The loudspeaker function can be used if more than one person needs to listen to the call, press the button and the sound comes from the speaker instead of the receiver. 1.2 You need to identify the purpose of a call before you make it so that when the phone is answered you sound professional and you can get to the purpose of the call without wasting time. 1.3 You can obtain names and numbers of people for contacting off the Internet if they are businesses or the phone book or by asking colleagues at work who you think may have the number. The names and numbers of patients are stored on the computer at work. 1.4 To make contact with people inside an organisation the is a lift of everyone’s internal numbers on your desk, you just type the number into your phone to call them.
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. • Spreadsheets, such as Excel - Used for storing and analysing numerical data, predominantly used for accounting, reviewing profit and loss margins (P&L). • Word Processing, such as Word - Used to preparing written documents such as business letters, or reports. • Presentation Software, such as PowerPoint - Used to present information to large groups of people to either inform and/or educate. • Information Exchange (emails), such as Microsoft Outlook.
Call forwarding allows calls to be directed to different offices and people for different reason, if no one answers or it’s a different department which is needed. Speed dial is a quick way to set someone’s number which you can easily call for example in needs of emergency. A group connection which is mostly for businesses connects the whole business in a conference call allowing employees to hear and speak together as a group. Voice mail: One common and frequently used feature on modern telephone systems are voice mail. If a person is unable to take a call or is already on the phone a voice mail allows the caller to record messages which can be accessed at your own convenience.
Similarly, pupil records may be stored by class, and then by pupil surname, which enables teachers and support staff to view or add to the individual records. In addition, documents (such as application forms for after school clubs, or medical leave forms) which need to be readily to hand for members of staff and/or customers to fill out may be stored in a filing cabinet equipped with labels on the outside of the drawers. This means that they can be easily located and given out as and when required. The second method, that of storing information electronically, is used for a wide range of documents and data. It allows a large amount of information to be stored without using up the often limited office space.
1. a) Assuming that Fastfit goes ahead with its plans to have an e-commerce site, identify two physical locations, from where customers can enter their orders to the ecommerce site and b) For each of the locations that you mentioned, identify the technologies (cover the areas of software, hardware and networks) that a customer would need (at the location) to accomplish this activity? (use a table); Physical Location | Technologies Required | | Hardware | Software | Network | Home | * Personal Computer (Desktop) * Laptop * Modem | Operating Software such as Windows, Web Browsing Capability Security software such as (McAfee, Ad-Aware) | Access to the internet | Office | * Office Computer (Desktop) * Laptop * Modem | Operating Software such as Windows, Web Browsing Capability Security software such as (McAfee, Ad-Aware) | Access to the internet(Wi-Fi) | Customers do not need any additional software and hardware to order online. Customers can pay the product cost by entering their credit card number. So there is no need of any hardware and software in order to make payment online. 2. a) What technology components (cover the categories of software, hardware and networks) do we need at FastFit to interact with our customers on the web?
The programs which create and find required information are referred to as database reports. Searc, location and retrieval of particular data within the database are made feasible by queries. Microsoft and excel are instances of database programs. In my workplace both applications are being used and I use quieries to zero in on specific customer file. In Microsoft is another example where queries can be used to ascertain clients who may
Knowing your way around computers and their breakdown can be a huge plus in attaining job security, here are a few examples of what type of knowledge would be expected, Circuit boards/motherboards, processors dual-core or quad-core chips, electronic equipment such as Audio cards/video cards and computer misc hardware and software, including applications and programming. Skills: A few skills that will help you along the way as an administrative assistant make sure to use your knowledge learned to Understand written sentences and paragraphs in work related documents, Communicate effectively in your writings as appropriate for the needs of your audience, Adjust actions in relation to other’s actions, Talk to others to convey information effectively, Manage one's own time and the time of others. Give full attention to what other people are saying, take time to understand the points being made from others ask questions that are appropriate and not interrupting at inappropriate times, Monitor and Assess performance of your-self, other individuals, or organizations to make improvements or take corrective action, use
- 6 - If you are working in an organisation that has large volumes of incoming mail which is opened in a mail room, you may use an electric letter opener to open the envelopes. In many organisations incoming mail is stamped with the date it is received, either by hand or machine, and in some cases the department that it is intended for. Having opened all of the mail, sort it in order to ensure that it reaches its intended destination. Some organisations will have sorting bins from which the mail will be placed into pigeon holes for departments or individuals so that mail can be collected at their convenience; others will have a system of taking the mail to the various departments. It is important that mail reaches the correct department or individual as quickly as possible as it may be urgent.
Assessment Tool 3 Project 3 Explain how you would collect organise and distribute information in the workplace Workplace Information plan Sources * computer databases (e.g. library catalogue, customer records) * computer files (e.g. letters, memos and other documents) correspondence (e.g. faxes, memos, letters, email) * financial figures * forms (e.g. insurance forms, membership forms) * invoices (e.g.
Unit 221: Use office equipment Outcome 1: Know about different types of office equipment and its uses 1.1/2 Identify different types of office equipment and their uses 1. Computer Storing Important Information Keep customers personal details Writing letters To create databases to make work easier 2. Printer To print documents Speed up the process instead of handwriting letters 3. Telephone To contact customers To contact fellow staff members 4. Fax machine To send important letters to another business such as invoices To save money on posting 5.