Office Training Project

This paper outlines a training session on how to make bulk copies. This is part of simple office tasks training that all the new recruits to the organization have to go through. Since any person in the organization may have a need to make copies, this training is useful to all levels of employment in the organization.

Your list of objectives

The objectives for this training are

· To ensure that each member of staff knows how to handle the copying machine/ duplicating machine

· That each member of staff knows how to make copies

· That wastage due to excess copies by members of staff is reduced.

· And that the dependence on clerk in making copies is reduced

The specific objectives of the entire training include

· That all members of staff can perform simple office tasks

· That the competence of the members of staff can be increased

· That the risks posed by lack of skills can be minimized.

How long will the training require?

The training shall be done in sessions of two hours each for a period of one week. In each day, members of staff shall be required to take part in repetitive copying exercise to increase the familiarity of the members of staff with the copying/ duplicating machine. This training assumes a five working days week.

What type(s) of training materials and media are you planning on using? And why?

The materials that shall be used for training shall be the same materials that the employees are expected to use in their routine work environments. These materials shall include; copying/ duplicating machines, materials (papers) to be duplicated, duplicating papers, power source, and in-tray, out tray, special mark pen, and soft cloth for wiping, stapler and staple remover.

Step by step procedure for the training session

1. Ensure that the duplicating machine is well connected

At this stage, the trainees shall be shown how to connect the duplicating machine to the power supply unit. The power supply unit shall be connected to the power source. This shall help in ensuring that the duplicating machine is safeguarded in case there is any power surge. The connection must be appraised before the power can be switched on. Each trainee must be able to note how each cable is connected and how to identify loose connections. The trainee shall also check the ink levels of the duplicating machine.

2. Prepare the material to be photocopied

The activities in stage include; wiping the in tray and the copying plane, removing staples from papers that have been pinned together using the staple remover, ensuring that the materials are arranged in right order (by date, page arrangement, and urgency), ensuring that only materials to be photocopied are at the in tray.

3. Making right settings for the photocopy

This shall include ensuring that the duplicating machine has been set for black and white or color copy as per the requirements. If the size of the output needs to be smaller than the actual size, the settings shall be set as required. Also, this stage shall allow setting the number of copies required per page. The other setting requirement shall be identifying whether each paper shall be printed on both sides or on single page. If different materials require different machine settings, the settings shall be changed after each set that has similar setting requirements.

4. Making the copies

After all settings have been made, the trainees shall start the copying process. The process shall include regular checks on the output to ensure that it is of the right quality. The trainees shall be taken through common challenges that may arise and how to trouble shoot. Some of the challenges explained shall be, low ink output, how to deal with paper jam, how to align cartridges in case of low ink levels, what to do in case the machine pulls more than one paper, rebooting if the machine shuts itself down, and what to do in case the output is blank. While making copies, the trainees must ensure that original copies are places separately from then output.

5. Arranging the output

After all the copies have been made, the staff must ensure that the output has been well arranged. This shall include ensuring that all papers that need to be folded and/ or stapled have been folded/ stapled, that proper arrangement have been done (by date, page arrangement, and urgency), marking the original copied and duplicate copies appropriately, identifying the recipient in case the output shall be used by another person, and packing the output where necessary. The trainees must ensure that no original material have been left at the duplicating machine. The original copies that had been stapled together must be stapled back together. This calls for keen observation on how the original copies were arranged before making copies.

6. Clearing working area

It is always important to ensure that the working area has been left clean for the next use. Any waste paper in the course of the duplicating exercise shall be placed either in the paper recycle bin or at the dust bin. The surface should be wiped well and any staples removed from papers also well disposed.

References

Jin, J., Ji, P., & Liu, Y. (2012, March). Product characteristic weighting for designer from online reviews: an ordinal classification approach. In Proceedings of the 2012 Joint EDBT/ICDT Workshops (pp. 33-40). ACM.

Kato, T., & Yada, J. (2013). U.S. Patent No. 8,368,949. Washington, DC: U.S. Patent and Trademark Office.

Lackey, A. E., Moshiri, M., Pandey, T., Lall, C., Lalwani, N., & Bhargava, P. (2014). Productivity, part 1: getting things done, using e-mail, scanners, reference managers, note-taking applications, and text expanders. Journal of the American College of Radiology, 11(5), 481-489.

Patton, R. N., Chang, C. W., Campbell, R. J., & Chen, L. S. H. (2012). U.S. Patent No. 8,284,467. Washington, DC: U.S. Patent and Trademark Office.