5.1 Basics of Office Automation Affordable computer hardware and user-friendly application software make computer systems the most popular working tools in offices. Labour intensive office tasks have largely been replaced by computerized processes: Financial data Payroll records Customer records Inventory information
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5.1 Basics of Office Automation Affordable computer hardware and user-friendly application software make computer systems the most popular working tools.
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5.1 Basics of Office Automation
Affordable computer hardware and user-friendly application software make computer systems the most popular working tools in offices.
Labour intensive office tasks have largely been replaced by computerized processes:
Financial data Payroll records Customer records Inventory information
5.1 Basics of Office Automation
A typewriter was once a popular method for producing a document.
5.1 Basics of Office Automation
Office automation refers to the use of computer technology on accomplishing office tasks.
It emphasizes that tasks should be done automatically as far as possible.
The major applications of office automation include: Data processing Management of digital information Information exchange
5.1 Basics of Office Automation
The advantages of office automation include:
Increased
ProductivityIncreased
Productivity
Better Data Management
Better Data Management
Better
CommunicationsBetter
Communications
ReducingCompany Expenses
ReducingCompany Expenses
5.1 Basics of Office Automation
Increased Productivity Complete time-consuming office tasks in shorter time
Better Data Management Digital data and documents can be effectively stored, reused
and referenced through a computer network. Better Communications
Various digital communication channels: E-mail Video conferecing IP phones Instant messenger
These channels can complement traditional communication methods.
Reducing Company Expenses The operating cost of office automation software is low. Storing document digitially can save office space.
Memory card Storage of files in portable electronic devices
Common secondary storage devices used in office automation
5.3 Basic Activities in Office Automation
Data Exchange Can be carried out through electronic communication
channels Some examples of electronic communication channels:
E-mail Voice mail Fax
For a well-designed computer network, vast amounts of digital information can be instantly transferred from one device to another instantly or shared among a number of users simultaneously.
Video conferencing and groupware are typical applications of exchanging information in office automation.
Groupware and network computer systems enable many users in an office to access data stored in a central repository.
5.3 Basic Activities in Office Automation
Data Exchange
Video conferencing between several parties in different locations
5.3 Basic Activities in Office Automation
Data Management The primary objective of office automation is to
manage data from all aspects of a business including: Inventory records Financial plans Personnel information Marketing expenditure Customer orders
A number of applications have been developed to meet the needs of data management.
5.3 Basic Activities in Office Automation
Data Management Database Management System (DBMS)
Data is stored in the form of records with a specific structure in a database management system (DBMS).
Provides tools and functions for efficient data access and generating reports.
5.3 Basic Activities in Office Automation
Data Management Database Management System (DBMS)
Microsoft Access – an example of a database management system (DBMS)
5.3 Basic Activities in Office Automation
Data Management Task Scheduling Systems
An office automation system is often used to track both short-term and long term data in:
Financial plans Workforce allocations Marketing expenditure Inventory control
Provide tools for monitoring and managing various project and activities through:
They work in different posts and use different functions of an office automation system.
To ensure proper and effective operation of an office automation system, extensive and well-organized training programmes should be launched so that the users can adapt to it more easily.
5.4 Effectiveness of Office Automation
People Basically the users of an office automation system can
They work in different posts and use different functions of an office automation system.
To ensure proper and effective operation of an office automation system, extensive and well-organized training programmes should be launched so that the users can adapt to it more easily.