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Question 1

What are authority protocols ?

Answer 1

Authority protocols are procedures or rules that must be followed

Question 2

What is line manager?

Answer 2

A line manager is a superior who an employee will report to

Question 3

what are the examples of authority in a workplace?

Answer 3

• on decision makes

- on authorisation

Question 4

How does authorization affect a work place ?

Answer 4

Authorization can affect the workplace because some employees will not be authorized to do things such a making payments this will be referred to the line manager who has more authority

Question 5

Why do businesses have authority protocols?

Answer 5

Businesses have authority protocols because it can allow:

• manager to delegate tasks (prioritization) while overseeing outcome
• Provides checking procedure
• Authority protocols can lower the risk of fraud if more than one person is involved in payments

Question 6

Why do businesses have confidentiality protocols?

Answer 6

To ensure all information is safe and secure

Question 7

Name 4 organisational procedures to ensure confidentiality:

Answer 7

• Ensuring only those who need to see specific information have access
• Using the BCC line when sending emails
• Require all employees to sign a non disclosure agreement (NDA)
• May include in job description disclosing confidential info will be deemed gross misconduct

Question 8

Name 2 ways of storing documents and data?

Answer 8

• Manual storage: use of secured filing cabinets for hard copies of documentation and ensuring that confidential documents are not removed from the premises
• electronic data can be stored securely by password protected computers, ensures only the individual that the computer belongs to is able to access the data and documents, as long as the password is by shared
• network passwords can be used so only those employees provided with the password can access certain documents
• passwords can be used to protect data back ups from unauthorised access

Question 9

What are the implications of breaching confidentiality ?

Answer 9

• Considered gross misconduct: dismissal/ no reference
• Legal action : if breach data protection act
• Risk of identity theft/ loss of business trust
• If info disclosed is gave to competitor can lose business morale

Question 10

Why might confidentiality NEED to be breached ?

Answer 10

• If an employees suspected of fraud or embezzlement then their emails and communication may be breached
• If an employee needs to be contacted in an emergency then they may access their telephone number

Question 11

Name 3 different voluntary constraints a business may have on employees and documents :

Answer 11

Organisational
Ethical
codes of practice

Question 12

What is an organisational constraint?

Answer 12

Specific requirements a business have made to ensure consistency across all employees

Question 13

What is an ethical constraint ?

Answer 13

Ethical constraints is where a business has guidelines relating to stereotypes/ whistle blowing or privacy so no one is offended

Question 14

What are codes of practice ?

Answer 14

some businesses and some job roles have codes of practice to follow
EG: the code of practice for social workers requires that workers maintain clear and accurate records

Question 15

What types of legislation may a business use to protect their business?

Answer 15

copyright
data protection
consumer protection
equal opportunities

Question 16

What is data protection ?

Answer 16

Data protection:

personal info needs to be protected and secured

Question 17

What is consumer protection?

Answer 17

Consumer protection :
Impacts on documents produced
eg if a shop advertised a product that doesn’t exist it would breach this act

Question 18

Checking protocols: Why should businesses check documents ?

Answer 18

-check documents for errors or misinterpretation

checks may be carried out my senior employees/proof-readers/managers

Question 19

Why are checking documents good/bad?

Answer 19

good: long term = prevents problems + damage to reputation

bad : costs money to constantly check docs / time consuming

Question 20

Name 3 IT security protocols?

Answer 20

• password protecting documents / computers
• installing anti-virus programming
• granting right staff with authorization to documents
• position computers so general public can’t see what’s on them
• screen saver time out

Question 21

Name the 4 employee protocols that employees must follow:

Answer 21

Health and safety
Equality
Contractual obligations
Minimum standards of behaviour

Question 22

What are contractual obligations ?

Answer 22

Once a contract has been signed the employer is legally bound so both parties will have to obey what the contract states

Question 23

Name 3 minimum standards an employee must follow during work?

Answer 23

• punctuality
• dress code
• appropriate language

Question 24

Why should business arrangements be checked?

Answer 24

Arrangers must ensure that all relevant staff have received the details and that the details themselves have been copied accurately

Question 25

What are the implications of poor checking?

Answer 25

- if travel arrangements have been provided incorrectly then - a flight or train could be missed, wasting time and money and business opportunities - if wrong meeting locations has been provided to a employee, then it may not be possible to make an important decisions without them - if an inaccurate report has been sent to the shareholders, the reputation and professionalism of the business could be questioned

Question 26

What could inappropriate use of IT equipment and software include?

Answer 26

- using workplace computers for non- work activities- e.g. accessing social media - installing unauthorised software., e.g. games - installing software that is licensed only for business use on home computers

Question 27

What could the consequences of inappropriate use of IT equipment and software be?

Answer 27

- wasted business time - charges of gross misconduct - fines for breaking the law

Question 28

What is the health and safety legislation?

Answer 28

- regulations detail protocols that must be followed - include providing adequate lightening and ventilation - providing regular eye tests for employees who use computer screens - ensuring that risk assessments are carried out

Question 29

What is the equal opportunities legislation and how can it be used on staff?

Answer 29

- all staff must be aware of legislation such as the Equality Act - many business offer induction and ongoing training in factors such as what can or cannot be said , how to act, and what can or cannot be included in communications - to ensure that discrimination does not occur

Question 30

How can employers maintain professional behaviour through punctuality?

Answer 30

- all employees are expected to arrive at work on time - repeated lateness is unprofessional and may result in a disciplinary procedure - if an employee is unable to attend work due to sickness or a medical appointment, they must inform their employer promptly

Question 31

How can employers follow the correct appearance and dress code?

Answer 31

- requirements for appearance and dress vary from business to business E.g. a lawyer would bread smartly to create a professional impression - some businesses also have rules about not displaying tattoos or body piercings as some customers may perceive these as unprofessional

Question 32

How can employees follow use of appropriate language correctly?

Answer 32

- swearing, slang works and open complaints about the business should be avoided, mostly when dealing with customers or third parties - employees should be aware that when talking among themselves they are still representing the business and also applies outside the workplace

Question 33

what is embezzlement?

Answer 33

theft by an employee of assets that belong to the employer, this may include money, stock and stationary

Question 34

what is an example of authority being used on decision making in a workplace?

Answer 34

- sometimes a task or a problem needs to escalated to a line manager who has greater authority - e.g. if a customer has a complaint that the employee has failed to resolve to the customer's satisfaction, the manager could have the authority to provide financial recompense such as gift vouchers

Question 35

what is an example of on authorisation being used in a business?

Answer 35

- employees may not have the authority to carry out certain tasks such as signing letters and authorising payments - as responsibility sits with their manager - e.g. an employee may agree a lease for new premises but will refer this to the line manager for final authorisation

Question 36

how does copyright constraint on document content?

Answer 36

- works protected by the copyright, designs and patents act include music, books, leaflets, newsletters, films and software - businesses must ensure all relevant permissions are gained - e.g. if a song is to be included in a tv advert - if a business itself has such works, then nay individual or business wanting to reproduce these must ask for permission from the copyright holder and pay a fee if necessary

Question 37

how does equal opportunities constraint on business documentation?

Answer 37

- the equality act protects individuals from discrimination | - e.g. a business cannot produce a job advertisement requesting a 'barmaid' as this is gender discrimination