Case Study I - Administration Improvements

Company A has expandeditsoperations; 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 record and filing system needs to be established as current methods are not fast or robust enough to dealwith the increase in work. Previously records were put together ad hoc, but now alogicaland 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 processingpayments,needs to be improved.

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

Needs include:

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

1. Explain how you would work with personnel and stakeholders to identify theadministrativeimprovements.

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.