WHAT IS OFFICE AUTOMATION ?

Office automation deals with the application of information technology in office environments to support typical office tasks. The term office automation refers to all tools and methods that are applied to office activities which make it possible to process written, visual, and sound data in a computer aided manner. Office automation involves the planned application of integrated information handling tools and methods to improve the productivity of people in office operations. Paul Grefen defines “Office automation is the field of business information technology that aims at designing and implementing office information systems from both the perspectives of office organization and information technology”.

Office automation includes the following activities.

  Exchange of information

  Management of administrative documents

  * Handling of numerical data 

 Meeting planning and management of work schedules

Office automation is a system that create, store, modify, display and communicate business information in written, verbal or video form. The main objectives of office automation are as follows. 1. To save labour This is the main reason for office automation. Automation leads in saving labour. Due to office automation the company achieves a reduction in the total wage payment.

 2. To save time Automation is also necessary because it save time in performing various office activities. All the work can be completed within the stipulated time. The time saved can be effectively utilized for other fruitful purposes.

 3. To achieve accuracy One of the main objectives of office automation is to achieve greater accuracy in generating and distributing information. All documents and records kept in the office thus becomes error free.

 4. To avoid monotony in office works Office automation gives great relief to the employees from the monotonous nature of work. The new system improves morale and improves the chances of recruiting better staff for doing the office work.

5. To reduce the chances of committing fraud The value of office automation lies in the fact it reduces the chances of committing fraud by employees of organization. It is too difficult to commit fraud in automated office system by bad employees.

 6. To ensure uniformity in work Office automation is also necessary to get neat, legible and uniform type of reports and documents. Analysis also will be obtained automatically at the time of entering data in to the record itself.

 7. To achieve greater control on information With the help of office automation, the management can achieve greater control on information. Management gets accurate information quickly so that office work can be performed more efficiently