Business Unit 2

• what is a protocol?

  the rules that outline the correct behaviours and procedures that should be followed in a given situation
• what are authority protocols?

  • determines who has authority to sign off certain tasks
  • who's responsible for a particular decision
• what are the needs for authority protocols?

  • senior staff are able to concentrate on strategic issues rather than day-to-day administration
  • the risk of fraud is reduced as payments require authorisation by a manager
  • it can motivate less senior staff, while limiting risk to the business
  • enables managers to delegate tasks to a subordinate while still being able to oversee the outcome
• meaning of confidentiality?

  a promise to protect personal or business information from being shared more widely
• examples of confidential information in business?

  • customer data
  • financial data
  • 'trade secrets'
• why does confidentiality need to be maintained?

  • it is a legal requirement: data protection regulations (GDPR) prevents the sharing of personal information without permission
  • the reputation of the business: businesses that are unable to maintain confidentiality will lose the trust of stakeholders
• procedures for maintaining confidentiality?

  • using a need-to-know basis: keeping the number of staff who know confidential information to a minimum
  • restricting access to files and using Bcc in emails
  • contract of employment: making disclosure of confidential information gross misconduct
  • NDA
• when it is okay to breach confidentiality?

  • illegal activity: staff are suspected of acting illegally (embezzling)
  • emergencies: may be necessary to share personal data
• what are constraints?

  a limitation or restriction
• what are the two types of constraints?

  • voluntary constraints
  • legal constraints
• Examples of voluntary constraints on documents?

  • organisation for consistency: formatting tool, content of email signatures
  • ethical to prevent offence being caused: use of stereotypes, avoidance of bias in text
  • Codes of practice: complaints procedures, abiding by watchdog ruling
• legal constraints:

  • copyright: businesses must avoid plagarism and quote sources
  • data protection: documents must comply with data protection
  • consumer protection: consumer protection act 2015 requires goods to be described accurately
  • equality opportunities: equality act 2010, job adverts cannot discriminate against groups of people
• checking protocols: what needs to be checked?

  • the reputation of a business can have a direct impact on its success
  • means that a business should carry out checks on anything that they produce or organise
• what should documents be checked for?

  • errors and accuracy
  • amissions (checking they contain all the information they need)
  • clarity (should be clear and avoid causing confusion)
• what arrangements should be checked?

  • meetings
  • accommodation
  • travel
• benefits of checking documents

  • prevents errors which may damage the reputation of the business if published
• drawbacks of checking:

  • takes time and costs money if its done externally
• implications of poor checking:

  • errors may be missed which can effect the reputation of the business
• what should IT security protocols cover?

  • unauthorised use
  • inappropriate use
• preventing unauthorised access:

  • software tools: antivirus, firewalls, spyware
  • access rights: only giving staff access to files they need
  • use of screensavers: requiring passwords for unattended computers
  • password protection: on networks computers and documents
• Inappropriate use of IT resources:

  • non work related activities (social media)
  • installing unauthorised software (games)
  • misuse of equipment
• inappropriate use of IT resources results in:

  • fines
  • increased business cost (replacing the equipment)
  • wasted staff time
• what do employment protocols include?

  • health and safety legislation
  • equal opportunity legislation
  • contractual obligations
  • minimal standards of professional behaviour
• health and safety legislation:

  • the health and safety at work act
  • management of health and safety at work regulations
  • workplace regulations
• equal opportunities legislation:

  • staff need to ensure that their behaviour and communication do not discriminate on the grounds of gender, disability, age, race
• minimum standards of professional behaviour:

  • attendance
  • appearance
  • behaviour
• the factors that influence meeting arrangements: the criteria of the meeting?

  • what is the purpose of the meeting
  • who needs to be at the meeting
  • is it an internal or external meeting
  • how urgent is the meeting
• how to find out the availability of required personnel?

  • diaries
  • meeting schedule software
  • calendars
• where the meeting needs to be?

  • the choice of venue will depend on whos invited
  • availibility of the meeting room
  • resource requirements
  • catering
  • location
  • refreshments
  • capacity
• the admin the meeting requires

  • internal meetings: agenda, minutes from previous meeting, copies of documents
  • external meetings: travel information, car parking arrangements, delegate packs copied, refreshment organised
• the factors that influence business travel arrangements?

  • the date and time
  • special requirements
  • modes of transport
  • personnel
  • the cost of travel
• how does the destination influence business travel arrangements?


  local - short journeys, done by car, undergrounds or on foot

  national - longer journeys, driving or train

  international - to another country, plane
• how does the date and time affect travel arrangements?

  • the date and time that a meeting takes place can affect the travel arrangements that need to be made
  • trains run at set times
  • flights are only available on certain days at given airports
• how does special requirements affect travel arrangements?

  • visas and vaccines for international
  • specific seats (people who get travel sick)
  • hire car with a manual gear box
  • hotel rooms on the ground floor for restricted mobility
  • dietry requirements
• modes of transport that might affect travel arrangements

  • car
  • bus
  • plane
  • train
• how does personnel affect travel arrangements?

  • number of people travelling: a group could be organised to travel together
  • the seniority of the people travelling
• how does the cost of travel affect travel arrangements?

  • booking fees
  • parking charges
  • taxi charges
  • refreshment charges
• factors that influence business accomodation arrangements?

  • the hotel criteria
  • individual needs
  • accomodation costs
• how does the hotel criteria influencr accomodation arrangements?

  • location: the proximity to the meeting venue, road and rail transport links
  • grade: businesses may rely on official grading systems when hotels in unfamiliar locations are required
  • meals: overnight stays will usually require breakfast but an evening meal may be considered
• how does individual needs influence accomodation arrangements?

  the individual may

  • require a specific room type (with adaptations)
  • dietry needs
  • specific equipment available (wifi, gym)