office automation

DefinitionPopular Terms
Application of information technology to the typical clerical and secretarial tasks such as
communication, correspondence, documenting, and filing.

ways of office automation

Features of Office Automation System:

Here are some of the basic and most attractive features that fall under the category of office
automation system. Keep reading to find out!

1. Reduces work load: Installing an office automation system will definitely reduce the work
load. It will help you handle load easily and allow you to enjoy yourself at work. Those who
have installed office automation systems have only praised its benefits. It is known for lessening
the work load burden and ensures you are able to work at office in peace.

2. Good at multitasking:

There are several kinds of customs which are needed to perform in every firm. The thing with
office automation system is that it can handle this custom of the firm in an easy manner. In fact,
it makes multi tasking much simpler and easy. From being able to open the entrance gate to
controlling temperatures inside offices, it will look after the processing steps along with the data
and entries along with a good amount of work load which will be handled by the system itself.

3. Boosts feasibility: Feasibility always means being able to make practical decisions. Any work
which doesnt have feasibility will remain in doubt. Office automation systems will always
analyze the conformation of work in every office. From time to time, you need to check the input
as well as the output which makes work much more acceptable so that managers are able to
evaluate. Getting good results or working on tasks can only happen when the results are feasible.
Apart from that, taking proper decisions could really help the managers handle a proper run
among all competitors. Feasibility of work is something which is needed to proceed and must be
ensured within the system.

4. Sustainability in office environment: Every system should be capable of making the

workforce work on things that are given to them. That is how it will be able to confirm the
sustainability and at the same time adapt themselves to the environment of the office. In case the
system is not all that popular and manageable, you might end up seeing a crushing failure of the
offices lifestyle altogether. The failure of office automation systems will deteriorate the
harmony as well as the order of these tasks and lead to drawbacks.

5. Proper advantages: Competitive advantages are always considered as the plus point in every
firm. A firm may only begin to imagine handling and reigning over others only when it is able to
increase the competitive advantages in other places. The positivity of office automation systems
will always boost competitive advantage over the other firms which is not even needed. It will
keep adding to the prosperity of even more firms and get a much bigger assurance when it comes
to surviving in a market that is so competitive.

Advantages of Office Automation System:

1. Manipulation and storage of data:

Storage of data means saving all confidential and important documents and records related to
office. The office automation system also consists of handling data applications that are used for
handling and creating documents, images, spreadsheets and files. Several kinds of word
processing as well as desktop presentation packages are present which will allow in creating or
even editing any data. At the same time, you can also find a few dedicated applications which are
needed for images as well as spreadsheets.

2. Management of data: Data management happens to be one of the best and biggest
advantages that comes with office automation systems. It offers several facilities such as
managing of data and information that is sorted. Big business organizations are able to monitor
and even handle projects and activities that are big inside the office by using an electronic
management system. The program schedulers, tickler systems as well as the reminder systems
happen to be some of the main features that will boost and empower your business and help you
finish work without hassle.

3. Exchanging data: Exchanging data that is stored or even manipulated happens to be quite an
essential component of the office automation system. It will help in sending files, exchanging
any information or data and use the method of electronic transfer application whenever the need
arises. Throughout the network connection, all information as well as data which includes
presentations, text documents and spreadsheets could be send within a couple of seconds only.
By illustrating the nature of these office automation systems, it will allow the employees to
handle real time and boost the productivity at the same time.

4. More accuracy: The office automation system also guarantees more efficiency than any other
machine. Once all bugs have been removed from the program or the application, it could help
you get more accuracy in your daily businesses. The programs used in this are far more effective
and reliable and people who have made this in real. It also implements an advanced business
automation software which also reduces any signs of errors.

5. Saves more time and even more resources: The office automation system will empower all
businesses to all time and money both. It will simplify all the complex tasks, help in getting a
more dedicated and proper resource and will also lead to a much bigger amount with time. An
example can be used to explain this. When you introduce much bigger and better computer
technologies along with communications, businesses nowadays have been restricted to any
geographical limitations. It can help in saving both money and time and the costs that people
usually spend on travelling. The digital storage is also an essential feature that will reduce the
need of preserving all hard copies.
6. Reduces all costs: Since most business processes have now been automated, you dont have
to invest that much on hiring any new resources or even taking care of any of these tasks which
can be executed easily by using the system of office automation. Like we all know, time saved is
equal to money saved and the business enterprise could also save a lot by automating several
business processes. By saving the entire expenditure as well as investment on other resources,
the profit margins shall definitely see an improvement.

Disadvantages of Office Automation System:

Office automation systems are quite expensive when you first begin to invest in the office
automation software as well as equipment. A professional office suite or machine which can do
so many things such as scanning, binding documents and duplicating them has to cost you some
money. Employers who have worked for years might not use this function. They are aware of the
old and manual methods which are difficult to adjust. This may also need some training that is
time consuming. In any case, if the automation system doesnt function all that well, power will
be interrupted. You will not be able to find any manual method on a regular basis and that could
add more to the disadvantage.

A Guideline you Must Remember about Office Automation Systems: When you are
implementing any office automation, you dont have to begin by buying the software or
equipment and then try to match it with your business. You should focus on the tasks you would
like to automate. After that, search for the budget inside the systems that can perform and work
very easily. Most importantly, you should consider a lease or even a rental instead of a purchase.
It will help you to try out the office automation system in a temporary manner without any
hassle. It should help you understand office automations as well.

5 Things you must know about office automation systems:

Before we end the article, here are five things we believe you must know about office
automation systems.

1. Check whether it suits your needs: When you are choosing an automated office systems for
your office, you should first take a quick look before purchasing. See if it suits your needs, check
whether it can create those processes just like you want etc. A good automation system should
not only just determine and check operations and their flow but also make sure your system is
working properly. You should always search for those systems that will design the flow of work
just like it would do inside your office.

2. Access controls: With office automation systems, you get one benefit that you will not find
anywhere. You will surely get access privileges inside your office just like every person
belonging to the organization would get. You should always look for such office automation
systems that will permit in defining the access privileges with the flow of perceptions at the same
time. In short, it helps in defining access controls too.
3. Having workflows that are strapped with approval: Do you think it is possible to be able to
finish the process without any kind of approval? There are plenty of process that one needs to go
through. Therefore it is important and imperative to have a proper system of office automation
that will allow you to create a much better structure and process of approval along the business
operations and their lines.

4. Lets you access whenever you want: When you have an office automation system, you will
be able to use it whenever and wherever you want. You also have the right to wait and boost the
flow of such operations and even choose any office automation system that is cloud based and
would allow the approver to access it from anywhere and everywhere you want. All you have to
do is go cloud.

5. Helps with current solutions: The office automation system also helps with softwares that
are used in all organizations. When you choose an office automation solution system, you will be
able to integrate the software tools which are used inside these organizations. You can keep
yourself safe from transferring the data from one part of the system to the other. Also you should
remember to manage the office accounts, payrolls as well leaving management systems in one
place.

This brings the post to an end. If you have enjoyed reading the article and have found some
benefit from it, do let us know in the comment box below. We would love to hear from you.
Office automation systems are essential in every office. They are needed for reducing work load,
raising levels and allowing people to work in a hassle free environment. If you havent installed
one yet, we would definitely recommend you to do so. The benefits you will reap out of this are
plenty.

Internet : The Internet, sometimes called simply "the Net," is a worldwide system of
computer networks - a network of networks in which users at any one computer can, if
they have permission, get information from any other computer (and sometimes talk
directly to users at other computers). It was conceived by the Advanced Research Projects
Agency (ARPA) of the U.S. government in 1969 and was first known as the
ARPANet.
Types of internet connectivity

Analog: Dial-up Internet Access

Also called dial-up access, an analog Internet connection is both economical and slow. Using a modem connected to

your PC, users connect to the Internet when the computer dials a phone number (which is provided by your ISP) and

connects to the network. Dial-up is an analog connection because data is sent over an analog, public-switched

telephone network. The modem converts received analog data to digital and vice versa. Because dial-up access uses

normal telephone lines the quality of the connection is not always good and data rates are limited. Typical Dial-up
connection speeds range from 2400 bps to 56 Kbps. Today, analog has been widely replaced by broadband (Cable

and DSL).
ISDN - Integrated Services Digital Network
Integrated services digital network (ISDN) is an international communications standard for sending voice, video, and

data over digital telephone lines or normal telephone wires. Typical ISDN speeds range from 64 Kbps to 128 Kbps.

B-ISDN - Broadband ISDN

Broadband ISDN is similar in function to ISDN but it transfers data over fiber optic telephone lines, not normal

telephone wires. SONET is the physical transport backbone of B-ISDN. Broadband ISDN has not been widely

implemented.

DSL Digital Subscriber Line

DSL is frequently referred to as an "always on" connection because it uses existing 2-wire copper telephone line

connected to the premise so service is delivered simultaneously with wired telephone service -- it will not tie up your

phone line as an analog dial-up connection does. The two main categories of DSL for home subscribers are called

ADSL and SDSL. All types of DSL technologies are collectively referred to as xDSL. xDSL connection speeds range

from 128 Kbps to 9 Mbps.

Recommended Reading: Cable vs. DSL.

ADSL - Asymmetric Digital Subscriber Line

ADSL is the most commonly deployed types of DSL in North America. Short for asymmetric digital subscriber line

ADSL supports data rates of from 1.5 to 9 Mbps when receiving data (known as the downstream rate) and from 16 to

640 Kbps when sending data (known as the upstream rate). ADSL requires a special ADSL modem.

ADSL+2 - ADSL Extension

An extension to ADSL broadband technology that provides subscribers with significantly faster download speeds

when compared to traditional ADSL connections. ADSL+2 works in the same fashion as ADSL a special filter is

installed on a subscriber's telephone line to split existing copper telephone lines (POTS) between regular telephone

(voice) and ADSL+2. ADSL2+ service is most commonly offered in highly-populated metropolitan areas and

subscribers must be in close geographical locations to the provider's central office to receive ADSL2+ service.

SDSL - Symmetric Digital Subscriber Line

Short for symmetric digital subscriber line, SDSL is a technology that allows more data to be sent over existing

copper telephone lines (POTS). SDSL supports data rates up to 3 Mbps. SDSL works by sending digital pulses in the

high-frequency area of telephone wires and cannot operate simultaneously with voice connections over the same

wires. SDSL requires a special SDSL modem. SDSL is called symmetric because it supports the same data rates for

upstream and downstream traffic.

VDSL - Very High DSL

Very High DSL (VDSL) is a DSL technology that offers fast data rates over relatively short distances the shorter
the distance, the faster the connection rate.
Cable - Broadband Internet Connection
Through the use of a cable modem you can have a broadband Internet connection that is designed to operate over

cable TV lines. Cable Internet works by using TV channel space for data transmission, with certain channels used for

downstream transmission, and other channels for upstream transmission. Because the coaxial cable used by cable

TV provides much greater bandwidth than telephone lines, a cable modem can be used to achieve extremely fast

access. Cable providers typically implement a cap to limit capacity and accommodate more customers. Cable

speeds range from 512 Kbps to 20 Mbps.

Recommended Reading: What is 250 GB?

Wireless Internet Connections

Wireless Internet, or wireless broadband is one of the newest Internet connection types. Instead of using telephone or

cable networks for your Internet connection, you use radio frequency bands. Wireless Internet provides an always-on

connection which can be accessed from anywhere as long as you geographically within a network coverage area.

Wireless access is still considered to be relatively new, and it may be difficult to find a wireless service provider in

some areas. It is typically more expensive and mainly available in metropolitan areas.

surfing the Web definition

To navigate through the World Wide
Web or Internet, usually by clickingwith a mouse. The term also has a generic
meaning of spending time on theInternet.