Essay on Principles of Providing Administrative Services

3166 Words Nov 29th, 2012 13 Pages
Section 1 – Understand how to make and receive telephone calls

1. Complete the table below with descriptions of at least two different features of a telephone system and how / when they would be used.

Feature How / when used

1.Conference calls

Conference calls make it possible to speak to multiple people simultaneously. This is extremely useful when the people required to be involved in the call are based all around the country.

2. Call back

Call waiting is extremely useful when you are waiting for an important call. When taking a call from one person, this feature alerts you if another person is trying to get through.

3. Answer phone An answer phone gives people the ability to leave a message
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2. Explain the purpose of following manufacturer’s instructions when using equipment.

It is essential to follow manufacturer’s instructions for a number of reasons. Tampering with equipment and not using it according to the manufacturer’s instruction could result in any warranties/guarantees rendered null and void.
It may mean equipment is not used safely and could cause harm to the user. It could mean equipment is damaged and faults may occur more frequently, or that equipment is not used as efficiently as possible. All this would result in avoidable costs being incurred by the company.

3. Explain the purpose of keeping equipment clean, hygienic and ready for the next user.

Keeping equipment clean will not only prevent the spread of germs, it will also help it work more efficiently. Clogged up printers cannot possibly produce crisp clean pages.
Section 4 – Understand how to keep waste to a minimum in a business environment

1. Explain why waste should be kept to a minimum in a business environment.

As well as the damaging effect it has on the environmental, producing excessive waste within a business environment can be extremely costly. Local council cost for the disposal of waste represent a significant cost to companies and thus minimising waste can help reduce these costs substantially. Being able to demonstrate a ‘green’ approach to the environment is one way of establishing a positive image for a company.

2. Identify at

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