CHAPTER II

USE AND ACCESS COMMON BUSINESS TOOLS AND

TECHNOLOGY

Learning Objectives

At the end of this chapter, the students should be able to:

1. Identify the common business tools and technology.

2. Store and access business tools in accordance with enterprise policy and procedures.
3. Use business tools efficiently and effectively.

All businesses use a variety of tools and technology to carry out their work. A business tool
can be considered as any asset that helps or assists the organization to achieve its stated aims or
objectives. There are various types of tools that may be used in a business varying in size, complexity,
danger, and importance to the business operation. There are the large, heavy tools such as stoves,
refrigerators, cars or freezers. Business technology, on the other hand, includes any software or
hardware used to complete workplace tasks.

Managers must learn to use business tools and technology according to the organization's
requirement. They should be able to manage these tools to ensure that they are available when
required, are in a usable and operating condition and that the user is sufficiently trained to use the
device efficiently. Business tools and technology varies from organization to organization. Workers
should receive proper training in the technology they need to use. Organizations should have training
manuals specific to the equipment used.

Examples of Common Business Tools

Each of these items represents an investment by the business and can be considered
important to the business. As they are portable they can be misplaced, they require usage
monitoring, training, and maintenance:

 Mobile Telephone
 Landline Telephones
 Scanners
 Photocopiers
 Notebooks
 Order taking handhelds
 Laser pens
 Keyboards
 Brochures
 Information
 Knowledge
 Facsimile
 Manuals
 Software

 Email

Reference: Dr. Rene D. Osorno, Dr. Grayfield T. Bajao, Dr. Mary Grace Rusiana-Zapanta
2021 Applied Business Tools and Technology, pgs. 8-15
  Business website

Each business will need to develop criteria so as to identify which tools are to be monitored
and therefore controlled to ensure that time and effort is devoted to managing the proper and
important tools. Obviously, a mobile phone supplied to a salesperson will need to be monitored and
controlled to ensure that all costs are consistent with business activity. However, the mobile of the
business owner is probably immune from such controls. A mobile phone may be on a contract and
have a purchase price of zero, while a stapler to fix paper together may cost a few hundred pesos.

There are several criteria than may be used to identify and classify a business tool, and most
businesses will use a combination of these criteria to establish the classification of an individual tool.
Once identified, the tools need to be considered as a group and it is logical to provide a name for the
list that recognizes the importance of the group. Possible names could be:

 Portable and Attractive Tool

This states that the item is portable and probably does not have a fixed location. It also states
they are attractive, meaning they could be a target for theft or excessive use.

 Significant Small Items

This is very similar as the items are small so they can be easily lost and they are significant to
the business.

 Significant Small Tools

Regardless of the group name that is identified, it is important to note that the tools:
1. Represent an investment to the business
2. Require control as their use or loss can represent a significant cost to the business
3. Will generally require training to prevent damage to the user or the business
4. Are attractive in terms of cost and can be attractive to a potential thief
5. Are often portable so they are susceptible to damage and loss as a direct result of their
portability and the exact location of a tool at any time may not be known.

One criteria may be the asset value; another could be the usage cost. Mobile telephones can
be very inexpensive to buy - or are even sometimes free - but the cost of calls or internet charges can
be frightening. Another can be the portability of the asset. Mobile phones and portable computers
are small and easily mislaid or concealed. A computer monitor can also be very expensive but it is not
very portable or easily removed as they are often secured in place or fixed to the computer which
makes quick removal a challenge. Therefore, monitors may be excluded from the tool list because
they do not present a risk. Another can be the training necessary to use the tool efficiently and safely.
Although most tools require some training, the tools in this group often have a wide range of
functions and capabilities so that some level of training is mandatory. In some cases, some level of
training is required to be able to commence item usage.

Finding the Tool: The Register

As these items are portable there needs to be a register of the tools that are owned and
available within the business. The register will need sufficient information to ensure the tools are
locatable and identifiable thereby ensuring the correct tool is identified. Each business will have
different requirements, but there are a general set of guidelines that will identify the data that most
businesses should collect. The actual selection of data to collect can vary because the size of the
business allows greater resources to be used in the process, the nature of the item and the nature of
the items in the business.

Reference: Dr. Rene D. Osorno, Dr. Grayfield T. Bajao, Dr. Mary Grace Rusiana-Zapanta
2021 Applied Business Tools and Technology, pgs. 8-15
Description

Because every asset must be described in a register to ensure that the asset can be identified,
it therefore follows that each business must create a set of guidelines as to what constitutes a good
asset description. There are many criteria that can be considered in the description. Rules can be
established for the various types of assets, but the description could include one or more of the
following:

 Brand or manufacturer
 Model or name
 Purchase date
 Supplier
 Warranty Expiry date
 Purchase Price
 Department
 Physical Location
 Serial Number
 Asset Number
 Color
 Warranty responsibility

Other non-attached items that form the tools such as:

 Cables
 Power supply
 Lens
 Memory cards

Storing the Details

There are various methods, to record business tools details. The simpliest is the paper
approach where all the details are recorded in a book an asset register. This can be stored under the
control of an officer of the business. Spread sheets are excellent tools to record the required details.
These can be easily constructed to suit the individual needs of the business and changed to suit
changing needs. They can be password protected or secured using other methods to ensure the
quality of the data allowing many people to view the document and only a few to edit.

Electronic document files can be as simple as word processing files that require a little more
effort to construct, but once done, are excellent tools. The electronic formation can be constructed
on a multi-access approach where employees can easily locate and view the file to find the required
information, but they cannot alter or edit the document. The ease of access makes the electronic
format much more attractive than the book approach which can only be accessed by one person at a
time. There are purpose designed database software packages that store and manage the details for
each asset. These are flexible packages that can be configured to suit the needs of the business.

Each tool needs to be described and identified, and this is especially important where there
are multiples of the same tools. Because every asset must be described in a register to ensure that
the asset can be identified, it therefore follows that each business must create a set of guidelines as
to what constitutes good asset description.

Reference: Dr. Rene D. Osorno, Dr. Grayfield T. Bajao, Dr. Mary Grace Rusiana-Zapanta
2021 Applied Business Tools and Technology, pgs. 8-15
Storage Location

There are many places that can be used to store an item: a desk drawer, cupboard, storage
locker, or cabinet. The location needs to be identifiable so there can be certainty as to the tool’s
correct storage location. Cabinets can be numbered or identified where there is a possibility of
confusion because they are similar in appearance. Shelves and boxes can also be identified with
labelling systems to indicate a unique storage location to ensure the tools are stored in the correct
location and the correct location can be found.

Identification numbering can be used that provides some indication as to the location of the
storage item. As an example, a classroom may have a number C113. This indicates the room is in
building C on the first floor and it can be found between 112 and 114. Just as was proposed with
asset numbers, storage location numbers, or codes, should be constructed using a template or coding
standards that allow the consistent formation of the number or code and encourages the quick and
certain location of the storage position and the quick and certain return of the asset to the correct
location.

Proper Ways of Using Business Tools

Business tools play an important role in meeting the business objectives. Many business tools
also present a possible non-business use that should be considered when allowing access. The
simplest example is a telephone. Business calls to suppliers and customers are obviously part of the
job of many people. Just as obviously a telephone call to a relative in another country is not. The
number, cost, and nature of the personal access has been a challenge for businesses for many years,
but as the range of tools with this issue has increased so has the range of challenges.

Traditionally, employees have not been allowed to customize the place where they work as
there can be a conflict of interest and the possibility of fraud with free drinks or food. Modern
business tools provide new opportunities for an employee to waste or misuse business resources.
There are a wide range of tools to limit such practices but they need to be carefully planned,
implemented, and communicated to ensure the objectives of the business are not comprised:

 Telephones can have call-barring where certain numbers are not available, for example
international or mobile numbers. In some systems, these restrictions can be applied on a
telephone by telephone basis. This means that executives can make international calls while
others cannot
 If this is not necessary, overriding codes can be made to managers that allow them to make
any call from any telephone. A manager can call overseas from a telephone that has the
service banned by first entering the number
 Agreements can be created that allow for personal access up to a set level. Employees may be
required to identify personal calls made on a business mobile and if they exceed a
predetermined amount the employee must make restitution. This can be a set by time or cost.

Internet presents a wide range of opportunities to misuse and abuse resources. Precious
business time can be squandered while surfing the internet on unrelated business activities. Email
also presents similar challenges as web surfing. Email can be where an employee accesses personal
accounts using the business internet. There is also a consideration of sending and receiving personal
email over the business system. There is a time issue of staff using business resources for private use,
but there is also a security aspect. By publishing the business address there is greater opportunity to
receive emails from a contaminated source and infect the system with a virus.

Reference: Dr. Rene D. Osorno, Dr. Grayfield T. Bajao, Dr. Mary Grace Rusiana-Zapanta
2021 Applied Business Tools and Technology, pgs. 8-15
 Nonessential downloads can consume precious bandwidth and slow internet access for
legitimate access. Downloads may involve objectionable material that can offend other employees
and in some cases, because for dismissal. The possible consequences of such action need to be fully
explained and communicated. Off premise access to computer resources will present security
considerations and greater opportunity to misuse company resources. Allowing users to connect
memory sticks and other equipment provides an opportunity to infect the computer system with
unwanted software that may present a risk to the business. Malware in the form of viruses and
spyware can be easily spread from a memory stick. The denial of such access will remove the
possibility but such restrictions may place unreasonable challenges on an employee to do their jop.

Business Web Site

A well-managed site will often have an approval process that will hide any changes to a site
until they have been vetted and approved by another person. There may be a group of authors that
have the permission to make changes to the site, and these people become the first step in the
approval process. They can check that language, style, and content are consistent with the existing
material on the site. But any change made by an author does not become visible or published on the
site until the edits have been approved by another party, often called an approver.

Software

Where software is distributed on portable media it will be installed on the various computers
and then stored and it may never be needed again. But should it be required the hardware - the disk
or similar - must be accessible as well as the associated passwords or install keys. These are often on
the disk case or packing, but they may be sent via email. Replacement keys are obtainable, but it is
obviously quicker, easier, and cheaper to have the key with the disk. It is not unknown for a company
to have useful software that has been made by a manufacturer that has ceased operation so support
in the form of additional keys is not available.

Social Networking

Sites such as Facebook, Twitter, Instagram can be assets for the business: but they can also be
liabilities. There have been several cases where people have been fired because of what they wrote
on Facebook and the impact the comments would have on the business. Staff needs to be aware of
the consequences of publishing material on the social sites.

Telephones

Landline telephones can be restricted to local calls if necessary and they usually have
unlimited access. Some businesses may not approve personal calls, but in most the cost and number
of local calls make it inefficient to monitor. There should be a standard corporate greeting and the
ability to perform, again, a standard set of tasks. Depending on the telephone system, these could
include transfer calls, how to put a person on hold, to recover from hold, use of the speaker system
and other.

Email

This is very similar to the landline requirements. It may be possible to assume that most can
use an email system, but different programs present different challenges.

There is also the consideration of email etiquette and how a sent email will reflect on a
business. Modern businesses will often have a standard email template with a standard signature
block and users may need to be trained on how to change the template for an individual user.

Reference: Dr. Rene D. Osorno, Dr. Grayfield T. Bajao, Dr. Mary Grace Rusiana-Zapanta
2021 Applied Business Tools and Technology, pgs. 8-15
 In all cases the efficient use of any tool requires some training before the tool can be used
efficiently and safely. The efficiency refers to the ability to achieve the desired results or outcomes
within an acceptable time frame and a reasonable effort. Assume that a user wants to take a
photograph from a digital phone and further assume they have no training. The results could be
anything and the time involved could be significant as they fumble and take pictures of fingers that
cover the lens.

Safety needs to be considered for the person and the equipment. A camera flash close to the
eyes can injure and possibly blind. There is also a consideration of damage to the equipment. More
than one phone has fallen from a top pocket into a sink or other body of water; plugging parts of a
computer in while the computer is operating has been proven to be damaging to a computer.

All these dictate that, before a person is allowed to use a business tool, they must undergo
some level of training, and perhaps a refresher level of training for those using the same tool later to
remind them of the first set of skills provide new opportunities for an employee to waste or misuse
business resources.

Reference: Dr. Rene D. Osorno, Dr. Grayfield T. Bajao, Dr. Mary Grace Rusiana-Zapanta
2021 Applied Business Tools and Technology, pgs. 8-15