U n i t 5 L e s s o n 3 : M ai n t ai n T o o l s , E q u ...

Unit 5 Lesson 3: Maintain Tools, Equipment, and Paraphernalia

Table of Contents

Introduction 2

Essential Questions 3

Reach our Goals! 3

Springboard 4

Learn about It! 5

Check Up 18

Skill Enhancer 20

Did You Know? 21

Wrap Up 23

Introspect: Self-Evaluation 24

Bibliography 25

Glossary 26

1 Copyright © 2018 Quipper Limited

GRADE 7/8 Maintain Tools, Equipment, and Paraphernalia Introduction

Figure No.1 Maintaining the Front Office Area

https://www.istockphoto.com/illustrations/front-desk

The front office service is as valuable as the other parts of an institution. It serves as the command center where in information is pass through and delegated to the respective departments in order to perform the tasks needed in accommodating the clients’ requests and queries. In order for a front office services to function efficiently, the tools and equipment essential to its operation must be properly looked after to ensure that everything goes smoothly.

In this lesson, you will learn how to maintain the intricate tools and equipment being used in the front office services and how to evaluate yourself in your progress in performing tasks essential to the department’s main function.


https://www.istockphoto.com/illustrations/front-desk

Essential Questions

Reach our Goals!

In this lesson, you should be able to: ● clean tools, equipment, and paraphernalia after use

according to standard operating procedures; ● store tools, equipment, and paraphernalia in

appropriate area in accordance with safety procedures;

● check tools, equipment, and paraphernalia regularly for orderliness/tidiness using a checklist;

● carry out routine maintenance as per Standard Operating Procedures (SOP); ● use rubrics in evaluating the performance in rendering after care services; and ● perform self-evaluation in the maintenance of Front Office Services (FOS) tools,

equipment, and paraphernalia using rubrics.


Springboard

Are You a Robot? The front office services both used traditional and technological enhancements in performing tasks. In the picture below, identify which are traditional and modern processes and techniques in getting things done in the front office setting.

Figure No. 2. Advancement in the front office services

https://depositphotos.com/177572640/stock-illustration-banking-infographic.html

1. What are standard operating procedures? ______________________________________________________________________________________________________________________________________________________________________________________

2. What is the importance of knowing how to use the different tools, equipment, and paraphernalia in front office services? ______________________________________________________________________________________________________________________________________________________________________________________

3. How do you assess and evaluate the performance of each task? ______________________________________________________________________________________________________________________________________________________________________________________


https://depositphotos.com/177572640/stock-illustration-banking-infographic.html

Learn about It! In this lesson, you will learn what the procedures to be performed as part of the maintenance of tools, equipment, and paraphernalia dedicated for front office services. Recognizing the proper techniques and standard operating procedures when it comes to after-care activities will enhance the performance and efficiency of the front office. Perform After-Care Activities for Tools, Equipment, and Paraphernalia

Figure No. 3. Front Office Services and its tools and equipment

https://www.hotelogix.com/hotelogix-frontdesk-management-system.php

The front office service is often involved in performing clerical tasks that requires handling volumes of information that needs to be processed accordingly. Due to this, they must use different tools, equipment and paraphernalia to accomplish these tasks. If these tools and equipment are not properly maintained, it would be difficult to take on undertakings requested by the clients. In order to thoroughly maintain these tools, equipment, and paraphernalia, you must be able to perform the following after-care activities:


https://www.hotelogix.com/hotelogix-frontdesk-management-system.php

❏ Clean tools, equipment, and paraphernalia after use

For automated tools and equipment, the maintenance process vary depending on the make-up of each tool and equipment. For electronic powered ones, their distinct differences that must be considered on how to clean

● automated tools and equipment ● consumables ● software

❖ Tools and Equipment Front office services often involve clerical work that employs the use of automated tools and equipment mostly powered by electricity. These tools and equipment accumulate dirt due to the number of clients to be served throughout the day. For these types of tools and equipment, it is better to consult the manufacturer’s instructions when cleaning. In-house staff with minimal knowledge and training can perform some cleaning procedures such as plated cleaning copiers by removing dust and fingerprints from the glass or plastic part of the machine. Cleaning that involves removal of any parts of the equipment must be executed by an expert provided by the supplier or trained for those kinds of services.

Figure No. 4. Removing visible dirt on the phone


❖ Electronic Data Electronic data may easily grow in number overtime when not properly maintained. When storing data, there are instances that temporary files are created to serve as backup in case the original document gets lost.This hampers the performance of the computer or any machine since it carries and goes through a load of information when performing different tasks. These temporary files are usually saved on the following locations on the C

drive: ● C:\Temp ● C:\Windows\Temp ● C:\Windows\Temporary internet files

Temporary files may be deleted through the use of these procedures:

● Go to the specified drive through the Windows Explorer ● On the right of the screen, click on the file to be deleted and press Ctrl + A

to select all the files you have selected. ● Click on the delete button or you can also press on the Delete (Del) key

and click Yes. ● Repeat first three steps for other temp folders.

Figure No. 5. Deleting temporary files


https://datarecovery.wondershare.com/erase-data/how-to-delete-temporary-files-in-windows.html?gclid=EAIaIQ

obChMImZmnvYCk4AIVmSQrCh3N7A3hEAAYASAAEgK42PD_BwE

You can also empty the Recycle Bin by emptying it as follows: ● On the desktop, look for the Recycle Bin icon and double click on it. ● Choose the File button on the upper left corner and click Empty Recycle

Bin, then click Yes. ● Close the Recycle Bin.

Figure No. 6. Emptying the Recycle Bin

https://howtoway.com/how-to-empty-recycle-bin/

❖ Documents Cleaning paper documents can be tricky. Just like electronic data, these types of documents may accumulate overtime. Documents that are made in the past certain number of years may be dispose of if the information indicated is not applicable to the present operation. However, if the information indicated on the documents are critical, they can be converted to electronic data for paperless storage and easier management.


https://datarecovery.wondershare.com/erase-data/how-to-delete-temporary-files-in-windows.html?gclid=EAIaIQobChMImZmnvYCk4AIVmSQrCh3N7A3hEAAYASAAEgK42PD_BwE



Figure No. 7. Converting Paper Documents to Electronic copies http://micrographics.us/html/electronic_medical_records.html

❏ Store tools, equipment, and paraphernalia based on safety procedures ❏ Automated tools and equipment ❏ consumables ❏ software

❖ Tools and equipment

Since most tools and equipment used in front office services are electrically-powered, those that are not in use must be kept in a cool, dry place to protect from any form of damage caused by liquid and heat. Contact from liquid and any heat source may result to damage in the wiring and short circuits.


http://micrographics.us/html/electronic_medical_records.html

Figure No. 8. Storing front office tools and equipment

https://finoak.com/products/SKU1439-Desktop-Printer-Stand

❖ Electronic Data Since the use of computers are generally employed when performing front office related tasks, data collected throughout the service are commonly store on a computer’s hard drive. Other than the hard drive of the computer, data can also be stored on USB memory sticks and external hard drives. Understanding the computer’s filing system enables you to identify the proper way of saving your work in the right place.

Folders/Directories up until sub-folders and sub-directories are used to compile and categorize similar data together for easier access when needed which is the same procedure when storing paper-based documents. To further specify folders or directories, you can also exercise different filing techniques whether it be electronic data or paper-based documents. The following filing techniques you can do are the following:

● Alphabetical ● Numerical ● Geographical


● Subject ● Keyword ● Chronological

Figure No. 9. Electronic Filing System

https://www.wikihow.com/Organize-an-Electronic-Filing-System

❖ Documents For paper-based documents, you can use several filing storage that can be categorized based on the data that you will be collecting through your clients in the front office services. The following forms of storage can be used for documents:

● Filing cabinets ● Flat boxes ● Lever archers/ Binders ● Suspension folders/Hanging files ● Shelving ● Others (trolley, rotary file, etc.)


Figure No. 10. Manual Filing System

https://www.uline.com/Grp_159/File-Cabinets-and-Mailroom

❏ Check Tools, Equipment, and Paraphernalia Regularly ❏ Automated tools and equipment ❏ consumables ❏ software

Each tool, equipment, and paraphernalia usually requires maintenance in terms of in-house procedures followed in each institution or depending on the materials that these are made of. ❖ Tools and Equipment

Tools and equipment often come with instructions from the manufacturer on how to identify any misplaced parts or maintenance to ensure the maximum performance will be used. These should be done on a regular basis to avoid worsening damage present. If there are instances that repairs must be done, these should be properly reported to the administration for them to inform the manufacturer and send a technical expert to perform the repair procedure and make the tool or equipment operational again.


Checking the availability of consumables is also crucial in the operations of the front office services. Without the consumables such as paper, ink, etc., the machine may not be used since the consumable is needed to execute the task involved.

Figure No. 11. Tools and Equipment Check-up

http://computime.net/copier-service-repair-maintenance/

❖ Electronic Data Data stored in computers and other electronic storage devices can be checked from time to time by updating the software being used. Always be in the search of management systems that are most applicable to the information that you are handling.


Figure No. 12. Updating Management System Software

https://www.dreamstime.com/flat-design-concept-blog-post-management-content-managing-software-businessmen-system-optimization-automated-update-image130049614

❖ Documents Paper-based documents must also be checked from time to time since the materials used to record the information may deteriorate and damage in the long run.

Check for any nips and chips on folders and papers to ensure that all information indicated are still intact. You must also check if the ink used is still visible. The state of each document can be maintained through proper storage.


Figure No. 13. Converting Paper Documents to Electronic copies

http://doccontrol.com/replace-your-paper-documents-into-an-electronic-document/ To avoid any losses when it comes to clients or tools and equipment used, you must ensure that all components crucial to front office services operations must be present and working on its full capacity to produce quality performance for the institution and its clients.

Try It! Identification. Write the your answers on the space provided. _____________________________1. These are used information stored in a electronic device. _____________________________2. It is the act of checking an item on a regular basis. _____________________________3. It is used to group and categorize information based on

similarities. _____________________________4. It is also used as storage of data. _____________________________5. It is an application in the computer where deleted files are

stored.


http://doccontrol.com/replace-your-paper-documents-into-an-electronic-document/

Conduct Self-Evaluation on the Required Performance Performing self-evaluation to assess your performance on a certain task allows you to see firsthand your growth and progress in performing certain tasks. In front office services, performing maintenance of tools, equipment, and paraphernalia is critical as it ensures that the operations will run smoothly since all needed tools and equipment are properly maintained.

You can create your own self-evaluation tool to assess your performance when it comes to maintenance of tools, equipment, and paraphernalia in the front office services. These tool can also be used to evaluate other staff in the front office performing related tasks indicated in the evaluation tool. The tool must include and identify the different tasks to be performed in tools and equipment maintenance procedures. Below is an example of a self-evaluation tool:

FRONT OFFICE MAINTENANCE SELF EVALUATION

Tasks Did not perform

Partially completed

Completed

All electronic files are categorized alphabetically

All tools are properly stored in the designated storage area.


Try It! True or False. Write T if the statement is True and write F if it is False on the spaces provided.

________ 1. Self-evaluation is used to monitor one’s progress in performing tasks. ________ 2. Performance tasks must be identified as basis for evaluation. ________ 3. Equipment can be taken apart by any employee. ________ 4. Regular maintenance must be performed by following the manufacturer’s

instructions. ________ 5. Self-evaluation instruments can also be used to evaluate other employees.


Check Up

Read the instructions and answer each question carefully.

A. True or False. Write T if the statement is True. If not, leave it blank. Answer the following questions on the space provided below. ________ 1.Tools and equipment can be stored in the wash area. ________ 2. Temporary folders are backup files in the computer. ________ 3. Only employees with maintenance training can perform intricate

maintenance on tools and equipment. ________ 4. Self-evaluations are for personal use only. ________ 5. Electronic data can only be stored in computers.

B. 3-2-1. Identify and list down THREE (3) things that are considered as use of self-evaluation tools, TWO (2) interesting similarities of electronic data and paper-based documents, and ONE (1) question you still have about the lesson. Write your answers in the boxes/spaces provided.

Things I found out Interesting Things I learned

Question I still have

1.

1. 1.

2.

3. 2.


C. Essay. Answer the following questions briefly on the spaces provided.

1. Why is it important to keep records of repairs to be made on tools and equipment in the front office? ________________________________________________________________________________________________________________________________________________________________________

2. How are temporary files deleted in the computer? ________________________________________________________________________________________________________________________________________________________________________

3. How can you minimize paper-based documents to avoid accumulation? ________________________________________________________________________________________________________________________________________________________________________

4. Why is is important to consult the manufacturer’s instructions when it comes to cleaning tools and equipment? ________________________________________________________________________________________________________________________________________________________________________

5. How do you manage a filing system for paper-based and electronic documents? ________________________________________________________________________________________________________________________________________________________________________


Skill Enhancer I Enjoy Maintaining You

GOAL Identify the maintenance activities of the front office services of an institution or business and their evaluate their performance using your own assessment tool/instrument. ROLE You will act as a supervisor or inspector of the maintenance activities of your chosen institution’s/business’ front office services. AUDIENCE The owner of the establishment and your teacher will be reviewing the assessment tool that you have developed. SITUATION You are observing the maintenance practices of a front office services to use as basis of your assessment tool. You will evaluate the performance of the front office services staff and present your findings, observations, and recommendations to the owner of the business and your teacher. PRODUCT A self-assessment/evaluation tool on the maintenance practices and performance of the front office services for their tools, equipment, and paraphernalia. STANDARDS and CRITERIA [INDICATORS] You need to identify the tools, equipment, and paraphernalia available in your chosen institution and the services they offer to determine the maintenance tasks that they to perform as basis for your assessment tool.


RUBRICS

1 3 5

Identifying tools, equipment, and paraphernalia

More than two tools, equipment, and

paraphernalia present were not identified

One tools, equipment, and paraphernalia present was not

identified

All tools, equipment, and paraphernalia

present were identified

Determining maintenance tasks to be performed

More than two maintenance tasks were not determined/identified

One maintenance task was not

determined/identified

All maintenance tasks were

determined/identified

Developing a self-assessment/evaluation tool

Rubrics for more than two maintenance performance

tasks were not created

Rubrics for one maintenance

performance task was not created

Rubrics for all maintenance

performance tasks were created

Did You Know?

According to an article written by Javier Jimenez on IoT Central, Reactive maintenance is four to five times more expensive compared to regular service maintenance that repairs and change parts when needed. Equipment failure due to unawareness of worsening performance will cost the institution loss of productivity, backup of tasks to be completed and more.


Figure No. 14. Planned Maintenance in Front Office Services

https://www.shutterstock.com/image-illustration/word-writing-text-planned-maintenance-business-1187261659


https://www.shutterstock.com/image-illustration/word-writing-text-planned-maintenance-business-1187261659

Wrap Up

Figure No. 15. Maintenance of Tools, Equipment, and Paraphernalia in the Front Office Services

https://www.straightnesstraining.com/horse-blog/portugal/checklist-how-to-move-your-horse-to-a-new-home/attachment/check/

https://www.dreamstime.com/stock-illustration-smartphone-cleanup-removing-trash-vector-icon-phone-system-cleaning-mobile-master-clean-software-illustration-image88757436

https://www.dreamstime.com/royalty-free-stock-image-cloud-computing-service-concept-illustration-flat-design-style-modern-vector-technology-web-data-storage-archive-image38747296








Introspect: Self-Evaluation

Mark on the space provided that corresponds to your skills based on your self-assessment.

Skills

I still need to practice with

maximum supervision

I can do some of the tasks but with

minimum supervision

I can independently perform the tasks

properly

I can identify proper maintenance strategies and techniques for front office services tools, equipment, and paraphernalia

I can perform cleaning, storing, and checking tasks for maintaining front office services tools, equipment, and paraphernalia

I can perform occupational health and safety procedures in the different areas of the kitchen

I can do self-assessment based on maintenance performance tasks of front office


services tools, equipment, and paraphernalia

Bibliography

Technical Education and Skills Development Authority. “Front Office Services NC II Self-Assessment Guide.” Accessed February 5 , 2019. https://tesda.gov.ph/Downloadables/Front%20Office%20Services%20NC%20II.pdf

Data Recovery. “How to Delete Temporary Files in Windows.” Accessed February 5, 2019. https://datarecovery.wondershare.com/erase-data/how-to-delete-temporary-files-in-windows.html?gclid=EAIaIQobChMImZmnvYCk4AIVmSQrCh3N7A3hEAAYASAAEgK42PD_BwE How to way. “How to Empty Recycle Bin on Windows 7.” Accessed February 5,

2019.https://howtoway.com/how-to-empty-recycle-bin/ Estate Services UAS. “ The Key Performance Indicator Evaluation Process (KPI

Process).”Accessed February 5, 2019. http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/estatesdirectora

te/documents/capitalprojectsforms/KPI_Process_Guidance_Note.pdf

IoT Central. “ 5 Facts You Should Know About Predictive Maintenance.”Accessed February 5, 2019. https://www.iotcentral.io/blog/5-facts-you-should-know-about-predictive-maintenance

William Angliss Institute. ASEAN MRA “ Front Office Generic Competencies.”April 2012.


https://tesda.gov.ph/Downloadables/Front%20Office%20Services%20NC%20II.pdf




http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/estatesdirectorate/documents/capitalprojectsforms/KPI_Process_Guidance_Note.pdf

http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/estatesdirectorate/documents/capitalprojectsforms/KPI_Process_Guidance_Note.pdf

https://www.iotcentral.io/blog/5-facts-you-should-know-about-predictive-maintenance

Glossary

data - collected information for analysis

document - a piece of written or electronic item that gives information that can be used for

record keeping

electronic - devices that operate with the help of small components such as transistors and

microchips that enables electric current to power its function

filing - to place documents in a specific manner

maintenance - process of looking after something to be in good condition

system - it is a set of parts that functions together to perform a task

technical - related to a subject based on strict application of process


U n i t 5 L e s s o n 3 : M ai n t ai n T o o l s , E q u ...

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