Using technology in Hospitality Industry

1. Use Common Business Tools and
Technology
D1.HGE.CL7.12
D1.HGA.CL6.12
D2.TCC.CL1.13
Slide 1

2. Business Tool
 Anything that helps the business meet it’s aims
 Emphasis on smaller, mobile tools.
Slide 2

3. 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

4. Which tools?
 Which tools should be considered a business tool?
 Criteria is needed to classify a tool that needs control.
Slide 4

5. A tool register
The tool register:
 Is a list of all tools that are to be controlled
 Certain information is required for every tool
 Need to store data to solve future problems
 Need to be able to distinguish one
tool from another.
Slide 5

6. Which tool is Which?
The following should be recorded in the register:
 Brand
 Model
 Purchase date
 Supplier
 Warranty Expiry Date
(continued)
Slide 6

7. Which tool is Which?
 Depreciation
 Department
 Physical location
 Serial number
 Asset number
 Barcodes
 Associated equipment
 Storage location.
Slide 7

8. 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

9. Exercise
 Write a selection criteria that will identify each of the
above items as controllable and exclude a stapler
that costs $300.00
 What is the difference between a serial number
and a business constructed asset number?
What would make a serial number a
better choice?
 Devise a format for a hotel for the asset number.
 Construct a page to act as storage register
(Continued)
Slide 9

10. Exercise
 What are the security issues with using a single
page as a register?
 What advantage would an electronic file present?
 Produce a description for your own mobile phone
 Where may such a register be used in a home?
 What registers do you have where you work?
 Would a corporate motor car be considered
as a business tool?
Slide 10

11. Where will it be stored?
As the device is portable:
 The standard storage location should be in the
register
 Extra location details makes the device
easier to find.
Slide 11

12. Usage
What is acceptable business usage?
 Establish rules or policies on tool use
 Have controls that restrict use to business purposes
 Inform staff of usage rules
 Consider out of hours use of the tool.
Slide 12

13. The Business Web Site
Must establish rules on:
 Who can update the site
 Who will check that the material
is correct?
Slide 13

14. 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 14

15. Exercise
 What would be the typical computer programs that
would be used where you work?
 Do Case Study 1 in the Trainee Manual.
Slide 15

16. Wiki
 Means fast – easily updateable
 Great for internal information
 Must have access rules
 Must have content rules.
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17. 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 17

18. Exercise
 Do Case Study 2 in the Trainee Manual.
Slide 18

19. Email
Very similar rules to telephone:
 Rules on private use
 Rules on content
 May have rules about the
presentation of emails.
Slide 19

20. Exercise
Write a set of minimum skills for sending corporate email. Use the
format: ‘The user will be able to’:
 Devise a set of rules for the use of email with the business
 Write a set of minimum skills for using a mobile telephone. Use
the format: ‘The user will be able to’:
• Explain why software presents different issues to other items
• Are there any additional procedures that can be applied when
considering software?
• What issues do you for see if access to the Wiki is completely
uncontrolled?
• Devise a set of rules for Internet access within the business
• Are there any other sites that pose a risk to the business
other than Facebook?
• What are the rules about mobile telephone use in class and in
the school?
Slide 20

21. 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
 What should be explained when the tool is given
out.
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22. 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.
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23. 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 23

24. 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 24

25. Access Controls
 Locks
 Swipe card access
 Passwords
 Security cameras
 Police checks.
Slide 25

26. 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 26

27. 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 27

28. 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 28

29. 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
 Cost of security measures versus the control required.
Slide 29

30. 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 30

31. 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 31

32. 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 32

33. 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 33

34. 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 34

35. Exercise
Do Case Study 3 in Trainee Manual.
Slide 35

36. 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.
e.g. There is a big difference between
a movie camera and a still camera.
Slide 36

37. All Tools require training
All tools require a training program:
 May be brief when collecting the tool
 May actually require a training course
 Each tool will have some details that users need to
made aware of.
Slide 37

38. 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 38

39. 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?
 Where is the documentation?
Slide 39

40. Ordering
 From whom do we order?
 What is the lag time between order and receiving?
Slide 40

41. Exercise
 What details would be required to ensure a smooth
order process to stock up on toner for a copier?
 Where should these details be stored?
 Considering a digital camera, what skills would
require a minimum level of training?
 What details would be required about
a supplier to be able to place an order?
Slide 41

42. 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 42

43. 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 43

44. Common Skills
 These are skills that are required to use the tool:
 Clear paper jams
 Change batteries in the camera
 Replace consumables:
 Change paper in the copier.
Slide 44

45. Faults
Faults need to be reported so that corrective action can
be taken:
 What is the reporting process?
 Have a register of faults.
Slide 45

46. Congratulations!
You’ve completed
‘Use Common Business Tools and
Technology’ unit
Slide 46