Steps in Caring for Office Equipment

Illustration of Office Equipment

Steps in Caring for Office Equipment. Office equipment is now more and more variations. Various types of materials, models, technologies, available with prices also vary. Procurement of office equipment should be followed by managing office equipment properly so that existing equipment can function well in a longer period of time. It is important for the efficiency and effectiveness of the company itself. Before the take over management of office equipment, it helps us to know what style-office tool intended.

Office equipment is part of the office furniture, in addition to other parts such as office furniture, office furniture patch, office decoration, teaching aids, office machines, office interiors, office and aircraft. Love for Sun Flower here.

Office furniture are all sorts of office tools that support the functions of office work. Office furniture can also mean all forms of storage devices associated with the work, or an assortment of office furniture such as file cabinets, bookcases, chairs sofas, chairs employee, bookcases, and the like. Office decoration, office interior office equipment including very supportive of the work. With the office and office interior decoration right, will create a comfortable working atmosphere. In addition to the assessment outside the office will also be different when choosing interior decoration and office appropriate. For example, wall hangings, lamp room, coffee table, and others.

The office is an office machine of machines used to launch an office job. Eg photocopy machines, printers, scanners, paper shredders, and others. Visual aids office equipment in question is used to facilitate the delivery of the work plan or work, such as projectors, video player, tape recorder. While the office is the best office equipment used for communication tools, such as telephone, fax, intercom, modem router, and the like.

Office equipment can be divided into 2 types, namely :

1. Equipment consumables, ie office equipment that can only be used 1 time or not long-lasting. Such as envelopes, paper, ink, carbon, etc..
2. Equipment not consumables, namely office tools that can be used repeatedly or durable. For example scissors, ordner, ruler, whiteboard, etc..

Management tools began planning the procurement office. Any plan office tools that will be held to meet the needs of the office need to consider several things. For example, the amount of equipment required, type of appliance, brand, and amount. Can be made to simplify the tables of office equipment needs. Procurement of office equipment is not always with buying. Alternative forms of procurement, among others, make your own, rent, borrow, or sponsorship procurement system. It all depends on the needs and office policies. Time procurement can be planned periodically as a form of expenditure, or incidental procurement. Usually periodic procurement for office equipment are definitely out within a certain period, such as ink, paper, pens.

Incidental procurement is done because there is an urgent need or because existing tools suddenly broken. Incidental procurement can be done without planning, can also be done outside the regular plan. For example, a company is not planning to buy this year copier suddenly had to buy because it is damaged, then the procurement is done in the next month. Having fulfilled procurement, office equipment should be placed and recorded all that has been fulfilled, and then distributed to the parts that need. Storage devices which will be distributed should pay attention to the character of each tool, in order to keep a good shape tool. For example, for the paper, keep it in a dry and not damp. Make sure the storage area is also safe from hazardous materials or flammable.

Before being distributed, some types of office equipment that is ready to be used need to be labeled. Good for a tool that moves or does not move. This is to facilitate the management, monitoring, and maintenance. Labeling depending on the policy of each office. Generally use certain code initials office, section or department, serial number, and the date or year of procurement. Labels affixed on each tool, such as the bottom of the laptop, the bottom of the printer. For devices that do not allow a label attached, still accounted for easier monitoring. For example, paper, a stapler, and the like.

When office equipment will be distributed to the parts that need, write down whatever tools came out, who is responsible for taking and issuing of goods, and the condition of the goods. This is in addition as part of the orderly administration, is also important as a form of accountability for the provision and those who use these tools. When office equipment is distributed to each of the parts that need, the next step is to manage office equipment maintenance. Care is important to maintain the condition of the tool that is always ready to use and longer usage time. This will have a significant impact on office expenses. Office equipment maintenance can be performed by each section or there is a special section that treat both internal and external parties. Broadly speaking, maintenance of office equipment are distinguished based on where the goods are stored, type of equipment, tool usage and time :

1. According Timeline

• Routine care or daily care, cleaning can be done with existing equipment in the office every day to stay within the procedure. For example, cleaning the monitor, of course there is a separate procedure in accordance with each tool. In addition, putting the tools safely also included as part of routine maintenance.
  
• Periodic maintenance or care by a period, eg weekly, monthly, yearly, per six months or per 3 months. This kind of treatment depends on the character of each instrument. For example, printer ink, ink stamp of course is different routine care.

2. According to The Tool

• Existing tools in the storage space, maintenance is done by putting the tools office in accordance with the conditions and tools can be monitored at any time.
  
• Tool is in use, the office equipment should be used according to the procedure of use, cleaning, and put it in a safe place. For example a laptop, use the appropriate procedure and if left in the office, keep it in a safe place out of the water, piles of stuff, and out of reach of thieves.

3. According to the Type Tool

• Moving tool or tools that can be moved. For example, a scanner, use the appropriate user, if there is damage or technical problems, better use the services of the care provided by the office, or contacting outsiders believed.
  
• The tool does not move or can not be moved. For example, the installation of electrical / power jack, use as efficiently as possible. Avoid too many connections that will increase the level of vulnerability to power failures. Turn off all electric vehicle when not in use.

Part of the management of other office tools is the elimination, ie remove or abolish the office of the tools in the inventory list, in accordance with the regulations of the office. This is done usually to replace office equipment with new equipment. Removal can be done by selling office equipment that is no longer needed, donated to another party, or the auction. Managing office equipment should be disciplined and consistent. That all users of office equipment always remember to perform office equipment maintenance and wear well, try to put a couple of warnings in certain places. For example, 'Shut When Not Used', 'No Smoking In This Area'. Such warnings can be purchased at stationery stores or make your own. Note the installation in order not to disturb the beauty of the office but still striking.