Office automation

It is the application of computer and related technologies like communication and networking to integrate the general office tasks so that the efficiency of office work is improved.

1. OFFICE AUTOMATION
SYSTEM IN INDIAN
COMPUTING
ENVIRONMENT

2. BEFORE AND AFTER EFFECTS
OF AUTOMATION

3. WHAT IS AUTOMATION?
The word Automation refers to a method of
using a wide range of Computer and
Machine-aided tasks to improve productivity and
create easier ways to do business.
Different types of automation are commonly
used in different types of industries.

4. DIFFERENT OFFICE
ACTIVITIES
•DOCUMENT CAPTURE
•DOCUMENT CREATION
•RECIEPTS & DISTRIBUTION
•FILLING, SEARCH, RETRIEVAL
& FOLLOW UP
•CALCULATIONS
•RECORDING UTILISATION OF
RESOURCES

5. WHAT IS OFFICE AUTOMATION
?
It is the application of computer and related
technologies like communication and
networking to integrate the general office
tasks so that the efficiency of office work is
improved.

6. INDIAN COMPUTING ENVIRONMENT
Office work includes administrative and
management activities. During the past few decades,
the basic nature of office has changed remarkably.
Office automation deals in application of latest
technologies in improving the overall proficiency of
the office.

7. BASICS OF OFFICE AUTOMATION
•DATA STORAGE
•DATA EXCHANGE
•DATA MANAGEMENT

8. WORD
PROCESSING
SPREADSHEET
PROGRAMS
IMAGE
HANDLING
SOFTWARE
DESKTOP
PUBLISHING
DATA STORAGE

9. Information exchange between more
than one user or participant.
For example : Email, Voice Mail,
Facsimile.
GROUPWARE
SYSTEMS
DIGITAL
COPIERS
DATA
EXCHANGE

10. Various office automation functions helps in
tracking both short term and long term data
in the realms of financial plans, workforce
allocation plans, marketing expenditures and
inventory purchases.
DATA
MANAGEMENT

11. FUNCTIONS OF OFFICE
AUTOMATION SYSTEM
ELECTRONIC
PUBLISHING
VOICE
MAIL
DESKTOP VIDEO
CONFERENCING
ELECTRONIC
COLLABORATION
OFFICE
MANAGEMENT
ELECTRONIC
MAIL
ELECTRONIC
COMMUNICATIO
N

12. NEED AND IMPORTANCE
The need for automation is felt because of the following
reasons:
•Automation facilitates efficient and detailed information
through the use of mechanical aids like computers.
•It ensures speedy recording , processing and presenting
of information.
•It facilitates better quality work by reducing errors
which are created on manual work.
•It increases the goodwill and reputation of the firm.
•It reduces the cost of administrative overhead.

13. ADVANTAGES
•It helps in getting 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.
•Large firms no longer have
to employ typists.
•Less work force for large
volume of data.

•Less time consuming.
•Ease of use.
•Increases efficiency.
•Data integrity because the
data are all in one place and
updates are kept current.
•Fast response to user
requests.
•Centralized security.
•Increases productivity.
•Better security.

14. DISADVANTAGES
•No use while electricity cut off.
•Expensive for first time.
•More technical.
•Displacement of people.
•Stressful work environment.
•Make employee lazy.
•Eye strains.
•Back pain.
•Older staff members may have a harder time adjusting to new
technology and be unable to use it efficiently.