Unit 43 - Use Office Equipment
1. Identify different types of equipment and their uses
There are many different types of office equipment. The main equipment in an office that can be found is:
Computers can be used on a daily basis for tasks such as sending and receiving emails, using the internet and company personal sites to use information and equipment and policies to help complete tasks.
Telephones help us to keep in contact with many clients/ customers and many members of staff within the company, this can help when a conversation is needed in detail and it is quicker and easier to give them a call that way if they do not answer you can leave them a voicemail which then can be heard by the recipient only when they get the chance to hear the message that way the message is more easy to understand.
Printers can be used to print or fax documents that are of use to you and members of your team and potentially to the whole company faxing a document allows us to scan a document into your printer and send it via email to another member of staff/ yourself or a client. This is usually used for a written or paper copy document that you don’t have on any computer. This will allow you to have the files in both paper and computer form so that files will always be found and can be stored so that the files can be easily found.
Photocopiers can be used to create paper copies of documents that you have in paper form this will help you if you need more copies of a specific document but you don’t have time to go back to your computer and find the file on there you can put your document though a copier and it will scan all the text and images and it will print out copies of your file as many time as you like.
2. Describe the different features of different types of office equipment
There are many different types of office equipment that we use on a daily basis. Phones and emails allow us as a company to keep in contact with our clients and staff in offices around the word. They allow us to contact specific people when we need to which allows us to get in contact with them quickly and efficiently.
Phones also have answering machines to pick up any missed call’s, this allows us to know who called us and if they left a message what they wanted to talk to us about, this allows us to keep in contact with all the right people.
Computers are one of the most vital parts of the company as just about all of our work is done on them. Computers allow us process data on daily basis; it also allows us to research information online as an when we need it. It also helps us to create PF files and information for our clients.
Printers can print documents and information in bulk this allows us to have as many copies of the files as you need and this is very helpful when you have a meeting or they are a set of instructions on a specific activity that several people need and Photocopiers allow you to scan a hard copy of a file and will make a copy of all the text and photos and print out several copies of the file for you.
Filing Cabinets help you to organise and store all hard copies of files and information securely so that when you need the files you do not have to try a search around your computer to find the files. Hole punchers allow paperwork to be place in binders or in small folders easily which allows use to create more space for other things.
3. Explain why different types of equipment are chosen for tasks
Different types of equipment are used and chosen for different tasks because not one piece of equipment can do every single task, so it is always good to have all the relevant types of office equipment to complete a task. Also using the right piece of equipment for that specific task will take up as little of your time as possible so you can meet targets and deadlines, and also the equipment that will...
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