Business and Administration Level Two Unit Two: Principles of Providing Administrative Services Essay

Words: 5137
Pages: 21

Section 1 – Understand how to make and receive telephone calls

1. Complete the table below with descriptions of at least two different features of a telephone system and how / when they would be used.

Feature How / when used
Computer telephony integration

This links telephone and computer systems together so that when the telephone rings, a dialog box appears on the computer screen with options for answering.
Do not disturb.

This blocks calls to an extension or particular telephone line until the
Block is removed. Blocks are usually activated and deactivated by pressing a number of keys on the phone's keypad.

2. Prepare a brief report advising people on:

• How to follow organisational procedures
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Too many errors could give a company a bad reputation and cause lack of trust from customers such as requests for information about products and services, along with missing orders for products/services being misplaced could result in lost could result both long and short term loss of business and income. The company could suffer a financial loss if payments for products or services don’t reach their attended person. Another financial loss could accrue when suppliers are chasing up payments from misplaced invoices. Wrongly allocated parts, materials and equipment delivered by post would cause Workers unable to complete work tasks, unsatisfied customers and wasted time. The company could suffer legal action from misallocated legal documents, as well as vital information and opportunities lost.
2. Complete the table below with the following information:

• At least two examples of internal mail services that are available to organisations
• At least two examples of external mail services that are available to organisations

Internal mail services External mail services
E-mail between members of staff with in the organisation. Emails are fast and instantly sent. DHL couriers service can be used to send out items to customers, they offer tracking services as well as fast delivery, international delivery. Items being sighed for. DHL can also pick up from the work place.
FedEx, can be used to deliver mail and packages with in an organising to different