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Unit 2 - Working in Business (LO1 - Understand protocols to be followed…
Unit 2 - Working in Business
LO1 - Understand protocols to be followed when working in business
1.1 Authority protocols
Authority in the workplace
On authorisation
On decision making
Reason for authority protocols
Delegation of tasks whilst retaining control
Checking procedure on subordinates
Lower risk of fraud
1.2 Confidentiality protocols
Organisational procedures to maintain confidentiality
NDA's
Using 'blind copy' in emails to hide sensitive email addresses
Job description can include disclosure of information is gross misconduct
Restrict access to some information
Storage of data & documentation
Manual Storage in locked cabinets
Electronic data. Secure access to live (& backed up) data through passwords/networked etc
Implications of breaching confidentiality
Gross Misconduct & loss of job without reference & possible prosecution
Revealing confidential customer data (bank details) could risk identity theft/loss of trust in business
Revealing of business info to competitors can enable then to act against something planned.
Reason why confidentiality may need to be breached
Fraud/Embezzlement - May need to access emails to prove guilt
1.3 Constraints on document content
Voluntary constraints
Ethical - docs must not be worded that betray confidences (whistle blowing, stereotypes)
Codes of Practise
Organisational - consistency - email signatures
Legislation
Data protection. Protection of personal info. Docs with this info must be secure
Consumer protection - impacts on content of docs produced. Advertising promises must be true
Copyright - Business must get permission to use copyrighted content. Any sources used for docs or presentations must be quoted.
1.4 Checking protocols
Checking on documents. docs should be checked for accuracy or misinterpretation. Who checks them?
Specialists - solicitors
Those who are referred to in docs-Mgt report
More senior employees (financials)
A proofreader (edit reports for professionalism)
External comms company - E.g. Press release
Checking of arrangements
details for meetings, training or travel should be communicated to the correct staff & details themselves have been checked
Implications of poor checking
Missed flight/train etc
Wrong meeting location - decision can't be made because of who isn't there
Reputational damage if shareholders sent unprofessional report
1.5 IT security protocols
Protection of information against unauthorised access
Anti-spyware
Staff different levels of access for job they do
Anti-virus
Screen saver time out to enforce password unlock
Passwords-docs-computer network
Computer screens located away from public view
Inappropriate use of IT equipment & software
Installing unauthorised software on work PC
Installing Business paid for software at home
Using work PC for personal use / social media
1.6 Employment protocols
Health & safety
legislation
Equal opportunities
legislation
Contractual
obligations
Minimum standards of professional behaviour
Punctuality
Appearance & Dress code
Use of appropriate language
LO2 - Understand factors that influence the arrangement of business meetings
2.2 Factors that influence business travel arrangements
Travel Criteria
Dates/Times
Personnel
Destination
Special Requirements
Mode of Transport timetables & schedules
Calculation & comparison of costs
2.1 Factors that influence meeting arrangements
Venue / Room
Availability
Location
Resources
Refreshments
Shared office space
Resource Packs
Personnel Availability
Business Costs
Meeting Criteria
Purpose of meeting can dictate where it is held
Location of personnel may impact choice of venue. Worldwide - video conferencing
What is a Priority for senior staff
Is the meeting urgent?
Are the people involved internal or external or both?
2.3 Factors that influence business accommodation arrangements
Personnel retirements
Calculation & comparison of costs
Accommodation criteria
LO4 - Be able to prioritise business tasks
4.1 Reasons for prioritising business tasks
Workload
Demands on time
Importance of meeting deadlines
4.2 factors that influence task prioritisation
Urgency
Complexity
Importance
Significance of Originator
Time required for task
Interactivity
Suitability for delegation
Proximity of appointments
Resource Constraints
Time Commitments
Diary Dashes
4.3 How to use information to inform prioritisation
Internal Sources
Business Objectives
Stakeholders resources & budget
External Sources
Changes in the economy
External stakeholders requirements, feedback & availability
Data Sources
Numerical
Graphical
Tabular
4.4 How to assign priorities & identify appropriate actions to complete tasks in accordance with their priority
Levels of priority
4.5 Need to change priorities when necessary
Change deadlines
Delegate tasks
LO3 - Be able to use business documents.
3.1 The purpose, interpretation & completion of business documents
Transaction Documents
Employee Documents
Other Internal Documents
3.2 The purpose, interpretation & completion of OTHER business documents
Bank Statement
Budget Variance Report
Delivery Note
Goods Received Note
Payslip
Receipt
Remittance Advice
Request for Repair Form
3.3 How to make payments & the advantages and disadvantages of each payment method
3.4 Purpose, completion & checking of meeting documentation
Notice of meeting
Agenda
Minutes
Conference documentation