This document provides an overview of different types of business technology that may be used in an office setting. It discusses computers, fax machines, digital cameras, telephone systems, photocopiers, laminators, storage devices, scanners, printers, shredders, and guidelines for ergonomics and record keeping. The document explains the basic functions and proper use of each type of technology to efficiently complete tasks in the office.

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Use Business Technology
BSBWOR204A
Trainer: Liz Diamond 2009 Session: 1

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Before we begin
 Emergency exits
 Facilities
 Interruptions
 Session Breaks

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As we learn
 Please
 Have respect for each other
 Value the input of each learner
 Actively contribute

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What’s in this session
 Introduction to examples of Business
Technology
 In slide view - right click on this icon
to open a hyperlink for more information
 Click on this icon to access the
embedded audio.

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What happens in an office?
 Tasks are generally undertaken using
business technology
 Data - created, manipulated, stored
 Communication is received and sent
 Policies, procedures and laws are
followed to achieve the set task

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To efficiently use technology
● Choose correct equipment
● understand its functions
● know how to operate it safely
● know what materials you need
● Undertake routine maintenance
● know the procedures for reporting
faults or breakdowns.

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When undertaking a task
 Know the exact specifics of the
task
 Know the task procedures
 Have access to instruction
manuals
 Keep work area clear
 Start with equipment clean

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Computer
 Enables the creation, manipulation and
storage of data and information
 Peripherals are added for greater
capability eg.
 Scanners
 Storage devices
 Printer
 Mouse

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Fax Machine
 Facsimilie – scans an exact copy
 Used to send & receive written or
drawn messages
 Uses telephone lines
 Has memory
 Group dialing
 Speed dial
 Generate reports

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Sending a fax
 Cover sheet
 Paper placement
 Document ready
 Enter number
 Scans
 Dials
 Sends

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Digital Camera
 Creates pictures in digital format which
can be stored, manipulated and shared
using computers and the internet

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Telephone system
 Single line, Multi line, extensions
 System may enable
 Callers to put on hold
 Music or messages playing
 Message recording
 Answering machine facility
 Page capability
 Hands free
 Teleconferencing

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Photocopier
 Creates copies
 Allows enlargements & reductions
 Also may
 Sort multiple copies
 Allow Booklet creation
 Staple copies

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When photocopying know how to-
 Refill paper trays
 Clear paper jams
 Replace toner safely
 Use different copy modes
 Size documents
 Adjust copy darkness
 Correctly place paper eg. letterheads

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Before you begin photocopying
 Know what the job entails
 Ensure class is clean
 Ensure there are no staples in paper
 Check paper - type & levels

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Laminator
 Provides protective plastic cover
 Remember to
 Align document within sleeve
 Know how to operate the machine
 Laminate at the optimal temperature
 Beware of the heat generated

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Storage devices
 USB flash drive
 CD-ROM
 Internal backup system
 External hard drive
 Online storage capacity eg gmail, Flickr

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Scanner
 Converts media into digital format
 Maybe incorporated in a printer

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Printer
 Output device for computer
 Uses
 Print document from computer
 Print labels & envelopes

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Before you print
 Check paper supply
 Know what to print
 Select what to print
 Preview before printing
 Know how to cancel a print job
Errors waste time and paper

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Shredder
 Destroys documents
 When shredding
 Don’t shred the wrong documents
 Keep hair, fingers and clothes
clear
 Don’t overfeed
 Remove staples, clips
 Don’t allow bin to over fill

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Record keeping
 Maintenance checklists
 Equipment faults
 Service log books
 Consumables stock

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Ergonomics
 Arrange working space to reduce stress
on your body
 Increasing comfort may
increase performance
 Take regular breaks
 Know the guidelines for each body part
 Eyes, wrists, shoulders, back and legs