Use Office Equipment free essay sample

Use Office Equipment 1. Identify different types of equipment and their uses There are many different types of office equipment. The main equipment in an office that can be found is: †¢ Computers †¢ Telephones †¢ Printers †¢ Photocopiers Computers can be used on a daily basis for tasks such as sending and receiving emails, using the internet and company personal sites to use information and equipment and policies to help complete tasks. Telephones help us to keep in contact with many clients/ customers and many members of staff within the company, this can help when a conversation is needed in detail and it is quicker and easier to give them a call that way if they do not answer you can leave them a voicemail which then can be heard by the recipient only when they get the chance to hear the message that way the message is more easy to understand. Printers can be used to print or fax documents that are of use to you and members of your team and potentially to the whole company faxing a document allows us to scan a document into your printer and send it via email to another member of staff/ yourself or a client. We will write a custom essay sample on Use Office Equipment or any similar topic specifically for you Do Not WasteYour Time HIRE WRITER Only 13.90 / page This is usually used for a written or paper copy document that you don’t have on any computer. This will allow you to have the files in both paper and computer form so that files will always be found and can be stored so that the files can be easily found. Photocopiers can be used to create paper copies of documents that you have in paper form this will help you if you need more copies of a specific document but you don’t have time to go back to your computer and find the file on there you can put your document though a copier and it will scan all the text and images and it will print out copies of your file as many time as you like. 2. Describe the different features of different types of office equipment There are many different types of office equipment that we use on a daily basis. Phones and emails allow us as a company to keep in contact with our clients and staff in offices around the word. They allow us to contact specific people when we need to which allows us to get in contact with them quickly and efficiently. Phones also have answering machines to pick up any missed call’s, this allows us to know who called us and if they left a message what they wanted to talk to us about, this allows us to keep in contact with all the right people. Computers are one of the most vital parts of the company as just about all of our work is done on them. Computers allow us process data on daily basis; it also allows us to research information online as an when we need it. It also helps us to create PF files and information for our clients. Printers can print documents and information in bulk this allows us to have as many copies of the files as you need and this is very helpful when you have a meeting or they are a set of instructions on a specific activity that several people need and Photocopiers allow you to scan a hard copy of a file and will make a copy of all the text and photos and print out several copies of the file for you. Filing Cabinets help you to organise and store all hard copies of files and information securely so that when you need the files you do not have to try a search around your computer to find the files. Hole punchers allow paperwork to be place in binders or in small folders easily which allows use to create more space for other things. 3. Explain why different types of equipment are chosen for tasks Different types of equipment are used and chosen for different tasks because not one piece of equipment can do every single task, so it is always good to have all the relevant types of office equipment to complete a task. Also using the right piece of equipment for that specific task will take up as little of your time as possible so you can meet targets and deadlines, and also the equipment that will help you to complete the task to the best standard. 2. 1 Explain the purpose of following manufacturer’s instructions when using equipment The purpose of following the manufacturer’s instructions when using a piece of equipment is that if you dont use the equipment properly, you can damage it. Improper usage can also cancel the warranty, which causes unnecessary replacement costs for the organization. Also those instructions from the manufacturer are there for a reason for both the heath and safety of the person using the equipment but the people around them and also to make sure that the equipment can continue to work to the best of its ability. 2. 2 Explain the purpose of following organisational instructions when using equipment The purpose of following organisational instructions when using equipment is because its for employees Health and safety and also to be able to know what to do in certain situations when something goes wrong with the equipment. Organisational procedures are there to protect the health and safety of all workers and make sure that problems are dealt with by the appropriate person. If you do not follow these then you could potentially hurt yourself or other members of staff around you . 2. 3 Identify health and safety procedures when using equipment Thebigword has its own Health and Safety procedures when working with equipment and other members off staff. There are responsibilities required all members of staff regarding Health and Safety: Take reasonable care for their own Health and Safety and that of others who may be affected by their acts or omissions at work; †¢ Co-operate with management on Health and Safety matters; †¢ Use equipment and materials safely and follow instructions and training provided; †¢ Report all accidents, hazards and any shortfalls in the Health and Safety arrangements that creates a risk to people; †¢ Not intentionally or recklessly interfere with or misuse anyt hing provided in the interest of health, safety or welfare. Failure to comply with these requirements may lead to both disciplinary action being taken by the Company and prosecution by the Health and Safety enforcing agency. So it is important that everyone makes sure that they make sure that regular checks are done on the equipment and if you spot any faults or problems that you report into your manager and a member of the IT support team as well as health and safety so that it can be fixed as soon as possible so that it dose not cause any harm to any member staff. . 4 Explain the purpose of following health and safety procedures when using equipment The purpose of following health and safety procedures when using equipment is that it will help to minimise accidents and the negative consequences of those accidents and it also helps to promote a positive health and safety culture within the company . 2. 5 Explain the purpose of keeping the equipment clean and hygienic It is important to maintain your equipment and keep it clean to keep the computer running for years on end without having to replace the equipment so often and so that you to get the most use out of it. Cleaning your equipment after use can lead to less problems , For example dust getting inside the equipment and potentially creating a fault in the equipment. It is also polite to clean something after you have used it to make it ready for the next user if computers are shared between several people. Regularly cleaning equipment can mean that it will last you longer and save you money as well as producing a higher quality result. For example if you did not clean a photocopier glass then you could end up with smear marks on your work. 3. 1 Give examples of waste when using equipment One example of waste when using equipment in the office is when most employees leave the office for the day and will leave the computer on standby over night or they may even leave the computer running all night. But even though it is on standby it is still using electricity and can waste a lot of electricity on a daily basis and potentially put the company’s electricity bill up so you are better of shutting down your computer and that way you will save electricity and money. Another example of waste is when using the printer, some people print out more copies of a file than is needed because they worry they may not have enough copies of the file to go round to the people on there team or the people who need them and this can be a waste of paper and electricity from the printer if they print out too may copies. . 2 Give examples of ways to reduce waste When using your computer it is always best to shut down your computer and turn of your monitor and switch off the lights if you are last out of the building and that way you will save o both electricity and money, which can be saved and used the next working day. When printing out files or instructions it is always good to print out less copies that you think you need and then if you need more you can see how many more people need a copy of the file that way you can print out the correct amount of copies and that way you will save paper. . 3 Explain the purpose of minimising waste The purpose of improving efficiency is so that raw materials can be managed in order to minimise waste and this will help the company to reduce its costs also minimising waste can have a positive effect on the environment if it is done on a regular basis. 4. 1 Give examples of equipment problems There are many problems that can crop with equipment in an office such as: †¢ Paper jam †¢ Electrical fault †¢ Ink cartridge failure †¢ Computer lead fault †¢ Keyboard fault. E. G. missing keys or jammed keys. †¢ Faulty telephone line †¢ Button jam For these you can ask members of staff if they know how to resolve the problem if not you can inform your manager and the IT Support team about the problem and they will do there best to fix the problem to get things running smoothly. 4. 2 Explain the purpose of following manufacturer’s instructions when dealing with problems The purpose of following the instructions from the manufacturer are there for a reason for both the heath and safety of the person using the equipment but the people around them and also to make sure that the equipment can continue to work to the best of its ability. . 3 Give example of how to deal with problems For some problems you can ask members of staff if they know how to resolve the problem if not you can inform your manager and the IT Support team about the problem and they will do there best to fix the problem to get things running smoothly again so that you can carry on with your job. 5. 1 Explain the purpose of meeting work standards and deadli nes when using equipment The purpose of meeting work standards and deadlines when using equipment will allow for all work to be at a good level of quality. This will show that you are responsible and people can put trust in you and they can rely on you to get jobs done on time with a high level of quality. 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 for example the printer and someone else needs to use it you could be stopping someone else from meeting their deadlines. 6. Explain the purpose of leaving equipment and the work area ready for the next user The Purpose of leaving equipment and work area ready for the next user because in a business environment people are working to a tight deadline and if you have left your work area or the equipment as it was when you last used it, then this becomes time consuming for the next person who wants to use it, because they will have to check that all the settings have been changed ba ck to normal. It is important to leave everything as you had found it. That way you can make the other persons job a little easier for them to do.