Admas University

Misrak TVET College

Basic Clerical
Works Level I

Learning guide
Unit of Competence: Develop Keyboard Skills
Module Title: Develop Keyboard Skills
LG Code: EIS BCW1 05 0812

LO1: Use a safe work practice

LO2: identify and develop keyboarding skills
LO 3: check accuracy

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Occupational Standard: Basic Clerical Works Level I

Unit Title Develop Keyboard Skills

Unit Code EIS BCW1 05 0812

Unit Descriptor This unit describes the performance outcomes, skills and
knowledge required to develop basic keyboard skills using touch
typing techniques.

Elements Performance Criteria

1. Use safe work 1.1 Workspace, furniture and equipment are adjusted to suit user
practices ergonomic requirements
1.2 Work organization is ensured to meet organizational and
occupational health and safety (OHS) requirements for
computer operation
2. Identify and 2.1 Keyboard functions are identified and applied for both alpha
develop and numeric keyboard functions
keyboard skills
2.2 Touch typing technique is applied to complete a task
2.3 Speed and accuracy are developed in accordance with
workplace requirements for level of responsibility
3. Check accuracy 3.1 Document is proofread carefully to identify errors
3.2 Document and correct errors are amended and a final
accuracy check is completed

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Variable Range
Ergonomic may include but not limited to:
requirements  avoiding radiation from computer screens
 chair height, seat and back adjustment
 document holder
 footrest
 keyboard and mouse position
 lighting
 noise minimisation
 posture
 screen position
 workstation height and layout
Work organization may include but not limited to:
 exercise breaks
 mix of repetitive and other activities
 rest periods
 visual display unit (VDU) eye testing
Touch typing may vary according to:
technique  level of competency of operator
 workplace requirements
Speed and accuracy must be:
 consistent with degree of experience of operator
 relevant to level of responsibility

Evidence Guide

Critical aspects of Evidence of the following is essential:

Competence  applying touch typing technique to enter alphanumeric
characters
 safely using keyboard
Underpinning Demonstrates knowledge of:
Knowledge and
Attitudes  key provisions of relevant legislation from all forms of
government that may affect aspects of business operations,
such as OHS
 Organizational benchmarks for keyboarding.
Underpinning Skills Demonstrates skills to:

 communication skills to identify lines of communication, to

request advice, to effectively question, to follow instructions
and to receive feedback
 literacy skills to identify work requirements, to comprehend
basic workplace documents, and to produce and proofread
simple documents

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  problem-solving skills to solve routine problems in the
workplace, while under direct supervision
 technology skills to use equipment safely while under
direction, and to use basic keyboard, touch typing and mouse
skills to produce simple documents
Resources Access is required to real or appropriately simulated situations,
Implication including work areas, materials and equipment, and to information on
workplace practices and OHS practices.

Assessment Methods Competence may be assessed through:

 Interview / Written Test

 Observation / Demonstration
Context of Competence may be assessed in the work place or in a simulated work
Assessment place setting.

Introduction

Welcome to the module “developing keyboarding skills”. This

learner’s guide is prepared to help you achieve the required
competence in “Basic clerical works level I”. This will be the
source of information for you to acquire knowledge and skills in this
particular occupation with minimum supervision or help from the
trainer.

How to use this TTLM

 Read through the learning guide carefully. It is divided into sections that
cover all the skills and knowledge that you need.
 Read information sheets and complete the self check at the end ot each
section to check your progress
 Read and make sure to practice the activities in the operation sheets. Ask
your trainer to show you the correct way to do things or talk to more
experienced person for guidance.
 When you are ready, ask your trainer for institutional assessment and
provide you with feedback for your peprformance.

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LO 1: use safe work practices
1.1adjusting workspace, furniture and equipments

Most organizations use computers to keep records, prepare documents and

Generally manage their business. If you know how to use a keyboard efficiently
and correctly you will be of greater value to any organization for which you
work.
It will also reduce your risk of injury by making you aware of the importance of
good posture, appropriate equipment and work environment and good work
practices.
Topics in this section will help you fulfill this role as safely as possible, and
they include how to set up and use your workstation safely, how to manage
your time and your tasks so that you work safely, and how to exercise regularly
so that you reduce the risk of injury.
Ergonomics requirements,

Principles and Guidelines for Area OHS Supervisors

WHAT IS ERGONOMICS?

 ERGONOMICS is the scientific study of human performance at work. It is

the science of arranging or adjusting the work environment to fit the

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 employee’s body or making your equipment work for you and not you working
for it.

WHY IS IT IMPORTANT?

Application of ergonomics principles to work practices allows prevention and

control musculoskeletal injuries arising from repetitive or forceful movement
or/and or constrained postures.

Area OHS Supervisor’s Responsibilities

 Implementing and maintaining ergonomic principles

 Ensuring that people in your area are properly trained in ergonomic

principles

 Ensuring that people in your area follow safe ergonomic practices

 Actively practicing and developing positive attitudes towards ergonomic

issues

 Ensuring that people in your area use the ergonomic equipment provided

 Considering workplace layout, ergonomics and individual needs when

allocating tasks to people in your area

 Ergonomics (or human factors) is the scientific discipline concerned with the
understanding of the interactions among humans and other elements of a
system, and the profession that applies theoretical principles, data and
methods to design in order to optimize human well being and overall system
performance.

• Practitioners of ergonomics, ergonomists, contribute to the planning, design

and evaluation of tasks, jobs, products, organizations, environments and

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 systems in order to make them compatible with the needs, abilities and
limitations of people. Some ergonomic requirements are:

 Workstation height and layout (

 Chair height, seat and back adjustment

 Footrest

 Screen position

 Keyboard and mouse position

 Document holder

 Posture

 Anti-glare screen

 Lighting

 Noise minimization

Workstation height and layout

The area where you work is called a workstation. It includes your computer,
keyboard, desk and chair. You need to know how to set up and maintain a safe
workstation. It is very important that when you use a computer you are able to
work in a posture which is comfortable and which does not place your long-term
health at risk.

Chair height, seat and back adjustment

 A chair is the workstation item that contributes most to your comfort and
health. A well-designed office chair can be adjusted to suit you and the
height so that your upper and lower legs form a 90-degree angle and your
lower back is supported by the back of the chair. In addition, the following
things should be considered on chair adjustment:

Adjustable height range suited to the desk

A stable, independently adjustable backrest
Freely moveable

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 If the chair height is correctly set but the desk is too high, raise the
height of the chair and use a footrest to compensate.
Armrests are not recommended as they are likely to interfere with
the ability to move the chair close enough to the des
See the photograph below

Position when you are working with computer

Correct position at the keyboarding enables you to type with greater speed and
accuracy and with less fatigue. When typing for a long period, rest your eyes
occasionally by looking away from the screen. Change position, walk around, or
stretch when your muscles feel tired.

Screen position

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The other critical factor is the height and angle of the computer screen. If the
screen is in the correct position, there is less strain on your neck muscles. directly
in front of the user.

 The top of the screen should be below eye level and approximately an arm's
length distance when you are typing.
 You can use a stand to raise your screen to the correct height.
 You can adjust the angle of most screens. Check with your supervisor if you
are not sure how to do this.
 It’s also important that there is no light reflecting onto the screen.
 Keyboard and mouse position

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Keyboard and mouse position

 Keyboarding should be centered to your body opposite the J key and

lean forward slightly. Keep your forearms horizontal to the keyboard.
you don’t need to twist to use it.
 at the front edge of the desk so that you can reach the keys easily

 To minimize fatigue place the mouse on the mouse pad to restrict the
area of movement for the hand and arm. Check that the mouse is
comfortable in size and shape and suits your hand.

 The mouse pad should be placed as close as possible to the keyboard

to avoid over-reaching with impact on shoulder/neck muscles

Document holder

If you regularly need to enter data from another document, think about using
a document holder. Prolonged reading from a document that is resting on the
surface of the desk can cause neck and shoulder strains. Document holders
hold papers so that this risk is reduced. As illustrated, there are several
different designs. Your choice would depend on the space available to you
and the size and kind of documents to be held.

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Posture

 The feet are supported on the floor, or a footrest (if knees are at greater that
900 )
 No pressure caused by the front edge of the chair
 The upper body is upright with the lower back firmly supported by the
backrest
 The shoulders are relaxed and not hunched/bent
 The elbows and upper arm are close to the body
 The head is upright or slightly inclined forward with minimum of
strain/damage on the neck
 Forearms are horizontal and the wrists are straight when the fingers are on
the keyboard
Desks

 Height adjustable desks are the preferred option.

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  No sharp edges, protrusions or rough surfaces

 It is recommended that work surface be continuous due to increase mouse

usage, keyboard and mouse are on the same level

Lighting

 Overhead lighting should be fitted with glare reducing diffusers and light
should fall from the side rather than from the front to avoid reflection.
Windows should be on the side of the user if possible, not directly behind or in
front of the screen. Monitor should not facing to the window.
 It is important that the area you work in has good lighting. In general, lighting
is good when you can view your work and your environment easily without the
need to strain your eyes. Your lighting needs will vary - you will need better
lighting for proofreading a document than for using the computer. Glare and
reflections can cause headaches and fatigue when working at a computer.
 You may need to reposition your desk, change the angle of your screen or
block the offending light.
1.2Occupational health and safety
Employers and employees are legally required to look after the health and
safety of workers. This applies to all organizations, including volunteer
organizations. Employers must provide a safe working environment. In
addition, employees also must not put themselves or others at risk. All the
topics listed in 1.1 enable every body to have safe work practice and to be
guidelines for occupational health and safe at workplace. In addition, the
following subtopics are also included in the occupational health and safety
procedures.
Safe work organization

How you organize yourself and your work also directly affects your health and
safely at work. Learning basic typing skills is one of the best things that you can
do for yourself. Not only will you work more quickly, you will put less strain on
your wrists, arms, neck and back. You should also aim to vary the tasks you do
and to take regular breaks.
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Task Variety
You should vary your activities throughout the day. Try to mix typing and other
computer work with tasks such as collecting the documents at the printer,
reviewing, photocopying and distributing documents. Look for opportunities to
stand or walk around as a break from sitting at the computer. You should also try
to include tasks with different mental, as well as physical, demands.
Breaks
Make sure that you take regular breaks from your work. Frequent short pauses are
preferable to infrequent long pauses. Answering the phone or collecting a
document from the printer makes a good short break. Defined breaks such as lunch
or morning tea are also necessary. Avoid taking these ‘breaks’ at your desk so that
you don’t keep working. The length and frequency of breaks that you need will
depend on the work, on you and on other factors.
Exercises
Regular exercise can reduce the effect of repetitive work such as typing. However,
you should still take the other safe-work precautions already mentioned.

LO 2. Identify and develop keyboarding skills

Keyboarding skills

Learning to type correctly is worth the time and effort involved. You will do your
work more quickly and easily and you will be less likely to damage your wrists,
hands or neck. Touch-typing is typing without looking at the keyboard.You can
develop this skill quite quickly with regular practice and a good typing.

• Some basic keyboarding skills that you are expected to know are:

 Word process, spreadsheets and or data entry

 Speed and accuracy

2.1 basic keyboarding functions

Keyboarding is an input device that enables you to enter information to the

computer and its layout is viewed hereunder. Some Keyboarding functions/features
are listed as follows:

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  Function keys (F1 to F12) are special keys that are programmed to do
specific things. For example, if you tap the F1 key, the Help menu will
appear.
 Cursor control keys. Use the cursor control keys on the keyboard to move
your cursor (mouse pointer) around a document.
 Use the four arrow keys to move one space or one line.
• Use the Page Up and Page Down keys to move one screen (rather than apage) up
or down.
 CTRL and ALT keys. The Control and Alternate keys are always used in
combination with other keys.Holding down one or both of the keys, while
tapping another key, can providekeyboard shortcuts – quick ways of doing
things using the keyboard.
For example: Ctrl+N brings up a new document.
 Alphanumeric keypad.Use the alphabet keys to type words. Although the
tops of the keys show the letters as capitals they will appear as lower case
letters unless you use the shift or caps lock keys. The home keys are the
alphabet keys that your fingers will use as a ‘base’. Each finger rests on its
home key when not typing.Learn to useNumerical key properly (touch-type)
if you regularly enter numbers. It’s quicker, and easier on your wrists, than
using the numbers above the letter keys.

 Space bar.Tap this to put a space between words.

 Shift Keys. To capitalize letters you can use shift keys (left or right) for a
single letter. For example to capitalize letter F you should press right shift
key with your right small finger and press F with your left index finger at
the same time.
 Caps Lock key. To capitalize a word or phrases at a time you can use shift
lock/cap lock. To do this, depress the shift lock key or cap lock key and
leave it down until you have typed the combination to be capitalized.

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 keyboard shortcuts
To do this Press
Cancel an action. ESC
Undo an action. CTRL+Z
Redo or repeat an action. CTRL+Y
Print CTRL+P
Copy CTRL+C
Cut CTRL+X
Paste CTRL+V
Open new document CTRL+N
Indentation CTRL+M
Close opened windows Alt+F4
Make the text bold style CTRL+B
Make the text italic style CTRL+I
Underline text CTRL+U

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2.2 Basic touch typing techniques

Learn how to type accurately and increase your speed

Touch Typing Course or Mavis Beacon is a professional typing tutor that helps
you "how to type" in order to increase your typing speed and accuracy. It takes
very little time to learn to type, allowing you to develop a skill that will help you
for a lifetime! Save yourself hours of time and learn to touch type. This course has
also touch typing tests with goals to set and achieve.

Objectives

This course will motivate you to develop your keyboard skills successfully and
accurately. You will be able to memorize the location of the letters and numbers on
the keyboard. It will enable you to increase your typing speed, resulting in
increased productivity at work or at home, helping you to work effectively and
efficiently every day.

Keyboarding functions should be easily identified in order to develop speed and

accuracy in accordance to the workplace requirements for the level of
responsibilities. In order to perform required tasks at required speed and accuracy
touch typing technique should be applied.

Touch typing technique/skill can be developed by memorizing the keyboarding

functions and the keys and their corresponding fingers.

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Home keystheir corresponding fingers

A left small/little finger

S left ring finger
D left middle finger
F left index/pointer or forefinger
J right index/pointer or forefinger
K right middle finger
L right ring finger
; right small/little finger
Groups or family letters of the home keys are the diagonal letters or letters
nearer to the home keys such as A families are Q, Z, 1

Hence, memorization of home keys and their corresponding fingers enables you
develop high speed and greater accuracy in your performance at work.

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Hence, in order to develop keyboarding skills, application software is required to
install in the computer which is Mavis Beacon.

What is Mavis?

Mavis is application software that enables you to develop keyboarding skills.

When you acquired the basic keyboarding skills using this software, you can Type
Better - Email Faster - Work Smarter! Mavis Beacon Teaches Typing has many
features that help young typists stay motivated!

Mavis Beacon Teach Typing is a typing training program that offers great benefits
for any user, from students just starting out, to professionals looking to squeeze a
few more emails into the work day.

With an all-new user interface and re-designed features and functionalities, Mavis
Beacon Teaches Typing may not look familiar, but it still provides guaranteed
improvements in only 2 weeks!

Practice Area

Mavis Beacon lets you choose what you use to practice your typing. Select from
hundreds of articles and passages covering a wide variety of topics and subjects
including literary classics, history, autobiographies and poetry.

Typing Games

There are some typing games designed to improve your speed, accuracy.

Progress Tracking & Reporting

Mavis Beacon tracks your performance over time and provides a series of reports
so that you can understand and review your progress.

Steps to use Mavis Beacon

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  Point to start button
 choose all programs
 explore Mavis Beacon from the list of all programs
 click Mavis Beacon
or if the icon is on the desktop double click it
 if you are a new user click on the new button
 enter your name
 select English, standard and then adjust your typing goals in words per
minute
 then click ok
 then click ok again
 click take a lesson
 click first beginner lesson, if you are a beginner
 click start
 Then type the keys using the appropriate finger as you are instructed by the
program.

Operation sheet 2.1 OPERATION TITLE: keyboard touching technique

PURPOSE: the purpose of the operation sheet is to show all necessary conditions
and steps in typing on keyboarding.

CONDITIONS OR SITUATIONS FOR THE OPERATIONS: before starting

using typing on keyboarding first identify the task and lesson requirements on
typing the data and other all things to be completed.
EQUIPMENT TOOLS AND MATERIALS: Computer, Mavis application
PROCEDURE: Choose Mavis from all programs or from desktop
 Click new and write new name if you are new user
 Check English and standard option and then click ok
 Click ok
 Select lesson
 Select beginner lesson
 Click start

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PRECAUTIONS: Be careful from touching any electric power and save your
documents properly before you close your program.

QUALITY CRITERIA: you should reach the required speed and accuracy.

2.3 develop speed and accuracy in accordance with the workplace

requirements for level of responsibilities

Speed, accuracy and touching the keys without looking the are basic
keyboarding skills.You will have achieved basic keyboarding skills when you
reach a speed of 25 words per minute with an accuracy level of 97% for beginners.
Good, professional typists can reach speeds of over 120 words per minute –
something to aim for. Speed is expressed in words per minute
(GWPM/GWAM=gross words per/a minute, AWPM=Adjusted words per minute)
and accuracy is measured in percentage.Speed goals and accuracy depends on the
level of responsibility and experience or the operator. In keyboarding five
strokes/characters are considered or calculated as one word or a single word.
Example, Bacis aer speed and accuracy.Count the words above (6)
Tips for improving speed and accuracy
• Use your developing touch-typing skills whenever you use the keyboard.
• Record your progress. Many programs record the speed and accuracy with
which you do the exercises or provide speed and accuracy results after you
have completed a set piece of text.
• When you finish the course, consider redoing it at a higher level. Set higher
speed and accuracy goals first.
• If you have been touch-typing regularly your speed and accuracy will have
improved significantly.

Typing positions

Know how about the typing position is important and typical typing positions are
hereunder:

 Eyes on copy
 Fingers curved and upright
 Forearms parallel to slant of keyboarding
 Sit back in chair, body erect

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  Text book or material you copied from which should be at the right side of a
machine and elevated for easy reading
 Table free of unneeded books or materials
 Feet on floor for balance

Typical finger positions

 Let your hands hang loosely at your sides. Your fingers will relax in curved
position.
 With fingers curved in this relaxed position, lightly place fingertips of your
hands on home keys ( left home keys are A,S,D and F and right home keys
are J, K, L and ;).
 Reach techniques for keys other than home keys. You can reach other keys
by moving up and down with your corresponding fingers. Example, you can
reach down letter Z with left small finger and you can also reach up letter U
with right first finger.

LO3: Check Accuracy/ Your Work

When you have completed typing a document, you need to check to make sure that
it is free from errors. Most organizations have a policy that says all documents
should be free from spelling and punctuation errors. Errors can have practical
consequences – they can cause misunderstandings, offend people or, in the case of
an incorrect address, result in mail not being received. As well, when errors are left
in a document, the organization looks unprofessional.

Checking the content

If you are the writer, it is essential that you check the content. Think about the
purpose of the document and consider whether what you have written will achieve
this. Ask yourself:
• Have all the relevant points been covered?
• Who will be reading the document?
• Are the style and ‘feel’ appropriate?
• How will the reader feel when he or she reads it? (Imagine that you are the
reader). This is particularly important when writing a letter or a document that
you want someone to respond to.

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If you have typed a document written by someone else, it is still sensible to be
aware of the content. You might notice something important that the write rover
looked. What you do about content issues will depend on your role in the
organization and your relationship with the writer.
Checking the spelling
You can use the computer’s Spelling and Grammar check to help you identify
spelling errors. It is a good tool but can’t be relied on as it has limitations:
• Any word that is not in its dictionary is identified as a possible error
• It will only tell you if a word has been spelt wrongly.
Hence, the following subtopics enable you to check errors and amend the errors.
3.1 proof reading

Checking your work is called proofreading. You should check it on the computer
screen first. This saves time and paper. Then print the document and check the
printed (hard) copy. To proofread your work you should check the:

 Spell check
 Checking for grammatical errors
 Checking for punctuation errors
 Checking documents for general accuracy
Conscientious typists always checks carefully what they have typed. Paragraphs
are proofread; that is, they read for meaning, as if they had not been read before.
Figures, proper names, and uncertain spellings are double checked against the
original or some other sources. In addition, completeness should be also checked.

When errors are found, correct or amend them carefully. Errors may be spelling,
punctuations, space, figures, capital or small letters, incompleteness and grammars
etc.

Follow these steps.

1. Look at your printed document to make sure that it is set out correctly.
2. Read it through quickly to check for any obvious errors. Circle any errors in red
pen.
3. Place the original document and the printed document beside each other on the
desk.
4. Place the original on your left and the printed document on your right. Reverse
this if you are left-handed.
5. Use a ruler to move down, line by line, on the original.
6. Keep your place on the printed document with the point of your biro.

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7. Pay particular attention to names and addresses, checking them carefully against
the original.
8. Mark any corrections on the printed document as you go.
9. As a final check, read the document aloud.
10. Make the corrections on the computer copy and print out a final copy.

The table below helps us the type of errors with examples.

Type of error Example
Repeating a letter Her writing shows great promise.
Missing a letter Happens is the goal of most people
Leaving out a space This work is important.
Repeating a word He said that he needed the cash
Entering more than one space The castle was very old.
Leaving a space before a full stop. Print this document.
Typing letters in the wrong order It is sensible to check your work.

Some proofreader marks/symbols are listed hereunder:

Symbol meaning

Cap or capitalize

^ Insert

Delete

Move left

Move right

# add horizontal space

/ lc lowercase letters

Transpose

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> increase vertical space
<decrease vertical space

---- do not delete/ leave as it is

Spell out

------ make bold

Hence, you can amend any errors using the above proofreader marks.

Example,

If you are planning to enter the business world after you have completed school,
you should utilize your school year to develop and improve all the qualities,
basis skill, and know-how that are demanded of those who wish wish to derive
a sense of satisfaction from their jobs. In preparing yourself, you can recognize
the importance of neat, suitable clothing and good grooming. You just also
know that if you wish very far in an office job, you reab must be able to dress
well –even on a budget. That is very limited.

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LAP TEST

LAP TEST PRACTICAL DEMONSTRATION AND

THEORETICAL

Name:_____________________________Date_______________________________

Time started _______________time finished__________________

Instructions: you are required to perform the following:

1. Axum polytechnic college requires some tasks to perform keyboarding such as:
 Arranging safe work practices
 Touching techniques on keyboarding
 Checking accuracy based on the task requirements
2. Request your trainer for an evaluation and feedback

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