Automation tools

Why should companies use office automation tools

What is Office Automation?

It is the process of simplifying day to day office tasks through the use of technology so that it involves less manual intervention. Office automation helps in optimizing or automating existing office procedures.

Advantages:

1. Since it involves less manual work, tasks can be accomplished faster.
2. It does not require a large staff, hence the resources can be utilized for other significant tasks.
3. Less duplicate data and hence less maintenance.
4. Since it involves the use of computer/software for tasks such as data entry, maintenance and manipulation, there is low probability of erroneous data being inputted into the system as a   result of less keystrokes or mouse clicks helping the decision makers get accurate data.

Disadvantages:

A major drawback of office automation is the upfront cost involved in setting up the software/equipment required as per company needs. For many startups and small sized firms, this initial cost factor acts as a huge hindrance that prevents them from using the office automation tools available.

But with proper planning and a slight adjustment in budget, companies can and should bring in the required tools to automate their daily processes.

Why use Office Automation:

Widespread use of technology is changing the way we work, learn, and communicate-even the way we carry out our regular, daily activities. Gone are the days of traditional data storage in registers and files, companies that still follow the traditional ways are destined to be doomed.

A typical example of office automation is using an attendance management and payroll software that captures attendance and payroll data for all of company’s employees.

It won’t be a problem if your payroll manager was to maintain your employee data in a register if the firm had handful employees. But imagine his/her plight if the company was to grow from say 10 to 100 employees. Writing down every employee’s daily attendance and calculating their salaries based on variables that would be different for each employee would be a tedious task. It would also mean more probability for errors. The entire process becomes extremely cumbersome and any errors have serious implications in terms of interest and penalties for delayed statutory compliances as well low employee morale.

Compare the above with the payroll manager using a software that was set up to record attendance and the salary components already defined for each employee in the software. To add to this, the company also has a biometric device that records fingerprints of its employees based on which the software calculates attendance. Whatever the employee count, the payroll manager can now have detailed data, reports and even generate pay slips for all its employees at the click of a button. Less clicks means less errors and more productivity. This is just one area out of the many departments where office automation can greatly benefit any business.