Candidate Name: Ryan RobinsonCandidate Number: 2136 TASK TWOOrganisational structureNEWMONT TRAVELS STRUCTUREThe structure that Newmont travel uses is flat. A flat structure is a type of organisational structure, it means that the business has few vertical layers of management and instead may have just a few answering directly to the head of the business. These are most common in smaller businesses.The main roles of a managing director are to manage finance, sales, HR, and the amount of profit that comes in. They also direct the company like developing plans for the long term in the organisation and also the day to day running of the business. The manager manages all of the staff to make it more efficient. Most of the managers are lazy because sometimes the staffs get on with the job. The only problem is the manager has to instruct the staff. The The advantages of a flat structure is that the managers can make crucial decisions whether to do something to the business like close it down of do some dramatic changes in the finance department.WESTFIELDS STRUCRUREMost of the businesses that are competing with Westfield use centralised structure. A centralised structure is when the head office (the franchise headquarters) is separated from the franchise operation and they are distributed all over the world. The main role of the franchise headquarter is to manage all of the Westfields around the world and manage the finance and all the money thats coming in. They also manage the administrative department in order to make Westfield function properly. They also sort out where to open the next store. The advantages of using a centralised structure is that the views of the business can be very clearly emphasised as every part of the business will be working towards the same goals and policies can be consistent for each department within the business. This allows a greater control and standardisation of procedures.The disadvantages of using a centralised structure is that employees that may have the most expertise about a particular issue will likely have very little input or say in the decision making process.Functional AreasHUMAN RESOURCES DEPARTMENTHuman Resources are a term that is used in business to refer to the people who work for a company or organization. It also is used to refer to the department of a company that is responsible for managing those resources, such as hiring new employees and overseeing the benefits and compensation packages provided to all of the company's employees. The three functions that human resources carry out issuing contracts of employment for the new staff and arrange introduction to know the rules and regulations, Creating promotions and notifying existing staff of promotion and opportunities and maintain staff absents and pay rates in Westfield. Another function that they carry out is improvement of compensation packages. This means that the HR department needs to evaluate performance of employees and those who have exceeded expectations should be compensated for their actions. By doing this, it makes sure that all the staff that are doing well keeps up the good attitude to working.The department that works with the customer service department is administration department, finance department and human resources department. Actually, it works with all of the departments. Customer service department needs to collect information of all the staff and the customers. The reason why human resource department is important for Westfield is because it is the main organ in the business. It is the spine. It holds up the business. Without that department the company will crumble. The HR department drives the performance and leads managers to increase the performance of employees by using tools from Human Resources. HR contributes to the results of the company, and it is responsible for finding the effective ways to improve the business efficiency. HR is crucial for the modern organization as the organization can maintain its modernism over a long time.FINANCE DEPARTMENTThe definition of finance department is the money that they par out and the money that comes in the firm/ business. A function that is carried out is preparing the payroll and paying staff salaries and check and pay invoices received. This means that all the staff in the business will get paid the right amount and the merchandise thats coming in would be paid the right amount of money. Another function that Westfield carries out is budget preparation. The finance department manages how much money has to be spent at the end of the year and how much money has to come in to the end of the year. They carry out account payable. This is when you pay online for something to be ordered and the money is drawn from your credit/debit card and stored onto their master credit card. The last but not least budget administration. That is in charge of making sure that money is allocated to different departments and making sure that the company do not overspend their money on merchandise and make sure they are not in a long term loan.Another function that they carry out is check and pay invoices received. This means that they make sure that bills are paid and making sure they are correct.The finance department works with the production department. They both work together because the production department makes most of Westfields stock and they need money to carry that out. Finance departments function is budget preparation and they allocate money to different department like production department. This would be important for the business because they will work together to get the job done quicker. I think it would also work with human resources department because they deal with staff that is absent or has a day off.MARKETING DEPARTMENTMarketing is a department that deals with advertising and promoting a product or service. One function that marketing department carries out in Westfield is promoting the business and products/service by adverts. This means that Westfield would be able to produce adverts in order to make people aware of the business and the products and services that they offer to their customers.Other functions that marketing department might carry out in Westfield is designing and updating the companys website. This means that the customers know that Westfield has in their supermarket. It shows whats in stock in Westfield as well. Marketing department also carries out analysis in market research. They research in different customers that visits Westfield and buy from there. Its like a survey. They carry out a questioner anonymously and see what the customers like and dislike. ADMINISTRATION DEPARTMENTThe administration department is a department that deals with paper work for Westfield. A function that is carried out by the administration department in Westfield is organising meetings for the members of staff that works in Westfield and making sure that relevant paperwork is achieved and up to standard. This would mean that all staff are up to date with whats happening in the business and make sure that purchase orders and other important papers are completed so that the Westfield wont get in trouble.Another function that the administration department carries out in Westfield is responding to customers that want to talk to issuers. This means that the administration department can call back the managers to come and view a product in the shop. When doing that, the managers can have a group meeting in a board room and discuss what items needs to be taken off the market. Administration department also carries out is sending out mass emails to all staff in Westfield. A mass e mail could be saying that next week the codes to access restricted doors are going to be changed to 9462. Emails like this is important because if the administration department are planning to do some changes to the flow of the company and they want all the staff that are working in Westfield to know, then they can send ou-t emails to all the staff.Another function that the administration department deals with is dealing with the ingoing and outgoing of the mail for Westfield. This means that any of the confidential mail and the adverts that the postman gives to Westfield, the one man or woman from the administration department would pick them up and would sort them out. Sorting out the mail is another job that the administration department deals with. When they collect all the documents and letters, they sort out what letter should go were. They organise what letter should go to what department and what letters should go to the staff.The administration department works well with the human resources department. The administration department and the human resources department have similar roles in the company. They both deal with staff and they both sort out all of the staffs confidential paper work. The administration department in important to the business because they manage important documents that Westfield might need to carry on their successful parade. The administration department deals with organising meetings for the staff members that work there to inform them about whats going to happen in the future and to organise or change their job roles in a border room.CUSTOMER SERVICE DEPARTMENTThe customer services department plays a vital role in Westfield. The customer service department works with customers over the phone or over the internet to help resolve issues and deal with customer complainants.One of the main and most crucial functions that the customer department deals with is investigating and responding to customer complainants. The customer service department at any complainants from the way they was handled as a customer in Westfield or to the product that they bought recently. The customer service department would have to find an alternative agreement or a solution with the customer to make him/her satisfied.Another function that the customer service department in Westfield is responsible for is using feedback from customers to improve services and satisfaction. The way how this department at Westfield would deal with it is by giving the customer a survey or questionnaire to fill out to make Westfield much better. Westfield also would do a survey amongst the staff that works there to check to see if all the staffs are happy with the product that comes in and goes out and if the quality is perfect. The customer service department at Westfield would also introduce a new version of a specific product e.g. digestive biscuits with caramel or they would get copyright permission to edit or rename the packaging of a product.

The customer services department is also in charge of solving product, services and customer problem. They would be in charge and responsible for fixing faulty products and replacing them immediately and also sorting out ruined services in Westfield. The quickest time a faulty product would get replaced would be 24 to 48 hour.One more important function that the customer services department is in charge of doing is keeping records of complainants and problems. In Westfield, they keep a record of all the complainants and issues on a computer so later on in the future, they could improve on the things that theyve done wrong and potentially increase their sales turnover.The customer services department would also work with the finance department. The reason why I would say the finance department is because they are in charge of managing the amount of money that goes in the company and that goes out. If a angry customer was to phone the customer services for a refund because the product was damaged on purchase, the customer service department would have to contact the finance department telling them that a certain amount of money needs to go back to this person as a refund and the finance department would have to mark down how much money is coming out,The customer service department is important to the business because that department provides the main feedback from the customers about the product and services that customer service department is responsible for. The customer services department at Westfield is the main department for increasing the amount of profit they receive. They make products better than what it already is so that the customers would buy it. If there was no customer services department in Westfield, the customers would have nobody to complain to resulting in a high drop in the amount of people that buys that certain product meaning the profit is low and the reputation is poor. One more reason why it is important that the customer services department must stay in Westfield is that they help the finance department on a daily basis.

PRODUCTION DEPARTMENTIn Westfield, they have a department called production department. The definition of this department is to create and make certain goods to give to the shops that are in Westfield shopping centre.The production department prepare food to be sold in the shopping centre in Westfield. The production department at Westfield will be responsible for assuring that the food or other goods that they might make is high quality and is provided to the stalls and shops in time so that Westfield could sell to their customers. They also make sure that there is no contact between the products that they make and the bacteria. Another function that the production department deals with is negotiating deals with the suppliers. This department deals with the sorting out of money that should be paid to be manufactured to make and produce the goods that the production department cannot produce in-store. If the negotiators are sympathetic, they would lower the price by a couple of pees or pounds depending on the product.What the production department also do is look around at their competitors and check if they are selling the same brand item for cheap. This will therefore improve the company by knocking down the price of the items they have to pay for to be manufacture. E.g., if a pack of walkers crisps 6 in a pack costs 1.98 in Lidl and motions are selling walkers crisps 6 in a pack for 2.42, Lidl would try and reduce it by negotiating with manufacturers.Production department is responsible for making sure that the packaging of the product is 100% up to standard and also make sure that the product is excellent. The department also deals with packaging items that they make in-store and making sure that there is no possible reason for it to damage. The package in the Westfield shopping centre should be durable. They also insure that the final lookover of the product us up to scratch.The production department would also work with the finance department because the finance department deals with the amount of money going in and the amount of money thats going out and the production department needs to order items from manufacturer that the department in Westfield cannot make. The reason why they would work side by side is because both of the department have money involved in their roles and confidential documents.The production department is important to the business because they are the main stem of the company. They are the one and only department that control the items and products for Westfield. They are the department that brings most of the money in the Westfield shopping centre. This department is in charge of producing the goods for the company so that when Westfield sells them, the gross profit can come in. Its also important to the company because the production department increases the popularity of Westfield shopping centre by making the goods up to standard and making the customers happy so they would tell other people that they know to buy from Westfield.ICT DEPARTMENTThe definition of the ICT department is to be in charge of all computers and all technology that is in Westfield. They also manage what happens on the computer such as monitoring, clearing viruses, fixing computers and also managing the other technologies that Westfield has.One function that the ICT department is in charge for is installing and monitoring security of the system to protect against hackers and viruses. The ICT department in Westfield protects their computers and there technology. This will ensure the whole company is protected from hackers and stop confidential information getting into the wrong hands.Another function that the ICT department is in charge of doing is training and assisting users for a special computer or new technology. The ICT department would make sure that all staff is trained to the minimum ability in order to use the computers and the specially designed or basic programmes they need in order to complete their jobs efficiently. The ICT department would provide assistant by watching over the staff that are using the computer. The department would also send e-mails to the staffs directing them what to do.The ICT department they are in charge of making sure staffs that use computers or any other technology comply with the companys policy. The ICT department in Westfield makes sure that all the staffs that are able to use a computer are following the rules and regulations for the computers throughout Westfield shopping centre. Roles will be like not going on a certain website that would endanger the company or certain softwares that shouldnt be accessible.The roles that the ICT department has to do are to do a technical maintenance of the companys website. They are responsible for fixing and adding new content to the companys website to keep customers aware of what new goods are in the Westfield shopping centre. They also fix servers that the companys website is stored on so that customers at home dont find it hard to access. One more role that the ICT department does and is responsible for is maintaining current computer systems and software. The ICT department is in charge of making sure that there are no corrupt files on the computer system so that it does not create problems for the staff that works on the computers in the Westfield shopping centre. If theres a problem with the software that the staffs have to use to get on with the everyday job, the ICT department would have to take responsibility to fix that problem.The ICT department would also work with the production department. The reason why I picked the production department is because if the production department was to order some goods from their suppler, they would have to use the e-mail. If the e-mail is not working for some reason, the ICT department will have to take responsibility to fix that issue and make sure that the e-mail goes through to the supplier so that Westfield get their goods. Also, if the production department was to go online and order a product from their suppliers, and they dont know how to communicate with them because of an internet problem, the ICT department would have to find a way to make the internet faster either by increasing the bandwidth or change the internet service provider.The ICT department is important to the business because they control all the technology that is in the shopping centre and make sure that all softwares for the staffs are updated and working; ready for use and easy to use for the staffs in the Westfield shopping centre.INTERNAL COMMUNICATIONSThe definition of internal communications is when staff in the Westfield shopping centre communicates inside the business.Memos At Westfield, they use memos to leave messages if the people theyre trying to reach are unavailable because theyre in a meeting or busy on the phone with a client.E-mail E-mail will be used to communicate at Westfield when somebody wants to send a quick message to somebody else inside Westfield. It could also be used to send documents to each other informing one and another about something that might happen in the days that pass.Meetings At Westfield, staff has to attend meetings regularly to be informed about special event that are going to happen and important clients that are going to visiting Westfield. They also do meetings to contribute ideas.Financial documents The internal communications at Westfield deals with financial documents. They keep track of the money that Westfield has altogether and make sure that there is no dodgy fraud going on. They do that to keep track of merchandise that Westfield owns. Telephone Westfield uses a telephone to communicate inside the business with other staffs to inform them about something happening or discussing things in general. The disadvantage is that youre not talking to that person face to face.Letters letters are sent from Westfield because Westfield wants to promote their business to the wider community so that more money can come in. They promote a service, specific product and prices. Letters are also sent and received by tax man to send invoices for Westfield to pay.Telephone conference In Westfield, a handful of staff organise a telephone conference at a certain time of day to discuss about how the business is developing and also to share opinions with one and another.It is important for the business to have an effective internal communication because in Westfield, everybody needs to know what is happening every minute. By having all these internal communications, it will keep everyone informed about what is happening in the business.EXTERNAL COMMUNICATIONSThe definition of external communications is that Westfield communicates outside the business.COMMUNICATION WITH THE MARKETING DEPARTMENTThe marketing department communicate with customers meaning that it is external. The method they use is e-mail and a telephone. An example of this is that is that the marketing department will send e-mails and make calls to a client.COMMUNICATION WITH THE ICT DEPARTMENTThe ICT department deals with suppliers externally and it uses e-mail for its methods for communication. An example of that is that they would send e-mails to other departments concerning the computer in general.COMMUNICATION WITH THE FINANCE DEPARTMENTThe finance department deals with suppliers externally and they use e-mail and a telephone to do so. An example of that is e-mailing the bank to ask a question about the money they have with their bank.COMMUNICATION WITH THE ADMINISTRATION DEPARTMENTThe administration department deals with customers and the bank and they do that by using e-mail. An example of this would be giving a staff their pay slip for the month and giving out invoices.COMMUNICATION WITH THE PRODUCTION DEPARTMENTThe production department deals with the suppliers and they use telephone to communicate. An example would be telephoning the supplier to organise a deal about a certain product.COMMUNICATION WITH THE HUMAN RESOURCES DEPARTMENTHuman resources department deals with the owners and the recruit companies and they us e-mail to do so. An example of that would be e-mailing the owner of the company to ask if they need any new recruits in the company.COMMUNICATION WITH THE CUSTOMER SERVICES DEPARTMENTThe customer service department deals with the customers and they use telephone, e-mail and face to face communications. An example of this would be that a customer calls in to the CS department and asks for a refund.It is important for the suppliers, customers and banks to work efficiently because if they work together and swiftly, the job that they have to do would be finished quickly and there would be no problem.One of the most important methods of communications used by my international business is e-mail. This is because e-mailing is the quickest way to communicate internally and externally. All you need is a tablet or a laptop to access your e-mails and send e-mail. Its also easy to send an e-mail. An advantage of this method of communication is that it is quick and easy to do and receive and all can be accessed in one click of a button but the disadvantages of this method of communications is that an experience hackers can hack into somebodys inbox and steal confidential information. That as a result would disturb the company in different ways. An example of a time when this method of communication is used is when the production department wants to send detailed e-mails to the suppliers for goods to be sent to the Westfield shopping centre at a certain time.A second important method of communication used by my international business is telephoning. This is because you can organise different occasions for the staff and Westfield can also use the telephone to find out whats going on in the branches around the world. In a way, telephoning is quicker than e-mailing because you get direct contact with the person you are trying to contact. An advantage of this is that you talk to the person you need directly and you know who your talking to. Its also quicker to communicate to your contact. A disadvantage is that a hacker can tap into your phone call and hear what youre saying and also hears what the other person is saying. All of that is unnoticed as well.An example of a time when this method of communication is used is when the customer service department is receiving a call from a customer about a product that they are not happy with that they bought recently. The customer would phone and if one of their members is busy, the customer service is responsible for calling them back and sorting out the issue the customer has with a product or service.An important method of communication that my international business uses is financial documents. This is because the financial documents contain all the confidential documents such as all the statements from the bank and probably some invoices. If there are no financial documents, the administration department and the finance department wont know how to control how much money is coming in and out meaning that loads of people would rob money and Westfield wont know anything about it.

BIBLIOGRAPHYhttp://www.westfield.com/StratfordCityhttp://businesscasestudies.co.uk/hmrc/getting-the-message-across-the-importance-of-good-communications/methods-of-communication.html#axzz2vk7adVTohttp://uk.westfield.com/london/directory/search/http://en.wikipedia.org/wiki/Primary_sector_of_the_economyhttp://en.wikipedia.org/wiki/Secondary_sector_of_the_economyhttp://en.wikipedia.org/wiki/Tertiary_sector_of_the_economyhttp://businesscasestudies.co.uk/business-theory/strategy/organisational-structure.htmlhttp://businesscasestudies.co.uk/vodafone/using-business-principles-to-support-ethical-communication/internal-communications.htmlhttp://smallbusiness.chron.com/importance-external-business-communication-19304.htmlhttp://thebusinesscommunication.com/differences-between-internal-and-external-communication/