Office Equipment – JSS3 Business Studies Lesson Note (First Term)

Office equipment is any item operated manually, mechanically or electronically that helps office workers do their duties faster, neater and more efficiently.

Behavioural objectives

By the end of the lesson, students should be able to:

1. define office equipment;
2. state the difference between stationery and machines;
3. describe the uses of printers, scanners, copiers, dictation machines, projectors and shredders;
4. explain why office equipment is important in an office;
5. list ways of caring for office equipment.

What is office equipment?

Office equipment is made up of two groups: stationery and machines.

What is stationery?

Stationery is the group of small items that office workers use every day.

• Use: they are used up or replaced often.
• Cost: they are cheap and small.
• Examples: staplers, gum, notebooks, pins, pens, clips and markers.

What are office machines?

Office machines are larger, costlier instruments that work mechanically or electronically.

• Use: they do jobs that would be slow or hard to do by hand.
• Cost: they are bought less often and need care and repair.
• Examples: Xerox machines, printers, scanners, computers and projectors.

What is the difference between stationery and machines?

What are examples of office equipment?

Six common pieces of office equipment are printers, scanners, copiers, dictation machines, projectors and shredders.

What is a printer?

A printer is a machine that changes electronic files into paper copies (hard copies).

• Need: every office with at least one computer should have a printer.
• Documents printed: product lists, financial records, invoices, letters and reports.
• Extra use: it can print documents that contain scanned images and digital information.

What is a scanner?

A scanner is a machine that changes paper documents into digital (electronic) form.

• Opposite of a printer: a printer goes from computer to paper, a scanner goes from paper to computer.
• Items scanned: photographs, cash receipts, filled forms, drawings, identification documents and pages from printed publications.
• After scanning: the file can be stored on a computer or sent by email.
• Photocopying: it is still used in many offices today.

What is a copier?

A copier is a machine that makes duplicate copies of a document.

• Use: it keeps a copy of a document, especially a hand-written one.
• Modern types: photocopiers (Xerox machines) copy in black and white or in colour.

How did offices copy documents in the past?

1. Clerks called scribes typed or rewrote the document by hand. This was slow and difficult.
2. Some offices used small printing presses. Most sent the work to large printing presses.
3. Offices then used carbon paper and cyclostyling.
4. Later, roller copiers, copy pads and xerography came into use.

What is a dictation machine?

A dictation machine is a device that records a person’s speech so that it can be typed later.

How is dictation used in an office?

1. Someone records the speech.
2. An employee turns the recording into a file.
3. Another employee types out (transcribes) the words.
4. The typed document is emailed or printed.

Why is it useful?

• Speed: speaking is faster than typing every word.
• Memos and letters: they are easy to draft by speaking.
• Multitasking: a person can speak while doing other tasks.
• Types: cassette tapes were common once. Digital recorders are now more popular because they are easier to use.

What is a projector?

A projector is a machine that shows a presentation on a large screen.

• Uses: building a strategy, training employees and making a business proposal.
• Attention: the big screen holds everybody’s attention.
• Records: it is easy to make notes and keep records of the meeting.
• Clearing doubts: it is easy to return to a particular point.
• Sharing: the presentation can be emailed to colleagues and attendees.
• Compared with chalk and board: notes are hard to make and old points are hard to find again.

What is a shredder?

A shredder is a machine that cuts paper into small pieces to destroy documents.

• Purpose: it protects confidential information, business secrets and trade secrets.
• Documents shredded: unwanted copies of reports, especially those on human resources.
• Why not tear by hand: hand tearing is slow, tiring and ineffective.
• Result: the pieces are too small to join together again, so the information is almost impossible to recover.

Why is office equipment important?

Office equipment helps an office finish its tasks and jobs successfully.

• Speed: work is done faster than by hand.
• Neatness: documents look tidy and professional.
• Records: copies, scans and prints help the office keep records.
• Confidentiality: shredders protect secret information.
• Customer satisfaction: an office that binds documents needs good binding equipment, because customers want well-bound work.
• Task completion: without the proper equipment, an operation cannot be completed successfully.
• Different needs: the equipment an office needs depends on the nature of its business.
• Furniture: chairs and tables are also needed, but equipment is the main factor in finishing a job.

How do you care for office equipment?

Caring for office equipment keeps it working and reduces breakdowns and repair calls.

• Printers: open the removable parts and wipe the inside with a dry, clean cloth.
• Place: keep computers in a dry area, away from heat and moisture.
• Heat and drinks: do not place a computer next to a heater or drink beside it.
• Screen and keyboard: wipe them regularly with a static-free cloth and a cleaner made for computers.
• Keys: use compressed air to remove dust from between the keys.
• Ventilation: keep the air holes clear of dust and objects to prevent overheating.
• Cleaning routine: clean equipment every few months so keys do not stick and machines do not overheat.

Evaluation

1. Define office equipment.
2. State the difference between stationery and machines, with two examples of each.
3. What is the difference between a printer and a scanner?
4. Why do offices use shredders?
5. List four ways of caring for a computer.

Assignment

Explain how a projector helps in an office presentation, giving four points.