Unit Two: Principles of Providing Administrative Services

2. Use the table below to describe some of the different types and styles of documents that are produced in a business environment, and then explain when these different options may be used.

This can be due to loss to vital documents, delays in mails, delivered to wrong person, inefficient service being delivered, payment being lost (incoming and outgoing), materials / parts not being delivered on time, dissatisfied customer / supplier which could leave poor image about the organization. Hence making sure that mails are delivered to correct person as soon as

1. In relation to your current business environment (or one that you are familiar with), identify at least two different types of information technology that may be used when completing work tasks.

1. Complete the table below with descriptions of at least two different features of a telephone system and how / when they would be used.

One method of calculating postage charges would be to weigh and measure the items. The cost of sending letters and packages varies greatly depending on the size and weight.

Telephone – A telephone maintains a few different features rather than just receiving and making calls. At work the phones that we use are often different to

Also, as as SSA (Sales and Service Associate) I sometimes find the need to research the Domestic Mail Manual (DMM) to see if the product a customer is shipping, such as bound books or dvd's, will qualify to ship at a more economical "media mail" shipping rate.

4.1 & 4.2. – Describe different types of office equipment and the uses of different types of office equipment

The availability of substitutes is medium mainly because there aren’t a large number of substitutes out there for express mail outside of the industry. Most next day deliveries are business documents, parcels, letters, ect, not typically cargo. So substitutes could include email and faxes, both are faster and cheaper than express mailing. Depending on the nature of the business, video conferencing or the old fashion telephone could be used. If the parcel is going somewhere local maybe could use bike messengers, or just hand deliver. There are also the second tier players, like RPS, DHL and TNT, while they are still in the delivery industry; they tend to specialize in areas other than express mail. With RPS, it is second day service at 40-50% less, and a business that does a large amount of overseas or international express shipments may want to substitute with DHL or TNT, who specialize and differentiate themselves in the international market.

Weight & size is a big factor on calculating postage charges. If you use to bigger envelope for what is really needed it could become costly. Also having very heavly items will make the price rise. Consider both carefully when sending packages.

Royal  Mail  is  the  largest  provider  of  postal  services  in  the  United  Kingdom  and   one  of  the  largest  postal  service  providers  in  the  world.  This  paper  analyzes

The US Post Office provides reliable service, however, sometimes a letter is not delivered for weeks, months, or even years.

The evolution of the express mail industry had become a quick on-time shipping and delivery of packages. The service had become effective, reliable, and prompt, which most of the top companies could deliver on these guaranteed promises 96-99% of the time. But, delivery services were only a portion of the services being offered to their customers. Carriers had mastered information management that they shared with their customers. Customers were now able to fill out labels, track the route of their package, and assisted in billing using both via carrier provided software or the Internet.

UPS and FedEx are the leading parcel carriers in the U.S. FedEx has significantly expanded their capability to compete with UPS’s dominant ground delivery service.

Office machines represent the second largest product segment, accounting for an estimated 28.5% of industry revenue. Equipment includes shredders, calculators, label makers, cash registers, time clocks and binding equipment. Although this segment represents a large portion of revenue, it has declined during the past five years. Many of the products in this segment have been deemed obsolete by technological change, a primary reason as to why retailers are reducing retail space in their stores.