favorable to clients and by this the company will be maintaining their close ties with clients and customers. Strategy in achieving above goals In achieving the specific goal it would be important in formulating an affirmative and long term objective that will be a reference towards the action plan being executed in ensuring that the customer service provided is effective in creating a long term relationship with the company The time bound goal can be achieved by setting specific date for time frame with which a given task can be accomplished and also going an extra mile in doing follow ups and communicating with the clients on how far the task, works or activity has reached. In achieving the relevant goal it will work well with ensuring if what is being driven towards is worthwhile making good plans and laying down sub goals that will be the supporting factors in attaining the specific work activity With the measurable goal it will work well by ensuring the goal in progress is quantifiable and can be easy to track its progress the goal will be measurable if it will be able to be accomplished. 4. Analysis of specific goal When identifying a goal it is usually to solve a problem once the idea behind the goal has been understood then it becomes easy to deal with a specific goal. With the specific goal it deals with particular situation and helps in understanding how best a problem will be tackled and also appreciates difficulties, but while all this is in progress the one mechanism specific goal is about is the close attention that is placed on the audience, clients or customers since the goal in place is their requirement. 5. Time management plan The time management plan will be from of a sheet that workers will be signing and it has a the time in column latest time arrival is 8:00am while the leaving time is 5:00pm every worker has one hour for lunch break from 1:00-2:00pm The sheet also explains specific time and duties for the supervisor to follow when making round to ensure all workers are at work stations. Down at the sheet there is a column for all who come after 8:00am to keep track and record of late comers and time wasters who will not be at work stations on daily routine of the supervisors round checkup of workers. DAILY TIME SCHEDULE NAME TIME MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY A 8:00-10:00AM Office time/sign in Office time/sign in Office time/sign in Office time/sign in Office time/ sign in B 11:00-1:00PM Office time Office time Office time Office time Office time C 1:00-2:00PM Lunch hour Lunch hour Lunch hour Lunch hour Lunch hour D 2:00-5:00PM Office time/ sign out Office time/sign out Office time/sign out Office time/sign out Office time/ sign out E Supervisors time Cheklist Cheked in/ out Cheked in/ out Cheked in/ out Cheked in/out Cheked in/out SUPERVISORS SCHEDULE TABLE FOR TIME WASTERS NAME TIME MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY A 8:00-10:00Am Out of office Out of office Out of ofice Out of office Out of office B 11:00-1:00pm Out of office Out of office Out of office Out of office Out of office C 1:00-2:00pm Out of office Out of office Out of office Out of office Out of office D 2:00-5:00pm Out of office Out of office Out of office Out of office Out of office In dealing with time wasters it first starts with identifying the things at the work stations that lead to time wasting then from there deal with them and for these case dealing with time wasters will go with punishment on the specific area that they are found to be culprits in the case of too much time wasted on the internet social media the best way will be to use Google chrome extension that sets time limit on certain websites that are not work related. Also reducing on workers multi-tasking according to (sue,et al) psychologists have that multi-tasking does not save time but instead it wastes time in one concentrating on many things at a go there will be a supervisor responsible for checking on those workers who ate not serious with time management at the work station. 6. Planning tools to aid manage work day priorities Establishing priorities task By categorizing the tasks that are important for the day will be important as it will help in knowing what type of tasks need attention and what to do first and what to not prioritize Minimizing distractions and interruptions While at wok or on daily business dealing with distractions from either social media or internet related distractions will be profitable as distractions usually reduced the time allocated in doing then doing important activities for the day. Avoiding procrastinations This is helpful as is assist in dealing with the most important activities and first while the least important will be dealt with later, by doing this it becomes easy to tackle the most considerate work and avoid bureaucracies. Scheduling time appropriately Allocating time on the different things to do on a daily basis is vital as it helps in making commitments on the work to be done, scheduling also goes well with understanding personal efforts and work input. Starting the day early In ensuring that my day’s activity moves swiftly it will be important to start the days early by waking up at appropriate time and start my day’s activity early, with the already scheduled items 7. Causes and stress management Stress at work is caused by various factors that range from various factors at the work environment. Excessive work load At times at the work environment there is so much work piled on workers with minimal deadlines that they have to beat, this then turns out to be depressing on them resulting stress and this can be managed by the workers being organized and taking the work normally avoid the rushing and it will reduce the amount of stress Insufficient experience on the job In the work environment workers tend to be given a job task that they are not well versed with so they state to worry and develop stress because they cannot manage and handle the work and also feel incompetent. This type of stress can be managed by workers accepting they cannot handle work they are not good at in order to avoid the stress. Poor air quality If the air quality at the work station is can trigger headaches and tiredness and cause one not to concentrate on the job being worked on the poor air quality can be caused by poor air circulation and inadequate ventilation This can be managed by opening windows all the time, keeping oneself hydrated by taking a lot of water at the work station. Disorganization The other source of stress can be disorganization of work, piling of files dirty, messy and uncomfortable environment to stay at, and this untidiness can cause a worker not to achieve his or her working goals. But however this untidiness can be solved or managed by contacting the management to improve the cleanness and also tiding the piled up documents the other can be doing away with unnecessary furniture and office products. Noise Noise at the background can seriously cause one not work well it can also undermine team work as people in noisy environment tend to be more irritable and unwilling to work with one another this stress can be managed by arranging to do important work at home if possible and scheduling to do work that requires attention in a peaceful environment. In applying the solutions to my daily work activities I would try as much as possible to avoid stress especially the avoidable ones like nose pollution and the one where at times there can be too much work this will apply the solution of first relaxing and handling the work as normal and calmly. 8. Three ways to obtain feedback from colleagues Feedback from customers would be through social media where we have a page site and by this we will be able to get information on the service we offer and be able to improver where we are not good enough The other way to get feedback from clients will be would be through printed questions or by email that will provide an opportunity of detailed information that my colleagues will be able to mention their thoughts properly. Small round table where can as my colleagues to comment about an idea or arising situation by this I will get feedback expressed orally. 9. Audit on knowledge and skill On the process of self-audit on knowledge and duty of providing friendly and efficient service to clients I asked personal questions that would assist in measuring the level of knowledge and also be a factor in learning and developing more ideas about the chosen role from the valley view publishing. From the (knowledge and skill, 2012) I engaged its questions in measuring skills on customer service related work Based on the knowledge and understanding of customer client needs I asked myself how best do I know in management of feedback from customers, and proved I do not really know much or better still do not possess clear understanding on handling feedback On the understanding on what it means to have customer focus, I knew the basic interpersonal communication with the customers but the deeper understanding of the benefit of the customer was missing Looking at how best to handle customer focus, there was an imbalance in me as I did not clearly seem to have the better understanding of handling different types of customers and clients. On the knowledge of code of conduct and how important they are in customer satisfaction my knowledge proved wrong as I was aware of few ethical standards yet they are many to consider and would be vital in enhancing efficient service to clients With the question of measuring customer satisfaction I totally out of the skill and the knowledge. An on the knowledge about monitoring customer almost failed because it just not about knowing the customer it goes beyond in evaluating and keeping track of them as they are an important factor in the corporate world. The learning of skills and development plan from the above realized gaps on various skills and knowledge it’s important to undertake lessons and practice in order to develop new strategies in learning more about providing efficient and friendly customer service. On the learning process four new skills will be undertaken in the learning process, and this include The skill of patience Attentiveness Clear communication skill Persuasion skill From the identification of the four important skill the task is now getting down and attaining the specialized skills and knowledge, on the communication skill I intend to take on classes that will impart more knowledge as I put into practice the relevant obtained skill, on the skill of patience it will have to go a long way in understanding we have different kinds of customers and clients For communication skills it will be class sessions while the rest will be practical lessons in well-established corporate companies. Development plan 11:00am to 12:30pm 3:00pm-4:00pm 8:00am-10:00am 2:00am-4:00pm 1Tuesday Wednesday Thursday Friday Interactions with clients Persuasion practice at a work station Interactions with clients while learning attentiveness Communication skills Interactions with clients Interactions with clients while learning attentiveness Communication skills Persuasion practice at a work station References Clear logic, (2013) consulting professionals, benefits of vision and mission statement retrieved from www.clearlogic.ca/benefits-of-vision-and-mission-statements/ Compliance help, (2012) consulting, what are the quality assurance (qa) systems standards http://quality-assuarance.com.au/what-are-quality-assurance-qa-system-standards/ Forbes (2014) an overview on the importance of change retrieved from www.forbes.com/sites/mikemyatt/2012/02/07/how-to-lead-change-3-simple-steps/?optimizely=a Daimler (2014) standards of business retrieved from www.daimler.com/company/corporate-governance/integrity-and-compliance/standards- of business-conduct Ariel Philips (et al), definition of administrative roles retrieved from www.ehow.com/list_6369739-defination-administrative-duties.html Miranda (2014), chrome small business, what are the good customer service goals Guest post (2014), business experts the biggest time wasters in work place and how to tackle them Retrieved from www.experts.allbusiness.com/guest-psts/6-biggest-time-wasters-workplace/ Upskilled, (2014) quality for tomorrow, retrieved from www.upskilled.edu.au/resources/8-top-tips-for-managing-personal-work-priorities-aspx NI business, (et al) common causes of stress retrieved from www.nlbusinessinfo.co.uk/cpntent/common-causes-stress-work Management auditors (2012) knowledge and skill requirement retrieved from www.praxcom./iso/901011a4-qms-skills.htm Read More