The field of electronics has greatly modified the IT industry; its impact in other fields has also been conspicuous. One of the greatest innovations, which have revamped the entire IT sector is the OAS or Office Automation System. It has enabled a smooth running and better execution of administrative functions of an IT Industry.
Link between Supporting Department and Core Department:
Office Automation System helps to integrate the core department with the subsidiary departments. Communication is made easier with the availability of e-mail, fax, Internet, voice mail, desktop videoconferencing, electronic collaboration, and telecommuting. The subsidiary departments can now discuss among themselves matters of immense importance through mail and voice mails. Matters are thus solves with greater efficiency in a shorter span of time. People are brought closer as regards their work matter making way for easier and better communication.
How it reduces the cost?
Since office automation system does not require any paperwork, a lot of money is saved. More work can be done electronically with greater efficiency and more precision than manpower. Reducing the latter is therefore one of the choicest options for IT companies. This also reduces the cost to a considerable extent.
How Office Automation helps in the day-to-day process?
· Paperless Office: Since most work in office is executed online, paperwork is greatly reduced. The decrease in paperwork is one of the most significant reasons as to why need of papers and signatures are drastically reduced. The system is designed in such a ways that it reduces a lot of paperwork and can be generated instantly from the system. Thus, a lot of time and money of an organization can be saved in this way.
· Augments Productivity: Almost all the calculation and business logic are intact with the system. Therefore, the system generates whenever there is any requirement of the corresponding application. This can be checked easily at a steady pace and so a lot of time can be saved. Alert messages enable a person to do a particular work when it is required to be done. This, instead of been written on a piece of paper and consulting it every now and then it is a more convenient option. Since a lot of time of an officer is saved, productivity range goes up considerably.
· Make files traceable: Manual tracing of any particular file is a gruesome task. A lot of time and energy are lost in the process. With the office automation system it is possible to track the files at each level and also helps in decision making. This enables quicker execution of work in a short time space and less labor force is required. Therefore, people presently prefer the office automation option to the manual option. Office automation system lowers the overall cost of the company.
· Accountability: The office automation system makes each officer accountable for their job and has a key role in determining whether an officer productivity and decision taking capabilities are up to the mark or not. Thus this system creates more responsible human beings in turn who are able to deliver their tasks with greater efficiency and better performance.
· Interrelated modules: The interrelated module in office automation system enables to share a common data source so that any officer can see the related information while taking a big decision. With single sign-in facility the data is accessible from various modules. This is especially beneficial since one need not wander here and there aimlessly but search for the right thing in the right place.
The principal aim of Office Automation System is the following:
· Producing User Friendly interfaces for data entry and is therefore easy to navigate
· Efficient file tracking, monitoring, routing and auditing
· Reliable reporting system without hindering performance
· Can be easily maintained and configured
· Extremely flexible and therefore can be used in future
· Role/group based security is available
· For important events and deadlines automatic alerts to the user is given
· Helps in the decision making process
· Proper master data maintenance
· Better control in Inventory Management
. A Centralized Controlling System for Authorities
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