Work in a Business Environment free essay sample

Describe what is meant by diversity and why it should be valued. Diversity means different individuals valuing each other regardless of intellect, age, disability race or religion. Diversity should be respected and valued because everyone is different and can offer an alternative perspective. Everyone should be treated equally because everyone has something to offer and everyone has a strong factor/skill that they can contribute to the company. They enrich a society because they allow people to experience different thinking processes, to see that there is more than one way of approaching issues or living ones life. Diversity brings other points of view and perspectives to different situations. Mixing with different people can help us to overcome fears and prejudices having people from diverse backgrounds in the work place will bring different talents, skills and knowledge. Diversity can also help you value your own life and work and appreciate others difficulties. 1. 2 Describe how to treat other people in a way that is sensitive to their needs. I can be sensitive to people’s needs and respect their abilities, background, values customs and beliefs and by considering the opinions, circumstances and feelings of my colleagues and customers without it making a difference because of their race, religion, position, circumstances, status or appearance. By trying to always listen to people and be open to other points of view and by treating everyone in the same way and not judging others religions and customs. By being polite, tolerant and patient with others and don’t use language or behaviours that could be offensive to others. By treating everyone with respect you are more likely to earn respect in return. 1. 3 Describe how to treat other people in a way that respects their abilities, backgrounds, values, customs and beliefs. You can respect other people’s abilities, backgrounds, values, customs, race and beliefs by being respectful. By treating everyone with consideration and courtesy you will show willing to learn about your colleague’s beliefs and religions, their disabilities, what they value and where they’re from and also how best their skills can benefit the workplace. It can help when dealing with customers who have different beliefs or abilities to know as much as you can about individual differences. You also have a moral duty to your colleagues. By allowing others to bully or treat people with disrespect you yourself are guilty of it. Try to always listen to people and be open to other points of view and by treating everyone in the same way and not judging others religions and customs. 1. 4 Describe ways in which it is possible to learn from others at work. Everyone has something different to offer during the workplace. Regardless of beliefs, religions, abilities, race and disabilities, everyone has a talent or skill that can be utilised. A customer or colleague may require information regarding a particular religion or custom. The customer/colleague may be able to speak several languages or be adept at maths or spread sheets. By respecting your diverse colleagues and customers you will learn about their particular talents. By giving respect you earn it in return and will therefore have a safe environment for people to work and a friendly workplace for a professionally run company. 2. Describe the purpose and benefits of maintaining security and confidentiality at work. It is important to maintain security and confidentiality at work because we have a legal obligation to maintain the personal information that is given to us from customers. We have an obligation to our employer and colleagues to maintain the highest standards of security awareness. If I am casual about security and information it could cost my employer quite a lot of money as they could face prosecution for breach of security and I could face disciplinary action. 2. 2 Describe requirements for security and confidentiality in an organisation. Confidentiality and information security are the key aspects for an organisation. So an organisation must make sure that it preserves these along with integrity. Any information even if it is a little one, if lost can lead to the non-existence of the organisation. The requirements for security and confidentiality are: †¢All information has to be original and true, and should be free from any errors. †¢An organisation has to be ready at all times to give access to the systems that store, process and deliver information to the right people at the right time. All companies have and should have their own policies and procedures regarding security and confidentiality. All employees must abide by these policies and procedures. The Data Protection Act, Human Rights Act and Consumer Rights Acts cover these areas. 2. 3 Describe the legal requirements for security and confidentiality, as required The legal requirement in relation to security and confidentiality are described by in the Data Protection Act 1998 and says that anyone who records information about individuals is classed as a data processor under the Act and is required by law to process the data fairly and lawfully. The Act prevents the unauthorised use of data and so protects the privacy of individuals. The Act also says never to disclose information that my organisation holds about individuals. The Act also allows individuals the right to know what information is held about them. The Data Protection Act applies to any information held about individual. Every organisation should be careful of how they handle and respect data that passes through their hands. Data information flowing in and out of the company can be any of the materials below †¢ E-mails †¢ Letters and post †¢ Paper files †¢ Course documentation †¢ Verbal †¢ Memory sticks discs †¢ Computer files †¢ Refuse and disposal The following may be considered sensitive material in that it carries personal details of an individual: †¢ Curriculum Vitae of trainers all staff †¢ Financial information of customers and trainers and staff †¢ Health status information †¢ Verbal discussions regarding others/organisations on the phone, in public places, in training venues, with inappropriate others †¢ Naming of service users during training The following are the legal requirements and best practice: †¢ Data Protection Act 1998 (designed to safeguard the collection, holding and use of personal data. ) †¢ Human Rights Act 1998 †¢ Common Law of Confidentiality For confidential handling of material †¢ Temporary office staff: share only what is essential and alert them to the company guidance †¢ Think before taking the information out of the office i. e. via memory stick or paper. †¢ If information has to be released ensure that it is only as much as is required for the purpose required and that the recipient is aware of their responsibilities with regard to the information  being received †¢ Ensure safe disposal of data material e. g. shredding of paper documents before disposal †¢ Inform senior staff if you have any concerns regarding security or confidentiality For security within an organisation †¢Access Rights to Data: Limited to admin support and directors only. Only directors or other authorised staff can transport data. †¢Ne twork Protection: make sure you have all computers have fire walls and antivirus protection. Data carrying devices: Make sure that USB memory stick and external hard drive are all encrypted. 2. Describe the procedures for dealing with concerns about security and confidentiality in an organisation When gaining employment in an organisation, it is the company’s duty to inform us of what the procedures are for security and confidentiality. When working for an organisation or a business or any work environment, it is very important to follow safety, security and legal procedures. Every organisation has its own confidential information and care has to be taken to protect these documents from the public, else it will lead to disastrous effects. The property has to be secured with locks that can be opened by only authorised personnel. In our organisation, we have secure locks that can be opened only by the employees of the organisation using their swipe card. The rooms of managers are secured with number locks. All confidential information and files are secured in cabinets that are only accessible by the employees. If I am having any concerns they must be raised to my line manager and my line manager will talk with one of the managers about it and try to fix the problem as soon as possible. 3. 1 Explain the purpose of keeping waste to a minimum. It is important to maintain waste to the minimum and improve efficiency in a business environment because it means being aware of our impact on our environment and ensuring that anything we do will help to reduce wastage and pollution and the need for landfill space for burial of waste. If we keep the amount of waste produced to the minimum our organisation can save money though using less energy, resources, the cost of recycling used resources and paying for a landfill space. Recycling Facts †¢ The UK produces millions of tonnes of waste every year. Whilst there have been many advances in recycling in recent years, there is still a great deal of waste which could be recycled that ends up in landfill sites causing harm to the environment. †¢ Recycling is an excellent way of saving energy and conserving the environment. †¢1 recycled tin can would save enough energy to power a television for 3 hours. †¢1 recycled glass bottle would save enough energy to power a computer for 25 minutes. †¢Up to 60% of the rubbish that ends up in the dustbin could be recycled. †¢The largest lake in the Britain could be filled with rubbish from the UK in 8 months. †¢On average, 16% of the money you spend on a product pays for the packaging, which ultimately ends up as rubbish. Why Recycle? †¢Recycling saves Energy †¢Using recycled materials in the manufacturing process uses considerably less energy than that required for producing new products from raw materials – even when comparing all associated costs including transport etc. †¢Plus there are extra energy savings because more energy is required to extract, refine, transport and process raw materials ready for industry compared with providing industry-ready materials. †¢Recycling helps protect the environment †¢Recycling reduces the need for extracting (mining, quarrying and logging), refining and processing raw materials all of which create substantial air and water pollution. †¢As recycling saves energy it also reduces greenhouse gas emissions, which helps to tackle climate change. Current UK recycling is estimated to save more than 18 million tonnes of C02 a year – the equivalent to taking 5 million cars off the road. †¢Recycling reduces landfill †¢When we recycle, recyclable materials are reprocessed into new products, and as a result the amount of rubbish sent to landfill sites reduces. There are over 1,500 landfill sites in the UK, and in 2001, these sites produced a quarter of the UK’s emissions of methane, a powerful greenhouse gas †¢Recycling saves Resources †¢When we recycle, used materials are converted into new products, reducing the need to consume natural resources. If used materials are not recycled, new products are made by extracting fresh, raw material from the Earth, through mining and forestry. †¢Recycling helps conserve important raw materials and protects natural habitats for the future. 3. 2 Describe the main types of waste that may occur in a business environment. The main causes of waste in a business environment are: †¢Leaving lights on when the rooms are not being used and the same with air conditioner and not switching off office equipment. †¢Re stocking stationary when there is no need †¢Printing documents when we don’t need them †¢Paper waste †¢Wasting ink and toner †¢Food, packaging and bottle waste Waste Management 2012-2013 During 2012-13 the college produced a total of 606 tonnes of waste of which 524 tonnes were recycled with only 82 tonnes sent to a landfill site, this equates to a recycle rate of 86%. This substantially exceeds the Welsh Governments target of 70% recycle rate to be achieved by the sector by 2025. Examples of the recycling conducted include, food waste (collected, processed and converted into good quality compost), all paper /cardboard (recycled and converted back into paper for the packaging industry), all metal (segregated, recycled and processed and sent for use for use in the automotive industry), all wood (segregated sent for processing and re-sold as bedding in the equine industry). Waste type by type Tonnes General Waste 355. 97 Mixed Recyclable Waste 12. †¢Switching off heaters. †¢Don’t print if it is not necessary. †¢Use recycled materials. †¢Try to recycle as much as possible. †¢Take good care of the equipment we use so it can last longer. †¢Proofreading documents before printing. †¢Asking colleagues to proofread any documents. †¢Use reusable tubs and water bottles †¢Recycle. 3. 4 Identify ways of using technology to reduce waste I can improve my own working methods and make use of technology to increase efficiency and reduce waste in a business environment by: †¢Proof-read documents on screen to avoid printing. †¢Scan documents and store electronically. †¢Setting up the printer to print on both sides of the paper. †¢Issuing documents electronically and ask other colleagues not to print if it is not necessary. 3. 5 Outline the purpose and benefits of recycling Recycling is important to help fight climate change and to reduce the amount of waste sent to landfill sites. Organisations save money by recycling because landfill sites are expensive. There is a charge for commercial waste collection so companies can save money by reducing the quantity of waste. Businesses have a legal duty to have appropriate arrangement for the disposal of the waste they generate. Paper, ink, toner and electricity can cost a company thousands of pounds a year from poor waste management. 3. 6 Describe organisational procedures for recycling materials My organisation’s procedures for recycling materials are: †¢Dispose of different materials in designated bins: plastics, paper etc. †¢Sending photocopy and printer machines cartridges for recycling. †¢Making sure equipment is dispose in a safe and controlled way. At Coleg Gwent we use the recycling company Amber. Recycling with Amber At Amber we offer: †¢High recycling rates / Compliance with the waste Hierarchy †¢Diverse range of waste processed for recycling †¢Legislative compliance with pre-treatment regulations †¢On-going diversion from landfill heading towards zero waste to landfill †¢Materials Reclamation Facility waste sorting and recycling stream segregation at a single site †¢Services for hazardous wastes. The diverse range of wastes processed at our recycling centre makes us unique in the waste industry for Wales. Our recycling centre handles construction and demolition wastes, retail and trade wastes, commercial and industrial, educational and civic wastes, and so Amber Services can deal with every waste that Coleg Gwent produces, from paper and cardboard products through to construction and plastering wastes. What can be Recycled with Amber Services? The wastes we direct away from the typical landfill stream consist of: †¢Wood / Timber / Sawdust †¢All metals †¢Cardboard / Paper / Packaging / Newsprint †¢Glass Cullet / Glass plate †¢Brick / Stone / Inert Waste / Aggregate for secondary use †¢Plastics / UPVC / PVC †¢Sheeting and Shrink Wrap †¢Cable and Wiring †¢Plasterboard †¢Food waste †¢Green waste †¢Fabric and Clothing †¢Furniture †¢Windows / Doors †¢Plate Glass †¢UPVC window frames †¢Hazardous and Non hazardous 4. 1 Describe the benefits of procedures for the recycling and disposal of hazardous materials The purpose of recycling is to achieve the benefits of resource conservation, solid waste reduction, environmental protection, energy conservation and social and economic development. The careful disposal of hazardous materials is every individuals responsibility to prevent health and life threatening issues to man and animals. Waste can also be used beneficially by suitably qualified organisations. 4. 2 Describe organisational procedures for the recycling and disposal of hazardous materials. Every month we have a company that comes in to collect papers and other materials that need recycling. Any hazardous materials are collected in a safe place and disposed of with the help of companies that are experts in hazardous material disposal. Recycling with Amber At Amber we offer: †¢High recycling rates / Compliance with the waste Hierarchy †¢Diverse range of waste processed for recycling †¢Legislative compliance with pre-treatment regulations †¢On-going diversion from landfill heading towards zero waste to landfill †¢Materials Reclamation Facility waste sorting and recycling stream segregation at a single site †¢Services for hazardous wastes. The diverse range of wastes processed at our recycling centre makes us unique in the waste industry for Wales. Our recycling centre handles construction and demolition wastes, retail and trade wastes, commercial and industrial, educational and civic wastes, and so Amber Services can deal with every waste that Coleg Gwent produces, from paper and cardboard products through to construction and plastering wastes. What can be Recycled with Amber Services? The wastes we direct away from the typical landfill stream consist of: †¢Wood / Timber / Sawdust †¢All metals †¢Cardboard / Paper / Packaging / Newsprint †¢Glass Cullet / Glass plate †¢Brick / Stone / Inert Waste / Aggregate for secondary use †¢Plastics / UPVC / PVC †¢Sheeting and Shrink Wrap †¢Cable and Wiring †¢Plasterboard †¢Food waste †¢Green waste †¢Fabric and Clothing †¢Furniture †¢Windows / Doors †¢Plate Glass †¢UPVC window frames †¢Hazardous and Non hazardous 5. 1 Outline the purpose of improving efficiency and minimising waste Good environmental practices can reduce companys costs by reducing the use of raw materials, energy, water and packaging. †¢Waste can be reduced with very less effort. For example, switching off machines and equipment at night will reduce energy consumption. †¢Another point is investing in good quality machines that reduce your energy consumption. Look for machines with an energy star label. You could save money by spending more in the first place to buy more energy-efficient machinery and equipment rather than buying cheaper ones and spending money later on energy, spares and servicing. †¢When you have a good organisation with quality you will see employees working with enthusiasm, and this will cut down costs for recruitment as employees will not want to leave quality organisations. 5. 2 Describe ways of improving own working methods and use of technology to achieve efficiency and reduce waste. The possibilities for increased efficiency can be achieved by eliminating redundant tasks, enhancing intra- and inter-office communication, and obtaining immediate access to the information you need to perform your job. Technology can improve services by offering better communication through a variety of media, better record keeping, and shorter response times. Other factors include the savings in costs and labour, the increased visibility for the institution, and the improvement of service to the students and university offices that rely on your offices data to perform their functions.