SayPro DEVELOP STRATEGY FOR MAINTAINING OFFICE EQUIPMENT

At work, you will come across and be expected to use a variety of different types of office equipment. Following manufacturers’ instructions and organisational guidelines is an essential part of effective working and in this module you will look at the reasons why you must always follow the correct procedures when operating equipment. Correct use of equipment ensures a safe and healthy working environment and also minimises waste. You will investigate possible sources of waste in an office environment as well as look at ways in which waste can be reduced.Problems can sometimes occur in the smooth running of equipment and you will need to know some of the key problems to watch out for and ways of dealing with them. Work standards and deadlines impact directly on the quality and time available for you to complete your work. You will explore the reasons why it is important to strive to achieve and even exceed these.Working in a clean and hygienic environment is vital to ensure a safe, happy and motivated workforce. You will investigate ways to help you maintain good standards of cleanliness and tidiness in your work area.1.1.1 TYPES OF OFFICE EQUIPMENT AND THEIR USES There are many different types of office equipment. The main ones found in most offices are:

• computers

These days the computer is the most commonly used machine in big offices. A computer is a machine that can perform a variety of operations such as : arithmetical calculations, comparison of data, storage of information, analysis of data and preparation of diagrams and charts. The main component of computer is the ‘memory’ unit. The input data and ‘programmes’ are fed and remain available for reproduction. With the help of Word Processing Programme one can compose letters, memos, reports etc. visible on screen, edit them, save them and print as often as needed. A document is given a file name and stored on disk or cassettes. You can produce an error-free document as per your requirement. You move shadow ‘editing cursor’ around the screen to correct mistakes, to insert, delete and move blocks of text from one place to another.

• printers

A printer is a device that accepts text and graphic output from a computer and transfers the information to paper, usually to standard size sheets of paper.

• photocopiers

A well-known use of a photocopier is to make copies of important documents. Often an office worker makes copies of documents to mail or distribute. Or, the copy is just put on file while the original remains with its owner.

• faxes

The FAX service enables instant transmission of the facsimile of an entire document. It can send handwritten and printed matter as well as pictures; charts and diagrams to different locations within or outside the country.

• Telephones

Phones are used for internal and external communication.Some offices and other business premises may use additional specialist equipment, depending upon the nature of the business and the needs of the staff.Examples include:

• Dictaphone equipment for recording the text of letters and reports
• scanners
• video recording and presentation equipment
• specialist printing and binding equipment
• Special telephone headsets for telemarketing staff.

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