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6 Significant Benefits of Implementing an Office Automation System

Office Automation System

Understanding Office Automation

The term ‘office automation’ refers to a combination of computer hardware, software, and network connection, made available to simplify and automate a variety of office operations, such as inventory management, facility management, accounting, email, and word processing. It is used to digitally create, store, manipulate, and relay office information and data, needed for accomplishing basic tasks and goals.

Office automation makes it possible for business organizations to improve their productivity and recognize easier ways to do business in profits. Started primarily as data processing and word processing tool, office automation now includes more sophisticated and complex tasks like integrating front office and back-end systems.

There are different types of automation, which can be used in different business industries across the globe. Office automation systems help in optimizing the existing office procedures by saving time, money and human efforts.

The Benefits of Implementing Office Automation System

  1. Data Storage and Manipulation: Data storage includes important and confidential office documents and records. Office automation system includes data applications, which are used to create or edit a document, file, spreadsheet or an image. There are various types of word processing and desktop presentation packages available, which allow creating or editing textual data. Similarly, you can find dedicated applications for editing spreadsheets and images.
  2. Data Management: Data management is one of the major components of office automation system that offers strategic advantages by simplifying the management of stored data and information. Large business organizations can monitor and control various projects and activities within the office through an electronic management system. Program schedules, tickler systems or reminder systems, and task management are some of the features, which empower businesses to have an eye on all business processes without any hassle.
  3. Data Exchange: Exchange of stored or manipulated data and information is also an important component of an office automation system. Sending files or exchanging data or information between one or more than one member of an organization has become possible with an electronic transfer application. Through a network connection, all data and information, including text documents, presentations, spreadsheets, images, and videos can be sent in real-time within a few seconds. Illustrating the collaborative nature of an office automation system, this would allow your employees to collaborate in real-time and enhance their productivity.
  4. Accuracy: Yes, it’s true! Computer systems and other machines are as effective as a human brain. Once the bugs are removed from a program or an application, it can help you in getting 100% accuracy in the day-to-day business processes. The software programs are more reliable than the human, who actually made it. Implementing an advanced business automation software reduces the probability of errors.
  5. Save Time and Resources: Office automation empowers businesses to save both time and money. It simplifies and automates those complex tasks, which earlier required a dedicated resource and a great amount of time. For example, with the introduction of the latest computer technologies and network communications, businesses are now not constricted by geographical limitations. And hence, they can easily save both time and money spent on traveling. Another great example is the digital storage, which eliminates the need of preserving hard copies and hence, saving paper and nature as well.
  6. Reduced Costs: Since every business process is now automated, you don’t need to invest much on hiring new resources for taking care of those tasks, which can be easily executed using an office automation system. As we know that time saved is money saved, your business enterprise can easily save huge by automating various complex business processes. With saving large on the overall expenditure and investment on other resources, your profit margins are surely going to improve.
Related Post: All about Office Automation System
Space and Workplace Management Software
Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.

5 Ways of Reducing Workplace Stress with Facility Management Software

Today, more than 50% of all employees across the world are facing various health issues that are related to stress at the workplace. Stress not only affects the physical well being of employees, but it is also one of the biggest reasons behind low productivity, low performance and frequent absence from the office. It is a well-known fact that stress can actually damage your work-efficiency level and if not handled carefully, it can affect your business productivity and revenue as well. Workplace Stress Stress in the workplace can be a result of various factors. Employees burdened with extra-work without the appropriate automation tools is one such major reason. This results in various types of operational errors and delay, which can greatly effect your business processes, goals and revenue generation policies.

What’s the solution?

You need to empower your employees with the latest and most advanced business automation software and tools, which simplify complex tasks with ease. Implementing an advanced facility management solution is a strong step towards reducing workplace stress. Below are 5 important ways of reducing workplace stress with facility management software:

Work Allocation

Facility management software automates work allocation processes, ensuring that there is no confusion amongst employees regarding their work. This keeps the employees informed about their responsibilities in advance, and there is no delay in task completion. It simplifies the communication channel between employees and the administration or management.

Resource Management

Facility management software ensures that all your businesses’ resources, including offices, manufacturing units, warehouses, electrical equipment, computer systems, peripherals and each and every asset is well-optimized. It ensures the best returns from each and every resource, allowing businesses to get the best of their business investments. When all your assets are well-optimized, your employees won’t have to struggle for completing their work on-time.

Maintenance Automation

With facility management software, the time spent on planning maintenance work reduces significantly. Whenever there is a need for maintenance work, the software automatically enrolls the request into a chain, which ensures that the maintenance work will be done efficiently. A timely maintenance system would result in proper and optimal working of all business facilities, empowering your employees to improve their productivity and reducing critical incident stress.

Space Optimization

Facility management software ensures that each and every corner of your business facility is used in the best possible way. With the added advanced parameters of space optimization, facility management software helps in planning space utilization. As a result, your business facilities have no interference or disturbance in the day-to-day business workflow, allowing your employees to focus on their work efficiently.

Safety & Security

A facility management solution also plays an important role in ensuring the safety and security of employees and management staff at your commercial facilities. This includes physical security, surveillance and emergency management. You also need to be prepared for emergency situations in advance. With a safe and secure working environment, your employees will get total peace of mind. And hence, they can work without any fear and stress.

Amit Prasad

Amit Prasad is the founder and managing director of SatNav Technologies and has business interests in a wide range of IT products. SatNav Technologies is an IT products company focusing on cloud based map data products and a pioneer in GPS, FMS & LBS Technologies. The product suite includes SatTracx in-the-field location based solutions and A-mantra in-the-office facilities management solutions. QuickFMS from a-mantra is a cloud based facility management system which enhances organization’s efficiency.