Unit Two: Principles of Providing Administrative Services

1631 words 7 pages
1. Explain the purpose of correctly receiving, checking and sorting mail and packages (both incoming and outgoing).

Professional handling of mails is vital within an organisation since it is widely used for transfer of equipment and material in the business. Improper handling of mails could result in loss of business / customers / suppliers and economic losses.

This can be due to loss to vital documents, delays in mails, delivered to wrong person, inefficient service being delivered, payment being lost (incoming and outgoing), materials / parts not being delivered on time, dissatisfied customer / supplier which could leave poor image about the organization. Hence making sure that mails are delivered to correct person as soon as
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Waste could arise from numerous sources such as resources not utilised efficiently, overproduction, unwanted / undesirable product, etc. Generation of waste results in less profit or having to increase prices which might potentially result in loss of customers. Further cost of disposing the waste has is to be considered and also its effects on environment. Hence for long term viability of business waste should be kept to minimum and organisations are employing various methods / techniques to reduce the waste (e.g. value stream mapping / root cause analysis, etc).

2. Identify at least two main causes of waste in a business environment.

There are numerous causes of waste in business environment but two of the major ones according to my observation are as follows,

1. People: Inappropriate utilisation of human resources is the biggest waste within any organization. This includes employees wasting time in non-value adding activities, employees not trained to perform the job at its best, human errors and underutilisation of skills available.

2. Equipment and Materials: Equipment breakdown / failure and availability of materials to required specification is another major waste within an organisation. This could lead to financial losses, delays and potentially loss of business.

3. How can you keep waste to a minimum in a business environment? Describe at least two ways of doing this.

There various ways and tools to minimise waste in

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