Professional Documents
Culture Documents
Use Common Business Tools
Use Common Business Tools
Technology
D1.HGE.CL7.12
D1.HGA.CL6.12
D2.TCC.CL1.13
Slide 1
Business Tool
Anything that helps the business meet it’s aims
Emphasis on smaller, mobile tools.
Slide 2
Tools Considerations
Portable – easily moved and lost
Require training
Use involves a cost for the organization
Require maintenance
Possible repair issues
Software is a business tool
Websites.
Slide 3
Which tools?
Slide 4
A tool register
Slide 5
Which tool is Which?
The following should be recorded in the register:
Brand
Model
Purchase date
Supplier
Warranty Expiry Date
(continued)
Slide 6
Which tool is Which?
Depreciation
Department
Physical location
Serial number
Asset number
Barcodes
Associated equipment
Storage location.
Slide 7
Associated Equipment
These are the other items that help the asset function.
For example:
Power cables
Lens for cameras
Memory cards
Mice
Carry bags
Cleaning cloths.
Slide 8
Where will it be stored?
Slide 9
Usage
Slide 10
The Business Web Site
Must establish rules on:
Who can update the site
Who will check that the material
is correct?
Slide 11
Software
Presents unique challenges:
Often required in an emergency
Serial numbers may also be required
and stored separately
Storage material may not suit a new
computer
Very attractive for theft.
Slide 12
Wiki
Means fast – easily updateable
Great for internal information
Must have access rules
Must have content rules.
Slide 13
Landline
Need to set access rules where calls can be made to
Also set rules on how long for personal access
Some systems may require training
Answering the telephone to external
people will impact on the business.
Slide 14
Email
Slide 15
Allocation
Who has the tool?
Tools can be given to staff for business use
Need to record who has the tool
Need to record that it has been returned
Include check out and check in procedure
What to check for when the tool is returned
Slide 16
Rosters
This determines who can have the tool
Ensures the tool is available
Resolves conflict should this arise due to more than
one person requiring the tool on the same day.
Slide 17
Damage
Any damage to the tool must be recorded
Action to be taken to repair damaged tool
May be some urgency if the damage
is significant
Consideration as to cause of
damage and cost.
Slide 18
Storage
Must be some level of security in the storage location
Conflict between easy access and flexibility compared
with control and security
Cost of security and the cost of the tools
Should consider if the tool has special
storage requirements.
Slide 19
Access Controls
Locks
Swipe card access
Passwords
Security cameras
Police checks.
Slide 20
Employment Contracts
Can specify special considerations regarding
employment before they commence work
Ensure that staff understand importance of issues
Identify and advise staff of consequences of breaking
the rules.
Slide 21
Privacy
Some data is usually confidential and should not be
available to everyone
Must have a legitimate need to read the data
The data may be company knowledge such as:
Recipes
Customer details
Management practices.
Slide 22
Internet
Same rules apply to the internet as email
Downloads consume bandwidth and time
Some sites may be objectionable
Rules are required relating to how much time can be
spent on the internet for private purposes
Software may be used to limit the
sites that can be visited.
Slide 23
Lockable Storage
Locks limit access. They can be:
Standard keys
Cables with locks for laptops
For high security control
Retina Scans
Voice Prints
Facial Recognition
Slide 24
Lockable Storage
Name three tools that may have become obsolete in
recent times
Explain how the usage history may affect the future
of the tool
How would you approach the previous user of a tool
that had unrecorded damage?
Of the tools listed at the beginning of this book,
which could be stored with lockable access?
What type of locks would be most appropriate?
What type of locks are used where you work?
What are the problems associated with using
passwords as locks?
Slide 25
Audit
This is a check on the control procedures:
Do the control procedures function correctly?
Can they be improved?
Are they reasonable?
Should be conducted on a regular basis
Is the tool still required?
Should it be replaced?
Slide 26
Stocktakes
This is a procedure to check that the tool is there:
Should be done on a regular basis
Forms in stock take order
Check each item to confirm that it is there.
Slide 27
Information
Information can change
Does the data stored reflect the actual situation?
• Recipes can change and not be recorded
Procedures can change and not be recorded
Can new staff get up to speed on
procedures quickly?
Slide 28
Legal Implications
Is all the data within the company secure?
New and changed legislation can have an impact on
the data that can be made available
Need to monitor legislation to plan for the impact of
any change.
Slide 29
Which Tool is Required?
It is important to select the best tool for the job:
What will the tool be required to do?
What consumables are required?
Detail is important to be able to select
the correct tool.
Slide 30
All Tools require training
Slide 31
Consumable
A consumable is an item that the tools require to be able
to function:
A sufficient supply of consumables is important
Sources, stock levels, and order levels need to be
recorded
Who has access to consumables?
Who does the ordering?
What has to be ordered?
Slide 32
Training
There are two levels to training:
Minimum level to be able to use the tool
Advanced knowledge:
How do you put staples in the copier?
Slide 33
Ordering
From whom do we order?
What is the lag time between order and receiving?
Slide 34
Maintenance
Most tools require maintenance:
In-house done on a regular basis
• Something as simple as cleaning
Regular maintenance that must be done by an expert
Some maintenance requires a higher
level of skill than simply using the tool.
Slide 35
Repairs
Repairs are often required to keep the tool functioning
Who authorises the repairs?
Should maintain records of how the damage occurred
Did the damage occur as a result of normal use?
If not, who pays?
Slide 36
Common Skills
These are skills that are required to use the tool:
Clear paper jams
Replace consumables:
Change paper in the copier.
Slide 37
Faults
Faults need to be reported so that corrective action can
be taken:
What is the reporting process?
Have a register of faults.
Slide 38