Telephone System: The telephone system nearly in all offices and is used throughout the day a lot. This is because it allows the user to communicate to another person who has a telephone allowing calls to be directed and overall making everything quicker (compared to emails and letters)
Computers: Computers are used in a business constantly, it allows the user to reply to emails (electronic mail) and means that it makes it quicker for a business. Personally, in the place where I work at we use the computer all day for all purposes. Including making worksheets. Completing online work. Send/Replying emails.
Photocopiers/printers: Photocopiers and printers are key for a business because they allow the user to work in a paper format or electronically.
1.2 Describe the different features of different types of office equipment:
Computers: Email, Word processing, internet, databases, file storage – Computers can be used for contact and researching things on the internet. Computers can also be used to type professional letters or emails to customers. Files made can also be saved onto the computer’s memory and then can be edited or used again. Computers are also good for designing ads, look at budgets and can be used to track the payment of employees.
1.3 Explain why different types of equipment are chose for task
We use computers to write letters and communicate because letters look more professional when typed out, and by communicating online via email, it prevents the use of more paper.
Printers and Photocopiers:
These are used because not all things can be done electronically, for example if a letter needed sending to lots of people, a hardcopy could be photocopied lots of times. Or if you have the letter template already on your computer, you can print lots of copies.
2.1 Explain the purpose of following manufacturer’s instructions when using equipment:
Manufacturer’s instructions are usually in place to not only protect the equipment from being damaged, but to also stop you getting injured using the equipment. Instructions are there to make sure you know how to use the equipment properly and how to use it without faults.
2.2 Explain the purpose of following organisational instructions when using equipment:
Organisational instructions are instructions that organisations put in place, they may have policies on how much you print or who can use the equipment for safety reasons. They may only have a photocopier in reception area, so they know exactly who is using it and when. It is important to follow instructions of an organisation because they are normally put in place to help things run more smoothly and for the safety of the staff.
2.3 Identify health and safety procedures for using different types of equipment:
The business may have policies on how much you print or who can use the equipment for safety reasons. They may only have a photocopier in reception area, so they know exactly who is using it and when. It is important to follow instructions of an organisation because they are normally put in place to help things run more smoothly and for the safety of the staff. Personally, at our business we have procedures to make sure that everything runs smoothly for instance the first aid kit and the organisation of wires.
2.4 Explain the purpose of following health and safety procedures when using equipment:
When using certain types of office equipment there are some things which could become a problem in terms of health and safety. For example, an office will have a lot of computers. When there are a lot of computers it is extremely important that wires are tucked away and not lying around on the floor. Loose wires on the floor make people in the building very vulnerable to trip over and to cause an injury.
2.5 Why is it important to keep equipment clean and hygienic:
You may not be the only person having to use the equipment and it is only courtesy to keep the equipment as you found it. Equipment should be kept clean and hygienic to prevent picking up illnesses such as cold and flu, and to keep it pleasant.
3.1 Give examples of waste when using equipment:
In a business the biggest waste is paper. This is because it is thrown out all the time because after it has been used (letters) then it serves no purpose. Also, electronical waste happens a lot because some items for instance computers brake and instead of being repaired they are just thrown out. Resulting in a toxic environment. Also the ink cartridges are thrown out from the printers once used.
3.2 Give examples of ways to reduce waste:
If you have an email account, instead of having something sent via a letter have it sent via email not only is it quicker but also better for the environment. Another way is to get separate bins. One for general waste whilst the other recycling. This is because it allows you to filter between reusable waste and non-usable.
3.3 Explain why you should minimise waste:
Reducing waste saves money and is also eco-friendly. By printing on both sides of the paper, the cost of paper is decrease by half. Not only resulting in a benefit for the business (saving them money) but also making the environment a better place.
4.1 Give examples of equipment problems:
Technical faults can happen regularly in an office where lots of equipment is used in one place. Faults can include power shortages, phone lines faults and technical faults on computers. Other faults ca include issue with the printers or copiers and issues with shortages of stationary. To prevent these issues, regular checks should be carried out on stocks and the electrical equipment.
4.2 Explain why you should follow manufacturers instruction and organisation procedures when dealing with problems.
Manufacturers instructions ensure you are using the equipment in the right way and so reduces the chances or breakages via using the equipment wrongly. Organizations procedures make sure that the equipment is being sued appropriately and so only the thing that need to be printed or copied should be. Both should help prevent problems but should also help you deal with problems when they arise.
4.3 Give examples of how to deal with problems:
A technical issue should always be reported to the technician who knows how to deal with the problem. But the ideal way to deal with these problems is regular checks on the equipment to make sure no issues are arising. If an issue is also found at my workplace then I report it to my boss or the IT department opposite.
5.1 Explain the purpose of meeting work standards and deadlines when using equipment