Business and administration Essay Example for Free

Business and administration EssayYou should use this file to complete your judging. The first thing you contract to do is save a sham of this record, either onto your computer or a disk consequently work through your Assessment, remembering to save your work regularly When youve finished, print out a copy to keep for reference Then, go to www. vision2learn. com and channelize your completed Assessment to your tutor via your My Study bea stain sure it is clearly marked with your get up, the course title and the Unit and Assessment number. Please note that this Assessment document has 5 pages and is made up of 4 Sections.Name Section 1 Understand the utilisation of knowledge technology in a task environment 1. In relation to your current lineage environment (or one that you atomic number 18 familiar with), identify at to the lowest degree two different types of info technology that whitethorn be use when completing work tasks. Bookings/Appointments Clients detai ls, address, phone number, name 1. Presentation softwargon program 2. Databases 2. What be the benefits to creasees (and others) of using development technology for doing work tasks? Two main important aspects to training tack using IT argonSending and receiving, e-mails are useful as the sender preserve attach documents to the telecommunicate they sent. These open fire be word documents, spreadsheets, sound files or images. Bearing in mind when displace an email its important to know the competence of the recipient for that email thither is no point in sending email if the person receiving it domiciliatet understand or doesnt know how to open it Using the profits to find learning, its important to use a search railway locomotive to find the selective in coiffureion that you need on the Internet. Search engines get a line for websites based on the criteria a person enters into the search box.The silk hat-known search engine is Google, other popular search engines in clude Yahoo search, Bing and Ask Jeeves. Always be specific when you do Internet look as this exit help you to get the line up information more quickly, if you are not specific you might end up with the results that are meaningless or lead up to the wrong path. Whenever using your search engine be precise in your search criteria. Section 2 Understand how to manage electronic and paper-based information 1. develop the purpose of piting objectives and deadlines when looking information.If possible, refer to specific examples from research tasks you project worked on to support your answer. Research is very important in a pipeline, and to provide information that will inform business decisions. If any information is not collected or is solo partially collected, and this give the bounce lead to poor-quality decisions organism made. Getting research right can be tough except it helps to eat objectives and deadlines for what you want the research to achieve. Getting research rights can be tough it helps to direct objectives and deadlines for what you want the research to achieve.When I was on the job(p) at the salon I was asked to research a few different companies that sell products that we used, I had to write great deal the information for my boss so that he could decide who to go with and who was the best prices. Meeting deadlines is very important, as you could potentially lose clients. 2. Identify the different ways of researching, organising and reporting information. Organising When conducting research it is important that the information being collected is kept well organised, I do need the information should be kept in clearly marked files.Information can be organised in a few different ways, this can be done by sorting alphabetically or numerically, the most important thing is that the research is able to find the information that they need quickly, it helps to have an mood of the information that will be reported. Reporting There are sev eral types of documents listed that may be used to report information such as, business letter, email, fax, formal report, informal reports, memo, notes, text. If a member of staff has a clear brief on what is to be researched and how it is to be presented, wherefore it is possible to organise the research appropriately.Researching When researching information, thither are a few things that needs to be done if the research is to be successfully completed. These are as follows Ensure the researcher knows what they are looking for Discover how the information should be presented Source the correct document Confirm the document is up to date Use documents efficiently Read relevant information carefully. 3a) for your own organisation (or one you know well), describe the procedures that need to be followed when archiving, retrieving and deleting information.Your answer should cover procedures for twain electronic and paper-based information. When something is our achieved is put into s torage, this is associated with paper based files. Finding these documents often has problems. To avoid storage problems, a business can periodically review its information systems and commence appropriate actions such as, removing and deleting duplicate documents and leave in a single copy, removing and deleting unimportant documents that will never be used again or are achieving files that have to be retained.Most businesses will specify in their procedure is when I achieving and deleting can take place and who is able to do this. When i worked in the salon we never used to our achieve we generally stored addresses, names, appointment dates and phone numbers, we would only delete information if asked by a client is not the clients information would be stored correctly this helps with marketing services so if your client havent come back for a trance youre able to collect the information i. e. telephone number so you can contact your client to peradventure offer them a discount to bring them back to your salon.if a client wanted their information to be deleted this is easy enough all we have to do with On the delete button and then their information would be erased and if we had any paper information on them i. e. colour codes for their hair or information on manicures etc. then this will all get shredded. 3b) When following the procedures outlined in Question 3a above, are there any effectual requirements to consider? When storing information there are some important legal requirements to consider such as, the entropy protection act 1998, retention periods or industry-specific legal requirements.All businesses essential carefully consider the way information is managed. The requirement to keep important records and comply the privacy of nation places considerable responsibility on businesses and organisations. Failure to get it right may result in the business breaking the law. The only legal requirements really to consider when I was working in the salon was to never ever give out the clients information to anybody ringing up or asking for this in person. 4. wherefore is confidentiality critical when managing information?Most businesses keep a lot of information, some of this information is sensitive or confidential, and so it can be viewed or accessed by everyone in the business. Access to confidential information should be strictly limited and secure. You can differentiate between trains of confidentiality such as, confidential contracts, confidential negotiations, business secrets or internally sensitive documents. Information concerning individuals can also be confidential. This includes things like medical records, personnel files and function contract details. There is certain information that is kept confidential for several reasons.These include Legal requirements, including complying with polity such as the data protection act or the content of legally enforceable contracts. commercial-grade requirements, such a s keeping confidential information secret. A need of confidentiality can image a lack of competence and/or trust. Moral requirements, there is a strong moral obligation to respect peoples privacy and confidentiality. If this is broken and then people will withhold information and lack of trust. People need to know what they can and cannot access and the repercussions that may follow if confidence and trust are broken.Section 3 Understand the purpose of producing documents that are fit for purpose 1. Identify at least two reasons for producing documents that are fit for purpose. The information that goes into a document can make all the remainder in the effectiveness and efficiency of a business. You should agree in advance with all who is involved what the document should contain within it. 2. Use the table below to describe some of the different types and styles of documents that are produced in a business environment, and then explain when these different options may be used. Documents When they are used e-mailLess formal, Documents easily attached, Can be sent instantly worldwide Fax Faster than earn, at a conviction near(a) for sending graphics and images, Being superseded by emails, Cumbersome if large quantities of information are being delivered Formal Report Can give clear account of things, Can present more involved and linked information Text Immediate, Best suited for small chunks of information Section 4 write out the procedures to be followed when producing documents 1. In most organisations, time is taken to agree the purpose, content, layout, quality standards and deadlines for the production of documents.What are the reasons for doing this level of planning? Its very important that you know exactly what your clients want both internal and external. If this information is unknown or guessed, its likely that customers will not get what they want. Time should be taken to agree on the specification of a document. This way, many potentia l problems can be avoided. A failure in one or more areas may significantly undermine all the work that has been done in other areas. For example, an outstanding report that delivers on purpose, content, layout and quality standards but is three weeks late (poor on deadlines) may be worthless.Likewise a document that is fine on purpose, layout, and quality standards and deadline but misses some draw content would also be of very little or no use. 2. Businesses will spend time checking finished documents for accuracy and correctness. a) How is this done? A finished document will always have to be checked in some way or another for accuracy and correctness before it can be given to the customer. If the document doesnt get done or completed then mistakes may happen. b)Why is this done? This is done to ensure the document is fit-for-purpose.If the checking phase is not completed, then there is a good chance that mistakes and incorrect or in commensurate information may make their way i n to the final exam document. This could result in inefficiencies and dissatisfied customers. 1. energise a copy of the final draft document awaiting approval. 2. Have the document specification available. This may be the business specified way for producing documents such as letters or minutes. Or it may be the specification agreed between a supplier and a customer. 3. Compare the document with the specification agreed between a supplier and customer. 4. Check the turninging and grammar in the document.The first person to check the document is likely to be the author. But best its to have someone else to have a look over the document as they wouldnt have been working with it as closely as the author has been. On word processing systems they have a spell checking and grammar checking facilities, which can be used to check over the accuracy of what has been written. However, these spell checkers dont pick up everything and its best to use them as well as with reading a printed vers ion of the document 3. Explain the purpose of following confidentiality and data protection procedures when preparing documents.In all businesses should have clear procedures on data protection and confidentiality when producing document. They are required by law to do so and it is also good, ethical business practice. If people thought that a business could not respect their confidentiality, they would withhold information or look for an alternative business. The business should make it very clear to their clients who has access to which items of data and for which purposes. The issues of access may support to people other than staff it can apply to people outside the organisation. 4.In business environments, there is often a requirement to use notes as the basis for text and documents. a) Compare the different types of documents that can be produced from notes and include a description of the format of each document. Notes that have been taken down guide to be, key points of in formation, key dates/times and also key names. MEMO -The format will include, To, From, Reference, Date and then the relevant information being communicated. LETTER Printed on company headed paper, listing ref, date, name, address, capacity, letter content, yours faithfully/yours sincerely, signature, name job title.Also if the letter is confidential this must be stated. REPORT Title, introduction, body of report, a conclusion, dead body of format is essential i. e. using the same paragraph spacing and font style/size throughout content of report. b) Explain the procedures to be followed when preparing text from notes. 1. Establish the purpose for why you are note-pickings. 2. Establish the format for the document needed. 3. Check that all the notes for clarity and make amendments if you feel its necessary. 4. Check that the detail in the notes is sufficient for producing the document. 5.Check over all the facts. 6. Produce the document. 7. Check the final document. 1. Dont writ e down everything that you read or hear. Be alert and attentive to the main points. Concentrate on the meat of the subject and block the trimmings. 2. Notes should consist of key words, or very short sentences. As a speaker gets side-tracked you can go back and add further information. 3. Take accurate notes. You should usually use your own words, but try not to change the meaning. If you quote directly from the author, quote correctly. 4. Think a minute near your material before you start qualification notes.Dont take notes just to be taking notes Take notes that will be of real value to you when you look over them later. 5. Have a resembling system of punctuation and abbreviation that will make sense to you. Use a skeleton outline, and show importance by indenting. Leave lots of white space for later additions. 6. Omit descriptions and full explanations. confine your notes short and to the point. Condense your material so you can grasp it rapidly. 7. Dont worry approximately missing a point. Leave space and try to pick up the material you miss at a later date, either through reading, questioning, or common sense.8. Dont keep notes on oddly shaped pieces of paper. Keep notes in order and in one place. 9. Shortly after making your notes, go back and rework (not recopy ) your notes by adding extra points, spelling out unclear items, etc.. Remember, we forget quickly. Budget time for this vital step just as you do for the class itself. 10. Review your notes periodically. This is the only way to achieve lasting memory. Once you have completed all 4 Sections of this Assessment, go to www. vision2learn. com and send your work to your tutor for marking.