k responsibility for web-based marketing - The Complete Academic Support Hub

Project background information

One of Kingfisher Garden Centre’s business goals is to take back responsibility for web-based marketing processes from their current external contractor. This requires the marketing department to employ two new team members to join their team. However, their current office space is full with no room for the new employees. A new, larger office area has become available in a different section of the head office building.

You have been given the responsibility of developing an operational plan to coordinate the marketing team’s move to the larger office space and recruit the new team members. You will report to Rita Mason, the National Marketing Manager. As the marketing team are involved in regular marketing campaigns throughout the year, the employees’ transfer to their new location must be as quick and smooth as possible. The two-man maintenance team can assist with the relocation of any small equipment but may not have the manpower or appropriate equipment for larger or heavy items.

Rita has asked you to present your proposal to the management team for approval within one month. The new office must be ready for the staff to move into within one month of approval being given. The two new team members are to be selected and ready to start their induction one week after the office move is completed.

Marketing department employees

In addition to the National Marketing Manager, the department currently has six other employees. Two new employees increase this number to eight. The marketing manager anticipates the team will grow to ten within 18 months as the organisation steadily expands its operations.

Current office equipment

All office equipment currently used by the marketing team will remain in the office area they are vacating. Their new area has very little office equipment in it. A stocktake indicates the following equipment is currently in the room.

Five telephones (sitting on the floor)
One small round conference table with four chairs
One large wall-mounted whiteboard
Sufficient power points, telephone and internet connections for 12 office desk locations plus additional general use power points in the communal office area.

Required office equipment

The new office space has a separate glass-walled office area, which is allocated to the marketing manager. In addition to a desk, chair and filing cabinets, the manager needs a small colour printer, wall-mounted whiteboard for planning, open wall cabinet or display shelving and a small meeting table and chairs that seats four people.

The marketing team each need standard office equipment – a desk with drawers, chair, telephone and waste bin.

Everyone needs a computer monitor, keyboard, mouse and hard drive, and connection to the company’s intranet and the internet. The monitors must have good graphics capability. The department wants to purchase and learn how to use digital image manipulation software such as Adobe Photoshop or similar application.

Their office must have a high-speed black and white A4 photocopier that collates, prints double-sided and a memory capacity and feeder tray that can handle documents of at least 50 pages or more. They also need a colour printer which can print both A4 and A3. Its print speed doesn’t need to be as fast as the black and white printer, however, double-sided printing on A4 paper is important. Both must be WiFi-enabled so staff can send printing directly to the photocopier from their computers.

The administrative assistant needs a combined reception and work desk, comfortable seating and coffee table for the office entrance area, and tea and coffee-making facilities for visitors.

The team need a filing system for their documentation. At the moment they each have a (very full) four-drawer filing cabinet. These can be transferred to the new office as long as replacements are purchased for the vacated office. Alternatively, a new filing system can be purchased and installed in the new office area. At least one set of open shelving is also needed for books, folders and other items. Their current shelving system is 1500 mm long; a larger unit has been requested, if possible.

Positions vacant

There are two new positions being created within the team. Some responsibilities have been assigned to each role. Other responsibilities can be added when the position description is developed.

1. Web development and support coordinator

Design and produce select online marketing materials for website, social media, email and mobile devices
Provide web development services, from making basic text and image changes to developing extensive functionality and interactivity
Develop and implement code for websites and software
Create web pages from concept adhering to best practice
Manage web and print catalogue mail-outs
Upload content across multiple sites
Continual redevelopment of web presence

2. Graphic designer

Develop and edit marketing materials such as brochures, flyers, publications, point-of-sale material and online content
Assist in the concept and design of national marketing campaigns

Additional information

The ‘Initial planning meeting summary’ and ‘Floor plan’ provide additional information to support the background information provided. Please read both.

Initial planning meeting summary

You had an informal meeting with the marketing manager to start the planning process.

Read the summary notes.

Questions	Response
There’s almost nothing in the room. Do you want to keep what’s already in there?	Yes. The table and chairs can go in office. Keep whiteboard. Are there enough connections?
Budget?	In development. Waiting on figures from finance.
General office needs?	More storage than just filing cabinets if possible. Team meeting area – ideas generation. Good computers for new employees – graphics. Apple Macs?
Your office?	Whiteboard for planning Shelving/storage Filing cabinet
Other needs?	None yet

Office floor plan

Review the floor plan of the marketing team’s new office – not to scale.

P = power point

TIP = telephone, internet, power point

lift internal passage Door entrance, glass side panel

P x 2

27.5m

TIP P x 2

TIP 42m

TIP

TIP x 2

38m

TIP x 2

TIP

P x 2

External window

Team meeting consultation

Team meeting consultation

Attendance: Melanie, Sam, Polly, Josie, Toby, Asha
You ‘Do you have any special requirements or requests for your desks, chairs or other office furniture?’
Sam ‘My physio has been telling me for a while now that I should have one of those sit/stand desks. You know, the ones where you can stand up and work for a while and then sit down. I had a look at them online the other day. The one with motors can be expensive but the fixed split-level ones or the manual wind-up ones aren’t as much. One of those would help my back a lot!’
You ‘I’ll look into it. It all depends on the budget they give me. Melanie, what about you?’
Melanie ‘No, a normal desk is fine for me. And a comfy chair with a nice wide, high back on it, please. Not one of those ones like we have at the moment with the little round back support, I don’t like them!’ (Sam, Polly, Josie agree.)
Toby, Asha ‘What about those L-shaped desks? Will the space and the budget fit those? We can spread samples and photos and stuff out more when we are developing catalogues, posters and so on.’
Melanie ‘What about a bench or long table? We can use it for meetings and when we are putting marketing packs together. If it was near one of the shelving units we could store all the paperwork on that and then spread it out on the table and make a production line.’
You ‘So like a trestle table?’
Sam ‘Yes. If it was higher than a table though, we could walk around it when we were putting packs together. We’d need stools or something to be able to sit at it for meetings.’
Josie ‘Can the photocopier and the printer be located near each other? We often print to both at the same time.’
Asha ‘And can there be a screen or wall divider between it and our work area? They are noisy when we’re on the phone!’
You ‘Josie, do you need anything specific for your reception desk?’
Josie ‘No. It doesn’t have to be one of those high, formal type ones but it would be good if my desk was screened off from view. It can get a bit messy and that’s not a good look. It doesn’t have to be huge either, it’s more just to make a barrier between the door and everyone else so people don’t wander straight into the office. I’ll bring the kettle and cups, cutlery and other stuff from our current office. Can we get one of those coffee machines that use the little pods? It would be nice to offer decent coffee to guests.’
You ‘What about filing and storage?’
Sam ‘We’re running out at the moment. The filing cabinets are all full. Mind you, they could probably do with a clean out.’ (All agree.)
Polly ‘It’s more the bigger stuff we need room for. Boxes, samples and so on.’
You ‘So more like a storage room than a filing system.’
Melanie ‘A bit of both.’ (Others agree.)
You ‘Well, there’s a limit to what can be done in the space. The office isn’t that big! You probably can’t have both a storage room and a meeting table and L-shaped desks, for example.’
Sam ‘Desks and chairs first, meeting table second and storage last if you’re prioritising space.’ (Agreement from Polly, Melanie, Asha.)

Marketing manager resources email

Send	From:	Rita Mason National Marketing Manager
To:	Project coordinator
CC:
Subject:	Office resources
Attachments:
Hi, Yes, I had a quick look at the space yesterday. It’s a good size. Certainly better than where we are at the moment. One very obvious issue is a shortage of telephones. There’s only five in there at the moment. We’ll need at least one each. Preferably one for every outlet. I notice there are 12 points for desk locations, one in my office and 11 in the main area. Will we get a desk for each point or only for existing staff and our two new people? I’m going to need blinds or venetians on the inside of my office windows that face into the general office for a bit of privacy during meetings, etc. I saw this desk the other day – this is the kind of thing I’d like. A shelving unit, though, not one with doors like in the picture. www.affordableoffice.com.au/executive-prime-honey-oak-range Please see if the budget will allow Sam to have a sit/stand desk. If not, then a well-designed ergonomic chair. Have a look at the one Kosta in Purchasing uses. Keep me posted on your progress. Kind regards Rita
From: Sent: 28^th April To: Rita Mason Re: Marketing office relocation Good afternoon Rita. Before progressing any further with planning for the office relocation, I’d like to check if you have identified any requirements for your new office area? Have you been able to physically inspect the area since our first meeting? Please let me know if you or the team have any additional needs or queries. Regards,