UNIT 8 ICT and Communications

UNIT 8 ICT and Communications
House Style is a standard system for creating documents (letters, memos etc)

Why use it?
Ø Staff will find it easier to use a template for a variety of documents;
Ø Errors more easily detected as layout is standardised;

E-Commerce is buying and selling online (www.)

Advantages of E-Commerce

Ø Able to have a world-wide customer base.
Ø Can have 24 hour selling.
Ø Reduction of administrations costs of an organisation.
Ø Can give reductions on goods for e-commerce customers.

Provisions of the Data Protection Act:
· Data not held for longer than needed
· Only data needed for purpose should be kept
· Data must be up-to-date
· Data subjects have right to see info on request
· Data must be changed if incorrect

Intranet is an internal network of PCs

Advantages of Intranet
Ø Allow staff to access shared software applications
Ø Reduce purchasing costs of software
Ø Internal e-mail communication is possible
Ø Can control access to the internet

Contacting staff using ICT
Ø Pager
Ø Mobile phone (if they are out of office)
Ø Email (if not urgent!)

Videoconferencing
Advantages of videoconferencing
Ø Time is saved allowing employees to concentrate on normal working duties.
Ø Money is saved by reduced travelling and accommodation expenses
Ø Enables more people to ‘attend’ meetings.
Ø Recordings can be made (which can provide a record).

Disadvantages of videoconferencing
Ø If videoconferencing equipment has to be installed/hired, then it can be expensive.
Ø Problems can arise if technical difficulties are experienced.
Ø Difficult to organise due to international time zones.

E-Diary is an electronic diary

Why use it?
Ø Can set up alarms/alerts
Ø Recurring appointments can be set
Auto-Reply/Out of Office
Why use it?
Ø To be informed that the recipient is not available / on holiday.
Ø To be informed that the recipient is unable to deal with the enquiry at that time.

If work is being lost or crashing on PCs
Ø Establish a back-up system
Ø Have regular IT maintenance
If customers cannot buy 24/7 then:
Ø Introduce e-commerce
Ø Install a voicemail facility
Ø Or an answering machine
Databases is an electronic filing system

If you can't find something on a Database, use search/query of filter function

If a File is hard to locate, then ensure appropriate file names are being used

Advantages of Databases
Ø Can add/delete/edit records/fields
Ø Can be used to mail merge with WP
Ø Can save on storage space

A Spreadsheet is a program to help make calculations

Advantages of Spreadsheets
Ø Calculations are carried out automatically
Ø Formulae can be replicated
Ø Calculations can be carried out more accurately

Graphs and Charts are used to display information more interestingly

Finance and Sales Departments may use Spreadsheets to calculate staff wages or sales figures

Functions that are used are:
Replicate function

Hyperlink is a link that connects you to other websites

Backup is a stored copy of information

UNIT 7 Travel

UNIT 7 Travel
An itinerary is a plan of an intended journey.

Paying for travel:
Ø Local currency
Ø Cheque
Ø Credit/debit card

Travel Expense Claim Form is used by businessmen/women to claim back money they have used on trips

UNIT 6 Presentation of Information

UNIT 6 Presentation of Information
Why use graphs and charts to present information?
Ø Graphs are easier to understand
Ø Can see information at a glance
Ø Easy to identify trends/comparisons

If sales reps are looking at sales figures why should they consider using...

Why use a Line Graph?
Sales reps can see the gradual changes/trends in their sales performance and if they are approaching or exceeding targets.

Why use a Bar/Column Chart?
Sales reps can see at a glance how their performance compares with that of others/previous years.

Why use a Pie Chart?
The sales reps can easily identify how much they contribute to the total sales.

Why use a Pictogram?
This can be used to give a quick general impression of performance and targets.

UNIT 5 Sources of Information

UNIT 5 Sources of Information

Some sources of information:

Ø internet
Ø local daily newspapers;
Ø asking hotel
Ø teletext/ceefax.
Ø train timetables

UNIT 4 Reprographics

UNIT 4 Reprographics
Scanner is used to transfer paper images onto PC

Advantages:
Can take an image and upload it to a PC for electronic use

Laminator puts a protective plastic cover around documents.
This makes it more durable. (Can get used more often and not get dog-eared).

Unit 3: Filing and Security of Information

UNIT 3 Filing and Security of Information

An effective file management system allows:
Ø all documents/files etc to be stored in an organised and consistent way
Ø information to be retrieved from documents/files quickly and efficiently by members of staff
Ø confidential files password protected.

Examples:
Ø all files should be named appropriately
Ø files, dealing with the same subject area, are grouped in appropriately named folders and sub-folders
Ø directories can be created.

If people are accessing building who shouldn't be:
Ø Employ security guards
Ø Install CCTV
Ø Issue ID passes


If work is being accessed by people who shouldn't be:
Ø Create levels of access for users
Ø Issue usernames and passwords protection

Alphabetical Filing
Advantages:
Ø Very simple to use
Ø Requires no training

Numerical Filing
Advantages:
Ø Very easy to expand
Ø Particularly useful for large organisations

Unit 2D Mail Handling

UNIT 2 D Mail Handling
Internal Mail is mail handled within the organisation

Incoming Mail is recieved by:
Ø Letter
Ø Email
Ø Fax
Ø Voicemail

Outgoing Mail is sent by:
Ø Letter
Ø Email
Ø Fax (if is urgent and has a picture on it like architect's drawings)
Ø Recorded Delivery (important!)
Ø First Class Post (urgent!)


Franking Machine is used to stamp letters in high volume. Corporate logos can be used also.

Advantages of using Franking Machine

Ø Allows for letters to be pre-stamped
Ø takes up less time for staff,
Ø gets the job done much quicker and on time.