Business and Administration – Knowledge Questions - Essay Example

1. 1 – Identify different types of equipment and their uses The different types of equipment in the office are computer, fax machine, franking machine, photocopier, printer and scanner. The computer is used for the internet to find out needed information or emails. Work is also completed using Microsoft programs. The fax machine is used to send copies of documents or important information to other businesses. The franking machine prints postage stamps onto envelopes or stickers that are put onto parcels.

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The photocopier is used to copy documents and reprint them. The printer is used to print out copies of document s from the computer. The scanner is used to scan paper documents and put them onto the computer so there are virtual copies. 1. 2 – Describe the different features of different types of office equipment The different features on a computer means that I can use the internet to research information about the task I need to compete.

I can also use emails on the internet using the computer, this helps me keep connected to different people and important information can be sent securely using this. I can use Microsoft programmers that include Microsoft word, I use this to write letters or write important information. The different features on the photocopier enable me to change a color document to black and white and print it. I can also resize the original document to a smaller or larger size. 1. Explain why different types of equipment are chosen for tasks I would choose different equipment for certain tasks. For example if I needed a copy of a document from the computer that needed to be paper copy I would use the printer to print off the document then I would photocopy the document and print it UT as many times I needed. 2) 2. 1 Explain the purpose of following manufacturer’s instructions The purpose of following the manufacturer’s instructions is for safety reasons. A member of staff could be harmed or injured if they do not follow the manufacturer’s instructions.

It could also damage the equipment if you do not use it properly. 2. 2 – Explain the purpose of following organizational instructions when using equipment The purpose of following organizational instructions is to make sure everyone is doing the same thing then if the equipment were to break everyone would have allowed the same procedure and no one would be at fault, it would be the equipment that would have broken. Also different organizations may have different rules for using equipment because of health and safety procedures. 2. – Identify health and safety procedures for using different types of equipment When using a shredding machine the different health and safety procedures you have to carry out are; Make sure that the machine is turned off when emptying the bin and clearing the shredding section. When using the shredder do not feed too much paper at a time as this may cause it to get stuck and stop working. Make sure your fingers do no get too close to the teeth when feeding the paper into the shredder. When using a lamination always follow the manual. Never let you fingers or hands get too close to the heated rollers.

Place the lamination away from any paper or highly flammable materials. Always stay with he lamination never leave it unsupervised. When the lamination has been used leave the laminated paper for a couple of seconds to cool down before you remove it from the machine, to prevent being burnt. 2. 4 – Explain the purpose of following health and safety procedures when using The purpose of following health and safety procedures when using equipment is so that staff are not injured when using equipment and to ensure that the equipment is properly used. . 5 – Explain the purpose of keeping equipment clean and hygienic Equipment needs to be kept clean to stop passing on germs and bugs. This keeps the workplace and staff in good health and condition. Cleaning equipment keep it in good condition and makes it last longer. 3) 3. 1 – Give examples of waste when using equipment Waste print outs from the printer are common if work hasn’t been checked over to assure that it is correct before printing. When using the lamination cut offs are usually wasted if there is more than what is needed. 3. – Give examples of ways to reduce waste Ways to reduce waste could be to recycle paper in the office, waste print outs could be used as scrap paper to make notes. Envelopes could be reused internally to help reduce waste. Recycling plastic cartons from the kitchen will help to reduce waste or even reusing cartons for storage. 3. 3 – Explain the purpose of minimizing waste The purpose of minimizing waste is to use the resources that are available and not use anymore than what is needed. 4) 4. – Give examples of equipment problems Computers can have many problems as part of the equipment used by staff.

For example the internet may stop working, this wouldn’t allow us to access emails or do research that is necessary. If a computer stopped working by not turning on, this would prevent most work being completed. The fax machine may have problems by not being able to connect and send work to 4. 2 – Explain the purpose of following manufacturer’s instructions and organizational procedures when dealing with problems. Following manufacturer’s instructions and organizational procedures when dealing tit equipment with a problem will help you to be safe and deal with the problem efficiently.

It will help you to handle the equipment properly and not break it or create anymore problems with the equipment. 4. 3 – Give examples of how to deal with problems When dealing with a problem you have to stay calm,relaxed and alert. If there is a problem with equipment you have to concentrate and read instructions how to fix the problem yourself. If you are unable to fix the problem then contact numbers should be provided for engineers to come and look at the problem and fix it.