protocools for working in a business pt 2 Flashcards
Voluntary constraints include:
• organisational constraints (within the business itself), to maintain consistency and quality.
• ethical constraints (e.g. avoiding words or stereotypes that may be offensive)
• codes of practice (see below)
what is a code of practice
A code of practice is a written document published by a professional organisation that establishes ethical standards for a profession, trade, occupation or organisation. However, it is not legally enforceable.
legal constraints include
data protection (the Data Protection Act and GDPR), which ensure that personal information is protected.
• consumer protection laws (The Consumer Rights Act), which prevent businesses from making misleading statements about their products.
• equal opportunities (The Equal Opportunities Act), which prevents businesses from making discriminating statements on the basis of gender, race, ethnicity, age or disability.
• copyright, which protects the owner of ‘intellectual property’ (e.g. written materials, music) by stopping others using it without the owner’s permission.
what is copyright used to make sure of
Copyright is intended to ensure the avoidance of plagiarism (copying other documents) and includes the need to quote sources.
checking protocools include:
• Checking of documents (for breaches of any of the constraints in the previous section)
• Checking of arrangements (for meetings and for travel)
why should communications be checked
All communications must be checked to ensure their accuracy and to ensure that there are no omissions or confusing statements.
communications about
Communication about meetings, travel, and accommodation must also be checked to ensure that all parties have been informed.
how documents and arrangements can be checked
• By more senior employees (e.g. managers)
• By specialists (e.g. a solicitor for a legal document)
• By a proof-reader (to check the spelling, grammar and professionalism of a document)
• By using an external communications company (e.g. to prepare a press release)
drawbacks of carrying out checks
They take time and may cost money.
implication of poor checking
• Damage to the reputation and image of the business (which may cause the business to lose customers, shareholders and employees).
• Providing incorrect information and meetings or travel could prevent people from attending the meeting.
IT security protocols include:
• Protection of information against unauthorised access
• Inappropriate use of IT equipment and software (e.g. using workplace computers for non-work activities such as social media or games)
Reasons for IT security protocols / Why data is protected
• If businesses do not keep employees’ personal information confidential, they are breaking the law (The Data Protection Act and GDPR).
• Maintaining confidentiality prevents sensitive information about employees being widely known, which could damage staff morale and working relationships.
• Maintaining confidentiality prevents sensitive information about the financial position of the business, or the business’s plans for the future, reaching competitors, employees, or other third parties.
How data is protected
• using passwords to limit access to electronic data that is saved on IT systems.
• using screen savers which automatically produce an image if the computer has not been used for a few minutes.
• locked files, which are only accessible to specific individuals in an organisation
