'Office Equipment Written Answers Essay\r'

'KNOWLEDGE & ampere; UNDERSTANDING QUESTIONS\r\nUnit 221\r\nUse authorization Equipment\r\nLearner:Signature:\r\nAssessorSignatureDate\r\nOutcome 1: populate about different types of solve equipment and its engages\r\n1.1 Identify the different types of equipment and their uses phones & email ac screwledge people to contact you. Com dumb frameers leave you to process business data, bear down pictures, pdf files and other(a) files to customers, and vendors. Com doers to design ads, bud sucks, as well as tracking and paying employees. pressmans and copiers to bulk fashion documents in the least expensive bureau possible. Hole punches to allow piece lap to be primed(p) in binders or small folders easily. say machines to pick up con put togethered calls. localise it notes to add impressiveness to voice mail. Servers to allow septuple computers to access the same data.\r\n1.2 pick out their different features and what they bottomland be use for?\r\nComputers: Ema il, Word processing, internet, databases, file storage †Computers alonet be employ for contact and in two case researching things on the internet. Computers lowlife in addition be utilize to type professional letter or emails to customers. Files made fecal matter excessively be saved onto the computers memory and indeedce underside be edited or apply again. Computers be too sober for designing ads, look at bud tucker outs and can be used to track the allowance of employees. Answering machines: Answering machines are used to pick up messages that people whitethorn overhear leftfield you; it is normally used to ring customers back if you consume missed their call. A good form of affirmatory customer service. moving picturecopier & Printer: The printer is used to print off any cultivate you have through with(p) on the computer or any files you have been send or downloaded. Most regularly used for printing letter to customers and vendors. Photo cop iers can are used to imitate hard copies of files. You get small copiers which all copy files, or you can get a copier that can also print and scan documents to your computer.\r\n1.3 Explain why different types of equipment are chosen for tasks and what they are used for (e.g. to produce booklets)\r\n1) Computers are used to write garner and communicate be eccentric letters look more professional when typed out, and by communicating online via email, it forestalls the use of more paper.\r\n2) Printers and Photocopiers: These are used be event not all things can be done electronically, for example if a letter pick outed sending to a great get along of people, a hardcopy could be photocopied very much of terms. Or if you have the letter template already on your computer, you can print lots of copies\r\nOutcome 2: consider the purpose of the sustaining argument manual and health and precaution procedures\r\n2.1 why is it all-important(a) to follow manufacturer’ s instructions when operating equipment?\r\nManufacturers instructions are usually in get off to not unless protect the equipment from existence damaged, but to also flow you getting injured development the equipment. Instructions are there to thrust original you know how to use the equipment properly and how to use it without faults.\r\n2.2. Why is it important to follow organisational instructions when victimisation equipment?\r\nOrganisational instructions are instructions that organisations put in place, they whitethorn have policies on how much you print or who can use the equipment for safety sympathys. They whitethorn only have a photocopier in reception area so they know just now who is victimization it and when. It is important to follow instructions of an organisation because they are normally put in place to help things mental testing more smoothly and also for the safety of the staff.\r\n2.3 What are the health and safety procedures for employ different t ypes of equipment?\r\nThere should al dashs be a risk assessment in place for possible accidents in the office, health and safety procedures in the office whitethorn 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 unfathomed equipment in the wrong stylus can cause strains and pulled muscles. Another 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?\r\nHealth and safety procedures are in place to protect anyone from injury or harm, they’re there to prevent any hazards that may come into play in the office. In order to carry yourself and your colleagues safe, the procedures should be followed.\r\n2.5 Why is it important to keep equipment novel and hale?\r\nYou may not be the only person having to use the equipment and it is only c ourtesy 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 also to keep it pleasant. A sticky desk or keyboard and a crumby desk isn’t the nicest mess to tidy up when it isn’t your own.\r\nOutcome 3: Understand how to use equipment in a way that minimises risky\r\n3.1 take in examples of waste when using equipment]\r\nThe biggest source of waste is paper, every time a letter is opened, the envelope is thrown and twisted outdoor(a), 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 pull out out of ink.\r\n3.2 Give examples of ways to come down waste\r\nThere are multiple ways to reduce waste, one of them existence 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 thi s may cause the same amount of waste, it will be used to make another mint candy of usable paper or other supplies.\r\n3.3 Explain why you should minimise waste\r\nReducing 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 outer space in the office, by having less paper supplies around the office, more space becomes forthcoming in its place.\r\nOutcome 4: Know about the different types of problems that may make pass when using equipment and how to tidy sum with them\r\n4.1 Give examples of equipment problems\r\n practiced faults can happen regularly in an office where lots of equipment is used in one place. Faults can include big businessman shortages, phone line faults and technical faults on computers. Other faults can include leaves 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.\r\n4.2 Explain why you should follow manufacturer’s instruction and organisation procedures when dealing with problems\r\nManufacturer’s instructions en accepted 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 accept to be printed or copied should be. Both of these should help prevent problems, but should also help you deal with problems when they arise.\r\n4.3 Give examples of how to deal with problems\r\nA 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.\r\nOutcome 5: Understand the purpose of meeting cast standards and deadlines\r\n5.1 Explain the purpose of meeting wrick standards and deadlines when using equipment\r\nIf there are standards and deadlines in place for using equipment, it’s believably 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 chance 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.\r\nOutcome 6: Understand the purpose of leaving equipment and the clear area ready for the next exploiter\r\n6.1 Explain the purpose of leaving equipment and the work area ready for the next user\r\nLeaving the equipment ready for the next user is manners, maybe the next people who use your work area wont need the stationery you’ve been using and won’t be using the same equipment you’ve 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 it’s left how you would want to find it when you start work\r\n'