Explain the purpose of using diary systems to plan and coordinate activities and resources. (3.2)
Diary system is one of the best ways to plan and organise time and resources and activities in advance business world. diary system allows to prioritise, meet deadlines, arrange mutually agreed dates including special requirements such as resources, venues, dietary requirements
Establishing formal and informal meetings, The most important thing is to have external and internal contacts and addresses.
it also allows to co-ordinate people, places, dates and times whilst, Prevent confusion and clashing events with electronic diary system, so easy to organise day, week, month in line with business needs and other team members.
diary system help to be organized, i remember as I had Worked with the advertisement company basit international news agency that company had three different offices in 3 different cities of Pakistan and it was sometimes very hard to communicate with each other and know exactly what each person is doing on what day. By using online diary system it made it much easier to find out if a certain person is in the office or if they are on appointments. And arranging a meeting and book it online was much easier. It is important to keep confidentiality-secure by using passwords when using a diary system as the will be a lot of information going into the diary entries and this may include personal information from clients, contact details and their addresses for this reason any company will not allow anyone to access their system
Q9
Describe the types of information needed to manage a diary system. (3.3)
There are different types of information needed to manage a diary system.
Dates and times; to check the availability and set up time and fix the date also ensure sufficient time available before and after event
Venues; to check who is attending the meeting and certain venue arrangements and visitors are required to make diary entries.
Modes of transport; organize trips by companies for their employees, where and how they are travelling from etc.
Q10
Explain the importance of obtaining correct information when making diary entries. (3.4)
It is essential to obtain correct information when making diary entries. In order to make entries, it is very important to enter right information accurately while collecting data in a diary, any incorrect information being entered into diary would be a serious mistake. Whilst, passing on accurate information to make sure colleagues and customers turn up in the right place at the right time meeting with the right person.
Furthermore, a diary is used to manage knowledge of any deadlines and can coordinate with the number of people. In order to arrange an appointment if the appointment cannot be made, the client or colleagues can be contacted to rearrange the appointment or to cancel it.
The correct information will help to keep employees up to date with schedules of tasks, in a case of any change in the plan it is easier to inform about any changes straight away by using diary.
Section 4Understand how to use office equipment
Q11
Describe the following different types of office equipment found in a traditional organisation and their uses: (4.1) (4.2)
a) Photocopiers
A photocopier is used to duplicate the documents; scanning documents; email of scanner document; making booklets etc.
An advanced photocopier can provide different functions such as enlarging document, collating and stapling documents and also can provide colour copies. For private and confidential material private printer are also provided separately.
b) Computers
Computers/ laptops are main equipment in any office. It is highly useful for various office based work. Computers are connected to the internet to prepare presentations, store date, write letters, video conferences and chats. It is a great help to sort out calculations and preparing of accounts.
c) Printers
In any office, a computer is connected to printers and it prints a hard copy of documents i.e. invoices, packing slips, flyers, and letters etc.
some printer allows to print, fax, scan and has wireless capabilities. A good all round printer that print photos with clearly with lifelike colours.
d) Stationery
Stationary items are essential for the effective functioning of an office. Office stationery items such as pens, notepads, books, glue stick, stapler pins, papers, paper clips, file and folders, are used in large amounts in various offices. Different types of notepads are used in meetings to note down important details and the minutes of the meeting, sticky notes used for some important and urgent notices.
e) Laminators
Laminator makes paper documents more durable. A laminator protects a document by encasing it between two pieces of plastic which are sealed together. It protects from water damage, smudged, torn, stained etc. Laminators can be used to produce ID badges, telephone lists, photographs, create long-lasting business cards, training notes, glossy prints, maps, create signage etc.
f) Scanners
Modern scanners are easy to use and very versatile. A scanner copies an image of papers, photograph or any document that were not created electronically and converts them into digital images so it can be stored on a computer. It is easy to resize or modify a captured image.
An advanced standalone scanner has taken place of multifunction printers (MFPs). These devices combine the functions of a scanner, printer, copier, even a fax machine, in one complete unit.
Scanning photographs for printing, for web pages, for Windows wallpaper, for emailing images for newsletters or genealogical notebooks, forms, cash register, receipts etc.
Q12
Describe factors to consider when selecting office equipment to complete tasks. (4.3)
The selection of office machines and equipment is based on the office requirements. Few items are very much necessary in today’s office, i.e. computer, printer, scanner, photocopier, laminators etc.
Considering cost factor before selecting any equipment is essential for office environment, the selected equipment should be original, durable and lost lasting. Generally, office equipment is very expensive and it is not possible to purchase new machine every year. Therefore, make sure the purchased item must be free from problem of frequent break down.
Health and Safety measures are also one of the important factor before selecting any equipment.
Time effectiveness in this busy world, time management is key for a successful business, work station is important in any office a single computer is not capable of performing every single task that comes up other equipment.
Whilst, every item on this list is critical for maintaining daily business, but there always comes a time when one of these items is needed, and not having it on hand can be a problem and frustrating. By selecting office equipment, the business owner or manager sets it for smooth-flowing day to day task, operations, and satisfy employees, customers and every item should be suitable.
Before selecting office’s, machines there is no compromise on higher quality performance. It should be speedy in nature and easy to handle.
Q13
Describe how to keep waste to a minimum when using office equipment. (4.4)
The amount of used paper and cardboard in daily businesses especially offices and schools is not easy to handle. Company follow the procedure to keep waste minimum by using recycling system.
The best way to save papers in the office is to cut down on unnecessary usage of papers. Print documents only if essential, to use both sides of paper where possible, and send memos to colleagues by email rather than the paper or draft.
Keep reusable scrap papers close to phones or computers for note taking. This is how the usage of paper can be controlled. Printing on both sides of a piece of paper not only cuts the cost of paper in half but also environment-friendly, using ceramic coffee cups and dishes in the break room in place of paper cups and plates saves money as well as trees. Reducing paper waste in the offices can help reduce overall cost.
Repurposing materials also have a positive environmental impact and cost friendly for small businesses, by using scrap paper into notepads, for example, In Pakistan when I have worked as Admin Officer in a company, scrap paper as notepads; shredded paper we used for packing material and shipment boxes for document storage, this is how we kept the waste minimum.