Administration Improvements - Case study

Company A has expanded its operations; it has recently taken on five new members of staff and is now finding that three of its current administrative systems are no longer efficient.

Records and filing

A new records and filing system needs to be established as current methods are not fast or robust enough to deal with the increase in work. Previously records were put together ad hoc, but now a logical and more ordered system needs to be put in place.

Needs include:

• Data management and security
• Information and data processing
• Creating records
• Storing records.

Internal communications

Current workplace communications no longer meet the company's expanding needs; a new communications system needs to be developed to ensure that information is circulated internally with efficiency and in a timely manner.

Whereby previous communications were just by word-of-mouth, a more definitive and planned system needs to be put in place to ensure no one misses out on receiving communications.

Needs include:

• Determining efficient methods for conducting communications
• Using appropriate communication equipment and tools
• Providing training on communication processes.

Finances and accounting

Due to an increase in business, systems for generating invoices and for processing payments, needs to be improved.

This includes how long it takes for information to be passed on to accounts, and how quickly accounts are able to produce documentation and paperwork for passing on or sending out to customers.

Needs include:

• Better workflow processes from departments to accounts
• Clear guidance on accounting processes and timeframes
• Improved access to accounts for work departments.

Refer to Case Study - Administration Improvements

1. Explain how you would work with personnel and stakeholders to identify the administrative improvements.

This must include:

• How you would document any requirements or modifications
• How you would inform, train and support staff to use the new or modified systems
• How you would monitor the systems to ensure changes were successful or further improvements were identified
• How you would put mechanisms in place to identify if future improvements need to be made and for staff training.

1. The learner must detail how they would work with personnel and stakeholders to identify the administrative improvements. They must explain how they would communicate and work with others.

This may include reference to:

• Reviewing systems against operations to identify where improvements need to be made; this may include:
• gathering relevant information on the systems and workplace statistics
• reading and interpreting information
• assessing problem areas and incompatibilities
• Checking legal impacts of changing systems and how legal and organisational policy will need to be incorporated into the changes
• Consulting with personnel and stakeholders to work collaboratively on making changes; this may include:
• debating systems
• asking personnel and stakeholders their opinions
• identifying issues and concerns
• seeking personnel and stakeholder input in making changes
• making joint or informed decisions
• Identifying budgetary requirements and assessing the feasibility of making changes and how these should be planned, organised and implemented
• Developing strategies to make system changes.

Documenting changes may refer to:

• Reporting on the need to change or modify the systems
• Evidencing issues and faults with the systems
• Making recommendations for changes
• Planning and scheduling tasks
• Completing workplace records
• Conducting communications about the systems and changes
• Producing training materials or information sheets to inform about the changes.

Informing staff about the changes may include:

• Consultations
• Workplace/staff meetings
• Notices around the workplace
• Emails
• Newsletters and memos.

Training and supporting staff to use the systems may include:

• Group or individual training
• Practical sessions and demonstrations
• Mentoring and supervision
• Training materials, such as a user-guide, step-by-step procedures or reference materials
• Support may be provided through supervision, mentoring and regular team/work meetings to check on progress.

Monitoring the systems may include:

• Observing employees
• Asking for feedback from users of the system
• Monitoring system usage in collaboration with team leaders/managers
• Checking work systems and production levels for improvements
• Comparing the old system with the new system
• Establishing a benchmark for expected levels of performance
• Check the systems against usage (are they being used?), security (are systems secure?) and output (are systems improving productivity/needs?).

Mechanisms for future improvements and training needs may include:

• Continuous development - a continual cycle of review to identify where improvements need to be made
• As a response to making changes in workplace operations or when expanding the business
• Scheduled reviews with systems and employee performance
• Professional development opportunities for staff
• Refresher training for staff.