Work In A Business Environment
For the following unit, you can either write a statement on the criteria listed below or you can make notes and we can have a taped discussion at our next visit:
Understand how to respect other people at work
Describe what is meant by diversity and why it should be valued Diversity can be different races, heritage, customs, belief systems, physical appearance, mental and physical capabilities. Diversity should be respected and valued as nobody is the same. Our difference can lead to growth and development but also problems as these differences can cause tension in a workplace. Regardless of their background, everyone has a right to their own thoughts and opinions which can be beneficial to the company.
Describe how to treat other people in a way that is sensitive to their needs Treat every person the way that you want them to treat you. Observe each individual that you encounter and analyse what needs they may have and try to meet those needs. Physically disabled people need more time to move around the office area, to treat this person correctly and with respect I would hold doors open and keep walk ways clear.
Disabled mentally, anyone of a high mental disability would not be encountered in my but if I did come across someone who clearly needed more help I would do everything I could to try to help and keep the person relaxed. Person of a strong religion, never discriminate against them because of their beliefs or use any offensive language- this is applicable to every person in office and visitor in office.
Describe how to treat other people in a way that respects their abilities, background, values, customs and beliefs The best way to be tolerant, open minded person is to always remember that everyone has different ways of doing things and that most of the time there is not just one right way of doing something. People almost always like explaining their own culture and beliefs, so asking them questions are usually a good way of starting a conversation.
People don’t usually take offense if they can see you are honestly trying to learn about them. The fact that you are interested in the
first place means that you are probably already a tolerant person. Most people are uncomfortable about other cultures because they are unfamiliar with them and are made nervous by what they do not know.
Describe ways in which it possible to learn from others at work
•Ask people for information
•Ask people to show you how to do things
•Ask people about their beliefs, culture and customs and getting them to explain what they do or believe and why they do so
•Talk to people a lot
•Listen to what other people have to say
•Watch other people to see what they are doing
•Work with other people and in team/group tasks
Now give me an example of a time when you have learnt from someone else at work (this could have been when you first started- did you receive training on your new work role etc) I still learn something new as my responsibilities have been change a lot since I have started work in Cold Chain. Every time when new duties come across to me I always try to get as many information as I can from appropriate person and record a notice just in case if I forgot.
Understand how to maintain security and confidentiality at work and deal with concerns
Describe the purpose and benefits of maintaining security and confidentiality at work Most of this information is now collected, processed and stored on electronic computers and transmitted across networks to other computers. Should confidential information about a business’s customers or finances fall into the hands of a competitor, such a breach of security could lead to a loss of business, law suits and bankruptcy. Protecting confidential information is a business requirement, and in many cases also an ethical and legal requirement.
Describe requirements for security and confidentiality in an organisation If an organisation stores any information on people its needs to meet requirements set out in the Data Protection Act. The information should be stored securely whether it is paper based or electronically. The organisation should have an access to information policy. Anyone who has information stored about them has access to it on request and after completing security procedures (all vary depending on organisation). The information should not be given to third parties unless there are criminal implications and the courts demand it, or it is with the consent of the person themselves.
In large organisations such as Rolls Royce (Derby) all employees must have their ID badges to gain access to sites; they also have a complex data and computer system to ensure the confidentiality and security of their most sensitive files. Describe legal requirements for security and confidentiality, as required •Data Protection Act 1998: The Data Protection Act 1998 (DPA 1998) is an act of the United Kingdom Parliament defining the ways in which information about living people may be legally used and handled. The main intent is to protect individuals against misuse or abuse of information about them. The DPA was first composed in 1984 and was updated in 1998.
• Copyright, Design and Patent Act 1988: The Copyright, Design and Patent Act 1988 is the current UK copyright law. It gives the creators of literacy, dramatic, musical and artistic works the right to control the ways in which their material may be used. The rights cover: broadcast and public performance, copying and adapting, issuing, renting and lending copies to the public. In many cases, the creator will also have the right to be identified as the author and to object to the distorting of their work.
Describe procedures for dealing with concerns about security and confidentiality in an organisation •Identify potential problems
• Identify implications (potential loss) of each problem •Determine possible preventative measures (and cost of each measure) •Assign a risk factor to each problem
Now give me an example of a work task that you have completed where you have has to keep the information confidential A company decided to issue laptops to its managerial staff. IT determined that the risk and cost of losing confidential company data stored on the laptops was ‘high’. The solutions was to ‘move’ the ‘My Documents’ folder from users laptops to the companies servers (in order to access documents when away from the office, you would have to log-in across the internet (VPN)).
The directors, being technically illiterate, were incapable of logging into anything- so their laptops were made an exception. So whilst the canteen managers next week menus were safely stored on the companies server, the new product launch plans were revealed to the competition when the inevitable happened and a directors laptop was left in a taxi.
Understand the purpose and procedures for keeping waste to a minimum in a business environment
Explain the purpose of keeping waste to a minimum
Keeping waste to a minimum in the business environment serves the same purpose as it does everywhere else. It decreases the amount of waste a business contributes to the environment (this can include solid waste, water waste and carbon emissions). Reducing waste is key to minimising an individuals or business’s environmental impact by reducing air and water pollutions and limiting the amount of materials that end up in landfills. Reducing waste can also serve to save business money.
By enacting plans that conserve materials, they will inevitably cut down on the amount of materials they need to purchase. Likewise any attempt to reduce carbon emissions inevitably relies on a reduction of energy use, which means less money spent on electricity and fuel. The advantage of applying waste minimising principles in a business environment is that it impacts a larger number of people. Such actions also serve to improve a business’s image.
Describe the main causes of waste that may occur in a business environment Can mean wasting time, energy or office equipment.
Time = internet, people doing personal tasks, inter-office socialising, not being productive because of poor management directions, lack of knowledge regarding workload and work process. Office supplies = theft, excessive use of printing when not needed, personal use of office equipment by employees, people not proof reading or checking documents for mistakes. Energy = leaving lights and PC’s turned on at night when no one is there, keeping heat or air conditioning turned too high or low, inefficient use of company vehicles.
Describe ways of keeping waste to a minimum
Keep the faxes, printers and copiers in good working order so that they produce good copies and don’t ‘eat’ copies and jam. Order good quality paper that is the recommended weight for the office machine. Eliminate the conformation page of the fax by changing the settings. Periodically ask everyone to purge their desks of excess pens, stickers, sticky notes and other supplies. Order a reasonable amount of supplies for a shot period so there is not a feeling of oversupply and that usage doesn’t matter. Set expectations that people do not take supplies home with them, or use printers/copiers for excessive amounts. Organise supplies and remove those that are out of date. Request that people ask for supplies from a specific person by a deadline. Turning off equipment and lights will also help reduce waste.
Identify ways of using technology to reduce waste
You can email people instead of writing letters and notes out on paper and leaving them lying around. You could also phone someone instead of writing a letter out to them this is the quickest way of communication as long as the other person answers, this will save you time, ink and paper. If a machine in your office has broken down then you could email the person who supplied you with it to come and take it away or you could call them to come and take it away as soon as possible.
If your company has a shredder that does all the shredding for you then you could use that to get rid of waste paper, it would also destroy any sensitive and confidential details/information. Sending bills/invoices/statements via email saves paper and ink also saves money that would have been spent on Franking. Some companies will have a purchase order control for ordering stationary, when staff have sent their requests through the orders are checked by a manager who will determine how necessary the orders and can decline orders should they know sufficient supplies are available.
Outline the purpose and benefits of recycling
Recycling at work is a great way to increase your business sustainability and help to reduce climate change. Once you start to recycle at work you’ll experience the wide range of benefits that come with making your company a more sustainable and environmentally responsible organisation. • Enhances company image- Engaging in greener business practices and publishing those practises can do wonders for your company image and can attract both employees and customers. • Recycling is easy to do- Recycling at work is straight forward and easy to do. It’s easy to separate out materials to recycle from your other waste, if you get a good system in place its easy to implement and maintain.
• Recycling increases customer loyalty- Customers prefer to do business with companies that behave in an environmentally-friendly way. • Recycling often reduces clutter and saves space- Recycling often reduces clutter and improves the working environment. Less clutter also means increased safety around your workplace. • Recycling is great for the environment- Recycling at work helps you reduce the environmental impact of your business. Recycling your waste materials means they can be used again in new products and applications, instead of simply going into landfills where they generate harmful greenhouse gas emissions.
• Increases employee morale- Employee satisfaction is the best reason to undertake a recycling scheme. Employees find great pride in working for a company that embodies environmental values and focuses attention on its environmental impact and responsibilities. • Recycling is cost effective- Recycling is a cost effective method of dealing with your waste, simple because is it often cheaper when compared with general waste management and disposal.
Describe organisational procedures for recycling materials
•recycling to raw material
Now give me an example of a time when you have recycled at work We using three separate bins for rubbish: paper, plastic, and rest.
Understand procedures for disposal of hazardous materials
Describe the benefits of procedures for the recycling and disposal of hazardous materials Hazardous waste refuses, recycling and reclamation can avoid environmental hazards, protect scarce natural resources, provide economic benefits and reduce the nation’s reliance on raw materials and energy. • Environmental benefits- Recycling hazardous waste reduced the consumption of raw materials by reducing the volume of waste materials that must be treated and disposed of. Recycling hazardous waste can mean less air, water and soil pollution associated with the extraction, refining and processing of raw materials, recycling can also reduce emissions of greenhouse gases.
When hazardous wastes are recycled, less energy is needed to extract, transport and process raw materials and manufacture products. When energy demands decreases fewer fossil fuels are burned and less carbon dioxide is emitted into the atmosphere. Emissions of other air pollutants can be reduced too, as recycling hazardous wastes can decrease release of air toxics from waste incineration. • Economic benefits- Not only can hazardous waste recycling be good for the environment it can also be good for the bottom line. Recycling hazardous waste can increase production efficiency and reduce costs associated with purchasing raw materials and waste management.
By recycling hazardous materials a business may be able to eliminate the generation of hazardous waste. A business may also benefit from the positive or ‘green’ image associated with hazardous waste recycling efforts. For example, a company who values strong corporate stewardship can increase good will with shareholders and consumers and further distinguish itself from its competition.
Describe organisational procedures for the recycling and disposal of hazardous materials Generally in the UK you have to write a COSHH (Control Of Substances Hazardous to Health) assessment for the disposal of hazardous materials. There is no one safe method and each substance must be individually assessed. For example, the disposal of a lead-acid battery is different to the disposal of an alkaline battery which again is different to the disposal of a metal hydride rechargeable battery. All these contain toxic compounds that can be recycled.
Thus the procedure is to write a COSHH assessment for each substance to be disposed of or recycled. This comprises writing an assessment of the hazards and risks, the safety precautions that are needed, what to do if something goes wrong and how to contain the waste material at the end. For example, something like sulphuric acid can be rendered harmless in its disposal procedure, meaning that the end product can be disposed of by normal means. Other substances may remain hazardous, even after processing, and a special disposal method is needed. Here at UK Waterproofing Solutions Ltd we do not recycle any hazardous materials from the office base, however when out on sites our men deal with the recycling of plastics, bitumen, rubble and asbestos.
Know how to support sustainability in an organisation
Outline the purpose of improving efficiency and minimising waste The purpose of improving efficiency is so that raw materials can be managed in order to minimise waste and therefore reduce costs. Also, minimising waste can have a positive effect on the environment. One of the most fundamental ways to improve efficiency is to minimise waste, you can do this in three main ways: • Compliance with the Waste Minimisation Act 2008 and any equivalent laws in the countries your business operates. • Voluntary measures: these might include undertaking a waste audit and creating a company waste minimisation policy. • Sharing waste minimisation knowledge with partners in your supply chain
Describe ways of improving own working methods and use of technology to achieve efficiency and reduce waste