Project Manager Essay

The main communication method they use is the telephone. This is because it is handy and convenient to use, and it is also fast. They use telephone for various reasons such as to arrange an appointment, to confirm orders, to book activities etc. The alternative method instead of using the telephone could be e-mail and letter, this way they can keep the letter for hard copy and evidence to confirm that they did arrange the appointment if there are any complications. The Fax machine is quite useful because it is fast and the letter can be kept for hard copy so there will be no need to type up any information. A meeting saves quite a lot of time and they get feedback from people immediately. Some information may be confidential so a certain method may need to be used such as face to face or letter, this way no confidential information is being leaked. There are different types of communication used because they need to know which type of communication to use for each purpose for example if it’s confidential they can either use telephone or letter so that no confidential information is being released out. And also if letter or email is being used, this can be kept for future reference and hard evidence for any purpose. Although there are some disadvantages of using the alternative methods, this is due to the confidentiality of information handling. Some information needs to remain or private in a company so a certain method has to be used. How information is collected, processed and stored All administrative staff play a key role in: Collecting information: whether it arrives in the mail, electronically, by telephone or is passed on by word of mouth. Processing information: inputting it, merging it with other information, sorting it, reorganising it, reproducing it or updating current records. Storing information: in filing systems and on computer. The main aspect of a storage system is so you can find things quickly and the items stored are kept in good condition. Information is processed when it is changed or converted in some way. It may be improved or may be prepared for a particular use such as notes from meetings, messages from telephones, sales figures that need to be input into a spreadsheet etc. These roles are important to the Business because it depends how well information has been organised and stored so that it can easily be accessed when it is needed. Every day, Businesses receive a vast amount of paperwork that is generated by organisations such as forms, fax messages, telephone messages, letters, memos reports and many more. So the administrative staff is responsible for the storage, processing and collecting these information in order to keep the constant flow of the Business going. Post arrives at the reception and then is sorted and stored separately by name in a little locker by the reception assistant, each locker is provided with a key so the administration assistant or the manager has to collect their post from their locker. After all the post is bought back to the department to be opened and read, they also have to do certain things such as processing and storing the type of information. For example: When they receive an invoice for the art and crafts equipment, the amount is processed onto spreadsheet on the computer by the administration assistant. This is because they need to record how much money is spent using the company’s money. Then the assistant writes a number on top of the invoice to help keep all the invoices in order which is then kept in a box file then stacked on the shelf. When the cheque is made out, the same number as the invoice is also written on the top of the cheque so they know they match. Records of the young people who join the community are kept on a CD Rom. Their details are also kept in a lever arch file and are updated if any changes have been made. The lever arch file is then stacked on the shelf along with some other files. When an application form is received, it is read by the manager and details of that person are noted down and then the form is filed in a vertical filing cabinet. If the manager approves one or two forms, he then photocopies them and then the original copy is filed and the other is sent to the director. All other information such as catalogues and booklets from the suppliers of office organisations are stored in a tall cardboard box file and is kept on the shelf. Decision making Decisions are made every day within businesses. The Board of Directors makes the major decisions at GAZ and the Project Manager makes the simple decisions such as what equipment to buy.