Office Automation Essay

Office automation has make office work to be efficient nowadays for the organizations that have adopted the system. Office automation ordinarily refers to a situation where office activities ar computerized so that it becomes easier for them to be executed faster and efficiently. This had been facilitated by practice of computer in the office and it has really help many companies to cut toll in cost of manpower. Office automation has been relied on by many companies to collect, store, create and transmit office information when they are needed in order to accomplish some basic activities in the office. (Laudon, K. C. and Laudon, J. P, 1994)Our organization has adopted a number of automation and collaboration software to enable them carry on their activities efficiently and to cut cost on wages and salaries. Collaborative software is a system that an organization adopts in order to verify that the organization is working a coordinated manner when they are executing they office w ork in their day to day activities. Our organization has not been left in terms of automation as it has implement some collaborative software to facilitate office activities. Some of the collaborative software that has been adopted by our organization is use of net beam and instant electronic messaging.The use of email to communicate in our organization has facilitated transferral of messages and data from one point to another either within the organization or even out of doors the organization. Since the organization adopted the system, it has seen the organization be able to cut cost in term on the cost it incurred previously to send communication via other mode of transmission. However, when it comes to internal communication within the organization, our confederacy has adopted intranet system where employees within the organization uses company mail to send emails to each others only.The use of email in the office has some advantage in that it is the cheapest means of com munication, one provide forward the mail to another person, one can open the mail from any computer in the world that is connected to the internet, and there is unlimited storage initiation. Another advantage of using email to communicate is that the message can be stored in the receivers inbox even if he is not in the office. Some of the disadvantages of email are that it efficiency not be used to communicate confidential information people might misuse the celerity and keep on browsing through the internet instead of working.Instant messaging is collaborative software that has been adopted by our organization to communicate within or outside the organization. This facility is very popular in our organization as one get feedback immediately after direct a message to the other person either within or outside the organization. The disadvantage of the facility is that since it requires instant feedback it cannot be used to communicate if the receiver is not there to reply to the message. The facility in any case cannot be used to communicate detailed information exchangeable data and for this case it needs soulfulness to use another facility.The facility also cannot be used where one want to attach something like a photograph or a map. (Laudon, K. C. and Laudon, J. P, 1994) The collaborative software adopted by our organization has been of majuscule use in our organization to convey messages within and outside the organization. Our company has saved a draw poker when it adopted the facilities and abandoned the older mean of communication where they used fax or even letter and parcel which are slow and expensive.