CHAPTER-2-USE-AND-ACCESS-COMMON-BUSINESS-TOOLS-AND-TECHNOLOGY.pptx

1. APPLIED
BUSINESS
TOOLS &
TECHNOLOGIES
Chapter II – Use and access
common business tools and
technology

2. INTRODUCTION
All business use a variety of tools and technology to carry out their work. A business tool
can be considered as any asset that helps or assists the organization to achieve its stated
aims or objectives. 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 and freezers. Business technology, on
the other hand, includes any software or hardware used to complete workplace tasks.
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3. LEARNING
OBJECTIVES
• Identify the common
business tools and
technology
• Store and access
business tools in
accordance with
enterprise policy and
procedures
• Use business tolls
effectively and efficiently
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4. CONTENT
Managers must learn to use business tools and technology according to
the organization’s requirement. They should be able to manage these tools
to ensure that they are available when required, are in a usable and
operating condition and that the user is sufficiently trained to use the
device or program efficiently.
Business tools and technology varies from organization to organization.
Workers should receive proper training in the technology they need to use.
Organizations should have training manuals specific to the equipment
used.
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5. 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 and training and
maintenance.
• Mobile phone
• Landline Telephone
• Scanners
• Photocopiers
• Order taking handhelds
• Laser Pens
• Software
• Business Websites
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6. EXAMPLES OF COMMON BUSINESS
TOOLS
There are several criteria than may be used 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
need to be considered as a group and it is logical to provide a name for the
lists that recognizes the importance of the group.
• Portable and attractive tool
• Significant Small items and tools
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7. FINDING THE TOOL : THE REGISTER
As these are portable there needs to be a register of the tools are owned
and available within the business. The register need sufficient information
to ensure the tools are locatable and identifiable requirements, but there
are a general set of guidelines that will identify the data that most
businesses should collect.
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8. FINDING THE TOOL : DESCRIPTION
Every asset must be described in a register to ensure that the asset can be identified, it therefore follows
that each business must be create a set of guidelines as to what constitutes a good asset description.
Criteria or tagging examples are:
• Brand and Manufacturer
• Model
• Purchase date
• Supplier
• Warranty
• Serial Number
• Asset Number
• Department
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9. STORING THE DETAILS
There are various methods to record business tools details. The simplest
is the paper approaches where all the details are recorded in a book – an
assets register. This can be stored under the control of an officer of the
business. Spreadsheets are excellent tools to record the required details.
Electronic document files can be as simple as word processing files that
require a little more effort to construct, but once done are excellent tools.
This can be constructed on multi-access approach where employees can
easily locate and view the file to find the required information, but they
can’t be alter or edit the file.
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10. STORAGE LOCATION
There are many places that can be used to store an item: drawer,
cupboard, storage locker, or cabinet. Using shelves and boxes can be also
be as a storage and should be identified with labels.
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11. PROPER WAYS OF USING BUSINESS
TOOLS
Business tools plays an important role in meeting the business objectives.
Many business tools also present possible non-business use that should
be considered when allowing access.
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12. BUSINESS WEBSITE
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.
There may be a group of authors that have the permission to make
changes to the site, and these people become the first step in the approval
process. They can check that language, style, and content is consistent
with the existing material on the site. But any changes made by an author
does not become visible or published on the site until the ends have been
approved by another party, oftened called an approver.
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13. SOFTWARE
Where it is distributed on portable media it will be installed on the various
computers and then stored and it may never be needed again. But should
be it be required the hardware- the disk or similar- must be accessible as
well as associated with passwords and install keys. These are often on the
disk cases, flash drives may be sent via email.
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14. SOCIAL NETWORK
Sites such as Facebook, Instagram and Twitter can be assets for the
business they can also be liabilities. They have been several cases where
people have been fired because of what they wrote on Facebook and the
impact of the comments would have on the business. Staff will be aware of
the consequences of publishing material on the social sites.
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15. TELEPHONE
Landline telephones can be restricted to local calls if necessary and they
usually have unlimited access. Some business may not approve personal
calls, but in most the cost and number of local calls make it inefficient to
monitor. There should be a standard corporate greeting and the ability to
perform the task.
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16. EMAIL
Like telephone requirements, It may be possible to assume that most can
be 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. Modern business will often have a standard email
template with a standard signature block and suers may need to be trained
on how to change the template for an individual user.
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