Office Automation

Outline Introduction The Virtual Corporation Types of Office Automation System Integrated Office

IntroductionAutomation: The word automation refers to a

method of using a wide range of computer and machine-aided tasks to help improve productivity and create easier ways to do business.

Different types of automation are commonly used in different types of industries

IntroductionOffice automation  It refers to the varied computer

 machinery and software used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks.

IntroductionOffice automation  Raw data storage, electronic transfer,

and the management of electronic business information comprise the basic activities of an office automation system. 

Office automation helps in optimizing or automating existing office procedures.

IntroductionOffice automation  The backbone of office automation is a 

LAN, which allows users to transmit data, mail and even voice across the network.

All office functions, including dictation, typing, filing, copying, fax, Telex, microfilm and records management, telephone and telephone switchboard operations, fall into this category.

IntroductionAdvantages are: Office automation can get many tasks

accomplished faster. It eliminates the need for a large staff. Less storage is required to store data. Multiple people can update data

simultaneously in the event of changes in schedule 

IntroductionFeatures of Office Automation Improvement in quality of output Improved productivity/ efficiency Optimal utilization of resources Reduction in time taken in execution of

activities Better Information sharing/

Transparency 

IntroductionFeatures of Office Automation Better way of delivery of information to

user at a place convenient to him/her Reduction in dependency on human

beings  Look for simplification of procedures   Better customer support etc.

Office Automation System (OAS)

Office automation systems are configurations of networked computer hardware and software.

A variety of automation systems are now applied to business and communication functions that used to be performed manually or in multiple locations of an Organization, such as preparing written communication and strategic planning.

Types of Office Automation Equipment

Offices are high traffic areas where efficiency and productivity is much desired.

By making use of automated tools available in the market today, we can help our team perform better and faster.

Types of Office Automation Equipment

Communication Communication is needed on a daily basis --

whether it is for internal communication to our staff or external emails and calls to our customers and suppliers.

Tools such as desktop conferencing, desktop sharing, and electronic collaboration tools such as online whiteboards that sketch your ideas and share it instantly to the other online members help make meetings more efficient and productive.

Types of Office Automation Equipment

Communication Multipurpose office communication

tools such as phone, facsimiles, photocopiers and a printer in one machine help to save space and at the same time, let us finish a task much faster.

Types of Office Automation Equipment

Publishing Tools that help our churn out a printed

piece of paper or any similar material can help reduce the amount of time to finish a task.

Examples of which are high-speed laser printers, ID and card printers, thermal paper printing point of sale systems and label makers.

Types of Office Automation Equipment

Office Management Office management such as a bank

notes counter, fingerprint scanners that double as door keycards and attendance checkers, keycard readers, paper shredders, check writers and even digital weighing scales, help our staff do their tasks much faster, saving our time, energy and effort.

Types of Office Automation Equipment

Online Collaboration Telecommuting is gaining a greater

foothold in office automation, with work being performed at various locations.

Online collaboration tools allow team members to share information, work on parts of the project and keep schedule and project updates.

Types of Office Automation Equipment

Teleconferencing and videoconferencing allows people from different locations to interact using real-time images and sound, either via a desktop version using tools such as Skype, Yahoo Messenger, Sight speed by using a special-purpose meeting room where there will be several cameras, video display monitors and audio equipment using more advanced web videoconferencing programs such as Nefsis or Life size, which are capable of high-definition video and audio quality.

Office Automation - Computer based Systems

The process of automation office tasks with the help of computer technology is called office automation (OA). Different types of tasks are performed in an office. These tasks include: Decision-making Data manipulation Document handling Communication & information storage

Advantage & Disadvantage of Office Automation

Office automation is a great way to save money and time while protecting your important business information.

People no longer want to store paper records or hand write order forms and other information needed to do business.

Project management software, electronic invoicing, scheduling software and credit card payments make it much easier to run your business without the need for so much paper.

Advantage & Disadvantage of Office Automation

Advantages Office automation can get many tasks

accomplished faster, eliminating the need for a larger staff.

Less storage space is required for data, and copies can be easily transferred off-site for safekeeping in case of fire or other emergency.

Multiple people can be updated simultaneously in the event of schedule changes.

Advantage & Disadvantage of Office Automation

Disadvantages Older staff members may have a harder time

adjusting to the new technology and be unable to use it efficiently.

Also, if something is "misfiled," it can be a lot harder to find.

Other disadvantages include the amount of money required to implement and the cost of maintenance of certain equipment.

Virtual Corporation A business organization that exists mainly

 on the Internet and does business through a Web site and email, relying on tele-communications and computer technology for its operation, including telecommuting and video-conferencing; 

also a group of independent companies that function as one entity through telecommunications and computer technology

Virtual Corporation Advantages of Virtual Corporations

Gives access to a wide range of specialized resources 

Can present a unified face to large corporate buyers 

Individual members retain their independence and continue to develop their niche skills 

They can reshape and change members according to the project or task in hand 

There is no need to worry ponderously about "divorce settlements" as in formal joint ventures.

Virtual CorporationDisadvantages of Virtual Corporations Virtual corporations are corporations in

which a majority of the workforce, if not all work virtually.

These types of companies are becoming more popular each year due to the savings in cost and the environmental benefits.

There are disadvantages to not having a brick and mortar office.

Virtual CorporationDisadvantages of Virtual Corporations Some workers seem to not be cut out for that

type of work and the work quality and quantity will suffer due to distractions.

They may lack the amount of discipline to finish their job while working from a home office. The ability to supervise workers also takes a toll in this type of corporation.