5-1 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Chapter 5 BSBADM101A—Use Business equipment and resources

5-2 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Contents Selecting equipment and resources (BSBADM101A/1.1–1.3) Operating equipment (BSBADM101A/2.1) Maintaining equipment and resources (BSBADM101A/3.1–3.4) Summary

5-3 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Select equipment (BSBADM101A/1.1) Identify and access equipment Is your equipment ‘green’-powered? Why do you need new equipment? –Save costs? –Improve efficiency? –Improve client services? –Keep ahead of your competitors? Can you rent or lease rather than purchasing outright? How good is your supplier? What service agreement has been negotiated?

5-4 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Select equipment (BSBADM101A/1.2) Estimating quantity and resources Who will use the equipment? How will they be trained? What stocks of supplies and consumables need to be purchased and stored to keep everything running smoothly? Who will control the maintenance/repairs of your equipment if and when it breaks down?

5-5 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Select equipment (BSBADM101A/1.1–1.3) What equipment do you see in this office?

5-6 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Select equipment (BSBADM101A/1.1–1.3) Check equipment for serviceability Negotiating a servicing agreement depends on: –the cost of a service call compared to an ‘on-call’ service arrangement –the effectiveness of regular maintenance as a preventive measure –the volume of production –how often the equipment is being used –time delays between placing a service call and actually having the serviceman on site. Keep maintenance and usage records in case of warrantee repairs and equipment depreciation.

5-7 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Equipment operation (BSBADM101A/2.1) Follow instructions on how to use equipment. Training –usually supplied by the supplier upon installation –can be in-house if staff have been previously trained –using the manufacturer’s manuals Common sense doesn’t always prevail so… When all else fails, read the instructions!

5-8 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Equipment operation (BSBADM101A/2.1) continued Installing printers Installing a new printer is as simple as connecting it to your computer; the software on your computer will complete the installation. Local printers are usually directly connected to your computer. Network printers are usually positioned in a common area where a number of staff can use them. Network printers require sharing of paper and toner cartridges.

5-9 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Equipment operation (BSBADM101A/2.1) continued Changing the default printer For special printing tasks it may be necessary to change the default printer: –Go through the Start menu, Printers or –Start within the document and go through the File, Print and pull-down Printer tab. Special printing requirements: –double-sided –colour –overhead transparencies –envelopes

5-10 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Equipment operation (BSBADM101A/2.1) continued Reporting repairs When an item of equipment fails to work correctly you will need to: –check the maintenance records –report or call in the fault to the service company –place signage on the machine indicating that it is faulty and that repairs have been requested. If a potential danger exists to staff, have the machine removed to a secure location pending repairs. Notify your co-workers about the fault and where possible try to find an alternative machine.

5-11 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Equipment maintenance (BSBADM101A/3.1– 3.4) Maintenance The majority of modern mechanical equipment is so complex that only a factory-trained technician should touch it! Equally complex but more reliable, computer equipment can be ‘serviced’ by using such tools as: –defragmentation of the hard disk –using Scan Disk or Disk Cleanup –deleting temp. files, especially when surfing the Internet. –regular use of virus-detection software. –using power-surge protection.

5-12 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Equipment maintenance (BSBADM101A/3.1–3.4) continued Manufacturer’s recommendations The complexity of modern equipment is such that only the manufacturer’s recommended consumables should be used, such as: photocopy paper (requires specific sizes and a temperature/humidity-controlled storage environment) toner cartridges (can be recycled, but only through an approved dealer) environmental considerations (especially for computers which require air circulation and a dust- free operating environment).

5-13 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Equipment maintenance (BSBADM101A/3.1–3.4) continued Maintenance records If equipment is being leased, to avoid warrantee and buy-back disputes it is absolutely essential that a full log book of all maintenance be kept with each machine. This applies to expensive machines such as photocopiers and combination fax/printers/scanners. Many computers keep an automatic track or log file of the number and dates of any preventive maintenance performed.

5-14 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Equipment maintenance (BSBADM101A/3.1–3.4) continued Equipment storage Consumables often require correct storage facilities: –Paper should always be stored flat and only unpacked from its box and wrapping when about to be consumed. –Loose computer disks should be kept in appropriate plastic storage cases. –On portable equipment, all cables should be unplugged and stored in the carry case in a separate compartment. –Printer cartridges should be kept upright in their cardboard boxes and only opened when due for changeover. –Nothing should be stored on the floor or above head height.

5-15 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Business Equipment (BSBADM101A) How would you like to work in this office?

5-16 Copyright  2010 McGraw-Hill Australia Pty Ltd PowerPoint slides to accompany Office Skills: A Practical Approach 5e by Horsfall and Turner Summary A reasonable level of skill and common sense are required to use modern office equipment effectively. Most equipment today is made to a reasonable standard and will perform satisfactorily if it is correctly maintained and not abused. Choice of any particular equipment depends upon factors such as usage, total cost, maintenance and the training required to use it. Despite an apparently safe working environment an office can have many potential risks, especially when staff do not follow safe operating procedures.