Bus & Admin Lv 2 Unit 3

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Section 1 – Understand the purpose of information technology in a business environment

1. In relation to your current business environment (or one that you are familiar with), identify at least two different types of information technology that may be used when completing work tasks.

Two types of information technology that may be used when completing work tasks from experience are: Word Processer and Spread sheets.

When I worked in Reception as a receptionist and a switchboard operator, I used a lot of word processing and spread sheets to perform tasks. The task that I used these types of information technology for the following:

Word Processing:

I used this type of information technology to type up cover letters, information for staff. The cover letter written was a short introduction as to what information was enclosed within the letter and any other relevant information needed for that specific recipient.

Spread Sheets:

These where used to log the day to day clock in times for each staff member to work out the hours met for the full working week. This was then sent off to the wages department to enable them to process the correct rates of pay for the staffs’ wages.

2. What are the benefits to businesses (and others) of using information technology for doing work tasks?

The benefits to businesses and others that are using information technology for doing work tasks are:

Time:
When completing work tasks using information technology it is a lot quicker to complete the tasks. For example, a report needs to be drawn of yesterday’s meeting but the managing director needs that by the end of then working day to take with them to a meeting they will be travelling to in the morning as it has been brought forward, using information technology to get this typed up (word processing, spread sheets and the internet, if comparisons are involved) sending it to be checked (email) before it even gets to the MD.

Flexibility:
With the flexibility of information technology in a business environment, if any amendments need to be made then this can be made with ease. For example, if a document that needed extra information added on to it and needed to take out some of the detail so that it could be discussed in person so they could get a better response, then the document would need to be amended to do so. If you had wrote this all out which is not using IT, then you would have to re-do the whole document all over again. If you had typed all this on the a document through word processing then this can be easily amended with ease and quickly.

Cost Effective, Efficiency and Quality:
The benefit of using information technology can also be cost effective, this can be beneficial through time spent so money will not be lost if things were delayed and shows organisation and productiveness of a business. This is showed that deadlines and presents work effectively, can be met as using IT is much quicker and more presentable shows the organisation/ business to be more productive. Documents/ reports e.t.c. can be presented with images, charts, graphs and fancy template page designs. By having documentation and information stored on the computer is much more organised as using folders as it would be with piles of paper work stocked on the work desk. Also you are able to keep back up of work too which keeps the efficiency part of IT being beneficial.

Without Information Technology, reports would take longer to complete, mistakes would cost more, flexibility would be rare and the quality would not be at best quality and a back-up copy would mean more use of resources to store extra paper work.

Section 2 – Understand how to manage electronic and paper-based information

1. Explain the purpose of agreeing objectives and deadlines when researching information.

If possible, refer to specific examples from research tasks you have worked on to support your answer.

The purpose of agreeing...
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