1.1 Identify different types of equipment and their uses
There are many different types of office equipment. The main ones found in most offices are:
Chair – To sit on
Desk – To sit at and rest Computer Monitor – pens – work etc. Also for storage. Telephone – To contact p
Desk – It can be different size or shape depending of office needs. High Tec Telephone – It could be hand free set or just have different features such as: answering machine, calls on hold, address book and match more. High Tec Printer – It could include all in one functions, such as: scanner – scan from both sides
printer – print color, print both sides, staple, print different sizes and different formats. photocopier – copy color, both sides, staple, can be zoomed in/out produce high volumes of printouts/copies very quickly
File Cabinets – Different size for different office needs, can also be draws and be protected with lock. File trays – Can be the size for filing cabinets or good size for the use on my desc, also could be attached to walls for different paperwork. Computer – Can be with different size of screen, can be adjusted for ergonomic needs. Also could be portable.
1.3 Explain why different types of equipment are chosen for tasks
Any equipment I choose will make the task take up as little as your time as possible so I could meet targets and deadlines, and also the equipment that can help me to complete the task to the best standard. Also not one piece of equipment can do everything, so it means I would need various types of office equipment to complete the task. An example of making a poster, I probably would use my computer, printer and laminator.
2: Understand the purpose of following instructions and health and safety procedures
2.1 Explain the purpose of following manufacturer’s instructions when using equipment
The purpose to follow the manufacturer’s instructions for the following reasons: Failureto do so can invalidate the warranty of the piece of equipment – this could be very expensive for your company. The manufacturer knows the likely problemsand sets out the instructions to help you findthe solution in the quickest way possible. Following the instructions means that everyone will follow aset procedure. The engineer will thenbe able to work out what you have done andin whatorder.
2.2 Explain the purpose of following organisational instructions when using equipment
Failure to follow organisational instructions can result damage or injury, or even failure to get the proper outcome from using the equipment. It is important that I produce my work to best possible way to meet requirements of the person who set the task. This shows I’m responsible and I can be relied upon to get things done. I will also needto be aware oforganisationalprocedures relating tosolvingequipment problems.This isbecause they may: set out who I must inform of the problem give instructions as to who is and is not allowed to take action limit what staff may do
2.3 Identify health and safety procedures for using different types of equipment
I must make myself aware of the potential hazards of any operation I may carry out, or any equipment I may use. In addition I must be aware of self operating rules, working procedures, instructions etc. I must not interfere with any item of equipment I’m not duly authorised to use it or maintain. I must use the right equipment for the job and keep the equipment tidy and in good working condition. I must use suitable safety equipment if needed.
I must report any faults or damage to relevant staff or my Line Manager immediately.
2.4 Explain the purpose of following health and safety procedures when using equipment
To stay healthy and safe.
To avoid injury.
To prevent or at least limit harm to people around me.
To protect equipment and facilities.
To get the most accurate results from the equipment
2.5 Explain the purpose of keeping equipment clean and hygienic
The purpose is for equipment to run faster and more efficiently. The standards are no dust on the machinery and also to keep it at a reasonable temperature. Also it is important to keep it clean and hygienic which means
it is free from dirt, germ and bacteria. for example, food and drink should be kept well away from any equipment in case anything get knocked over and causes damage. if you spill something over or near a piece of equipment you should clean it up straight away. 3: Understand how to use equipment in a way that minimises waste
3.1 Give examples of waste when using equipment
An example of waste when using office equipment is when most of employees leave their computers on standby all night. Even when though it is on standby, they are still using electricity. Also printing out multiple copies of documents to find that there are spelling mistakes so they will need to be discarded as waste.
3.2 Give examples of ways to reduce waste
There are many ways that a company can cut down on waste, they can do things like double sided printing, double checking work before printing and doing a test print before printing out multiple documents will cut down waste of paper and ink.
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 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 a 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 minimization 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: Know about the different types of problems that may occur when using equipment and how to deal with them
4.1 Give examples of equipment problems
There are many things that can go wrong when using office equipment such as: paper jams, most of the time it can be easily solved, but there might be times when have to be reported and have to call out engineer, as paper could be in one of the operating units where I wouldn’t be able to access it, or it could also be a damage of the unit. network connection problems, if it goes on for some time, I would have to report it to our IT team to take a look at it. running out of toner/ink when using the printer/scanner/photocopier, this can be easily solved by replacing toner/ink units.
4.2 Explain the purpose of following manufacturer’s instructions and organisational procedures when dealing with problems
It is important follow manufacturer’s instructions and organisational procedures as servicing faulty equipment can be very expensive, and not following instructions often results in a problem. The more problems are caused, the more money company have to spend and it also affects work quality, as equipment fault or even breakdown can delay my work deadlines. The company I work for have to follow established procedures to operate efficiently.
4.3 Give examples of how to deal with problems
Example of my computer being crashed – Make sure my documents are set to auto-save every 10 minutes to prevent loss of work I’ve done. Example of a printer, my printed document is smudged – The ink cartridge is running low and it needs to be replaced. The paper jam – Manually remove the jammed paper from the printer. Always follow the instructions given on the printer screen, open printer in correct order.
5: Understand the purpose of meeting work standards and deadlines
5.1 Explain the purpose of meeting work standards and deadlines when using equipment
A goodexample of the importance ofmeeting work standards when usingoffice equipment concerns the use of company email.Most office staff use email regularlythroughout the dayto contact other members of staff, as well as external customers and suppliers and dealers. There are company standards on the use of email which will indicate the correct language to be used – slang, text speak and bad language are never acceptable when emailing at work. The use of personal email during work times will also be subject to limits and will almost certainly bemonitored. Companies can and do monitor staff use of email usingspecial softwareprograms which will flag up certain words orphrases – so, be aware, and never assumeanything I put in an email is private. The company I work for always have deadlines by which certain tasks must be completed. Deadlines areimportant for staff as they tell them when things need to becompleted in order that the business can meet its KPI’s ( targets).
6: Understand the purpose of leaving equipment and the work area ready for the next user
6.1 Explain the purpose of leaving equipment and the work area ready for the next user
Whenever I finish using officeequipment it is important that you leave the work area exactly asyou found it. This means: I can’t leave any mess lying around
I can’t leave the workarea insuch away that someone else has to clear up after you before they can begin usingthe equipment.
Imagine that I had to print 100 copies of a attachments for payslips. When you arrive at the printer ready to collect your printouts, I find that my work is all mixed up with someone else’s, which has simply been left on the printer. This examplehighlights the point that takingcare totidy away aftermyself is a necessary partof working with othersand sharing equipment. If everyone simply left their work lying around, it would not be long before the whole office was totallyunusable.
Courtney from Study Moose
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