Business and Administration Level 2 Unit 3 Assessment

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Unit three: Principles of managing information and producing documents Assessment. 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. One type of information technology that may be used to complete work tasks is Microsoft word which is used for word processing, making new documents and correcting previous documents. Another type of information technology that may be used to complete tasks is Microsoft Powerpoint which is used to create and maintain presentations to colleagues and customers alike. 2. What are the benefits to businesses (and others) of using information technology for doing work tasks? The benefits to businesses and others of using information technology for doing work tasks are numerous such as if they are using Microsoft Word for word processing then Microsoft Word has a spell check feature which makes sure that are very little mistakes made on documents. Another benefit of using information technology to complete work tasks is the whole workplace can become more productive and efficiency is increased because of this factor. One other benefit of using information technology to complete work tasks is the speed at which something is finished is far greater than if it was done using a pen and paper. 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 objectives and deadlines when researching information is to make sure that all the people involved in the process know what is expected of them and when it is expected by, it also gives them the chance to raise any prospective issues with the person in charge such as them being away for leave for a few days or an employee not being able to attend one of the days due to family problems or other such things. Without aims and objectives in a workplace there are no long term or short term goals, therefore there is no motivation within the company to achieve anything. Without deadlines in a workplace something that could have been achieved within one month may take twelve months, this then leads to the company being less efficient. It is important that the aims, objectives and deadlines are agreed with all departments because a higher up person in the company may not have a practical knowledge of what can be realistically achieved by those people who are lower in the company. 2. Identify the different ways of researching, organising and reporting information. The different ways of researching information are the use of the internet, books, the businesses documents and asking a manager or someone higher up in the business for information. The different ways of organising information are the use of a computer or a filing cabinet, information normally is stored alphabetically or numerically within a business. The different ways of reporting information are the use of the internet for sending emails with attachments, word processing to type and print the information out and send interdepartmental or telephone calls to give the information via word of mouth. 3a) For your own organisation (or one you know well), describe the procedures that need to be followed when archiving, retrieving and deleting information. Your answer should cover procedures for both electronic and paper-based information. The procedures that need to be followed when archiving information for paper based information consist of checking to see if the information contains legal information or long-term business obligations, checking to see if there is more than one copy of the information, if there is more than one copy of the...
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