Questions and answers

6 June 2016

1.1 -Identify different types of equipment and their uses

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There are many different types of equipment I use within the office some of which are computers, telephones, printers , scanners etc. I use so many different types of equipment as they do different things for example. •A printer is used to print out documents from my computer; it is very efficient in printing out as many copies suitable to me. •A telephone is used to call different clients; it also allows me to receive important calls and allows me to divert calls to my colleagues. •A scanner allows me to transfer paper documents onto the computer, such as letters, photograph page of a passport etc. This is something I do on a daily basis as I have to scan on candidate’s documents into their files.

1.2 – Describe the different features of different types of office equipment All different types of equipment from the smallest to biggest have different features because they do different things, for example.

•The feature of a stapler is that it staples paper; this enables you to so bind important documents/ paperwork.

•A feature of a pen is that it enables you to write letters, reports and notes.

•A floppy disc has a feature that lets you store data securely.

1.3 Explain why different types of equipment are chosen for tasks Different types of equipment are chosen because you should pick the equipment that is suitable/fit for the task or purpose at hand. For example, if I was set a task which involved me making copies of a document I would use a photocopying machine instead of a scanner due to the fact that a scanner would take to long as I would have to scan the document onto my computer then print out a number of copies, however with a photocopier I would put the document into the machine, then I would type in how many copies I want to make then press start and the machine would automatically print.

2.1 – Explain the purpose of following manufacturer’s instructions when using equipment

It’s important to follow the manufacturer’s instructions due to various reasons such as: •health and safety reasons so you do not harm yourself
•Advises us on how to use the equipment correctly so it doesn’t break.

•It also allows us to maximize the best use of equipment and to prevent any errors or loss of data.

2.2 – Explain the purpose of following organizational instructions when using equipment

The reason why you have to follow organizational procedures when using equipment would be because of health and safety so I don’t hurt anyone and so that I am also using the apparatus properly.

2.3 – Identify health and safety procedures for using different types of equipment

One of the main procedures is to report and health and safety hazard that I see to a manager. And assure I do not try and tackle the hazard myself as this will not only protect me but possibly others around me. For example, faulty electrical wiring would mean the wiring has some condition that makes it unsuitable or unsafe for use Therefore if I had seen an electrical wire which was connected to my computer and it was faulty I must report it straight away as this could be very dangerous and have an outcome of causing a fire.

2.4 – Explain the purpose of following health and safety procedures when using equipment

The reason why we have to follow health and safety procedures in the work place is because it protects the staff from possibly hurting everyone in the office. If we did not follow these procedures and something went wrong it could put mine and my colleague’s lives at risk.

2.5 – Explain the purpose of keeping the equipment clean and hygienic It is important to keep equipment clean and hygienic as this brings many advantages to the business. Examples of these advantages include increased reliability and productivity, health and safety compliance, reduced sickness
at work place, longer equipment life-span as well as staff satisfaction.

3.1 – Give examples of waste when using equipment
An example of waste when using equipment in the office is when most employees will leave there computers on standby all night. However even though it is on standby it is still using electricity and this is waste as they can easily just shut down there computers which will save electricity.

When using the printer, some of my colleagues print out more copies then needed, it is important to gather how many copies you need to print before printing as this is wasting ink and is also wasting paper.

3.2 – Give examples of ways to reduce waste

•Shut down your computers before you leave your desk
•If you can’t go paperless, buy recycled paper from local businesses to cut down the energy used producing new paper, save trees, and save fuel in transportation.

•Get the most out of paper by printing on both sides and using scrap paper instead of sticky notepads to make notes.

•Print using the “fast” or “draft” setting to save ink.

•Recycle used paper.

•Set up a complete recycling system for bottles, cans, photocopier cartridges, batteries, printer ink cartridges, and plastic. Reuse anything that can be reused, such as rewritable CDs and DVDs, and recycle the rest.

3.3 – Explain the purpose of minimising waste
Keeping waste to a minimum in the business environment serves the same purposes it does everywhere else: it decreases the amount of waste a business contributes to the environment (this can include solid waste, wastewater, and carbon emissions). Reducing waste is key to minimizing an individual’s or business’s environmental impact by reducing air and water pollution and limiting the amount of material that ends up in landfills.

Reducing waste can also serve to save business money. By enacting plans that conserve materials, they will inevitably cut down on the amount of materials they need to purchase. Likewise, any attempt to reduce carbon emissions inevitably relies on a reduction of energy use, which means less money spent on electricity and fuel. The advantage of applying waste minimizing principles in a business environment is that it impacts a larger number of people than would applying them in one’s home. Such actions can also serve to improve a business’s image.

4.1- Give examples of equipment problems

Some of the main problems you may encounter when using photocopiers include:

•The toner cartridge runs out – you will notice the copies becoming lighter and lighter

•The image is poor
•There are constant paper jams
•The paper comes out of the photocopier creased.

One particular problem involves the user putting the paper in the wrong position on the copier with the result that the image is only partly captured. Imagine the amount of wasted paper which would result if you had set the photocopier to print a large number of copies before you checked this.

Some of the main problems you may encounter when using fax machines include:

•Receiving a large number of unwanted faxes.
•Not receiving confirmation that a fax you have sent has been received

•Not all of the pages of a fax sent to you have been received

•A lot of waste paper is generated.

4.2- Explain the purpose of following manufacturer’s instructions and organisational procedures when dealing with problems

It is important to follow manufacturer’s instructions with equipment to make sure everything is set up and correctly and that you are using it the correct way. This stops any damages to the equipment or any confusion yourself.

4.3- Give examples of how to deal with problems

If a problem occurs in the office in regards to the office equipment it’s important that we don’t try to fix the problem ourselves as this could be dangerous , depending on which equipment you have a problem with there are different technicians you would call to resolve the problem for example, with regards to the telephone I would contact LCC. If I am having problems with my computer I will contact Uni link. And if I have a problem with my printer, my manager will contact the manufacturer.

5.1 – Explain the purpose of meeting work standards and deadlines when using equipment

It is important that you produce your work to the best possible standard in order to meet the requirements of the person who set you the task. This shows that you are responsible and trustworthy and that you can be relied upon to get things done. You do not know who else might be waiting for your work; it could have to be passed on to someone else. It is important to use the office equipment quickly and efficiently so that it is ready for the next person to use.

If you take a long time using something like the laminator and someone else wants to use it you could be stopping someone else from meeting their deadlines. This could cause problems in a business environment and affect your team relationship. Your line manager will expect you to meet all your deadlines; this could have a detrimental effect on your progress if you regularly fail at this.

Meeting deadlines saves money, cuts costs, and saves time. The importance of meeting deadlines has far-reaching consequences in organizations. Business leaders must calculate the affect of not meeting deadlines on the profitability of a business. These calculations must include a panoramic view of all business processes. Once all processes are reviewed business leaders will be in a better position to determine the importance of meeting deadlines. It is also important to meet deadlines and standards as equipment is purchased to speed up the process of our work.

6.1 – Explain the purpose of leaving equipment and the work area ready for the next user

Whenever you finish using office equipment it is important that you leave the work area exactly as you found it. This includes doing things such as:

•Not leaving any mess lying around
•Not leaving the work area in such a way that someone else has to clear up after you before they can begin using the equipment. The reason it is important to not do either of these things is because if you had to print and bind 100 copies of a presentation report for an important meeting. When you arrive at the printer ready to collect your printouts, you find that your work is all mixed up with someone else’s, which has simply been left on the printer, seemingly forgotten and, worst of all, in your way. Then you go to the binding machine, only to find that someone has left it with an unfinished job taking up all of the work space.

It would then complicate your work process and be very time consuming. This example highlights the point that taking care to tidy away after yourself is a necessary part of working with others and sharing equipment. If everyone simply left their work lying around, it would not be long before the whole office was totally unusable. When you work alongside others in an office environment and share equipment you need to pay attention to detail, respect others and have a neat and tidy approach as it allows the office to be with ease and decreases having a stressful and frustration working environment.

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