Office Automation Systems (OAS)

Office Automation Systems (OAS)

Computer system, such as word processing, electronic mail system, and scheduling system, that is designed to increase the productivity of data workers in the office.

TYPE: Knowledge-level INPUTS: documents, schedules PROCESSING: document management, scheduling, communication OUTPUTS: documents; schedules USERS: clerical workers
EXAMPLE: document imaging system

Office Automation System

The main objective of office automation system is the centrality, consistency, communication and control of the information. Office automation is the integration of computer, telecommunications and office equipment technologies to improve the execution of business functions through increasing the productivity, effectiveness, and working conditions of office support staff

Office automation system are concerned with handling, controlling and distribution of the information of the organization .office automation refers to the use of computer and communication technology to perform various office functions. The various activities in an office can be classified into two categories:

Activities performed by clerical staff ( typists, secretaries, clerk etc.) e.g. typing, mailing, retrieving documents, scheduling of meetings and conferences, etc. Activities performed by managers e.g., controlling performance; production of information such as report, memos or messages and conferencing

Office automation facilitates both types of activities

OAS tools

Photocopiers Phones Computer based office automation systems

What do they do?

Word Processing: Word processing refers to preparation of documents such as letters, reports, memos, etc., with the assistance of a computer. Electronic filling: Electronic filling facilities the filling of incoming and outgoing mail and documents on a magnetic media. Electronic mail: Electronic mail consists of following facilities:

Send messages electronically to other users with in the same organization. Automatic logging of copies. Retains messages for specified periods. Authenticates the messages with a signature. Notes time of dispatch. Provides unlimited mail-boxes. Sets up precedence and priorities. Provides a level of security and privacy.

Automating daily calendars Groupware Desktop publishing Image processing. Presentation graphics Computer graphics Voice processing Facsimile Teleconferencing

Advantages of OAS

They provide more time to managers to concentrate on their basic job. They improve the quality of work in terms of content, thoroughness, timeliness and accuracy. They speed up specific functions and thereby increase the quantity of clerical output. They use electronics to absorb the normal growth of functions. They reduce the time spent on input capture and creation. They help in eliminating routine, boring, or less desirable tasks

They help in reducing administrative detail overhead. They help in reducing the traveling expenses for discussion, meetings, e.g., teleconferencing. They co-ordinate and integrate office tasks. They enable more cost-effective and time-effective communications. They reduce the turnaround time by moving information quickly and efficiently to the people who need it. Turnaround time is the time interval between preparation and receipt of messages or documents. They increase the productivity of office workers at all levels.

Limitations of Office automation

Cost of automated office hardware is very high. Office automation can disrupt traditional office work roles and work environments. Office automation may lead to security problems. For example, an inefficient and unauthorized use of email, fax, etc. may adversely affect the offices productivity

Virtual Office

Virtual office involves the use of computer by employers at home to telecommute and to collaborate with other employees. Employees may receive work through electronic messaging information sharing system. Advantages of Virtual office are:

Virtual offices reduce the office rental cost and office maintenance costs. Virtual offices result in reduction of equipment costs because telecommuters can share the equipment. The essence of virtual office is that office work can be performed virtually at any geographical location. Virtual office enables office work to be performed by physically handicapped persons.