Use and Access

Common
Business Tools
and Technology
Learning Objectives

1. Identify the common business tools and technology

2. Store and access business tools in accordance with
enterprise policy and procedures
3. Use business tools efficiently and effectively

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All businesses use a
variety of tools and
technology to carry out
their work.

A business tool can be considered as any asset that

helps or assists the organization to achieve its stated
aims or objectives.
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Examples of Common Business Tools
❑ Mobile Telephones
❑ Landline
Telephones
❑ Scanners
❑ Photocopiers
❑ Notebooks
❑ Order taking
handhelds

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Examples of Common Business Tools

❑ Laser pens
❑ Keyboards
❑ Brochures
❑ Information
❑ Knowledge
❑ Facsimile
❑ Manuals

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Examples of Common Business Tools

❑ Software
❑ Email
❑ Business website

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Each business will need
to develop criteria so as
to identify which tools
are to be monitored and
therefore controlled to
ensure that time and
effort is devoted to
managing the proper
and important tools.

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Classification of a Business Tool
Portable and Attractive Tool
• This states that the item is
portable and probably does
not have a fixed location. It
also states they are attractive,
meaning they could be a
target for theft or excessive
use.
Significant Small Items
• This is very similar as the
items are small so they can
be easily lost and they are
significant to the business.
Significant Small Tools
• Regardless of the group name
that is identified, it is
important to note that the
tools;
a. Represent an investment to the
business
b. Require control as their use or loss
can represent a significant cost to the
business
c. Will generally require training to
prevent damage to the user or the
business.
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Finding the Tool: THE REGISTER

“ ”
As these items are portable
“ Each business will have
different requirements, but
”
there needs to be a register of there are a general set of
the tools that are owned and guidelines that will identify the
available within the business data that most businesses
should collect.

“ ”
The register will need sufficient
information to ensure the tools
are locatable and identifiable
thereby ensuring the correct
tool is identified.

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DESCRIPTION • Brand or manufacturer
• Model or Name
• Purchase Date
• Supplier
• Warranty Expiry Date
• Purchase PRICE
• Department
• Physical Location
• Serial Number
• Asset Number

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Other Non-
attached items
that form the
tools
• Cables
• Power Supply
• Lens
• Memory Cards

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Proper Ways of Using a Business Tool
Business Website
• A well-managed site will often
have an approval process that
will hide any changes to a
until they have been vetted
and approved by another
person. There may be a
group of authors that have
permission to make changes
the site, and these people
become the first step in the
approval process
Software Social Networking
• It is being distributed on • Sites such as Facebook,
portable media and usually Twitter, Instagram can be
installed on the various assets for the business but
computers and then stored they can also be liabilities.
and it may never be needed
again. But should it be
required the hardware – the
disk or similar – must be
accessible as well as the
associated passwords or
install keys.
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Proper Ways of Using a Business Tool
Telephones
• This kind of business tool has
a restriction and usually has
limited access. Some
businesses may not approve
personal calls, but in the most
the cost and number of local
calls make it inefficient to
monitor.
Email
• This is very similar to the
landline requirements. It may
be possible to assume that
most can use a system, but
different programs present
different challenges.
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Thank
You