11Explain The Purpose Ofsupporting Other People

1.1 Explain the purpose of supporting other people at work?

Supporting others within your work place shows that you have the company’s best interest at heart. It also shows that you are a good team player and are willing to help others to ensure that you can achieve the maximum sales and conversion. Helping others will also improve your own communication skills and allow you to understand your work colleagues better.

1.2 Explain the purpose of helping other people to work effectively and efficiently a) for individuals b) for organisations?

There are many purposes of helping other people work effectively and efficiently. One is to increase productivity within the work place and ensure the company will meet the maximum sales at the end of the month. It helps issues being resolved quicker and helps you gain knowledge, when you come across difficult situations, you can seek the right guidance. This helps creating a better environment for you and your work colleagues and will also improve yours and others communication skills. It will increase your ability in the work place and help you achieve more.

1.3 Explain what is meant by Diversity and why it should be valued?

Diversity brings equality into the work placement. It allows people to embrace the differences within their colleagues. No matter what race, religion or cultural background, everyone is seen as the same within the organisation. Diversity helps bring awareness to an individual’s personal characteristics, background, culture, personality, size, accent, language, ect. Anti-discrimination laws are there to give minorities’ protection and justice against discrimination in some of the following, race, disability, gender reassignment, sex, marriage and civil partnership, pregnancy and maternity, religion and belief, sexual orientation and age. Diversity allows people to educate themselves about the different cultures around and helps bring the office to life, making it a unique and comfortable atmosphere.

1.4 Outline the benefits of diversity to an organisation?
The benefit of diversity to an organisation is for everyone to accept every individual for who they are. You should treat people the way you wished to be treated. With diversity, people can embrace their unique talents and knowledge to help educate their colleagues. Everyone could learn their matchless skills and experiences and increase their own person ability. It will improve the company’s image by showing their value to diversity. It helps bring you closer to your colleagues, which can improve communication and productivity and general work flow. 1.5 Explain how to treat other people in a way that is sensitive to their needs?

As the saying goes, treat people they way you would like to be treated. When in a work place it is important to have respect for everyone’s differences and beliefs. This encourages people to feel more comfortable, which can improve their confidence. Communicate with the person(s) and analyse their body language and understand their feelings and concerns. Feel what they are feeling. It is important to understand the person(s) culture and mentality to ensure you can help and advice in the best possible way when in a sensitive situation.

1.6 Explain how to treat other people in a way that respects their abilities, background, values, customs and beliefs?

You should treat people with respect and dignity regardless of their abilities, background, values or beliefs. Understanding others views opinions and ensuring to take them into account, helps us treating people with diversity. You must remember to be sensitive and diplomatic when dealing with people and their values. We also need to consider that every individual has a differed social, cultural and racial upbringing. Everyone, including their beliefs and values should be taken into account and respected when resolving miss-understandings or disagreements. Also we need to listen to people's needs and support them through and that way they will feel valued. Every individual will have a different standard and level of understanding, so it is essential to use the correct communication when conveying any message.

1.7 Describe ways in which it is possible to learn from others at work?

Learning at work is an everyday ritual. The key to learning from your colleagues is to observe, pay attention and enquire. Observing what they do and how they speak when with a customer can increase your own communication skills. When your colleague’s converse about topics or issues at work, listening in and contributing to the conversation can help you learn new things about the company, the way it works and this will also increase your ability within the work place. Building good relations with your co-workers and customers can widen your circle at work and helps you learn new things that you can apply to the way you work and also in your everyday lifestyle.

2.1 Outline the purpose and benefits of maintaining security and confidentiality at work?

Maintaining security and confidentiality at work is highly important. The purpose for it is so that the customers and employees are ensured they are protected under the data protection act. It is a crime to violate this. The benefits show the professionalism of the organisation. Having information and data sources being password protected is to ensure that any unauthorised person(s) cannot access this. If violated, information can be given out wrongly and could jeopardise the organisation and you would lose trust of the colleagues releasing this information, more importantly losing your customer’s trust. This would affect the company in a negative way; therefore it could lead to reducing the company’s production.

2.2 Outline requirements for security and confidentiality in an organisation?

Security and confidentiality is very important within an organisation. It’s very important that only authorised people can access such sensitive data. The customer’s details are protected under the data protection act, therefore if breeched and miss-used, the company could face legal action and possibly fined. This would lose respect for the company and will jeopardise our customer’s trust.

2.3 Outline legal requirements for security and confidentiality as required? Every company has to deal with other people’s personal information, whether you are taking someone’s card details within a system for a payment or emailing over someone personal information or posting someone a letter. All of these details are recorded within the company’s system and therefore should be protected from being exposed wrongly. The ways to protect this could be secured filing with security and having password protected files. The data protection act was first introduced in 1998. This was so that customers and suppliers information could be protected to fight against fraud. There are many acts that help keep confidentiality and security for both yourself and others, such as, the human rights act 1998. Most organisations have senior members of staff who tend to have access to all files and yet temporary staffs only have a limited access. This is also a good way of keeping confidentiality and security because only a limited amount of people would have access to the information, therefore, if it was given out wrongly, it is easier to pin point the culprit and have a more secured work place. 2.4 Describe procedures for dealing with concerns about security and confidentiality in an organisation? Security and confidentially within most organisations these days are all electronically stored. When a concern arises at work it is important to firstly take it to a more senior member of staff, if you already don’t know how deal with it. If you have a fear that someone maybe trying to hack systems or if data is being sent over wrongly, you must contact your IT support team. They are the most trained within any technical difficulties you would experience. They would be able to identify the problems and help to resolve them in a way to prevent it from happening again. Dealing with concerns is very important and you must include everyone who is necessarily involved, you must follow your company’s procedures if something has gone wrong or if the data protection act has been breached.

3.1 What are the sources of risk in your organisation, including H&S?

There are many risks that can occur at work. Some including, breaching the data protection act, receiving discrepancies, trips and slips, electrocution from water spillage on electronics, unauthorised use of the internet can also be a source. 3.2 How do you assess and monitor risk in your organisation? Every organisation will have a guideline or some sort of a 'plan of action' when a risk takes place. They also have tested procedures to follow to prevent risks from occurring. Following the rules and regulations the company holds, will prevent major risks from taking place. 3.3 How can you minimise risk in your organisation? Following procedures of the company can help prevent you from taking a risk, however, sometimes unexpected things can occur and it is very important to stay very vigilant at work and focused on the procedures and follow them in the correct manor and order.

4.1 Why should you keep waste to a minimum in the workplace? There are many beneficial reasons to why keeping waste a minimum is good within a work place. It doesn’t only make and feel the environment of the office professional and organised but also is good for our eco system. It portrays a good image of the organisation as well as being cost efficient. Travel Republic has a recycling system and also have a scrap paper tray for all staff within the department to use. 4.2 What are the main causes of waste that may occur in a business environment? The main causes of waste within a business environment would be the use of printing on paper, this occurs a lot due to people in the organisation incorrectly printing documents or printing unnecessary copies. Another would be electricity. If an organisation is open for 7 days a week, their computer systems will also be on, let alone lighting around that department. Other admin used products would also be included, such as a sticky note, pens, staples, ink cartridges ect. 4.3 How do you minimise waste – including using technology and other procedures. To minimise waste is easy if everyone had their own contributions in saving resources. Remembering simple things like turning lights of when leaving a room that is no longer in use, you should also remember to turn your computer station off after the working day is done and encourage your colleagues to use scrap paper. Also by following the correct procedure on using electronics will prevent them from breaking, this will reduce the risk of needing replacements and also maximising the use of the resources. 4.4 What is the purpose and benefit of recycling?

The purpose and benefits that come from recycling would be that it saves the earth, saves our energy, helps reduce global warming and pollution, reduces waste products in landfills, saving the earth's ecosystem and helps the organisation save money. 4.5 What are your organisations procedures for recycling? The procedures that take place at work for recycling would be, firstly, we have a scrap paper tray, this is available to all staff within the department. We have separated recycling bins downstairs for plastics, glass and paper waste. This shows that the organisation maintains the encouragement of recycling to all staff and this helps the environment and this is also cost effective for them.

4.6 How can waste be minimised by regular maintenance of equipment? Regular maintenance of equipment and correctly following the procedure for using particular equipment can minimise the waste produced. This is because if you maintain the products, they can last longer and maybe even be reused in some cases. 5.1 What is the purpose of recycling and disposing of hazardous materials?

The purpose of recycling is to benefit from resource and energy conservation, having solid waste reduction, environmental protection and reduce global warming, increasing social and economic development as well as being cost efficient within the organisation.

5.2 What are your organisations procedures for recycling and disposal of hazardous materials? Hazardous materials can be very destructive if they are not disposed of properly. It is very important for every organisation to follow the procedures of disposing the waste correctly as it can cause very high health and safety risks. At Travel Republic they have arrangements of where the waste is collected and disposed of by a separate licenced organisation. 6.1 What are the benefits to an organisation of improving efficiency and minimising waste over time?

There are many benefits when over time an organisation has maintained and improved the efficiency of decreasing waste. Not only does the company benefit from the cost reduction but our planet is also being saved. Being able to maintain and improve the efficiency of the reduction, helps portray the company in a very good light.

6.2 How do you continuously improve your working methods and use of technology to achieve maximum efficiency and minimum waste? You should always try and improve your own individual working methods as this shows that you work effectively. Using technology gives you advanced and in depth primary and secondary sources to help achieve efficiency and help reduces waste. You can always research the internet on new ways on how other organisations have successfully achieved efficiency and reducing waste. Speaking to colleagues and having your own experience on from being in a different organisation and having different procedures with dealing with waste can also be spoken about in discussion with the relevant members of staff and then can be taken into consideration.

6.3 How do you select sources of materials and equipment that give best value for money?

When selecting materials and equipment, to get the best value for your money, you should compare different offers given from a multitude of suppliers. It is important to purchase durable products and good in quality however cost effective.