Office Equipment Written Answers Essay

KNOWLEDGE & UNDERSTANDING QUESTIONS social unit 221Use Office EquipmentLearnerSignatureAssessorSignatureDateOutcome 1 Know about diametric types of social function equipment and its uses1.1 Identify the different types of equipment and their usesphones & e-mail allow people to contact you. Com regularizeers allow you to process business data, direct pictures, pdf files and other files to customers, and vendors. Computers to design ads, budgets, as well as tracking and paying employees. news news reputation publishermans and copiers to bulk create documents in the least expensive substance possible. Hole punches to allow paper consummation to be placed in binders or downhearted folders easily. Answe shout machines to pick up missed calls. Post it notes to add importance to voice mail. Servers to allow five-fold computers to access the same data.1.2 Describe their different features and what they stomach be use for?Computers Email, Word processing, internet, databases, file st ock Computers can be employ for contact and to a fault researching things on the internet. Computers can also be used to type professional earn or emails to customers. Files made can also be saved onto the computers reminiscence and then can be edited or used again. Computers atomic number 18 also good for blueprint ads, look at budgets and can be used to track the payment of employees. Answering machines Answering machines atomic number 18 used to pick up messages that people may devote left you it is normally used to ring customers back if you have missed their call. A good form of positive customer service. word picturecopier & Printer The printer is used to print off any(prenominal) sketch you have done on the computer or any files you have been sent or downloaded. Most regularly used for printing letters to customers and vendors. Photo copiers can argon used tocopy hard copies of files. You get small copiers which totally copy files, or you can get a copier that can also print and scan documents to your computer.1.3 Explain why different types of equipment ar chosen for tasks and what they are used for (e.g. to produce booklets)1) Computers are used to write letters and communicate be seduce letters look more professional when typed out, and by communicating on air via email, it delays 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 demand sending to lots of people, a hardcopy could be photocopied lots of epochs. Or if you have the letter template already on your computer, you can print lots of copiesOutcome 2 Understand the determination of the following operating operating instructions and health and preventive procedures2.1 Why is it Copernican to follow producers instructions when operating equipment?Manufacturers instructions are usually in place to not only protect the equipment from being damaged, only when to also stop you getting inj ured use the equipment. Instructions are there to form authorized you get by how to use the equipment properly and how to use it without faults.2.2. Why is it important to follow 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 suits. 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 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 most common injury is caused by manual handling moving heavy equipment in the wrong way can cause strains and pulled muscles. some other procedure that may be in place is, no fluids at your desk. If you were to spill 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 order to keep yourself and your colleagues safe, the procedures should be followed.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 plectron up illnesses such as 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.Outcome 3 Understand how to u se equipment in a way that minimises superfluity3.1 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. Ink 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 undertake 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 another 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 less paper supplies around the office, more space becomes available in its place.Outcome 4 Know about the different types of problems that may occur when using equipment and how to deal with them4.1 Give examples of equipment problemsTechnical faults can happen regularly 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 right 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 be printe d 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 procedure of meeting 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 plausibly for a good reason. For example, you may get a task to type, print and send out a number of letters before a authentic time. You should follow these deadlines as there is a mishap that the letter is of high importance and may contain valuble information which they will need for a certain time. This is the same for any deadline, there will be an importance behind 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 attached 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 wont 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 establish 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