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Procedures to be followed when ordering & Receiving Goods ORDERING When ordering office supplies, state the clear and exact details of the products including product code where possible. The size, color and any other details should be specified Make sure you get the order form authorized by the office manager Ordering can be done through an order form or through catalogues on the system, and in our office it is done on SRAM. Ђ When the stationary supply order is delivered, it should be thoroughly checked item by item to ensure all the requested applies in the requisition order have been correctly delivered and in the correct quantity ordered. The requisition order is signed by the person who checks the supplies to show that the order delivered is agreed with. Any item found not correct or damaged in anyway should be returned as soon as possible and replaced by the supplier to avoid any unnecessary delays.
When goods and/or services have been received, the department concerned completes the receiving on (FARCED) so it can be matched by Banner Finance. If the invoice is received with the shipment, it should be forwarded immediately to the Department of Financial and Administrative Services indicating the Purchase Order number and the Receiving Document number. Supplier Invoice All supplier invoices are to be forwarded directly to the Department of Financial and Administrative Services unless prior arrangements have been made with the Director of Financial and Administrative Services, and not to the ordering department.
This is required in order to expedite payment to the supplier in as effective and efficient a manner as possible. Exterior Damage All shipments are delivered to the department to which they are consigned. It is the accessibility of the individual in each department assigned to receive shipments to take note of visible exterior damage in the form of broken cartons, or markings which indicate that the shipment may have received rough treatment in transit with consequent damage to the contents. Water damage could also harm the contents and should be looked for.
It is the responsibility of the receiver to note on the carrier’s delivery record the existence of any apparent damage. Interior Damage The receiver is expected to open parcels or cartons without delay to determine whether damage to the contents has in fact occurred. If damage is discovered, advise the carrier and arrange for an inspector to come and examine the damage. It is important that the wrappings, cartons, boxes or other containers be retained so that the inspector will be able to determine how the damage occurred. For this reason, the procedures for identifying exterior damage are very important.
The inspector will prepare a report which he/she will leave with you to be used in preparing a claim. Frequently, damage is not discovered until the parcel is opened. The damage should then be reported immediately to the inspector and action taken to place a claim. Reasons winy when choosing products/services Test value Tort money needs to owe considered When choosing a product/service best value for money needs to be considered because if you go with the first product you find then the company could be spending more than it needs to and means the business will have a higher outgoing than what is needed.
It also needs to be considered because you could think you are getting a good price for what you have found, however the product does not provide what is needed. You have to compare all the products you have found and compare the prices to what the product actually does. 3 Factors to insider when choosing goods to ensure they are the best value for money Price – is it around the price range the business was looking to spend? Service – Does the product provide all the services you require from it? Can you spend a little bit more then receive more services at a little more extra cost that would benefit the business? Main Causes for Waste in your company, why these occur and how to reduce them Waste of paper and other adman products: Lots of Bus Adman products are kept on paper, such as health care patient records. These could be kept electronically rather than printed every time they’re needed. It’s hard to read people’s handwriting so electronic records tend to be more accurate. So moving to compensation can really help free up wasted Business Adman time for more important activities, such as dealing with people. Leaving lights on when the rooms are not being used same with keeping office equipment switched on. Expectations that customers have of your organization & how you meet these Excellent Customer Service – we meet this by getting back to the customer and resolving issues as quick as possible. Having a polite manor when speaking to the customer and also make them feel welcome when contacting our organization. Best Value for Money – we offer the best deals that we can and compete with our competitors to ensure the customer gets more than they bargained for. Find out a type of formal meeting and 3 features of this Board Meeting – Board meetings are held so members of a board of directors can make decisions regarding the direction of a company.
In most cases, the board is comprised, at the very least, of a President, Vice President, Secretary and Treasurer. There may be additional officers present at these meetings, or advisors to the board. Gets everyone together to have a discussion regarding the organization As people are gather it means you can explain information to everyone at one time instead of doing it individually Gives everyone a chance to give their opinions. 6 Pieces of information required from a venue to find out its suitability for a meeting Suitability Does the venue fit the company’s corporate image?
Does it give the correct impression for this particular meeting? Will it appeal to the target audience? Location Is the venue easily accessible to those attending? Does the location offer the necessary road/rail/air links? Is the venue location suitable for any extra events/shows/excursions that have been leaned? Is the location quiet, close enough to accommodation if required, in a safe area, etc… Availability Is the venue available on the dates required? Are any extras such as equipment, accommodation, etc. Available on the dates required?
How flexible are they if you have to change the meeting date? Size Is the seating capacity suitable? Are the meeting rooms large enough to provide a comfortable experience for those attending? Are the meeting rooms well laid out? Do they allow for good views of the speaker without any obstructions? Does the venue allow attendees to move around thou bottlenecks and delays? Facilities Does the venue have a variety of rooms if required? An auditorium if necessary? Small rooms for break away meetings? Can the venue offer a projector, electronic whiteboard, stationery, etc.
Can they provide refreshments, tea/coffee/meals? Does the venue have enough parking spaces? Will disabled delegates be catered for? Is there a restaurant or bar for post-meeting networking and entertainment? Can the venue also provide accommodation if required? Cost Does the venue fall within the budget for this meeting? Can they offer any discounts? Can the price be negotiated? Does the overall cost, all extras included, compare favorably with other offers/ options (I. E. : hotel accommodation at a separate location to the meeting or dining elsewhere) Are there hidden costs?
When is payment required? Is a deposit required and if so how much and how far in advance? What is their cancellation policy? Will you receive a full or partial refund? 2 Reasons for using a diary system By using a diary system it makes it much easier to find out if a certain person is in the office or if they have appointments. It also ensures that nobody is double booked meaning that if they have an appointment on a certain day then they can check the diary system to ensure they do not book anything on the same day.
Time management is very important and the purpose of using a diary system means administration staffs do not need to spend a lot of time coordinating diaries to schedule meetings or appointments. 2 Diary Systems to manage this meeting – 2 features of each to make them suitable Manual systems The most common type of manual diary system in use in offices is the bound book in which appointments are recorded. These may be: one cay per page Two days per page One week to view Two weeks to view When selecting the most appropriate type of manual diary to use, you will need to consider how many entries you are likely to make in any one day.
An alternative to a bound book is a loose leaf system, often known as a time manager. This has the advantage that the diary section is continuous. New pages are simply added as the years go on, so there is no need to obtain a new diary towards the end of each year. Another, completely different, manual system is the wall planner. These are usually laminated charts which have a space per day covering the whole of a year. Electronic systems Electronic diaries can be maintained on a personal computer, a laptop, a palmtop or an electronic organizers.
They have a number of advantages over manual systems: Highlighting potential conflict between appointments Entry of regular events once only Less paper is used. Password protection. Multiple access is available. On screen reminder of appointments. Database compatibility. Electronic contact. What information is needed to be entered/updated in the diary Information such as time, duration, date, venue, attendees, chair, visitors are required to make diary entries. 3 Pieces of information required by attendees before a meeting and why Venue, date and time of the meeting.
Indications on how to get to the venue if this is not part of the everyday environment of the attendees. Purpose of the meeting, and individual assignments, especially for the attendees who may have to participate directly. Advance documentation for any people in this situation. Accommodation details when the proposed meeting has a span of more than a day, meal details if provided by the company or possibilities to eat at a nearby site / restaurant when the meeting will last more than half a day. Practical information regarding the venue, restroom location for example.
List of the people attending, and dress code if any. Statement of the desired level of knowledge, or achievements at the end of the meeting for both attendee and company. How to take Minutes at a meeting Bring a Notebook or laptop with you One the meeting is set to begin, distribute a single piece of paper specifically formatted for the names and contact information Write down the time the meetings begin Read the agenda Record new business Note down any points of order, points of information or any other relevant information Leave out any unimportant details 2 Ways of actively listening
Prepare Mentally Pay Attention Provide feedback Standard items needed to be included at the start of minutes Paper/Laptop pen Notes on what the Venue is about 2 different styles of minutes Action minutes record the decisions reached and the actions to be taken, though not recording the discussion that went into making the decisions. This is the most common form of minutes used. They include a report of actions taken since the last meeting as well as planned actions.
It is important to note who is responsible for upcoming actions. The secretary should save any hand-outs included with a presentation. Discussion minutes are lengthy and may include information which is not essential to the focus of the meeting. It may be necessary to keep discussion minutes in a situation where the process behind the decisions may be in question later. Discussion minutes contain everything action minutes do as well as the discussion which lead to the actions decided upon.
Do not include discussion which does not pertain to the topic at hand. Be sure to record the speaker and the focus of the presentation as it concerns the topic. Verbatim minutes, like transcripts, are a record of every single word said at a meeting. They are often long and can be difficult o skim for a particular piece of information. With the exception of courtroom proceedings and Congress, a verbatim record of a meeting is rarely necessary. Verbatim minutes will not always follow the agenda. Factors to take into account when writing a specification for a product/service To write a specification for a product or service, the guidelines need to be clear and concise. Secondly, all the costing of the materials and tools should be included and state what the product or service is to deliver. Also, include if the product or service is profitable and the safety issues that should be considered. Reasons for reviewing procedures for ordering products or services You should review procedures to ensure the product your about to order is the correct specification and is what has been asked for.
You should review procedures so that there are no mistakes when ordering a product as this could lead to costing the business money for a mistake that could have been prevented. Why is it important to correctly identify customers’ needs and expectations? It is important for the business so that you can ensure you provide your customer with their needs and expectations so that the customer is pappy and the business will make a profit and maybe even gain a customer who always purchases from them. Benefits of building positive customer relations Increased Responsibility Increase in customer confidence Repeat business Word of Mouth business Why you need to set out procedures to state how you deal with customers in terms of quality and timescale You need to set this out because when a customer purchases from yourself they want the best quality they can get which will leave them a happy customer Ana also IT even more pleased. Teen get cavernously ten order EAI quickly Teen wall