Principles of managing info and producing docs. Essay

Submitted By mottc
Words: 838
Pages: 4
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Information Technology has changed the way the business world works. Today and email can be sent, read and actioned within 5 minutes in comparison to 25years ago where this same process would have taken at least 24 hours. There are many IT programmes and devices that are used in day to day tasks, such as the Microsoft office packages and also hardware such as Blackberrys and iPhones.

The office package can be used to complete virtually any task in the working environment. For example if you need to create a table for data or create a workbook you would use the Excel programme due to its auto sum functions. Whereas if you were producing a letter or contract, you would use the word processing programme Word. On the other hand to create a presentation you would use the PowerPoint application.

The main benefit of using these programmes is that they are specifically designed for their purpose. They have tools that allow you to customise and manipulate the piece of work to look how you like. Another benefit is efficiency- you can correct and adapt things without having to re write letters, you can also set tables in Excel to calculate sums and recalculate if the input is changed. All of the above lead to time being saved and less room for human error which is hugely important when dealing with important documents such as contracts and calculations.

Deadlines are quite possibly one of the most important things to a business, if deadlines were not set work wouldn’t be completed leading to no end product for Visa EUROPE. Objectives are equally as important due to the fact they tell you what you are doing. With out clear objectives you can often end up doing work you do not need to or may have already done.

Most people have their own archiving and organisation procedures this allows them to know where they keep documents and also ensures that the chances of them loosing a document are very unlikely. One way is to create folders in your emailing system and redirect the emails into the correct folder. You are then able to set up an archiving system which means you do not delete the document but systematically file it on you user, this then creates more space in your inbox allowing you to respond to and find emails quicker.

Confidentiality is key, especially to a company such as Visa EUROPE who deal with sensitive information such as consumers card details. In order to preserve privacy it is crucial any worker must be conscious of who they share information with. They must also be wary of email trains as they are a common place for people to see information they shouldn’t. All employees must comply according to Visa EUROPE’S data protection policy; this is taught via the compulsory basic training and can be found in the employee handbook.

Reasons to create documents that are fit for purpose are clear. To create a document to have an impact on someone or to stimulate an action from them you must present them with a clear purpose. Another reason is to ensure the document is to not waste time, by creating a document that
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