ABTT Machines Equipment Used in The Office Lesson9

Applied Business Tools and Techniques in Tourism & Hospitality
Lesson 9: Machines & Equipment Used in the Office
Proper office machines and equipment help businesses run like well-oiled machines.
Although each business may have specific equipment determined by industry, there are
universal technologies for all office spaces. Each item works together to ensure duties can
be performed in-house, which can save time and money.
What is Office Equipment?

The term “office equipment” includes any long-term asset that is used to conduct
administrative or office-related tasks. So, the category is very broad. In fact, it's often easier
for accounting and tax purposes to consider what is excluded from office equipment.
Notably, office supplies and office furniture are typically categorized and tracked separately
from office equipment. Office supplies include materials that you would normally expect to
consume and replace more regularly. Examples would include items such as letterhead and
other stationery, business cards and the like. Desks, desk chairs, guest or client seating,
tables and other furniture are included in the office furniture category.
Computer Equipment
Modern offices invest substantially in computer equipment because staying connected both
internally and to the world is usually a mission-critical need. Most offices will need multiple
desktop and laptop computers, as well as printers to create hard copies of letters,
agreements and other documents. Offices may also need to turn hard copies of documents
into digital files. Scanners and cables to connect the device to a computer are required for
such tasks. Digital cameras, projectors for presentations and image printers may also be
required.
Communications Equipment
Business offices depend heavily on their ability to communicate with other departments or
locations in the same business, as well as other businesses, clients and vendors. Telephones
also help connect office workers with each other internally, which helps increase
BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

Defining Business Tools, bizfluent.com; Kevin Beaver, Principle Logic, LLC, Published: 28 Jun 2019; Network Etiquette,
https://networketiquette.net/what-is-netiquette/; internet and Email Etiquettes-Netiquette, MSG,
https://www.managementstudyguide.com/internet-and-email-etiquettes.htm ; The Best Inventory Management Software for 2020
By Ted Needleman 28 Dec 2019, https://au.pcmag.com/migrated-6173-onlinecloud-backup-services/48806/the-best-inventory-
management-software-for-2020; The Brief History of Copy Machines, November 20, 2015, Dean Office Solutions,
https://deanofficesolutions.com/the-brief-history-of-copy-machines/.; Photocopier, Wikipedia https://en.wikipedia.org/wiki/Photocopier The
Advantages of Computer-Based Information over Manual Information Systems?, Greg Allen, Technology.blurtit.com,
https://technology.blurtit.com/683892/what-are-the-advantages-of-computer-based-information-systems-over-manual-information ; What Is
The Difference Of Manual Vs. Computer Based Information System?, Hannah Barton, Technology.blurtit.com,
https://science.blurtit.com/1485189/what-is-the-difference-of-manual-vs-computer-based-information-system ; Examples of Technology in
Business, Andra Picincu, October 23, 2018, https://bizfluent.com/list-6760051-examples-technology-business.html
productivity by cutting down on walking time to relay quick messages. Interoffice
communications also help foster a more professional image to office visitors.
While fax machines are used less in business offices than in the past, some businesses still
require their use for transmittal of hard-copy documents that cannot be scanned. This is
more commonly found in offices that handle secure, sensitive or confidential paper records,
such as law firms and medical offices.
If an office requires a substantial amount of document preparation, especially

correspondence, it may be prudent to invest in dictation equipment in order to make it
easier for administrative assistants to process and create hard copies of letters and other
dictated documents. Other communications equipment a business office may need include
cordless telephones, answering machines, Bluetooth headsets, cellular devices or
smartphones, tape recorders, video recording and display equipment and televisions or
display monitors.
General Office Equipment

Other equipment may also be required by offices. File cabinets are important for
maintaining copies of documents that must be kept on the premises, either for safekeeping
or easy reference. For the same reason, a fireproof safe can secure valuables and sensitive
original documents.
Some pieces of equipment are so ubiquitous that almost all offices will need them and make
regular use of them. For example, the photocopier helps offices create necessary duplicates
of documents that the business must create for partners and clients, such as
correspondence and agreements or contracts. Paper shredders are also necessary in order
to properly dispose of sensitive, proprietary or otherwise confidential information in a
secure manner.
Offices may also need other general equipment such as postage meters to process outgoing
mail, a label-maker for storage needs and whiteboards for planning and strategy sessions.

Computers
A computer can be considered the most important office equipment. The Internet has made
it possible to connect people around the world, thus a well-equipped computer system is
imperative to running a business. Companies can choose either PC or Mac systems, based
on preference. The important thing is that one system is chosen for the entire office, which
allows for office networking. Laptops are more expensive than desktops, and are often used
for working from home.
Copy Machines and Printers
Whether an office needs a full-sized copier or just a three-in-one printer is determined by

the size of the business. Most large companies have a heavy print and copy load and need

the durability of a full-sized copier that can print remotely and make large scale copies.
High-quality copiers may be a necessity, but that depends on the business. Small businesses
can save money and buy a small printer with copying and scanning functions, if it's
determined that large quantity print-outs won't be a daily occurrence.
Fax Machines
The role of the fax machine has decreased in the office with the introduction of email and
scanners, but standard fax machines remain an office staple. Fax machines make it possible
to transmit documents, rather than waiting for mail. Standard functions of an office fax
machine can vary by company. Start-up businesses and those sending over 15 faxes a day
often need a high capacity memory and sending speed.
Telephone Systems

Offices have telephones that often feature multiple lines and caller identification. A
speakerphone option makes conference calls possible. While not every office has a
secretary, answering systems make sure that customers never hear a busy signal. These are
messages that play when calls come into the office and give callers options on how to direct
their call.
List of Supplies Needed at a Reception Desk
Reception Area Requirements
When thinking of the reception area, it helps to identify everything that happens there. It’s
the place where visitors are first introduced to the business, where couriers fly in and out,
where mail is delivered, where calls are received and transferred and more. It is the true
workhorse of any company, and yet there is a danger of not using the reception desk to its
full potential if the reception staff is not given the tools needed to succeed.
1. Electronic Requirements in the Reception Area
The reception equipment list in a busy office can be a long one, but the staples for any fast-
moving office include:
Computer. So much of the receptionist’s job can be supported by having access to

executive calendars, office events, internet searches and more.
Copier/Fax/Printer. There may be a dedicated copy room in the company, but a

receptionist’s job is to receive the public, so the receptionist must stay close to the front
desk. A fax machine seems antiquated today, but it can be essential for some
documents, and a printer needs no explanation. Luckily, powerhouse all-in-one
machines exist, including scanners too.
Telephone. Clearly, a reception telephone is a must have. In a perfect world, the

receptionist should have the option of using a headset for expedience’s sake, especially
if she'll routinely be away from the desk to show clients to offices and such.
Postage Meter. If mailing is a big aspect in the office, a postage meter can be easily
acquired for franking the mail quickly and accurately, cutting down on the labor of

mailing. Other employees can take outgoing mail to the front desk to be assigned
postage.
Webcam or Digital Camera. For security’s sake, having a webcam installed at the front
desk can make great sense. Offices have become big theft targets now that every desk
has a $2,000 computer on it, and people leave their purses or other electronics so
accessible. The webcam can track all visitors in case anything goes awry.
2. Other Reception Desk Materials
The reception desk itself should be large and have a lot of great storage features in it. It
should be a spacious, well-lit area for the receptionist because other employees routinely
mill around it for whatever their needs are.
The receptionist should have an ergonomic desk chair with smooth-rolling wheels so he can
easily zip around behind the desk. A task lamp is a welcome feature for when days get long
or overtime is needed.
Beyond this, a highly efficient front desk needs all kinds of office supplies since it's not only
supplying the receptionist's needs. The front desk is often where other employees will turn
when they have run out of paper, pens and other supplies.
Helpful materials include:

Stationery: A variety of printer paper, letterhead, notepads and scrap paper as well as
envelopes of all sizes, folders and so on.
Recycling bin: To dispose of the sheer volume of paperwork that passes through
reception.
Miscellaneous supplies: Stapler, staples, paperclips, hole punch, pens, pencils, erasers,
highlighters, rulers, tape.
Courier supplies: Courier duties can be absolutely critical in many offices, and having
courier envelopes and shipment logs well organized at the desk can expedite urgent
matters.


ABTT Machines Equipment Used in The Office Lesson9

Uploaded by

Document Information

Original Description:

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

ABTT Machines Equipment Used in The Office Lesson9

Uploaded by

Copyright:

Available Formats

Applied Business Tools and Techniques in Tourism & Hospitality

Lesson 9: Machines & Equipment Used in the Office

What is Office Equipment?

BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

If an office requires a substantial amount of document preparation, especially

General Office Equipment

BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

Copy Machines and Printers

Whether an office needs a full-sized copier or just a three-in-one printer is determined by

BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

List of Supplies Needed at a Reception Desk

Reception Area Requirements

1. Electronic Requirements in the Reception Area

Computer. So much of the receptionist’s job can be supported by having access to

Copier/Fax/Printer. There may be a dedicated copy room in the company, but a

Telephone. Clearly, a reception telephone is a must have. In a perfect world, the

BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

2. Other Reception Desk Materials

Helpful materials include:

BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

You might also like