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Introduction 2

What is office automation? 3


Features of office automation 4
Facsimile
Voicemail
Voice messaging
Telemarketing
Teleconferencing
Telecommuting
Electronic funds transfer
E-commerce
Electronic mail
Impact of office automation
Advantages
Disadvantages
The internet
Advantages
Disadvantages
The use of computer networks in various fields
The hotel industry
Education
Banking
Home
Supermarkets

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This vast body of information was compiled to form this booklet. It includes what
office automation is and its purposes either in a school, a business or in any organization.
This booklet also includes the features of office automation and how computer networks
are used in various fields such as in the hotel industry, education, banking and other
businesses.
While going through this booklet I hope that you the reader will understand and
comprehend most of what is needed to know about office automation.

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WHAT IS OFFICE AUTOMATION?

Office Automation has both a narrow and a broad meaning.

Narrowly, OFFICE AUTOMATION is the use of computer systems to execute a


variety of operations such as word processing, accounting, electronic mail etc. Office
automation almost always implies a network of computers with a variety of available
programs. Broadly, OFFICE AUTOMATION is a general term that includes a wide range
of applications of computer, communication and information technologies in the office
environment. Though automation is constantly changing, the size of the market is huge,
with annual investments measured in billions of dollars. Automation has altered not only
our work environment but also our very own concept of work.
The use of modern office equipment in Businesses is intended to facilitate faster
processing and delivery of information, accurate analysis of facts and figures, higher
efficiency and productivity, and elimination of fatigue arising from performing repetitive
jobs manually. The most dramatic shift for business in communications technology has
been the internet. Increasing use of the internet in the form of e-mails and websites is
transforming the work environment. The internet has broken down traditional geographic
barriers to communication, information, opened up markets, and created an environment
of almost instantaneous feedback.

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FEATURES OF OFFICE AUTOMATION

Office automation products are used in the office to make all official work happen
at a faster speed without any mess. Office automation products include computer,
calculator, printer, copier machine, fax machine (facsimile), laminating machine, note
binding machine, typewriter, voice messaging, telemarketing, teleconferencing, e-
commerce, electronic funds transfer ,electronic mail, telecommuting, to name a few.
Computers help in storing data in various files and folders which otherwise had chances of
getting misplaced. ATM and MISCS help in withdrawing and transferring money
anywhere and everywhere. They are required to keep your money secured. Office
automation products effectively help in decreasing manual work and also save time
through their automatic functional features. These office automation products perform
every task in the office and are very convenient to use.

Facsimile

This is a device that codes and encodes documents so they can be transmitted over
telephone lines. The term fax refers to documents that you send via a fax machine. Fax
machines scan printed text and graphics and convert the image into a digital code, 1
represent the dark areas and 1represents the white areas. The code is transmitted through
the telephone network to similar devices, where the documents are reproduced close to
their original form. The fax machine that is receiving the incoming data, converts the
digitized data back into an image, and prints or stores a copy of the original image. The
concepts for fax technology were developed in the 19th century but it became widespread
in the 1970s when inexpensive means of adapting digitized information to telephone
circuits became common.

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Picture showing a fax machine

Voicemail

This is much like an answering machine which allows someone to leave a voice
message for one or more people. Unlike answering machines, a computer in a voice mail
system converts analog voice message into digital form. Once the message is in digital
form, it is then stored in a voice mailbox.

Voice messaging

Voice message refers to a message that could be sent to a destination using voice
media. Voice itself could be 'packaged' and sent through the IP backbone so that it reaches
its marked 'address'. In a sense, the process of sending 'voice packets' is a semi passive
way of communication. However, given the speed at which it could be delivered can make
the communication sound seamless.

Telemarketing

Telemarketing is a method of direct marketing in which a salesperson solicits to


prospective customers to buy products or services, either over the phone or through a
subsequent face to face or Web conferencing appointment scheduled during the call.

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Telemarketing can also include recorded sales pitches programmed to be played
over the phone via automatic dialing. Telemarketing has come under fire in recent years,
being viewed as an annoyance by many.

Picture showing persons conducting telemarketing business.

Teleconferencing

A teleconference is a telephone or video meeting between participants in two or


more locations. Teleconferences are similar to telephone calls, but they can expand
discussion to more than two people. Using teleconferencing in a planning process,
members of a group can all participate in a conference with agency staff people.

Picture showing persons having a teleconference meeting.

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Telecommuting

This is a work arrangement in which employees work away from a company’s


standard workplace and often communicate with the office through the computer.
Employees who telecommute have flexible work and personal responsibilities. A
successful telecommuting program requires a management style which is based on results
and not on close scrutiny of individual employees. Types of technologies that are being
used in the telecommunication process include:
1. Computer
2. Cellular phone
3. Mobile devices
4. Printer

Picture showing person conducting telecommuting business through various devices.

Electronic funds Transfer


Electronic Funds Transfer (EFT) refers to the computer based systems used to
perform financial transactions electronically. It allows users to connect to a network to

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transfer money from one bank account t another via a transmission media. One of the
most widely-used EFT programs is Direct Deposit, in which payroll is deposited straight
into an employee's bank account Although EFT refers to any transfer of funds initiated
through an electronic terminal, including credit card, ATM, and point-of-sale (POS)
transactions. It is used for both credit transfers, such as payroll payments, and for debit
transfers, such as mortgage payments.

E-commerce
E-commerce (electronic commerce) is the buying and selling of goods and
services on the Internet, especially the World Wide Web. E- business can be used
interchangeably with e- commerce. For online retail selling, the term e-tailing is
sometimes used. E- Commerce can be represented in three forms either consumers to
consumer (C2C), Business to consumer (B2C) or business to business (B2B). E-bay is an
example of C2C. Popular uses of e-commerce by consumers include shopping, investing,
and banking. Products that can be purchased on the web include computers, prescription
drugs, flowers, airline tickets, cars, books, music etc. When using e-commerce, customers
can pay using different methods example: credit card, debit card, pay pal etc.

Picture showing one of the major companies that conduct consumes to consumer
e-commerce.

Electronic mail
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Electronic mail, often abbreviated as email or e-mail, is a method of exchanging
digital messages, designed primarily for human use. E-mail was designed so that scientists
and researchers working on Government- sponsored projects to communicate with
colleagues at other locations.
You can use e-mail programs to create, sends, receive, forward, store, print and
delete messages.

Picture showing how to send an e-mail.

IMPACT OF OFFICE AUTOMATION

The computer is changing the office environment much like the automobile has
changed the city. Effectively integrated office automation systems may result in the
restructuring of entire organizations, with the emergence of new structural configurations
and the elimination of departments or entire divisions. The new information technologies
have led to a large reduction in the size of the average organization's middle ranks.
Moreover, the workers who remain are no longer tied to a centrally located office:
telecommuting has become a new trend in the business world. On the positive side, this
trend enables individuals to work from the comfort of home; on the negative side, this
lack of a common office environment may contribute to the erosion of the city core. The
new technologies may also have the potential to strengthen the power of trans-national
corporations in Jamaica, Canada and other countries, contributing to the erosion of
country’s autonomy and displacing many people whose jobs will be automated. In most

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organizations office automation has been viewed as a means to computerize old
procedures and to make employees more productive, rather than to make the organization
more effective.

Advantages of Office Automation


Office automation can get many tasks accomplished faster, eliminating the need
for a larger staff. Less storage space is required for data, and copies can be easily
transferred off-site for safekeeping in case of fire or other emergency. Multiple people can
be updated simultaneously in the event of schedule changes.

Disadvantages of Office Automation


Older staff members may have a harder time adjusting to the new technology and be
unable to use it efficiently. Also, if something is misfiled, it can be a lot harder to find.
Other disadvantages include the amount of money required to implement and the cost of
maintenance of certain equipments.

The Internet

The internet, otherwise called the net is a worldwide collection of networks that
links millions of businesses, government agencies, educational institutions and
individuals.

ADVANTAGES OF THE INTERNET TO INDIVIDUALS

Nowadays internet has become so common that people who are unaware about
internet are referred as clumsy. This is due to the speedy development of technology and
globalization. Societies are becoming more and more unified. You can easily contact to
the person sitting in a different country. You can share your knowledge, thoughts by
making the use of an internet. Study results have also traced the popularity of internet

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usage. E-mail is the topmost task which is conducted online, followed by general surfing,
News reading, shopping etc.

Internet shopping has also become popular amongst users especially in developed nations;
this is because 'shop on internet' is more efficient than physically going into the stores.
The internet endow with the surroundings where shopper's demands are fulfilled.
Shopping on the internet also saves time and we can select a better product without having
to travel a long distance. Using the internet, shopper can scrutinize the product's prices
from various stores by sitting on one place. Also they can now shop online for the goods
which normally get sold in a foreign nation. Rather than having to travel to the country to
take the delivery of the goods, they can place the order online and get it efficiently
delivered.

Internet also gives us the prospective to communicate effectively and efficiently. For
example, sending an email costs lower than posting a letter in the mail, especially for
people who have to communicate internationally. Besides this, an email can be sent within
a minute after it is written. For sending a mail we don't need to complete the official
procedure such as Post Office and a mail box etc. The recipient of the email can view it at
any time and from any place, as it is a virtual means of communication, as opposed to
having a mail box where the letters get delivered.

Internet use is not only limited to shopping and communication with people, but it also
provides the environment for news distribution and endorse the people to be updated with
the latest news. We can access the data easily wherever it may be across the world.
Internet is also a very good form of communication for people who want to express their
own view points and feelings. For youngsters, internet is not only a place of knowledge
but it also has an entertainment aspect such as online games, downloading movies, music
etc. But this is not the only reason the internet appeals to the younger generation. They
also agreed that the internet provides ease to research and university students. This is
because a large number of articles on the same topic can be found on the internet by just
one search.

To put it briefly, the popularity of the internet have contributed in the most part of
development of the society. You can say that people are nowadays becoming more reliant
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on the internet for their day to day work. Or we can also say that they are making the use
of this facility for their routine life to save time and cost. Ultimately, it's a tool that is
effective if used properly and effectively.

Disadvantages of the internet to individuals

The disadvantages of using Internet include not being able to find what you are
looking for. You may also find so much good information that it may be difficult to
decide which source to choose. This can be more of a problem for people who are new to
the Internet. Due to this, many searches turn out to be non-productive.

Isolation- Using the Internet for long periods of time can isolate people from family and
friends. Though many develop online relationships these "cyber" buddies cannot

replace "real life" socializing.

Addiction- It is possible for Internet users to become habitually addicted. Though


different from chemical addiction it is a real problem as some lose employment and
suffer other adverse effects from overuse.

Inaccurate Information-Though there are many legitimate websites full of factual


information there are a plethora of sites with inaccurate information and it is often
hard to tell the difference.

Hacking of Personal Information- Providing personal information online when


shopping or banking can result in hackers gaining access to private data that can be
used to steal your funds and even your identity.

Viruses- Going online often means subjecting your computer to viruses that can crash
your system causing you to lose important files and sometimes destroying your
operating system.

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Inappropriate Websites- Children can often stumble upon or seek out inappropriate
websites when using the Internet at home, which can be dangerous if the child
shares personal information.

THE USE OF COMPUTER NETWORKS IN VARIOUS


FIELDS

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Computers are electronic devices operating under the control of instructions stored
in its own memory. Many businesses, institution and even the home depend on computers
to do daily calculations and storing of information. Major innovations such as the personal
computers, mobile phones, and of course the internet have influenced various fields to
make changes in the way they operate. The greatest change of all is in the way they
market their products and businesses.
The computer has changed the society today. People interact directly wit
computers I field such as education, banking, the hotel industry, the supermarket, and
even in the home.

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APPLICATION OF COMPUTER NETWORKS IN THE
HOTEL INDUSTRY

Personal computers enable the persons in the hotel industry to:

• Create and build data bases to maintain valuable information for customer service
management.

• Sales lead follow-up and front office/accounting/sales management.

• Simplify the budgeting process.

• Reduce their dependence upon paper file records.

The Internet gave the hotel industry the ability to communicate, computer to
computer around the world, in real-time. It has become the greatest communication tool
ever devised which revolutionized world travel and hotel marketing. In the olden days the
Internet, hotel franchises dominated the marketplace; they had sophisticated voice and
electronic reservations systems and the financial where-with-all to market their member
properties using all forms of broadcast and print advertising. Independent hotels couldn’t
compete with this power. Nowadays, hotels of all size have the ability to attract travelers
from all regions of the world market, effectively and affordably. Perhaps the most
amazing fact is that there are still many hoteliers who have not embraced the Internet as a
viable and affordable marketing tool.

The Internet is changing the way consumers select hotels. The Internet has become
the most important hotel search and find tool in the hotel selection process. Gone are the
days of the dominance of offline hotel directories and the need to call hotel 800
reservation numbers to gather information. Persons find it easier to make reservations
over the internet.

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Picure showing persons checking in a hotel through making online reservations.

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APPLICATION OF COMPUTER NETWORKS IN BANKING

Many people and companies use computers to help mange their finances. Some
use finance software to balance checkbooks, pay bills, track personal income and
expenses, manage investments, and evaluate financial plans. There are two types of online
services: online banking and online investing.

Online banking allows users to access account balance, pay bills, and copy monthly
transactions from the bank’s computer.

Online investing allows investors to buy and sell stocks and bonds without using a
broker. With online investing, the transaction fee for each trade is usually less than when
trading through a broker.

Picture showing online banking

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APPLICATION OF COMPUTER NETWORKS IN
EDUCATION

Interaction through networks helps break down communication barriers and


connects students and teachers with the outside world. Access to a computer, a modem,
and phone lines frees students and teachers from the physical limits and time constraints
of the school environment. Networking allows them to send electronic mail, participate in
computer conferencing, and access information from remote sources.

In the traditional model people learn from other people such as parents, teachers,
and employers. Many forms of printed material such as books and manuals are used as
learning tools. Today, educators also are turning to computers to assist with education.

Many schools and companies are turning to equipped labs with computers. Some
schools require or urge students to have a notebook computer or PDA to access the
school’s network or internet wirelessly. Sometimes, the delivery of education occurs at
one place while the learning at other locations.

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Picture showing the use of computers in education

APPLICATION OF COMPUTER NETWORKS IN THE


HOME

Computers in the home are no longer a convenience but a basic necessity. Each
member in a family spends time on the computer whether it’s budgeting, web access,
entertainment and even personal financial management. On the internet home users can
access a huge variety of information, take school courses, plan traveling, play games, read
books, watch movies, make reservations, book airline tickets, and even make telephone
calls though internet telephony otherwise called VOIP (Voice Over Internet Protocol).

Home users can even communicate over the internet and be apart of social
networks. They will communicate through instant messaging, e-mails, blogs, chat rooms,
PDAs and smart phones.

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APPLICATION OF COMPUTER NETWORKS IN
SUPERMARKETS

Many people prefer to buy their groceries on the internet and they usually say:

- It’s easier to buy than in non-internet malls

- There are a lot of products that you can’t find in usual malls

- You save time on going to malls

- You save money because there are a lot of discounts

- It’s more comfortably to buy your groceries from home after a hard day

- You don’t have to stay hours in lines

On the internet you’ll find the products that you usually buy in your near-house
supermarket and a big amount of other products and be sure that here you’ll buy your
groceries on a better price.

Computer systems are used in a variety of ways in the modern, large supermarket, from
stock control to maintaining temperatures in fridges and freezers. The supermarket uses
several computers which are located in a room known as the system office and form the
supermarkets own Local Area Network. These computers are used to control stocks and
are connected to the checkouts; these are known to be branch computers. The computers
are multi-functional, and each can access the data, which give the management a number
of access point.
Located at each checkout in an ELECTRONIC POINT OF SALE (EPOS) till; this EPOS
is comprised of a keyboard, a digital display, a scanner which reads bar codes, a set of
scales, a printer, a credit/debit card reader and a till drawer.

JUST IN TIME Vs STANDARD METHOD OF STOCK CONTROL


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In the standard method, a shop selling cookers etc, keeps it stock in a shop and in an
attached warehouse. When stock in the shop runs low it is replenished from the
warehouse. A check is kept on how much stock is in the warehouse. When the warehouse
needs new stock, an order is placed with the appropriate suppliers – or with the
organization’s main warehouse – and the goods are delivered.
The just-in-time system takes advantage of a stock information system. As products pass
through the electronic points of sales (EPOS), the relevant data is sent to a database
containing information about stock levels. When stock falls below a set level more is
ordered. Thus only a bare minimum of necessary stock is ordered and there is no need to
maintain a large, fully stocked warehouse. In some cases the system is fully automated,
working out how what stock is needed and electronically processing and communicating
the order.
Advantages
• Money is saved because less warehouse space needs to be purchased and
maintained.
• Economies can be made in regard to labour costs, i.e. fewer staff is needed.
• The business is more aware of and more responsive to changes in supply and
demand

Disadvantages
• If there is disruption to the transport system, shops and businesses will quickly
run out of stock.
• Shops can still be caught out by sudden changes in buying patterns. In such cases
they often find themselves without the stock the customers are asking for.
• An ICT system can be costly to set up and maintain, and expertise - which may
also be costly – will be needed to run it.

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Picture showing the use of computers in supermarkets

Conclusion
When office automation is incorporated into an office environment, many
improvements become possible, but they are mostly improvements in the speed with
which work is done rather than in the kind of work that is done. Office automation in the
1980s began a new trend - the integration of previously separate capabilities into single
powerful work stations. Even the most basic home office today contains, through the use
of a single computer, the following capabilities: word-processing and home publishing
abilities; access to information previously stored on files at other locations, together with
the ability to communicate with other stations on the Net or on other nets; electronic mails
including any combination of text, graphics and voice, connecting users to others on the
same net to people on different nets in other places; activity-management systems,
including time management, project planning and scheduling, and electronic calendar
capabilities. Information management systems range from straightforward storage and
retrieval systems, where the user does much of the work of storing and retrieving, to
sophisticated natural-language expert systems. These provide assistance for people who
deal with large volumes of diverse types of rapidly changing information. Decision-
support systems incorporate sophisticated programs on large databases that allow the user
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to perform complex analyses in a way that improves the speed and quality of decisions
that are made.

Today, we continue to see major developments in several areas. The power of the
computers driving most technology continues to increase rapidly. Not only can computers
process and hold more information, but they also process this information with greater
efficiency and speed. More significantly, computers allow the individual to perform a
multitude of tasks almost simultaneously. For example, on a single computer a worker can
be connected to several websites at the same time, receive e-mail, and work on a number
of different files. As well, the cost of the technology continues to diminish to such an
extent that computer literacy in the workplace is now expected.

REFERENCE

WEBSITES
1. WWW.ENZINESARTICLES.COM

2. WWW.EASYSOURCE.COM

3. WWW.ENCYCLOPEDIAZ.THEFREEDICTIONARY.COM

4. WWW.WEBOPEDIA.COM

5. WWW.EHOW.COM

6. WWW.ANSWERS.COM

7. WWW.FHWA.DOT.GOV

8. WWW.NGFL-CYMRU.ORG.UK

9. WWW.SEARCHWINIT.COM

10. WWW.SEARCHC10.COM
11. WWW.HOTELMARKETING.COM
12. WWW.KIDSSOURCE.COM
PICTURES

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13. WWW.TELEPRESENCEOPTIONS.COM
14. WWW.MLIVE.COM/SPECIAL-SECTIONS/ANNARBOR/IND
15. WWW.INCEGROUP.CPM/PORTFOLIO.HTML
16. WWW.CAINSOFTWARE.IN/IMAGES.OFFX_AUTMTN2.JPG

BOOKS
Discovering computers 2008
Voicemail- page 468
Telecommuting- pg 30, 59
Electronic funds transfer – pg 470
E-commerce –pg-28, 30, 60, 91-92
Electronic mail – pg 92

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