Use and Access Common Business Tools and Technology PDF

Use and Access Chapter II Common Business Tools and technology  There are various types of tools that may be used in a business varying in size, complexity, danger, and importance to the business operation. There are the large, heavy tools such as stoves, refrigerators, cars or...

Use and Access Chapter II Common Business Tools and technology  There are various types of tools that may be used in a business varying in size, complexity, danger, and importance to the business operation. There are the large, heavy tools such as stoves, refrigerators, cars or freezers. Business technology, on the other hand; includes any software or hardware used to complete workplace tasks.  Examples of Common Business Tools Each of these items represents an investment by the business and can be considered important to the business. As they are portable they can be misplaced, they require usage monitoring, training, = and maintenance:  Mobile Telephone  Landline Telephone  Scanners  Photocopiers  Notebooks  Order Taking Handhelds  Laser pens  Keyboards  Brochures  Information  Knowledge  Facimile  Manuals  Software  Email  Business Website  Each Business will need to develop criteria so as to identify which tools are to be monitored and therefore controlled to ensure that time and effort is devoted to managing the proper and important tools.  There are several criteria than may be used to identify and classify a business tool, and most business will use a combination of these criteria to establish the classification of an individual tool. Once identified, the tools needs to be establish the classification of an individual tool. Once identified, the tools need to be considered as a group and it is logical to provide a name for the list that recognizes the importance of the group.  Portable And Attractive Tool  This states that the item is portable and probably does not have a fixed location. It also states they are attractive, meaning they could be a target for theft or excessive use. Significant Small Items  This is very similar as the items are small so they can be easily lost and they are significant to the business. Significant Small Tools Regardless of the group name that is identified, it is important to note that the tools:  Represent an investment to the business  Require control as their use or loss can represent a significant cost to the business  Will generally require training to prevent damage to the user or the business  Are attractive in terms of cost and can be attractive to a potential thief  Are often portable so they are susceptible to damage and loss as a direct result of their portability and the exact location of a toll at any time may not be known. Finding the Tool: The Register  As these items are portable there need to be a register of the tools that are owned and available within the business. The register will need sufficient information to ensure the tools are locatable and identifiable thereby ensuring the correct tool is identified. Description  Because every assets must be described in a register to ensure that the asset can be identified, it therefore follows that each business must create a set of guidelines as to what constitutes a good asset description. There are many criteria that can be considered in the description. Rules can be established for the various types of assets, but the description could include one or more of the following:  Brand or manufacturer  Model or name  Purchase date  Supplier  Warranty expiry date  Purchase price  Department  Physical location  Serial number  Asset number  Color  Warranty responsibility Other non-attached items that form the tools such as:  Cables  Power supply  Lens  Memory cards Storing the Details  There are various methods to record business tools details, the simplest is the paper approach where all the details are recorded in a book- an asset register. This can be stored under the control of an officer of the business  Electronic document files can be as simple as word processing files that require a little more effort to construct, but once done, are excellent tool, the electronic formation can be constructed on a multi-access approach where employees can easily locate and view the file to find the required information, but they cannot alter or edit the document.  Each tool need to be described and identified, and this is especially important where there are multiples of the same tools. Storage Location  There are many places that can be used to store an item: a desk drawer, cupboard, storage locker, or cabinet. The location needs to be identifiable so there can be certainly as to the tool, correct storage location.  Proper ways of Using Business Tools There are a wide range of tools to limit such practices but they need to be carefully planned, implemented, and communicated to ensure the objectives of the business are not comprised  Telephones can have call-barring where certain numbers are not available, for example international or mobile numbers. In some systems, these restrictions can be applied on a telephone by telephone basis. This means that executives can make international calls while others cannot  If this is not necessary, overriding codes can be made to managers that allow them to make any call from any telephone. A manager can call overseas from a telephone that has the service banned by first entering the number.  Agreement can be created that allow for personal access up to a set level. Employees may be required to identify personal calls made on a business mobile and if they exceed a predetermined amount the employee must make restitution. This can be a set by time or cost.  Business Web Site  A Well-managed site will often have an approval process that will hide any changes to a site until they have been vetted and approved by another person. Software  Where Software is distributed on prtable media it will be installed on the various computers and then stored and it may never be needed again. Special Networking  Sites such as Facebook, Twitter, Instagram can be assets for the business but they can also be liabilities. Telephones  Landline telephones can be restricted to local calls if necessary and they usually have unlimited access. Email  This is very similar to the landline requirements, it may be possible to assume that most can use an email system, but different programs present different challenges  There is also the consideration of email etiquette and how a sent email will reflect on a business.