NAME:DARIEL EDWARDS

CLASS:5B
DATE:18/01/2019

OFFICE ADMINISTRATION
S.B.A
2017/2019
 TOPIC:
AN INVESTIGATION INTO THE CHANNELS

OF COMMUNICATION UTILIZED WITHIN THE

DISTRIBUTION DEPARTMENT AT

BERMUDEZ COMPANY LTD.

 TABLE OF CONTENTS
AIMS __

FUNCTIONS OF THE DISTRIBUTION OFFICE __

CORRESPONDENCE __

METHODOLOGY __

LIMITATIONS __

QUESTIONNAIRE __

INTERVIEW QUESTIONS - MANAGER __

INTERVIEW QUESTIONS - CLERK __

SCHEDULE OF ACTIVITIES __

REGULATIONS AND POLICIES __

IMPACT OF OFFICE EQUIPMENT __

QUESTIONNAIRE RESULTS ____

REPORT __

RECOMMENDATION __
 AIMS

To investigate the channels of communication

utilized within the distribution department at

BERMUDEZ Company Limited.

To examine the impact of the channels of

communication on the organization's productivity and

efficiency.
 FUNCTIONS OF THE
DISTRIBUTION OFFICE

Preparing dispatch sheets, delivery notes and

maintaining the delivery of goods.

Collecting relevant documents from the

dispatch section and maintaining records for

the transportation of goods.

 CORRESPONDENCE
Old St. Joseph Road

Laventille

1st June, 2018.

The Manager,

Bermudez Company Ltd,

Fletcher Street,

San Juan.

Dear Sir/Madam,

My name is Dariel Edwards and I attend Success Laventille Secondary School. I

am currently pursuing the Cxc O'level exams in June 2019 which requires me to complete a School

Based Assessment for the subject of Office Administration. The topic I have chosen is based on an

investigation into the channels of communication utilized within the Deliveries Department at the

Bermudez Company Limited.

The Bermudez Company Limited was selected as ideal because of being well known and is a

major producer and distributor of everyday food items. I am requesting permission to conduct

research on the 5th and 6th July 2018 whereby I intend to distribute questionnaires, conduct

interviews and observe employees work manner.

Thank you for your time and consideration, please feel free to ring me via phone on the following

contact 346-3494.

Yours Sincerely,

Dariel Edwards
 METHODOLOGY
A Methodology is a system of methods used in a particular area of study or activity.

QUESTIONNAIRES
Fifteen questionnaires will be distributed to employees within the distribution

office and a minimum of three days will be required by each employee to

complete. This ensures that each employee receives sufficient time to complete

the questionnaire.The sample group will consist of ten male and five female

employees. This method is chosen because of the ease of completion whereby the

employees can complete it on their own time as well as more data can be easily

compared from various responses.

INTERVIEWS
Interviews will be utilized to fulfill the objectives of the research topic, The

interview will be scheduled for the 5th July 2018 at 11am. The interview will last

approximately twenty minutes.

This method will be executed because it provides a detailed, in-depth

understanding and immediate feedback can be obtained.

 LIMITATIONS

The major difficulties will be conducting interviews and distribution and

collection of questionnaires due to the busy nature of the Bermudez factory.

I will not have as much time to function and every minute granted must be utilized

appropriately.
 QUESTIONNAIRE
Please tick the suitable answer

Which best describes the nature of your job?

Management [ ] Clerical [ ] Operational [ ]
Number of years working at this organization?
1-2 years [ ] 5-8 years [ ] 6-10 years [ ]

Do you feel well informed about your workplace?

Yes [ ] No [ ]
How important do you feel is the communication system in this organization
keeping in view that your organization has internal and external communication
systems?
Extremely Important [ ] Not Important [ ] Not sure [ ]
How effective is the present communication system in your organization?
Extremely Effective [ ] Not Effective [ ] Not sure [ ]

Do you have any suggestions for improvement in the communication system?

Yes [ ] No [ ] If yes state
______________________________________________________________________
What type of communication is used in this organization?
Directional [ ] Written [ ] Oral [ ]
Is the Occupational Health and Safety Act active in this organization?
Yes [ ] No [ ] Not sure [ ]
Do you find informal communication useful?
Yes [ ] No [ ] Not sure [ ]
Do the workers of your office follow the staff rules?
Yes [ ] No [ ] Not sure [ ]
How is the relationship among you and co-workers?
Good[ ] Work in progress [ ] Bad [ ] Do not get along [ ]
Which equipment is used most frequently in the office?
Shredder [ ] Telephone [ ] Computer [ ] Printer/Fax [ ]
 Interview Questions - Manager

1. What are the laws that govern this organization?

2. What challenges does the distribution department face on a daily basis?

3. How long have you been in the managerial position?

4. What communication barriers are you faced with?

5.What are some of the most frequently used equipment used within the

department?

6. What are some equipment used in communication with employees?

7. How would you treat with a breakdown of communication at the workplace?

 Interview Questions - Clerk

1. Which office clerk prepares shift roster?

2. Who is responsible for maintaining a database of distribution contractors?

3. Which office clerk is responsible for maintaining/updating delivery sheets?

4. Who's responsibility is it to work closely with the procurement department to

obtain the item or secure a suitable substitute?

5. Describe the duties of a clerk within the delivery department.

 SCHEDULE OF ACTIVITIES

Date Activities Remarks

20th November 2017 Guidelines were given Guidelines were explained

19th January 2018 SBA topic chosen An investigation in to the

distribution department chosen

14th February 2018 Company chosen to reseach Bermudez Company Ltd

14th February 2018 Aims were noted Aided in staying on topic

8th May 2018 Draft correspondence letter

Reviewed for errors
written

20th May 2018 Questionnaire and interview Reviewed for errors

questions were drafted

1st June 2018 Letter submitted to Bermudez I was granted permission by

Bermudez Company Ltd

5-6th July 2018 Interviews conducted and

Interviews conducted
Questionnaires distributed
successfully and questionnaires

returned
 REGULATIONS AND POLICIES

Regulations:

1. Minimum Wage Act #35 of 1976

2. Equal Opportunity Act #69 of 2000

3. Maternity Act #4 of 1998

Health and Safety:

1. Occupational Health and Safety Act OSHA #1 of 2004

Staff Rules:

1. Employees must sign in before each day's work

2. Staff is required to wear I.D badges on their person to and the respective

protective gear.
 IMPACT OF OFFICE
EQUIPMENT

EQUIPMENT PURPOSE
Computer Recording and updating database
Printer/Fax Copy, Print,Scan and send documents
Shredder To destroy confidential documents
Telephone To set appointments and pass instructions
 QUESTIONNAIRE
RESULTS

Which equipment is most frequently used in the

workplace

Shredder
10%
Printer/Fax
25%
Telephone
15%

Computer
50%
 QUESTIONNAIRE
RESULTS

How is the relationship among you and your co-

workers?

Good

Work in Progress

Bad

Do not get along

0% 20% 40% 60%

Good 60% Work in progress 10% Bad 15% Do not get along 15%
 REPORT
I chose to investigate the Bermudez Company Limited it is located at Fletcher Street,
Mt. Lambert. They are a mass producer of of wholesale goods. It was founded by
Venezuelan brothers Jose Rafael and Jose Angel Bermudez who migrated to
Trinidad. The products are the famous round white, wholewheat, multigrain Crix
including the Crix biscuit-tins and Dixee crackers, Domino chocolate, vanilla,
strawberry sweet biscuits and others. Crix crackers (biscuits in local parlance) are
fondly called the "vital supplies" after a successful marketing campaign. The company
has been in operation for more than 30 years.

The Investigation was successful in that I was able to identify the main means of
communication within the Bermudez company. They are well organized records are
stored in local and cloud databases which can be accessed remotely. They are not a
paperless environment therefore many core functions rely on printed instructions
passed on within the chain of production and distribution. They rely heavily on
technology as derived from the pie chart as their main communication channel. This
directly affects their productivity in the efficient production and distribution of goods.

Shredder
10%
Printer/Fax
25%
Telephone
15%

Computer
50%
 RECOMMENDATION

After giving the results much thought I recommend that the employees need to be

more informed about the company and its core functions. This can be achieved by

hosting workshops and engaging in staff/team building exercises.