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Use Office Equipment Essay

1.1

The different types of office equipment I use on a regular basis are the office computer which I use to create documents, send emails etc. the office telephone which I use to receive and send phone calls to clients, managers and such. I a scanner to send documents to clients such as packing lists, delivery advice notes and I also use the printer to print out orders and there attachments such as carton labels. I also have a fax machine which is used to securely send documents to clients. Also there is the chair which I sit on to be able to do my work.

1.2 Some of the different features I use when using office equipment can vary but most of the time I use the different functions on the office phone to either divert calls to my manager or to another branch and to also listen to any voicemails we may have. I can also change the way the printer prints documents I can either choose to print colour copies or black and grey copies. I can change the lumbar settings on my chair to make it more comfortable for me to work in. 1.3 Different equipment is used for different tasks depending what the equipment’s function actually is, I wouldn’t try getting a photocopy of a document by using the fax machine or I wouldn’t try reading an email by using the scanner. Each piece of office equipment has its own purpose and the user should always know what the equipment’s purpose is before trying to use it.

2

2.1 The purpose of following the manufacturer’s instructions when using any office equipment is so that you use it in the way that it has been designed for. The manufacturer’s instructions will show you clearly how to use the equipment in the correct way and should also provide information on what to do if the equipment becomes faulty or if it breaks. 2.2 The purpose of following your company’s organisational instructions when using office equipment is so that you have the knowledge on what to do if anything goes wrong, also by showing employees company procedures for using office equipment the employers are complying with all the health and safety procedures in case any off the equipment injures any members off staff

2.3 When operating office equipment the health and safety procedures I have to follow are; have no un-open drinks or liquids near any electrical equipment in case of spillage. Don’t overload plug sockets with too many plugs as this could cause an electrical fire 2.4 The purpose of following health and safety procedures when using office equipment is so that you and others you work with can work in a safe working environment and following safety instructions minimises the risk of accidents occurring. 2.5 Office equipment can carry all kinds bacteria which could cause illness if not kept clean, also regularly cleaning the office equipment can help to prolong its life by getting rid of dust build ups which can help to reduce the equipment’s temperature.

3

3.1 Different types of waste when using office equipment. Paper- when printing documents, orders etc. I have to use different types of paper when printing certain orders, sometimes I will forget which type of paper is currently in the printer and proceed to print a full order on the wrong type of paper. Also when printing barcodes using the label machine human error can cause a lot of labels to be printed with the incorrect information on them this is wasteful. 3.2 Ways to reduce waste in the office. Always double check the printer draw before printing any documents to make sure that the correct type of paper/ label is in the tray. Proof read any labels you create on the label machine before starting printing. Ask a colleague to double check your work as well to minimise mistakes. Try and recycle any old documents, use a shredder to minimise waste even more 3.3 The purpose of minimising waste is to reduce costs on office equipment to help save money, also reducing waste also helps the environment, less waste that is being thrown away the less waste that is getting dumped into landfills etc. shredding paper documents and recycling them can help work towards a greener future.

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4.1 Problems I have had with office equipment in the past are paper jams in the printer causing documents to not print properly, having no warning of the printer that my ink cartridge is low which ends up in large orders being printed which aren’t of any use to anybody because half the order is missing because of the lack of ink. Barcode machine not printing certain types of labels in the correct manner because of thickness, damaged labels etc.

4.2 The best way to fix a problem with any office equipment is to follow the manufacturer’s handbook as this will have all the information that you will need in it. The information is exact to the product and any faults that can happen should be detailed inside, with information explaining how to resolve these issues. Also following company procedures can be helpful as somebody in the workplace could have had the same problem in the past but they found an easy way to fix the problem, following company procedures to fix a technical problem could save time but if not careful could end up damaging the equipment even more.

4.3 A recurring problem I have had with my barcode creating machine is that when I use a certain type of label called a black out label the printer will miss every other label out for a reason which was unknown. This problem causes my company to lose money each time we have to create any black out barcode labels. The first thing I did was try and fix the problem myself by resetting the barcode printer and I tried a few other things to try and make it work. After failing to fix the issue I proceeded to download the manufacturer’s instructions and after reading through these I found that the print head setting needed to be adjusted when using black out labels as these labels are slightly thicker than the ones we usually use. After changing the settings the problem is no longer a problem to us and it has stopped costing the company even more than it should be to produce these labels.

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5.1 It is important that I produce my work to the best possible standard in order to meet the requirements of the person who set me the task. This shows that I am responsible and trustworthy and that I can be relied upon to get things done. It is important to use the office equipment quickly and efficiently so that it is ready for the next person to use. If I take a long time using something like the laminator and someone else wants to use it I could be stopping someone else from meeting their deadlines. This could cause problems in my business and affect my teams working relationship. My manager expects me to meet all deadlines, this could have a detrimental effect on my progress if I am constantly failing at this.

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6.1 Work equipment and areas where I work should always left the way I found them. if I use any equipment I always make sure that I put it back where I got it from, this is because if anybody else needs to use the equipment and they can’t find it in the correct location they will end up having to spend time looking for it and this isn’t cost or time effective. Also if I am using the printer or the label machine and I need to create a specific type of label and I need to adjust the machines settings to create darker labels etc. then I need to ensure I leave the machine the way I found it as the next person to use it might not need darker labels and then they have to spend time adjusting the machine back to the original settings which is another waste of company time and resourses.


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