APPLIED BUSINESS TOOLS

1. LESSON 3
APPLIED BUSINESS TOOLS
AND TECHNOLOGY
PREPARED BY:
MRS. JAYMEE CATCHILLAR

2. ACCESS AND USE COMMON
BUSINESS TOOLS

3. LEARNING OBJECTIVES
• Identify and access business tools required to achieve work
outcomes in accordance enterprise policy and procedures
• Use business tools efficiently and effectively and in accordance
with enterprise policy and procedures
• Obtain and maintain business tools required to support workplace
activities
• Store business tools in accordance with enterprise procedures and
to reduce theft and fraudulent activity

4. USE BUSINESS TOOLS EFFICIENTLY AND
EFFECTIVELY AND IN ACCORDANCE
WITH ENTERPRISE POLICY AND
PROCEDURES

5. WHICH AMONG THE FOLLOWING
BUSINESS TOOLS OFTEN USE IN THE
WORKPLACE? AND WHY?
A. Fax Machine
B. Telephone
C. Photo copying Machine
D. Printer

6. INTRODUCTION
•Many modern business tools have wide applications
in a business where they can assist the business in
meeting its objectives.

7. THE BUSINESS WEB SITE
•A website or site is a virtual location on the World Wide
Web. It contains several webpages and data files that
Internet users can access through a browser.
https://marketbusinessnews.com/financial-glossary/website-definition-
meaning/

8. THE BUSINESS WEB SITE
•This business tool is unique and must be considered as a
separate entity. Whereas the other tools have common
challenges and issues regarding use, access, and cost, the
website of the business can do unprecented damage to a
business and requires special care and control to ensure
the objectives of the business are achieved.

9. CASE SCENARIO #1
An employee has a company mobile phone and
becomes disgruntled with the business. He can
make excessive calls and run up a high bill.

10. CASE SCENARIO #2
The second case has the same upset employee
but in this scenario he has uncontrolled access to the
business website. He could write anything on the site
and publish very embarrassing or dangerous
information to millions of internet users.

11. WHICH OF THE TWO
SCENARIO HAS THE MOST
SIGNIFICANT IMPACT IN THE
BUSINESS? AND WHY?

12. •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.

13. WHAT IS A SOFTWARE?
•It is a business tool that controls the
activities of the computer.

14. l

16. •System software is designed to aid
the effective operation of other
software.
•Application software comprises a
series of computer programs that
function on a computer system.

17. WHAT IS SOCIAL NETWORKING?
It is a website that provide information on
social activities of its members.

18. SOCIAL NETWORKING
• Sites such as Facebook® and Tiktok can be assets for the business
but they can also be liabilities.
• There have been several cases where people have been fired
because of what they wrote on Facebook and the impact the
comments would have on the business.
• Staff need to be aware of the consequences of publishing
material on the social sites.

19. HOW DOES
SOCIAL MEDIA
AFFECT
BUSINESSES?

20. LANDLINE TELEPHONES
•Landline telephones can be restricted to local
calls if necessary and they usually have
unlimited access.

21. TELEPHONE
ETIQUETTE

22. • In most phone conversations, the listener typically cannot see you …
your message is communicated by your voice!
WHO IS ON THE PHONE

23. Proper telephone etiquette in a professional business setting begins
by stating the company name first followed by a greeting and the
name of the individual answering the call.
EXAMPLE: “Nordstrom, Good Morning, this is Kelly”
If the organization does not require the use of the company name in
the greeting, the person answering the phone should identify
themselves.
EXAMPLE: “Good morning, Jessica Madden
speaking” or “Jessica Madden speaking”
HOW TO ANSWER THE PHONE

24. If someone else is answering a phone other than their own, the proper
etiquette is to answer with a greeting followed by the name of the person for
whom the phone is being answered.
EXAMPLE: Good afternoon, this is Elizabeth Smith’s office,
how may I help you?”
Remember that international phone calls may have a lag between the time
when someone speaks and the listener can actually hear what was spoken.
Be patient and make sure that you allow time for the speaker to finish
speaking before you try to speak.
WHEN OTHERS ANSWER

25. • If you place someone on speaker phone, you should inform the
individual that he or she is on speaker phone before continuing with a
conversation!
SPEAKER PHONE WARNING

26. 1. Take note of your voice. Speak clearly.
2. Don’t eat and talk at the same.
3. Always be courteous and respectful. Use please and
thank you, and avoid interrupting other party while
they are speaking.
4. Avoid answering the phone if you feel you are about
to cough or sneeze.
5. Do not raise your voice.
BASIC TIPS FOR BUSINESS CHATS

27. 6. Keep personal phone calls out of the office- and keep your private
cell phone calls private. Avoid personal calls and discussions in the
office!
7. When you are making a call, it is good business phone etiquette to
always identify yourself to the first recipient "This is Mary-Kate,
May I speak to Nicole Richie please?"
8. If you answer the phone it is not good telephone manners to say
"She is not in" without giving a reason. Instead, say something such
as, “He is in a meeting, may I please take a message?” OR, “She is
out of the office at the moment but I will be happy to leave her a
message or put you through to her voice mail.”
BASIC TIPS FOR BUSINESS CHATS

28. ACCESS THIS SITE
•Fired because of facebook Philippines
•https://www.gmanetwork.com/news/scitech/c
ontent/224581/in-some-offices-posting-on-
facebook-can-get-you-fired/story/

29. Presentation of written work
1. Introduction
• It is important for students to present carefully prepared written work.
• Written presentation in industry must be professional in appearance
and accurate in content.
2. Style
• Students should write in a style that is simple and concise.
• Short sentences and paragraphs are easier to read and understand.
• It helps to write a plan and at least one draft of the written work so
that the final product will be well organized

30. 3. Format
• All written work should be presented on short bond paper,
single-sided with a left-hand margin. If work is word-
processed, one-and-a-half or double spacing should be
used. Handwritten work must be legible and should also be
well spaced to allow for ease of reading. New paragraphs
should not be indented but should be separated by a space.
Pages must be numbered. If headings are also to be
numbered, students should use a logical and sequential
system of numbering.

31. ACTIVITY (WORK TASK)
•Choose one Article about employee being fired from their
work because of Posting on Facebook.
•Using the instruction given, Write a one page report
detailing the issue/s and solution given in the article, and
Give your own feed back on how they resolved the
issue/problem.

32. Students draw upon their personal experiences.
 Create a sequential Role playing on the following:
1. Put on hold for a long time.
2. Employee did not properly identify the business or themselves when
answering the phone.
3. Tone of voice of the business representative was unpleasant or rude.
4. You had a difficult time hearing the business representative or
understanding what they were saying.
ROLE PLAYING ACTIVITY

33. LESSON 4
APPLIED BUSINESS TOOLS
AND TECHNOLOGY
PREPARED BY:
MRS. JAYMEE CATCHILLAR

34. LEARNING OBJECTIVES
• Identify and access business tools required to achieve work
outcomes in accordance enterprise policy and procedures
• Use business tools efficiently and effectively and in accordance
with enterprise policy and procedures.
• Obtain and maintain business tools required to support workplace
activities.
• Store business tools in accordance with enterprise procedures and
to reduce theft and fraudulent activity.

35. INTRODUCTION
•Each tool is to be monitored and controlled it is logical that
the use of the tool must be also be monitored for various
reasons. It is important to know who has the tool so that it
can be located should the need arrive. If the tool is to be
used for a set period there needs be a process that should
be followed to get the tool back.

36. WHAT IS A ROSTER?
•Roster is a document detailing future access
rights to a tool.
•A roll or list of personnel.
•An itemized list.

37. ROSTER
•Some tools will require a roster to allow users to
plan for access and to allow planning for events
when the tool is being used by another.

39. DAMAGE
•The business will need to establish rules and
responsibilities for tools that are damaged as
a result of negligent behavior by the user.

40. SCENARIO
Assume that an employee borrows a digital camera
and places it on the roof of the car while she loads
other items into the car. She forgets about the camera
and drives off with the camera still on top of the car. It
falls off and is damaged beyond repair when it hits
the road. Who is responsible for the damage and the
loss of the camera?

41. WHO HAS THE TOOL?
The business will need to know who has the
tool so management can be certain of its
location and the current person responsible.

42. ACCESS AND USE COMMON
BUSINESS TOOLS

43. Store business tools in accordance with
enterprise procedures and to reduce theft
and fraudulent activity

44. •The storage requirements for each tool
must be considered.
• Management will need to determine
the level of security required and the
resources that are to be devoted to
the security

45. SECURITY TOOLS
• The simplest tool is a document that
controls the use and access to the
tool.
• The cheapest is a book that records
all the relevant information and has
to be signed on access and use of
the tool.

46. SWIPE CARD ACCESS
• Systems can record each person that
accesses the storage area and also
the users that take the tools from the
storage location.
• This has a higher cost than the paper
approach but provides greater
flexibility and, of course, does not rely
on a person to check the item in or
out.

47. PASSWORD
• Computer systems can have password
protection to restrict access.
• Systems can record all information or
knowledge that each user accesses.
• The disadvantage of this system is that
users will forget their password and
some protocol needs to be established
to enable users to reset their
passwords when they forget them.

48. SECURITY CAMERAS
• Security cameras can record
handling and use of the tool in
the area
• Cameras can control access to the
area or monitor the particular
storage area.