Use Business Software Applications Flashcards
Discuss technology and software applications common to an organisation/workplace in the business services industry.
- general features, purpose and limitations
- selection appropriate for task/job requirements
- use/operation and maintenance
Computers, filing systems, cloud tech, communication tech, printers/fax machines
Maintenance on faults: regular service, Help function
Examples: paper shortage, paper jam, staples and toner run out
Discuss the selection and use of relevant business technology and software applications to complete tasks common to an organisation/workplace
- digital communication (email)
- database
- graphic design (adobe)
- presentation (Microsoft pp)
- spreadsheet (Microsoft excel)
- word processing (Microsoft word)
What is the importance of using an application that suits the nature and purpose of the work task?
Purpose: influences type of doc (e.g., numerical data –> spreadsheet)
Audience: amount of info based on prior knowledge and experience (e.g., senior management –> more details)
Format: appearance and layout (email/business letter different)
Presentation: depends on type of doc, content and intended audience
What are some common features within applications to prepare and present documents? (entering and editing texts)
o alpha/numeric text
o images and graphics
o interactive components including forms, fields, buttons and drop-down lists
o links including hyperlinks and embedded links
o reviewing, including spell and grammar check
What are some common features within applications to prepare and present documents? (structuring content)
o columns
o indentations
o pagination, including page identification, page breaks, worksheets and web pages
o new lines and paragraphs
o sections
o tables and tabulating information
What are some common features within applications to prepare and present documents? (formatting content)
o alignment
o fills or shading
o lines and borders
o merge and split cells
o styles
o text direction
o typeface and font size
What are some common features within applications to prepare and present documents? (file management)
o document automation (macros, scripts, shortcuts)
o permissions
o security and protection
o sharing
o templates
o version control
Discuss the additional features and functions to a word processing application to prepare and present documents.
- automated referencing
- formatted lists
- mail merge
- track changes
- sort
- table of contents
Discuss the features and functions specific to a spreadsheet application to prepare and present documents.
- charts
- conditional logic
- conditional formatting
- data validation
- formulae and functions
- import and export data
- mail merge
- pivot tables
- sort
Discuss the response to requests for data and information.
– from internal and external sources
(ex: suppliers, clients, ATO, customers)
(in: managers, team leaders, colleagues)
– points to consider when responding to requests:
* level of authority/scope of responsibility
* reason(s) for request
* confidentiality, privacy and security issues
* expected timeframes
* task, purpose, audience, format, presentation requirements
– workplace procedures for responding to information requests
(more on study notes)
Discuss the collection of workplace data and information.
– importance of ensuring that collected data and information is:
* appropriate to workplace needs
* from reliable sources
* accurate (keep records for certain period, legal)
– methods for checking the validity of data and information and its source(s)
(repeating, identification of info, identification processes, reputable sources)
– methods of collection
(email, fax, telephone enquires, warranty cards, customer reward programs, and satisfaction surveys)
– in a timely and resource-efficient manner
(deadlines met, individual can complete additional tasks required of them)
– workplace practices to maintain the security and confidentiality of data and information
Discuss the importance of privacy, confidentiality and security in relation to data and information management.
-CONFIDENTIALITY AND SECURITY
- Failure to properly secure confidential information can lead to loss of business/clients
- Misused to commit illegal activity –> lawsuits
- Loss of employee trust, confidence and loyalty, loss of productivity
SECURITY PROCESSES
- camera, password, alarms, back up systems, security personnel, locked doors, antivirus software
Discuss processing data and information in accordance with workplace requirements and task requirements, within designated timeframes
– collate, record and document data and information
(laws/regulations adhered –> consistent & logical, version control, one method of organising info, review info stored at regular intervals)
– format data and information, including spreadsheets, forms, letters, minutes, presentations
(location, alphabetically, chronically, category, hierarchy)
– distribute data and information to relevant personnel
(face to face, hard copy, electronic)
(more info study notes)
Discuss electronic filing in accordance with workplace requirements.
– establishing and assembling new electronic documents and files:
* conventions for saving and naming:
o file names, locations and pathnames
o folders
o directory structures
- methods for classifying files:
o alphabetical
o alpha-numerical
o chronological (date)
o geographical
o numerical
o by subject - security protocols for providing access to files and releasing files
– dealing with inactive and dead files: stored in a less accessible place - identification
- removal (removed from filing/storage)
- relocation and/or archive (collect multiple data files together –> easier storage/portability)
Discuss storing workplace data and information.
– factors affecting choice of storage
(cost, future expansion, how often it is accessed, storage available, security systems, speed, time)
– forms of storage:
* fixed (internal media, hard drives, filing cabinets)
* portable (small hard drive: digital data, USB, CD or external hard drives)
* on-site and off-site (on site: business premises, storage unit: apart from the premises)
* data back up and restoration (due to power failure, equipment breakdown, corruption or deletion of data) - cloud service
Extra: electronic filing (disk filing systems, flash drive system, transactional filing system, network file system)
