Memo December 2, 2016 Page 4 Memo December 2, 2016 Page 5 The Oxford Property Group is a large company that specializes in IT investment, developing and selling homes and offers office management services. It operates in several branches in New York making it a successful real estate management company. It has over one hundred and one employees working in all its branches. The main departments are the human resource, Information Technology, sales and marketing, store, construction and administrative departments. It is located in a silent environment, and its color and décor are well established. The office layout and ventilations are well established, and air conditioning equipment installed. The company’s processes are well planned to ensure efficiency during operations. It advertises it services through different media platforms and through billboards to reach people. Most of its customers are from the United States but also has a few international customers. The company is well recognized and offers a good working environment that everybody would want to work in. Governmental regulations The Oxford property Group operates under government regulations which ensure that the company follows the right methods. Some of the regulations that are strictly adhered to by the company are acquiring diverse licenses regularly, employees wearing name tags at work for identity, registration of new employees, filling of tax returns every year, registering employee unions, safety standards improvement and equipment maintenance. The Organizational structure Oxford Property Group operates under a divisional structure which provides privileges to managers in all branches to work in diverse departments. The divisional structure enables the branches working in different geographical areas to operate separately but work towards a common goal. The divisional structure mandates diverse departments in the organization to make informed decisions towards achieving the company’s predefined goals. Recruitment methods The company uses indirect and third party recruitment methods to get new employees. Indirect recruitment involves advertising of available positions on the media or other platforms. The candidates apply for those posts in a stipulated duration after which the qualified are shortlisted and called for interviews. The most qualified are listed and offered appointment letters. They are then invited for an induction process and later designated diverse duties depending on their applications. In the third party recruitment method, the company hires a recruitment agency that spearheads the whole recruitment process. The agency advertises for the available jobs, shortlists a few candidates, calls them for interview and lastly selects the qualified. The agency management then avails the selected candidates to the company for induction and further training. The agency operates like a business but ensures the company gets the best employees. Job analysis and De ...

1. Memo
December 2, 2016
Page 4
Memo
December 2, 2016
Page 5
The Oxford Property Group is a large company that specializes
in IT investment, developing and selling homes and offers
office management services. It operates in several branches in
New York making it a successful real estate management
company. It has over one hundred and one employees working
in all its branches. The main departments are the human
resource, Information Technology, sales and marketing, store,
construction and administrative departments. It is located in a
silent environment, and its color and décor are well established.
The office layout and ventilations are well established, and air
conditioning equipment installed. The company’s processes are
well planned to ensure efficiency during operations. It
advertises it services through different media platforms and
through billboards to reach people. Most of its customers are
from the United States but also has a few international
customers. The company is well recognized and offers a good
working environment that everybody would want to work in.
Governmental regulations
The Oxford property Group operates under government
regulations which ensure that the company follows the right
methods. Some of the regulations that are strictly adhered to by
the company are acquiring diverse licenses regularly, employees
wearing name tags at work for identity, registration of new
employees, filling of tax returns every year, registering
employee unions, safety standards improvement and equipment
maintenance.

2. The Organizational structure
Oxford Property Group operates under a divisional structure
which provides privileges to managers in all branches to work
in diverse departments. The divisional structure enables the
branches working in different geographical areas to operate
separately but work towards a common goal. The divisional
structure mandates diverse departments in the organization to
make informed decisions towards achieving the company’s
predefined goals.
Recruitment methods
The company uses indirect and third party recruitment methods
to get new employees. Indirect recruitment involves advertising
of available positions on the media or other platforms. The
candidates apply for those posts in a stipulated duration after
which the qualified are shortlisted and called for interviews.
The most qualified are listed and offered appointment letters.
They are then invited for an induction process and later
designated diverse duties depending on their applications.
In the third party recruitment method, the company hires a
recruitment agency that spearheads the whole recruitment
process. The agency advertises for the available jobs, shortlists
a few candidates, calls them for interview and lastly selects the
qualified. The agency management then avails the selected
candidates to the company for induction and further training.
The agency operates like a business but ensures the company
gets the best employees.
Job analysis and Description
The management at Oxford property Group under the
supervision of the human resource department conducts the job
analysis. The projects aim at ensuring that the best candidates
are selected to fill the available positions. The analysis also
enables the management to pay the workers depending on their
performance and positions. Once the job analysis is conducted a
job description is developed to guide the recruitment process.
The job requirements, qualifications, skills, experience and
salary ranges are stipulated here. This enables the company to

3. ensure the shortlisted candidates have sufficient experience,
skills, and qualifications to work in the departments.
Company Policies
The company operates under a set of policies that ensure the
processes in the organization are conducted in an ethical
manner. The policies define the expected code of conduct for all
employees and the consequences in case the rules are broken.
The policy document also includes the expected safety standards
and how the employees are expected to implement them. The
employees are therefore required to adhere to set policies and to
acknowledge its benefits.
The Oxford property Group provides appropriate protection of
its employees from any dangers or injury within the
organization. The management, therefore, enforces the use of
common ergonomics standards in the workplace to avoid such
incidents. The company also has included a policy that aims at
equipping its employees with legal knowledge. This will assist
them in case there are problems in the union or in the workplace
that needs legal attention. This is a basic requirement in
administrative management because the policies guide the
manager and the employees.
Performance Appraisal
The Oxford property Group conducts regular performance
appraisal to measure how the company is performing towards
achieving its objectives. The appraisal is conducted yearly so
that the annual profit margin can also be analyzed. The
employees are also put under scrutiny to find out those who
performed well. The external auditor through the human
resource department does the financial analysis and writes a
report. The human resource department oversees the whole
process and gives a final report about the performance. Once the
report is released, the employees are awarded depending on
their performance as a way to motivate them.
Visitation Questionnaire and Findings
Observation/Question
Synopsis of Observation /Question

4. 1. Name of Business
Oxford Property Group
2. Address
286 Fifth Avenue 8th Floor New York 10001
3. Name and title of the person you interviewed
Adam Mahfouda
4. Contact information for the person you interviewed
T.212.300.6312
5. Number of employees
101 employees
6. Type of organizational structure (Module 3 readings)
Divisional structure
7. What type of training is offered to new employees (Module 4
readings)? Does your training differ based on type of employee
(clerical, administrative, technical)?
Onboarding training
New employees are trained as a team before they are designated
to carry out diverse tasks.
8. Do you provide professional development and/or training
opportunities for experience employees? Name the types of
training offered (Module 4 readings).
Yes. Professional development is provided. The types of
training include safety, managerial, team and legal training
9. What are the major governmental regulations that govern
your workplace (Module 5 readings)?
Wearing name tags at work, registration of new employees,
filling of tax returns every year, registering employee unions
and safety standards improvement.
10. Do you perform a job analysis and then write a job
description and job specification for each position (Module 4
readings)? Why or why not?
Yes. We write both because it helps in specifying the kind or
employees we are looking for. Helps in selecting the right
candidates
11. What methods do you use to recruit new employees (Module
4 readings)?

5. The company uses indirect and third party methods
12. Do you have a written discipline policy and what are some
of the major aspects (Module 8 readings)?
Yes. The policy provides the consequences in case an employer
does wrong. Like suspension or losing the job.
13. Do you conduct Performance Appraisals, and how often
(Module 5 readings)? Are they useful in measuring
performance?
Yes. The appraisal is conducted yearly. Performance appraisals
are useful because they help identify areas that need
improvement
14. What benefits do you provide to employees (see Chapter 8)?
Provides retirement benefits, Life insurance, paid leave, health
insurance and flexible compensations
15. Is your workforce unionized? Do you think a unionized
workforce would be beneficial or not?
Yes. The union is crucial because it unites the workers and are
able to interact effectively.
16. Observe office lighting and provide notes here (Module 7
readings/videos). You might ask for a tour of the workplace to
make these observations—if you are doing a phone interview,
ask about office lighting and the effects on productivity.
The office lighting is sufficient and it provides enough light to
employees. In case there are power failures a generator is used
to ensure there is enough light. Therefore, the lighting in the
organization is sufficient. There is high production due to
sufficient lighting.
17. Observe office color/décor (Module 7 readings/videos) and
provide notes here. If you are doing a phone interview, ask
about office decor and the effects on productivity.
The company is painted in purple color and the offices looking
appearing. The decor so far has been reviewed by customers as
the best. So far the color/Décor has not affected productivity.
18. Observe office noise (Module 7 readings). If you are doing a
phone interview, ask about office noise and the effects on
productivity.

6. The office noise is not much. Only from printers and therefore
does not affect the working environment negatively. The
environment assures high productivity.
19. Observe office air control (Module 7 readings/videos). If
you are doing a phone interview, ask about air control (heat,
A/C) and the effects on productivity.
Air is controlled using fun in diverse offices. The offices are
always hot especially in the afternoon. So the fun make the
office cool, and therefore employees work in a cool
environment. This has improved the work rate
20. Observe office work flow (Module 7 readings/videos). If
you are doing a phone interview, ask about office workflow and
the effects on productivity.
The work flow is not equal in all days. It is always high in the
first four days of the week. The other days the work flow is low.
When the work flow is low the company does not meet its
targets.
21. Describe the policies around office ergonomics (Module 7
readings/videos).
The common ergonomics policies are use of standard furniture,
standard office layout and proper use of accessories to ensure
the employee is free from injuries related to working
environment.
22. Does your organization have a written Workplace Safety
Policy (Module 6 readings)? What is it, and which aspects are
the most important?
Yes it has. The safety policy safeguards the workers and
customers from any cases of injury. The major aspect explains
what the employees should do in case there is fire or electric
outbreak.
23. What systems do you have in place to protect your paper
and computer files (Module 7 readings)?
The company has cabinets to ensure the documents are safe. The
computer files are backed up and also protected with passwords.
24. Do you have a replacement schedule for office equipment
and technology (Module 7 readings)? What is the schedule?

7. Yes we have. Replacement schedule of office equipment is not
common because most equipment are long lasting. Since
technology changes day in day out, the company ensures the
modern technology is integrated regularly. Replacement goes
after every one year
25. What software do you commonly use (Module 7 readings)?
We have the management Information System, Office Suit and
AutoCAD.
26. Which is the minimum amount you pay your workers
The least amount paid to workers is approximately $230
27. Which benefit is given to the retirees and after how long?
They receive a retirement package called Pension plus their
union savings. Paid one year after retirement
28. Ask them for any specific advice they would give to you and
your classmates to prepare for a career in their field; i.e.
specific courses, skills, attitudes, behavioral traits, work habits,
personal characteristics (Module 9 readings).
· Ensure you practice various practical skills acquired in
college.
· Remain focused on the area of specification.
· Develop a strategy with objectives that will guide you during
your internship.