You work at Scope Space as an Administrative Manager and you lead a team of five (5) staff members. Administrative Assistant, Office Assistant, Data Entry Clerk, Office Administrator, and Receptionist.
Katie is the company's newest employee. She has worked as Receptionist at Scope Space for four months and seems to be a good fit with a bright and bubbly disposition.
As a part of Katie's role, she needs to create new client accounts from information she receives from the marketing team. This is a templated document that must be completed with the new client's basic information and then saved into the internal Data Management System using the
A naming convention is a common set of rules or guidelines to apply to the naming of electronic records.
Please see the attached process here:
Naming Covention Records Management Process
Download Naming Covention Records Management Process
A few of the administration team have complained that Katie has been misnaming documents and it has taken them too long to find the required files when needed.
This situation is causing staff members to waste their time looking for files and even creating multiple files as they cannot find the most current document to use. There is a process for the naming conventions which doesn't seem to assist Katie with this problem.
As the Administration Manager, you would like to guide your team to find their own resolve as they are the team members that use this system on a daily basis.
You also need to develop your staff to use their own critical thinking skills and bring you solutions for any issues that arise as you cannot be available to sort out every small problem your team faces
5. Team Communication
After analysing Katie's information from the knowledge gap analysis, you have discovered that Katie has only received brief formal training when it comes to the naming conventions of files and she feels she is filing everything correctly.
Katie has discussed with you that even though she has been with the company for only four months, she has had similar roles and feels comfortable with Scope Space process
You decide to give the same survey to your remaining employees in the Administration department to check their perception on the filing system.
You feel that collecting feedback and consulting with the team would be the best way to find a solution to the problem.
As the Administration Manager you need to write an email to ask team members for feedback on the current Scope Space Naming Convention Process and Katie's ability to name files correctly.
You need to word this email in a manner to gain your employees trust that their responses will be treated with privacy & respect.
Please complete the attached email template and upload for grading:
BSBCRT511 Task 5 Email Template