lo1 Flashcards
What are authority protocols ?
Authority protocols are procedures or rules that must be followed
What is line manager?
A line manager is a superior who an employee will report to
what are the examples of authority in a workplace?
- on decision makes
- on authorisation
How does authorization affect a work place ?
Authorization can affect the workplace because some employees will not be authorized to do things such a making payments this will be referred to the line manager who has more authority
Why do businesses have authority protocols?
Businesses have authority protocols because it can allow:
- manager to delegate tasks (prioritization) while overseeing outcome
- Provides checking procedure
- Authority protocols can lower the risk of fraud if more than one person is involved in payments
Why do businesses have confidentiality protocols?
To ensure all information is safe and secure
Name 4 organisational procedures to ensure confidentiality:
- Ensuring only those who need to see specific information have access
- Using the BCC line when sending emails
- Require all employees to sign a non disclosure agreement (NDA)
- May include in job description disclosing confidential info will be deemed gross misconduct
Name 2 ways of storing documents and data?
- Manual storage: use of secured filing cabinets for hard copies of documentation and ensuring that confidential documents are not removed from the premises
- electronic data can be stored securely by password protected computers, ensures only the individual that the computer belongs to is able to access the data and documents, as long as the password is by shared
- network passwords can be used so only those employees provided with the password can access certain documents
- passwords can be used to protect data back ups from unauthorised access
What are the implications of breaching confidentiality ?
- Considered gross misconduct: dismissal/ no reference
- Legal action : if breach data protection act
- Risk of identity theft/ loss of business trust
- If info disclosed is gave to competitor can lose business morale
Why might confidentiality NEED to be breached ?
- If an employees suspected of fraud or embezzlement then their emails and communication may be breached
- If an employee needs to be contacted in an emergency then they may access their telephone number
Name 3 different voluntary constraints a business may have on employees and documents :
Organisational
Ethical
codes of practice
What is an organisational constraint?
Specific requirements a business have made to ensure consistency across all employees
What is an ethical constraint ?
Ethical constraints is where a business has guidelines relating to stereotypes/ whistle blowing or privacy so no one is offended
What are codes of practice ?
some businesses and some job roles have codes of practice to follow
EG: the code of practice for social workers requires that workers maintain clear and accurate records
What types of legislation may a business use to protect their business?
copyright
data protection
consumer protection
equal opportunities
What is data protection ?
Data protection:
personal info needs to be protected and secured
What is consumer protection?
Consumer protection :
Impacts on documents produced
eg if a shop advertised a product that doesn’t exist it would breach this act
Checking protocols: Why should businesses check documents ?
-check documents for errors or misinterpretation
checks may be carried out my senior employees/proof-readers/managers
Why are checking documents good/bad?
good: long term = prevents problems + damage to reputation
bad : costs money to constantly check docs / time consuming
Name 3 IT security protocols?
- password protecting documents / computers
- installing anti-virus programming
- granting right staff with authorization to documents
- position computers so general public can’t see what’s on them
- screen saver time out
Name the 4 employee protocols that employees must follow:
Health and safety
Equality
Contractual obligations
Minimum standards of behaviour
What are contractual obligations ?
Once a contract has been signed the employer is legally bound so both parties will have to obey what the contract states
Name 3 minimum standards an employee must follow during work?
- punctuality
- dress code
- appropriate language
Why should business arrangements be checked?
Arrangers must ensure that all relevant staff have received the details and that the details themselves have been copied accurately
What are the implications of poor checking?
- if travel arrangements have been provided incorrectly then
- a flight or train could be missed, wasting time and money and business opportunities
- if wrong meeting locations has been provided to a employee, then it may not be possible to make an important decisions without them
- if an inaccurate report has been sent to the shareholders, the reputation and professionalism of the business could be questioned
What could inappropriate use of IT equipment and software include?
- using workplace computers for non- work activities- e.g. accessing social media
- installing unauthorised software., e.g. games
- installing software that is licensed only for business use on home computers
What could the consequences of inappropriate use of IT equipment and software be?
- wasted business time
- charges of gross misconduct
- fines for breaking the law
What is the health and safety legislation?
- regulations detail protocols that must be followed
- include providing adequate lightening and ventilation
- providing regular eye tests for employees who use computer screens
- ensuring that risk assessments are carried out
What is the equal opportunities legislation and how can it be used on staff?
- all staff must be aware of legislation such as the Equality Act
- many business offer induction and ongoing training in factors such as what can or cannot be said , how to act, and what can or cannot be included in communications
- to ensure that discrimination does not occur
How can employers maintain professional behaviour through punctuality?
- all employees are expected to arrive at work on time
- repeated lateness is unprofessional and may result in a disciplinary procedure
- if an employee is unable to attend work due to sickness or a medical appointment, they must inform their employer promptly
How can employers follow the correct appearance and dress code?
- requirements for appearance and dress vary from business to business
E.g. a lawyer would bread smartly to create a professional impression - some businesses also have rules about not displaying tattoos or body piercings as some customers may perceive these as unprofessional
How can employees follow use of appropriate language correctly?
- swearing, slang works and open complaints about the business should be avoided, mostly when dealing with customers or third parties
- employees should be aware that when talking among themselves they are still representing the business and also applies outside the workplace
what is embezzlement?
theft by an employee of assets that belong to the employer, this may include money, stock and stationary
what is an example of authority being used on decision making in a workplace?
- sometimes a task or a problem needs to escalated to a line manager who has greater authority
- e.g. if a customer has a complaint that the employee has failed to resolve to the customer’s satisfaction, the manager could have the authority to provide financial recompense such as gift vouchers
what is an example of on authorisation being used in a business?
- employees may not have the authority to carry out certain tasks such as signing letters and authorising payments
- as responsibility sits with their manager
- e.g. an employee may agree a lease for new premises but will refer this to the line manager for final authorisation
how does copyright constraint on document content?
- works protected by the copyright, designs and patents act include music, books, leaflets, newsletters, films and software
- businesses must ensure all relevant permissions are gained
- e.g. if a song is to be included in a tv advert
- if a business itself has such works, then nay individual or business wanting to reproduce these must ask for permission from the copyright holder and pay a fee if necessary
how does equal opportunities constraint on business documentation?
- the equality act protects individuals from discrimination
- e.g. a business cannot produce a job advertisement requesting a ‘barmaid’ as this is gender discrimination
