The advantages of office automation cannot be denied. Of course, this tends to be well known to those of us who are familiar with the latest technological solutions. However, there is still a bit more than meets the eye if you hope to truly leverage what these unique systems have to offer. Therefore, it is a good idea to address a handful of questions. What is the purpose of office automation? What different types are there and how do they work? What advantages can you expect to enjoy? Let’s examine each of these topics in greater detail below.
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What is an Office Automation System?
It is a type of system generally intended to provide a greater degree of office automation. This is accomplished through a combination of hardware and software solutions. The primary goal is to allow data to be shared and manipulated with or without the need for human intervention. In other words, office automation equipment and software will help to streamline the workflow within a business environment.
It also addresses the other obvious concerns of quality, accuracy, security, and transparency. Now that we have taken a quick look at some basic principles, it is a good idea to examine the advantages of office automation in greater detail. You will then be able to make an informed choice based on the needs of your growing enterprise.
“Human error is just a part of life, but it can be hugely costly especially in an office environment. We’ve put automation systems in place in order to ensure we eliminate the risk involved, leaving us with clear and accurate data.” According to Sherrie Ashley, the co-founder of CocoFax.
The Advantages of Office Automation
- Targeted Data Storage & Handling Solutions
- Accurately Managing Data
- Streamlined Information Sharing
- Second-to-None Levels of Accuracy
- Cost Effective
Technology has improved the automation process in many ways and while some of the advantages outlined below may appear to be rather obvious, others might come as a bit of a surprise. Either way, there is no doubt that the following metrics will apply to your organisation. Let’s take a closer look.
Targeted Data Storage and Handling Solutions
Any modern document management system is engineered with several purposes in mind. Once again, the main intention is to replace legacy systems while offering a greater degree of end-user control. Here are some of the most common benefits:
- To create files and documents
- To edit information when needed
- To save and share any changes with applicable stakeholders
Whether referring to standard documents, PDF files, spreadsheets, or images, the ability to automate common office tasks is critical. It can involve a massive amount of data that needs to be stored, retrieved or shared. A document management system reduces (or eliminates) the need for more traditional in-house systems that might already be outdated.
Accurately Managing Data
Knowing how to automate office work will also involve data management techniques. Keep in mind that this is different from creating and/or manipulating information. It instead facilitates managers to have practical oversight within real-time settings. Ticker systems, invoicing, task delegation, and team reminders are a handful of examples of what office automation can provide.
These factors apply equally to large or small organisations who may not possess the in-house time or resources to accurately keep abreast of what needs to be accomplished. This ultimately leads to costly errors and in some cases, the brand reputation of the firm itself may be called into question. On a final note, it should be stressed that greater degrees of oversight will help to ensure higher levels of customer satisfaction.
Streamlined Information Sharing
The advantages of office automation can also be seen in the ability to share information with the click of a button. Applications specifically designed to transfer data between two or more parties have become essential within the modern workplace. Critical from a collaborative point of view, this type of document workflow automation can likewise be used to share archived documents, perform departmental audits and identify any pain points that might need to be corrected.
Office Automation for Second-to-None Levels of Accuracy
Even the smallest of mistakes can have profound consequences within today’s office environment. This is when targeted automation solutions rise head and shoulders above traditional approaches. Computers and dedicated software programs are always more precise than their human counterparts. From calculating the ROI of a specific project to analysing big data, the simple fact of the matter is that this level of precision would hardly be possible otherwise.
Time is money. So, it only stands to reason that modern office automation packages will help to dramatically reduce costs. Complex tasks that might have required a dedicated in-house team can now be outsourced to automation software. Several unique advantages should also be considered:
- Network communications reduce the need to travel to far-off locations.
- Hard copies are becoming redundant (advantageous in terms of saving office space while also protecting the environment).
- The need to procure additional resources is reduced.
- The user-friendly nature of these packages ensures that training times are kept to a minimum.
Businesses using bespoke office automation equipment are much more likely to reduce their expenditures and enjoy higher profit margins over time.
Components of Office Automation
Now that we have looked at some of the major advantages of office automation solutions, it is wise to break down the associated components. It will then be much easier to appreciate the “big picture”.
One of the main purposes of any office automation system is to streamline workflows. The programs will provide a host of flexible solutions which can thereafter be adapted to the needs of the organisation in question. A user-friendly design also makes it easy to enact any changes when needed.
All stakeholders should have easy access to an office automation platform while out and about. This is why the majority are now equipped with a mobile-responsive design.
Integrated Software and Applications
A quality automation bundle should be able to integrate seamlessly with other architecture such as VoIP systems and third-party CRM software. This helps to ensure that little to no downtime is needed when making the transition. It also helps employees to become accustomed to newer architecture.
Task Management Features
Deadlines and tasks need to be proactively addressed to avoid potentially serious backlogs. Modern office automation tools allow users to create, change and modify tasks within a real-time scenario. This information can then be shared between all relevant parties as needed.
Effective Security Protocols
Cybersecurity is a major concern today. A principal advantage of office automation is that these systems employ the latest and most advanced security options. Cloud-based storage solutions and personalised access privileges are two common examples. Many of these parameters can likewise be modified around the needs of the organisation.
Seamless communications should never be taken for granted. Highly relevant with customers, back-office departments will also benefit from effective communication solutions. Whether referring to distributing figures created from accounts payable to alerting stakeholders that an impromptu meeting is being held, efficient communications are a key element to success within the modern office.
It is undeniably better to ask, “how are we doing?” as opposed to “how did we do?”. And knowing is better than asking! Any effective office automation platform should be able to offer a host of analytical solutions. Accessing KPIs to better understand where a business may be headed is one of the best ways to make proactive changes well in advance.
Learn More About the Advantages of Office Automation
It is clear that office automation is expected to play an even more important role in the coming years. Not only can these systems help to modernise traditional operations, but they boast a flexible nature that can be moulded around the needs of your unique business. To quickly summarise, here are some of the reasons why office automation systems can provide truly bespoke solutions:
- Greater levels of insight will allow you to make informed decisions.
- Data can be safely stored and accessed by all stakeholders.
- Automation offers a more centralised means to manage data.
- Information can be shared between multiple parties.
- A much higher degree of in-house accuracy can be achieved.
- Automated solutions save time, effort and money.
Would you like to learn more about your options for office automation? Are you curious to know how these bespoke systems can address the needs of your organisation? If so, the team at Docutec is here to help. We have been providing tailored solutions since 1994 and our professionals continue to offer innovative and flexible approaches throughout changing times. Please take a moment to contact us directly.
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