Principles of Managing Information and Producing Documents

Topics: Research, Data Protection Act 1998, The Used Pages: 32 (9649 words) Published: August 11, 2013
Unit three: Principles of managing information and producing documents


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Please note that this Assessment document has 5 pages and is made up of 4 Sections.

Name: Elina Malniece

Section 1 – Understand the purpose of information technology in a business environment

1. In relation to your current business environment (or one that you are familiar with), identify at least two different types of information technology that may be used when completing work tasks.

In my recent job role as a receptionist in a small country Inn/pub, there were several types of information technology used. One of those was emails. Guests were booking rooms via our web page, therefore all conformation of the bookings were received in the form of emails. One of my responsibilities was to check our email account on daily basis and take appropriate actions to sort all emails out. This could be sending booking conformation emails, deleting unnecessary Spam emails and emailing special offers and discounts to our existing customers. We also used email to communicate with our suppliers. They used to send us their special offers and discounts and confirming orders. Sometimes satisfied guests send us emails to thank the staff members and landlord for a pleasant stay. We also had a lot of regular foreign guests. As our Inn was only small, we used to get to know our regular guests quite well and on many occasions we used to receive emails with attached pictures from our foreign guests. Another type of information technology used was searching the net for information. The landlord may give me a task to find new potential suppliers or research local catering auctions. To do so I used Google search engine to type in keywords for my research and then go through the appropriate pages found to get the best results. Sometimes I used internet research for our guest needs. They might ask for the local train times, taxi companies, locations of specific places or opening times of their chosen restaurants. We also used spreadsheets to complete work tasks. Most commonly we used spreadsheets for staff rota and attendance. All members of staff had access to staff rota spreadsheet, which they could check and edit if asked for permission and discussed it with manager or landlord. Usually, at the beginning of the working week, the manager entered all details in the staff rota spreadsheet. We favoured electronic rota system against the paper based rota system for convenience purposes. This way it was easier to edit and delete information and save on paper waste. The landlord, manager and receptionist also had an access of the staff attendance spreadsheet. Details of each staff member attendance, holidays, lateness and sick days were entered into this spreadsheet. Other staff members were not allowed to edit anything in this spreadsheet. This system helped us to be more organised and efficient when holidays and sick pay needed to be organised. Spreadsheets were also used for other purposes that only landlord had access to. For example, accounts information, sales and stock analysis and product lists. As a part of my receptionist duties, I had to use Word processing software (Microsoft Word). I used it for writing business letters, reports, staff and customer notifications and new restaurant menus. It is much more convenient and quick then a hand written letter. You have all the necessary tools...
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