Claymore Sports office administration

core activities
Four core activities related to office administrator role
1. Core Activity: Meetings
In order to improve Claymore Sports, office administration will need to take ownership of meeting
arrangements to homogenise the company approach to meetings.

Claymore sports office administrator will require to either book a room for the meeting or arrange
an online meeting room in case the meeting is not presential. After this arrangement have been
done, the administrator will require notify every person required to attend the meeting, that goal
can be achieved easily via email or via phone call in case the member of staff required to attend does
not have access to an email address or did not reply to the email invite.

In case there is a previous meeting, the meeting minutes from previous meeting will need to be
provided to all meeting attendees, ideally shared attached to the email meeting invite, can also be
printed in case the meeting is face to face. According to the previous meeting minutes an agenda will
need to be produced and shared as well on the meeting invite.

Once the meeting invite and room or online room have been arranged, next the meeting organiser
will need to coordinate the event, make sure reception is aware of the meeting location and
attendees in case of presential meeting or access is configured online in case the meeting will take
place over the net.

2. Core Activity: Customer Complaints

A clear starting point for Claymore sports improvement on office administration core activities is the
handle and reply of customer complaints.

To improve Claymore sports approach to customer complaints a formal “complaints handbook”

needs to be created by higher management in order to offer the same level of care to any customer
complaining about any issue related to their experience at any of claymore sports shops or online,
this handbook will ensure the staff dealing with the complaint is prepared to deal with it.

The handbook need to contain information on how to behave when talking to a complaining
customer, making it clear for staff about the procedure to follow depending the type of complaint
and giving the staff handling this issue a framework to follow for any type of complaint that could
reach Claymore sports.

A dedicated complaint line is encouraged to be created; this will funnel all complaints to the right
member of staff, giving the company an image of professionalism while handling complaints thanks
to the framework created by the complaint’s handbook.

For face to face complaints a role has to be created within Claymore sports shops, this role will task
one person on the shop with facing any complaints, it is key that this member of staff is trained on
the complaints handbook to homogenise the response of Claymore sports to any complaint.
 3. Core Activity: Information management
It is recommended to implement a filing system within Claymore sports office administration. This
system will have four different levels and all documents handled in the organisation will need to be
allocated within one of the four levels mentioned below:

 1. Public (No personal information or details included about the company or customers)
 2. internal (Documents containing any internal information only available for staff)
 3. Private (Documents contains personal information of customers or staff)
 4. Secret (information only available for the intended recipient, never to be disclosed with
anyone else)

The implementation of the filling will be done gradually, first the office administrators dealing with
documentation will be briefed on the new filling system, from that point new documents created
will be filled as one of the 4 levels mentioned.

For previous documentation prior to the implementation of the filling system an office administrator
have to be tasked to file them in the right level, this is a time consuming and key task so it is
recommended that one person per location is only tasked with the workload.

4. Core Activity: Website Management

Last core activity to talk about on this set of recommendations is Website Management, a key core
activity to promote the company image. A clear standard must be followed to reach high levels of
professionality on the online image that Claymore Sports is projecting ahead.

Website management is stripped down on to the following tasks:

 Design according to company brand.

 Functionality check, website must be easy to use.
 Maintenance. The site need be updated regularly, outdated software is risky.
 Online shop management, customs made online needs to be looked after on a daily basis.