Office automation describes the process where a variety of computer-driven machinery and software is used to digitally create, store, collect, print, manipulate, and disseminate commercial data needed for accomplishing daily tasks. Raw data storage, electronic transfer, hardcopy output, and the management of electronic business information make up the basic functions of these systems.
Office automation helps in optimizing or automating existing work tasks and procedures by using an array of equipment, including computers, scanners, printers, multifunction devices, telephone switchboards, and production printing systems.
These devices all connect to a Local Area Network (LAN), which allows users to transfer data, email, send presentations, and make voice calls across the network. Without the LAN backbone, true office automation would not be possible. All commercial support functions, including typing, dictation, filing, copying, and faxing can be totally or partially automated. Records management, telephone and telephone switchboard operations, data archiving, and distribution also fall into this category. Arguably, the typewriter represents the first piece of office automation equipment but the appearance of desktop computers on work desks in the late 1970s and 1980s is when the term started to be commonly used.
Software Underpins Office Automation Equipment
Automation is about creating automated workflows. Modern systems rely on powerful software packages to create workflows that automate tedious and repetitive but vital functions while also streamlining data storage and retrieval, eliminating the need to store and preserve hard copy paperwork and removing the risk of unnecessary data redundancy. Work efficiency is substantially improved as multiple personnel can access business data simultaneously. Well-designed software substantially reduces the occurrence of errors by removing human error in many of the processes.
Automation software brings the smartphone into the realm of the automated workspace by facilitating mobile connectivity with all the other devices on the network. Mobile connectivity allows staff to access business information from wherever they are quickly and efficiently. Modern systems automate payroll, manufacturing, and financial activities while allowing training and compliance functions to be conducted anywhere that they are required.
Quotes and proposals can be automated using defined inputs, calculation parameters, and optimized estimation outputs to arrive at fast, accurate pricing for clients. Automated inspection and dispatch of asset maintenance teams greatly reduce the number of maintenance workers required while allowing for a high level of employee utilization. These features are particularly beneficial to large multinational corporates with globally distributed staff.
Modular Implementation or Comprehensive Suite?
When looking at automating an office, the important consideration to remember is that the devices are coupled to a software system to assist with critical functions and the streamlining of others. Software can be all-encompassing, automating all the activities of a company or more limited in scope aimed, for instance, at the control of the printing activities in a company.
Managed print services (MPS) afford a company visibility and control of their printing by tracking who is printing, what they are printing, and what quantities are being printed. MPS saves money and boosts productivity. Print and copy costs can be reduced by up to 30% by managing company documentation and media output. Systems can be implemented organically with Customer Retention Management (CRM) tools, emails, and accountancy software being added to pure data handling systems over time. Some companies, such as McDonald’s, even use automated job interview software and algorithms to effectively and automatically identify the best candidates to employ.
Which Office Automation Equipment?
There are many devices that fall into the office automation equipment category, such as dictation machines, printers, document scanners, photocopiers, label printers, telephone switchboards, desktop and laptop computers, tablets, and multifunctional devices that combine a number of these devices into one piece of equipment. There is a strong argument that smartphones should also be considered to be office automation equipment.
These devices are offered by a number of manufacturers with the leading brands including companies such as HP, Brother, Xerox, Ricoh, Samsung, Epson, Canon, Toshiba, and Lexmark among others.
Office Automation Equipment’ Which Supplier?
In commercial environments, it is imperative that office automation equipment is fit for purpose in the environment for which it is intended. The appropriate technology, offered by a recognised, reputable brand is usually the most prudent choice. Buying office automation equipment from a reputable vendor such as Raydian will ensure that the networkability and integration of any new devices into a specific environment is carefully considered and informed by real expertise.
Choosing the best option is a blend of commercial considerations and technical ones which a company like Raydian understands thoroughly and can provide expert advice on. What commercial agreement should be used? Should the office automation equipment be purchased outright, leased, or rented? What would the best and most cost-effective maintenance regime be?