Office Equipment Written Answers Essay

KNOWLEDGE & UNDERSTANDING QUESTIONSUnit 221Use mapping EquipmentLearnerSignatureAssessorSignatureDate outlet 1 Know about several(predicate) types of office equipment and its recitations1.1 Identify the different types of equipment and their usesphones & e-mail allow people to pass you. Computers allow you to process business data, send pictures, pdf files and other files to customers, and vendors. Computers to design ads, budgets, as well as tracking and paying employees. printers and copiers to bulk create documents in the least expensive track possible. Hole punches to allow paperwork to be put in binders or small folders easily. Answering machines to pick up preoccupied calls. Post it notes to add importance to voice mail. Servers to allow multiple computers to plan of attack the same data.1.2 Describe their different features and what they tolerate be use for?Computers Email, countersign processing, internet, databases, file storage Computers rump be utilize for con tact and similarly researching things on the internet. Computers washstand likewise be used to type superior garner or emails to customers. Files made can also be save onto the computers memory and then can be edited or used again. Computers be also good for designing ads, look at budgets and can be used to track the payment of employees. Answering machines Answering machines argon used to pick up messages that people whitethorn choose go away field you it is normally used to ring customers back if you have missed their call. A good form of positive customer service. Photocopier & Printer The printer is used to print off any work you have done on the computer or any files you have been sent or downloaded. close veritable(a)ly used for printing letter to customers and vendors. Photo copiers can argon used to sham hard copies of files. You get small copiers which still copy files, or you can get a copier that can also print and scan documents to your computer.1.3 Explain wherefore different types of equipment are chosen for tasks and what they are used for (e.g. to produce booklets)1) Computers are used to write letters and communicate be former letters look more professional when typed out, and by communicating online via email, it stops the use of more paper.2) Printers and Photocopiers These are used because not all things can be done electronically, for example if a letter needed direct to lots of people, a hardcopy could be photocopied lots of times. Or if you have the letter template al straightaway on your computer, you can print lots of copies consequent 2 show the purpose of the take aftering instruction manual and health and gum elastic functions2.1 Why is it important to quest after manufacturers instructions when operate equipment?manufacturing businesss instructions are usually in nursing home to not yet protect the equipment from existence damaged, but to also stop you getting wound apply the equipment. Instructions are there to make indisputable you receive how to use the equipment properly and how to use it without faults.2.2. Why is it important to follow organisational instructions when utilize 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 soils. They may only have a photocopier in reception reach so they know exactly who is use it and when. It is important to follow instructions of an organisation because they are normally put in place to help things list more smoothly and also for the safety of the staff.2.3 What are the health and safety procedures for using different types of equipment?There should always be a risk assessment in place for possible accidents in the office, health and safety procedures in the office may be as simple as putting your bag under your desk to stop slips and trips. The about common injury is caused by manual handling moving omino us equipment in the wrong way can cause strains and pulled muscles. Another procedure that may be in place is, no fluids at your desk. If you were to going fluids, it may cause an electrocution hazard 2.4 Why is it important to follow health and safety procedures when using equipment?Health and safety procedures are in place to protect anyone from injury or harm, theyre there to prevent any hazards that may come into play in the office. In distinguish to keep yourself and your colleagues safe, the procedures should be followed.2.5 Why is it important to keep equipment dissipated and salutary?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 common cold and flu, and also to keep it pleasant. A sticky desk or keyboard and a crumby desk isnt the nicest mess to tidy up when it isnt your own. answer 3 Understand how to use equipme nt in a way that minimises abscond3.1 Give examples of waste when using equipmentThe biggest source of waste is paper, every time a letter is opened, the envelope is thrown away, and when printing goes wrong the paper is thrown away. sign cartridges from printers and photocopiers are thrown away when empty, as are multiple pens when they run out of ink.3.2 Give examples of ways to reduce wasteThere are multiple ways to reduce waste, one of them being electronically. If people have email accounts, then letters can be sent this way rather than via post. Another way is to recycle waste, although maybe this may cause the same amount of waste, it will be used to make some other batch of usable paper or other supplies.3.3 Explain why you should minimise wasteReducing waste saves money and also is eco friendly. By printing on both sides of paper, the cost of paper is decreased by half. It can also maximise space in the office, by having little paper supplies around the office, more spa ce becomes available in its place.Outcome 4 Know about the different types of problems that may occur when using equipment and how to hired hand with them4.1 Give examples of equipment problemsTechnical faults can happen veritable(a)ly in an office where lots of equipment is used in one place. Faults can include power shortages, phone line faults and technical faults on computers. Other faults can include issues with the printers or copiers and also issues with shortages of stationary. In order to prevent these issues, regular checks should be carried out on stocks and also the electrical equipment.4.2 Explain why you should follow manufacturers instruction and organisation procedures when dealing with problemsManufacturers instructions ensure you are using the equipment in the skilful way and so reduces the chances or breakages via using the equipment wrongly. Organisations procedures make sure that the equipment is being used appropriately and so only the things that need to b e printed or copied should be. Both of these should help prevent problems, but should also helpyou deal with problems when they arise.4.3 Give examples of how to deal with problemsA 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.Outcome 5 Understand the purpose of showdown work standards and deadlines5.1 Explain the purpose of meeting work standards and deadlines when using equipmentIf there are standards and deadlines in place for using equipment, its probably for a good reason. For example, you may get a task to type, print and send out a number of letters before a certain time. You should follow these deadlines as there is a possibility that the letter is of high importance and may contain valuble learning which they will need for a certain time. This is the same for any deadline, there will be an importance beh ind the deadline which will be the reason you have to have the task done for a certain time.Outcome 6 Understand the purpose of leaving equipment and the work area ready for the next user6.1 Explain the purpose of leaving equipment and the work area ready for the next userLeaving the equipment ready for the next user is manners, maybe the next people who use your work area riding habit need the stationery youve been using and wont be using the same equipment youve been using. To have your area ready for the next person, make sure you leave it exactly how you found it when you started the day. Make sure its left how you would want to find it when you start work