Designing a Technology System

For a Receptionist

Receptionist

The role of receptionist would require a person to undertake the following duties:

  1. dealing with post
  2. making sure that there is enough stationery (this may include ordering new stationery)
  3. answering the telephone and passing on calls
  4. managing a booking system
  5. providing or sending out information
  6. greeting and looking after visitors
  7. answer enquiries in person, by phone and on email
  8. typing and setting up documents such as letters, spread sheets and reports
  9. keeping computer records up to date
  10. filing (manual and electronic)
  11. using office equipment such as printers, photocopiers and fax machines
  12. managing staff appointments
  13. simple bookkeeping
  14. setting up meetings and taking minutes (emailing out minutes to necessary people)
  15. making travel arrangements for staff
  16. keeping the reception area tidy

What do you need and why?

The network they would use would be a LAN. To connect they could either use Wi-Fi to a router, or Ethernet cable to a router. She/ he would also need internet access (WAN).

In order to do her job, she would need the following components;

Keyboard- To navigate through the operating systems to do what she/ he may need to do.

Mouse- To help with navigation around your PC and software.

Scanner- So she can scan paperwork onto the system so its easily found and accessible.

Printer- To print any files she requires at hand for any reason.

Monitor- To see what you are doing and to navigate around your PC without the issue of not being able to see the GUI.

In order to do his/ her job they would need the following hardware;

He/ she would need a low range processor or a single core as this would be fast enough for the stuff she/ he needs to be able to do.

He/ she would also need a hard drive (or HDD) with a lot of storage on it as this job requires a lot of stored and ever growing information. I suggest about 260gb or 1tb worth of available storage to allow plenty of room for files.

For the job you would not need a large RAM (Random Access Memory), probably only 1gb as this would be enough to run the programs she/ he needs at any one time.

In order to successfully do the job, he/ she would need the following software;

Microsoft office to log information. This allows access to Excel, PowerPoint, and word as well as other Office accessories.

Access to the internet so he/ she can have a Skype conferences as well as sending emails etc… (The internet is a WAN network).

Topologies

Ring network- This is a net of computer systems in a ring, every computer is connected to one another allowing file sharing to all computers however you can’t send one file to one machine, it will go to every machine on the network.

Bus & star networks are used by many business as you can link up to every PC on the network and send files to any machine OR all machines on the network.

Because of the different types of topologies I am forced to suggest the best one to use in the case of a receptionist. The best network for a receptionist would be a star network as computer systems can be distanced and files can be sent to all or just one Pc by using a switch.

A recommended network server to use is a client server:

Data is really secure compared with Peer to Peer.

Its easy to adapt and change to new specifications.

It's super fast.

Remote working.

Can handle 20 or more (Or less) computer systems.

What components do you need and why for a network?

For a computer network to work, you need the correct components. The components you require are:

Router - To act as a gateway to either connect a LAN to a WAN (Local Area Network to a Wide Area Network). As well as connecting a LAN to a LAN.

Hub - To connect all of the PC's together in a network.

Switch - Using a switch you can choose which single computer/s to send files too or to send files to all computers to a network.

To actually link all of the computers together you can use wires or you can link wirelessly.

WiFi - Enables you to connect to a network with no hassle of wires and no stress of replacing damaged cables.

Ethernet Cable - Is the most common form of connectivity to a network, this is also very reliable.

Coaxial Cable - This is a cable that has a larger bandwidth than an Ethenet cable meaning that files are sent and received faster, it is a cable which connects to the router enabling faster internet access.

What software do you need and why?

Utility Software - This software is normally built into your operating system, this allows completion of functions such as file compression, PC back up and restore.

Application Software - This is your internet browser, Microsoft Office utilities such as word as well as music player applications like Spotify.

Security Software - As networks increase the threat of the spread of viruses from one PC on a network to all PC's on the network increased. A decent anti virus software allows for protection and safety from a damaged network due to a lethal virus. Firewalls are also needed to prevent unauthorized access to the network.

This is the exact specifications of the System that a receptionist would need:

(Can Vary depending on availability)

Intel Core i3-4370 (Scan.co.uk) – Would be a fast enough CPU to run the programs and tasks that a receptionist needs.

Corsair Vengeance 4GB DDR3 (Amazon.co.uk)- is more than sufficient memory for a receptionist to perform their duties.

Gigabyte GA-B85-HD3 (Amazon.co.uk)- A gigabyte of hard drive is necessary for a receptionist to store lots of documents and access them whenever they need to.

ViewSonic VA2246M-LED 1920 x 1080 (Amazon.co.uk)- A basic LED monitor.

Seagate 1TB (Amazon.co.uk)- 1TB of external storage for portability if needed.

Microsoft Office 2014 (Amazon.co.uk)- This applications software is needed to create letters, documents and spreadsheets.

Corsair CX 500W Power Supply (Scan.co.uk)- A powerful power supply is not needed for low end components.

Microsoft 600 Wired Desktop Set (Keyboard, Mouse) (Amazon.co.uk)- Basic input devices are needed for the receptionist to interact with the system (to input data, information or commands).

Windows 7 32-bit Professional (cclonline.com)-Windows 7 operating system because this is what most receptionists are trained on and it is easy to interact with an easy to use graphical user interface.

MSI GTX 650 2GB (aria.co.uk)- A low end graphics card as not much will be running.

BitFenix Neos Black ATX Mid Tower Case (aria.co.uk)- Basic tower case to contain all the systems components.

Logitech OEM PC 860 Stereo Headset (amazon.com)- A headset so that the receptionist can make/ answer calls and type or obtain information at the same time.

Bullguard Antivirus Software – Comes with spyware protection, phishing protection and firewall protection. A strong piece of security software that will protect the sensitive or personal information that will be stored on the recruitment agency network.

Total- £664.50

OR

You could purchase full machines, such as;

Asus T100TA PC - This is a tablet PC which is light and portable, thin for comfort, comes with a detachable keyboard. Its hardware consists of Intel atom Z3740, 2gb of RAM, 10.1' Touchscreen as well as , webcam, Wi-Fi, Windows 8.1 (32 bit) (+ 32gb SSD). This would be okay for home use and use when you are on the move and are away from your main PC, not suggested for main use. £323.86*.

For a main PC or Desktop PC I would suggest a HP ProDesk 400 G1 SFF Desktop. - This Desktop PC has an Inter Core i5-4570 3.2ghz processor allowing for extra speed and keeping your PC movements fluid. 4gb of ram to keep your programs open if you have a lot going on at anyone time. 1tb HDD to allow plenty of room for files and software, Has windows 8.1 professional 64 bit. £389.99*.

*Dependent on availability and distributor.

How a network can be used by the company to manage its resources:

Email – The recruitment company will use this to manage its resources as E-mail, provides an ease of communication with a swift, fluid and fast sending time and receiving time.

Internet – Sharing internet admission is a lot cheaper than having individual internet services and doesn’t require any other than the one router servicing.

Printers – If every PC the agency had was standalone, and all of the PC’s had their own printer, the cost of printer maintenance would be extortionate as well as the printer actually being bought for every PC would take the total price into 3-4-5 figure costs.

File storage – All users on the network have an allocated memory storage, and because the way a network works, all files are accessible from any PC on the network, so no need for the hassle of a memory stick, and no need for the use of the same computer for every piece of work you do.

Software Licenses- Single software licenses are often quite pricy but with the way that a network works and the way the company manage its resources, Buying software licenses are a lot cheaper for a network than buying individual software licenses for stand alone PC’s.

Software Security – Software security is managed with cheap network licenses but are used on every PC on the network allowing security and protection for every PC on the network.

In the end it all comes down to cutting costs.

5 possible network connectivity issues and possible solutions:

Electrical Interference

This can happen when you have two or more unshielded wires making electrical noise which can disrupt the signal travelling down the line causing possible connectivity errors. You would solve this by making sure wires are correctly shielded or moving your router to a better area where it would not be effected by any interference.


Unplugged Cables

The first level of troubleshooting is always making sure that all your physical connections are intact, plugged in and working as they should. This means that when you are experiencing network issues, the first thing you should do is check all wired and wireless connections to and from your computer system and router. Usually on your router/hub there are indicator lights that show if your network is working correctly this will show if the wires or wireless are correctly connected. If one of your cables is faulty, replace it with an identical one and retest your network connection.


Improperly Configured Settings

When a router is first set up you must update the settings and controls so that they are set up properly to help the network run smoothly, safely and efficiently. Network issues occur if one of the settings was accidentally changed by an outside program. To fix this you should find your router's configuration page, and verify that all settings are set to their recommended options. Contact the manufacturer if you are unsure of the correct settings or don’t fully understand available options.

Conflicting Applications    

Some network problems are caused by conflicting self installed applications (or programs) used by companies or households, The applications try to share information bandwidth and this may cause it to slow down. This can be solved by opening your network manager and seeing which program is using the most bandwidth. This can then be closed while you are trying to use the other program.

Hardware or software problems

This occasionally happens when you order or pick up a piece of hardware or software from a company and the item will not function in the way it is advertised, this is very common and can create errors in a network reducing productivity. Ring up the provider of product if damaged in any way and they are forced by law to either refund or replace the item in question.receive the product in perfect working order.

Summarizing all of the network features:

I have chosen the above details for the network, server, system and peripherals etc,  as it would help a receptionist be efficient and productive in their...

Legal requirements for software:

Computer software is a programmed that consists of data created solely to perform a certain task in order to help the effectiveness of the consumer develop. All software should come with a license as this is a declaration of legitimacy, if a pirate of the product is discovered on their computer system, this is theft and not taken lightly by law enforcement. All software licenses are copyright protected. Re-sale is strictly prohibited as this can make the company lose money as it has taken a lot of smart people a lot of time to write such a dream.

As a preventative for illegal copies of software, a non-profit company was founded 1984 by the name ‘FAST’. The industry is now supported by over 1,200 companies. They are known to prosecute anyone breaching the copyright law. FAST also works with the intention of educating the public about good software practice and legal requirements.

3 benefits and negatives of software installation:

Positives:

Purpose for installation helps contribute to effectiveness.

Constant improvements

Easy to manure around the interface of the software so long as the user has been trained to use it.

Negatives:

Possible to install a bug.

Can have activation issues.

Can have male-ware.

Customer feedback

System that a receptionist would need:

(Can Vary depending on availability)

Intel Core i3-4370 (Scan.co.uk) – Would be a fast enough CPU to run the programs and tasks that a receptionist needs.

Corsair Vengeance 4GB DDR3 (Amazon.co.uk)- is more than sufficient memory for a receptionist to perform their duties.

Gigabyte GA-B85-HD3 (Amazon.co.uk)- A gigabyte of hard drive is necessary for a receptionist to store lots of documents and access them whenever they need to.

Acer K242HL 24" LED DVI Monitor - This is good for receptionist use as it has a HD display meaning that its easy on the eyes.

Seagate 1TB (Amazon.co.uk)- 1TB of external storage for portability if needed.

Microsoft Office 2014 (Amazon.co.uk)- This applications software is needed to create letters, documents and spreadsheets.

Corsair CX 500W Power Supply (Scan.co.uk)- A powerful power supply is not needed for low end components.

Xenta Super Compact Wireless UK Keyboard - 2.4Ghz Nano USB Receiver - This is because the keyboard is erganomic for long strenuious times at the computer.

Gm-m7700b Compact Wireless Mouse - Bluetooth Laser Mouse Black - this is good because it has an ergonomic shell allowing comfort when maneuvering around the desktop etc...

Windows 7 32-bit Professional (cclonline.com)-Windows 7 operating system because this is what most receptionists are trained on and it is easy to interact with an easy to use graphical user interface.

MSI GTX 650 2GB (aria.co.uk)- A low end graphics card as not much will be running.

BitFenix Neos Black ATX Mid Tower Case (aria.co.uk)- Basic tower case to contain all the systems components.

Logitech OEM PC 860 Stereo Headset (amazon.com)- A headset so that the receptionist can make/ answer calls and type or obtain information at the same time.

Bullguard Antivirus Software – Comes with spyware protection, phishing protection and firewall protection. A strong piece of security software that will protect the sensitive or personal information that will be stored on the recruitment agency network.

Corsair 480GB Force Series GS SSD- this is to increase boot time.

(The changes are I standard font)

i have made these changes to improve the efficiency of the work of the receptionist, adding comfort and support for the receptionist

(NOTE: SOMETIMES NETWORKS HAVE PROBLEMS WITHOUT PRIOR WARNINGS)