Understand How To Order Products And Services

PRINCIPLES OF PROVIDING AND MAINTAINING ADMINISTRATIVE SERVICES
LEARNING OUTCOMES 1. Understand how to order products and services 2. Understand how to keep waste to a minimum in a business environment 3. Understand the purpose of delivering effective customer service 4. Know how to take minutes 5. Understand how to organise meetings 6. Understand how to organise events 7. Understand how to manage diary systems
Questions
Explain what procedures you use to order products and services for your organisation In order for my organisation to order products and services we have to follow a procedure to do so. We have a formal process in place for ordering goods from suppliers. There are terms and conditions and needs
Concentration is needed.Adopt active listening strategies to avoid making mistakes which may be detrimental to the organisation. This can be done by:- seeking clarification- reflecting on and summarising what has been said- asking questions to get more information- repeating key words.Body language is also very important to show that you are listening actively such as:-maintaining eye contact-keeping an open posture-using gestures- using facial expressions- leaning forward.Using these techniques will ensure that the minutes you take are accurate and precise. |

Describe 2 different styles of minutes and their purpose Style | Purpose | Verbatim or report minutes | These minutes will be a word for word document. These are used in some very specific situations for example a Parliamentary debate or a public inquiry. These types of minutes are not used in a normal business environment. | Narrative minutes | This is a detailed summary of the discussions that took place. This accounts for the discussion taking place as well as the action taken. |

Describe the
We can see everyone’s calendar at the click of a button. This is a very safe way to use, as it won’t get lost on a bus so to speak. A password is needed onto my own account and this is private, so only people within my organisation can see my diary. | Online diary systems would be used all the time whilst in the office. It can also be used when out of the office as long as there is an internet connection. However if the person has a smart phone, Google calendars can still be accessed. | Another type of diary system is a paper one. These diaries have many ways of showing the days; these may be either one day per page, two days per page, one week to view or even two weeks to view. | These can also be used all the time, in work and out of work. These paper diaries can be checked when no internet connection is available. |

Describe the information needed to maintain a diary system There are different types of information that is needed for a diary entry; these are things such as time, duration, date, venue and attendees. This ensures that everyone will be at the meeting without fail. For example if I don’t tell someone the time of the meeting, how would I expect them to be there? They wouldn’t. They need all relevant information in order for the meeting to go smoothly