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Classwork Series and Exercises {Business Studies – JSS3}: Office Equipment

Business Studies JSS3

Week 7

Topic: Office Equipment II

Contents

  1. Uses of office equipment
  2. Care of office equipment
  3. The importance and advantages of office equipment

A. Uses of Office Equipment

1. Computer: A computer is an electronic device that is capable of accepting data or information in a prescribed process or format and presents them as output. The type of computers commonly. It is useful for the following reasons:

  • It performs arithmetic and logical operation without human intervention
  • It follows a set of instruction known as a programme to perform an operation. With different software a computer can perform various operation
  • It makes work neater, faster and accurate
  • It is used for record keeping of accounts in banks, insurance, companies and in almost and in all other profession.
  • It provides an opportunity for employment.

2. Printer: The printer is an output device that prints out graphics and texts from the computer to paper.

3. Fax machine: A fax machine is an important office machine which is used for automatic transmission of written messages and other documents from the sender in one office organization to the receiver in another office or organization.

The sender of the message and the receiver of the information must both have access to fax machine which must be known to both the sender and the receiver.

4. Photocopier: A photocopier is a mechanical device for producing document by photographic method in their exact form. A photocopied document produced in a machine looks exactly the same as the original copy.

5. Perforator: A perforator is a small mechanical device for punching holes inserting in documents. Specially made strings or files tag are put in the holes to tie the documents intact in the file.

6. Stapling machine or stapler: A stapler is a mechanical device used for inserting staples to hold several pages of documents together. The stapler will help to to hold the pages more firmly through the stapler.

7. Duplicating machine: A duplicating machine is a mechanical device used in producing several copies of document in a very clear and neat form in a short time.

B. Care of Office Equipment

The following are some of the ways of caring for office equipment

  • The equipment should be serviced regularly by competent and qualified people
  • The user or office worker must always report any break down as soon as possible
  • The office worker must learn how to use the equipment before using it to avoid misuse of the equipment
  • The user should clean the every morning before it is used, it should be well managed during and after use.
  • A person should be assign to monitor the equipment to ensure the equipment is in right order at all times.

C. Importance of Office Equipment

The importance of office equipment are listed below

  • It aids the production of business documents
  • They promote accuracy and prompt delivery of services to workers, clients and customer.
  • Office equipment aid the production business documents
  • They enhance the outlook of appearance of a job
  • Office of equipment reduce the fatigue and boredom of workers
  • They facilitate safe keeping of important document
  • Office equipment make it easy to store documents and retrieve them when they are required

Test and Exercise

  1. A device used to aid the effective performance of a worker in an office is called (a) an office equipment (b) a transport device (c) a multiple device (d) an information gadget
  2. Which one of these is not an office equipment (a) printer (b) perforator (c) recharge card (d) typewriter
  3. ————— is a small mechanical device for punching holes in documents (a) typewriter (b) perforator (c) computer (d) duplicating machine
  4. The following are the ways by which office equipment can be cared for (a) assign a person to monitor the equipments (b) each equipment must be maintained and serviced by professionals (c) by using it without checking if there is any fault (d) the office worker should report any breakdown of the equipment
  5. An output device that prints device that prints graphics and texts from the computer to paper (a) computer (b) fax machine (c) printer (d) typewriter

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