Office automation
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This document discusses office automation, including trends in technology, objectives of using IT tools in offices, and concepts of office automation, workflow, and groupware technology tools. It classifies common office activities, notes how hardware and software are becoming more capable and user-friendly. The objectives of office automation include improving productivity, quality, and information sharing. True office automation requires reengineering processes to fully leverage technology for total quality management. Workflow automation uses IT tools to divide business processes into interrelated tasks completed in order. Groupware software and web technologies enable collaboration, communication, and coordination between workgroups.
Office automation
- 2. Content Classification of Office Activities Trends in Technology Aim of using IT Tools in Offices Concept of Office Automation Present Scenario Need for re-engineering of processes Concept of Work flow Groupware Technology Tools: An Overview
- 3. Classification of Office Activities Documents preparation Data Management ( Structured / Unstructured) Scheduling / Planning of activities Presentation Dissemination of Information Communication / Correspondence
- 4. Trends in Technology Hardware Reduced Size, Less cost, More capabilities Software More capable, User friendly, More towards real world environment Networking Faster Communication Media, Concept for LAN/WAN/MAN / Web Technology cont.
- 5. Trends in Technology Linking of conventional tools Telephone, Fax, Photocopier can be easily linked with Information Technology tools ( Computers & Communication) to automate office functions.
- 6. Objective of using IT Tools in Office Improvement in quality of output Improved Productivity / efficiency Optimal Utilization of Resources Reduction in time taken in execution of activities Better Information sharing / Transparency Better way of delivery of information to user at a place convenient to him / her Reduction in the dependency on human beings Look for simplification of procedures Better customer support etc .
- 7. What is Office Automation ( Today s concept)? Adoption of IT Tools for enhancing productivity and reduction of manual labour It is associated with paperless office Is it enough ?
- 8. Technology Vs. Business Question arises Should Technology change business or Business needs should change technology? By providing IT tools at desk tops, should we not redistribute responsibilities by providing more powers of decision making down the line?
- 9. Need for re-engineering of processes To take full advantage of technology, there is a need for re-engineering of processes Key to successful re-engineering process is integration of people, processes, data, strategy, and technology Objective of re-engineering should be to reach Total Quality Management IT Tools are so powerful, that dream of TQM can be definitely fulfilled, if timely actions are taken
- 10. Re-engineering Process To take full advantage of Technology, processes need to be re-engineered Key to successful re-engineering is integration of people, processes, data, strategy and technology Objective of re-engineering should be to reach TQM ( Simplification of procedures, minimize process delays, improve quality of output, minimize cost of operations)
- 11. Objective of Office Automation ( Redefined) To improve customer relation by bringing transparency in systems To achieve better management control To simplify operations and minimise computational errors To improve quality of output in terms of presentation and reduction in processing time
- 12. Workgroup A workgroup is a group of people working towards the same goal.
- 13. Concept of Workflow in Office Automation Information management / Business processes can be divided into sets of inter related tasks, which need to be done in prescribed order incorporating information from various resources. So one has to look for work flow automation using IT tools
- 14. Workgroup contd. The members of the workgroup may be locally placed, e.g., people working in a section/ department or they may be placed at different far off locations.
- 15. WorkFlow A Workflow is anything that makes knowledge or information sharing / dissemination more efficiently ansl it also helps in coordination of various activities to achieve a predefined goal . Intermediary Information Data Flow Input from some other source Output Input from Data Bank
- 16. The 3 C s in a Work flow Collaboration Sharing the information Communication Exchange of ideas Consultancy Coordination Monitoring the workflow Ensuring the Quality of Output
- 17. What s the key to the solution?
- 18. Technology Drivers Hardware Devices Communication Devices Processors New Groupware S/W Web Technology
- 19. Thank You .