Thursday
Schutz have now got their order ready to be distributed to Germany who does Chris need to contact and why?
At the first part of the day I discovered that the order was ready so I was straight to work and had to make sure that distribution collected the order as soon as possible. Then I made sure that operations organized this then they can tell administration to direct the paperwork. After all this finance will have to be told that the shipment has been collected.
Friday
The shipment has arrived in Germany and Chris needs to send an invoice to Schutz to ensure quick payment is made.
Today I went to work and found out that the shipment has arrived in Germany. So I informed the customer at the progress of their order and told them it’s arrived in Germany. After that phone call I told finance that an invoice needs to be issued, so they have to call administration to do that. After the invoice has been issued I expected that finance would inform administration so that the invoice can be posted. Finally I had my last phone call of the day as I informed operations so the database on tracking shipments can be updated.
Saturday
Me and 4 customers are going to a Sheffield United game but firstly I
Needed to contact the marketing department, they confirmed to me that the tickets have arrived and the customers and I have them. After this I had to contact the administration department they confirmed that the paper work was all okay for travel and the match and finally I contacted the financial department and they made sure all the hospitality and the tickets have been all payed for and we do not owe any money anywhere.
Sunday
Today is a horrible day as there as the head office Dubai need some new figures because the systems all shut down. Then I quickly contacted the ICT department to let them know not to open any attachments from the Dubai computer until this issue is resolved, and then I have to contact the administration department to ring up the head office to ask what we will do next with this issue as the business is not running very smooth. I also rang the sales department and told them that the business has suffered a slight setback just to inform them, after this short phone call I rang R and D to tell that they will need to be prepared to solve the problems that can possibly occur when the Office in Dubai is out of action. Then the marketing department will have to keep checking if the office is running again, so I had to tell them to do that. Just as I put the phone down I remembered that I need to ring the Human Resources department and make sure the paper work is sorted “asap”
Followed by me telling customer service department to make sure that our very important customers are aware of this situation. Only two more phonecalls left! The first one is to finance and I need to tell them to stop the deliveries made and I said exactly the same thing to distribution. We need to communicate a lot because it is very important as the administration has to communicate with a lot of departments and phone is the most reliable way because then I know they have certainly got the message.
Monday
Chris has been contacted by head office to inform him that the government has increased VAT to 20%.
The government’s decision will affect all the departments, why?
I have just been contacted by the head office and they have just told me that the government has increased VAT to 20% so I had to tell the finance department to increase customer prices and to change all information on invoices and after that long phone call I have to call the sales department so they can make sure the customers know that the sales have increased. After a short phone call with the sales department I let the administration department know that they have to update the paperwork and finally I rang up marketing to let them know that when they are advertising product to be aware of the price change. I also had to contact the distribution and made sure they know that cargo spaces will cost more and I also had to contact the purchasing department to tell them that the vat has increased meaning they will have to be careful with what and how much product they buy.
Tuesday
Chris has been asked by the director of GAC in the UK to collect a customer from the airport who has travelled from New Zealand. The customer uses GAC for shipping and the director needs to find out whether it would benefit GAC opening offices in New Zealand. Why would the following departments be involved? Research and development, human resources, marketing, finance, administration and ICT.
The director has just told me that I have to collect a customer from New Zealand, so I have to ring up a few departments. Firstly I sent research and development to research on competitors, location, customer requirements and expected demands in New Zealand. Then I made a quick phone call to Human Resources to choose the right staff for the job and to conduct training. After this I contacted marketing to advertise GAC in New Zealand and to make sure they know about the services of our company and then I contacted to see if we have a big enough budget to launch in New Zealand. I’m exhausted but there’s one more phone call I need to make and this is to Admin and ICT to make sure that paperwork was set up and appropriate computer systems were put in place.
Wednesday
GAC has decided to offer a next day delivery to specific countries around the global. Why will the following departments be involved? Research and development, human resources, marketing, finance, administration, customer service, sales and ICT.
We have just offered a next day delivery service to some countries! So I had to inform the marketing department to advertise to these specific countries and to make sure they know about this service and I did the same to ICT to make sure they update the website letting the customers online know. Then I had to contact research and development to conduct some research on the best locations in these countries for these customers and then to let me know. Then I contacted the human resources department to train the right working staff to work on different specific countries. And finally I had to contact customer service to make sure that the customers fully understand this offer and how to use this service to its full potential.
In conclusion it is important for the functional area’s of Gac to work together because then they can complete the aims and objectives set in the right time period, If they didn’t work together it everything would be out of control from getting the paperwork right all the way to making sure the customer is happy. It is also important for the functional area’s to communicate each day by phonecall because then they know the functional area’s have received the message it makes sure the aims and objectives are complete.1
