Use Office Equipment

Topics: Occupational safety and health, Recycling, Work Pages: 5 (2033 words) Published: August 1, 2013
Unit 221

Use office equipment

1.Know about different types of office equipment and its uses. 1.1 Identify different types of equipment and their uses.
There are many different types of office equipment in our work. The main one found in the offices are: -telephone- we use it to make and receive a phone calls
-printers- to print document and work papers
-shredder- to shred important notes, paper work
-computers- we use them to many work related tasks. Word processor programs are used to type up notes and minutes and to produce reports and communications, while spreadsheet programs will be used in account keeping. Computers allow access to the Internet, which provides both internal and external communication tools in the form of e-mail. 1.2 Describe the different features of different types of office equipment. Different types of equipment got different features and can be used to different things. For example: printers can print in a wide choice of colours and can produce double sided printouts. A telephone can have different features, we can use it to make and receive a calls but also we can leave a messages on them. The feature of a stapler is that it staples paper, so we can bind important documents/ paperwork. Features of a pen enables us to write letters, reports and notes. 1.3 Explain why different types of equipment are chosen for tasks. We use different types of equipment for different tasks because it makes our work easier, quicker and more efficient. For example: it would not be practical, cost-effective or time-efficient to fax a 50-page document, it will be better to send it by email. Moreover if we are short of time it will be quicker to email document than print it and post it. 2.Understand the purpose of following instructions and health and safety procedures. Instructions are provided to staff to help them carry out tasks in the correct way and in a manner that ensures they are kept safe. 2.1 Explain the purpose of following manufacturer's instructions when using equipment. Following manufacturer's instructions when using office equipment is necessary to maximise the best use of that equipment and also to prevent any errors or loss of data. 2.2 Explain the purpose of following organisational instructions when using equipment. Following organisational instructions when using equipment is very important because they are different than manufacturer's instructions. They are not technical, but they relate to our own company and they set out our company rules for using different types of equipment. For example: organisational instructions will state who is allowed to use certain type of equipment, who needs to be informed of any equipment breakdowns, who is allowed to make technical repairs. 2.3. Identify health and safety procedures for using different types of equipment Every employer sets out their health and safety policy, procedures and working practices in a health and safety manual. We can ask for a copy from our supervisor or manager. One of the main procedures is to report a health and safety hazard that we see to a manager, but do not try and tackle the hazard ourselves as this will not only protect myself but possibly others around me. 2.4 Explain the purpose of following health and safety procedures when using equipment. Following health and safety procedures when using office equipment is very important because they are there to protect us at work. They are there to make sure that we do not suffer any injures while carrying out our work. We must remember that we are responsible under health and safety legislation to take adequate precautions for our own safety and safety of others while at work. 2.5 Explain the purpose of keeping equipment clean and hygienic. It is important to keep our equipment clean and hygienic which means free from dirt, germs and bacteria. For example: food and drink should be kept away from office equipment in case anything gets knocked over and causes damage...
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