Formative Assessment 5 US 7785

develop a strategy for the effective and efficient maintenance of office equipment.  The strategy should include:

• One person in the office should be made responsible for the maintenance of office equipment
• Training of all staff regarding replenishment of consumables: toner cartridges, paper, etc.
• Training of all staff regarding the normal operation of electrical equipment, such as making of photocopies, sending and receiving of faxes.
• Training of all staff in case of small technical problems
• Diarising of dates for servicing of equipment, use a three month cycle for this exercise.
• Set up a system for the ordering of paper for the photocopier and the fax so that the office does not run out of paper.
• Set up a system for ordering toner cartridges in time, so that the toner of the photocopier and the fax does not run out. Having duplicate cartridges is always a good idea, since it takes pressure off the ordering of cartridges.
• Control of stock of paper and cartridges.
• A back-up person to assume responsibility in case the nominated person responsible is not available (off sick or on leave).
• Also include a process to follow when equipment breaks down.

You would need:

• A diary to diarise dates
• A book in which to record services of equipment, breakdowns and the reasons for the breakdown, replenishment of consumables to establish how much is used in the office during a specified period. This could be an order book and/or a file in which all the information is recorded.
• A dedicated space in the office where the booklets (manuals) of equipment as well as the book or file mentioned above is kept. You will also have to keep the contact details of the manufacturers in case of breakdowns in this space.

First work out a rough copy of your strategy on paper.  Once you are satisfied with the strategy, record the final product in your notes.