MODERN OFFICE TECHNOLOGY OTM 124

THE TRENDS OF TECHNOLOGICAL DEVELOPMENT IN THE OFFICE

Definitions of Technology

Technology is a body of knowledge used to create tools, develop skills, and extract or collect
materials. It is also the usage and knowledge of tools, techniques, crafts, systems or method or
organisation in order to solve a problem or serve some purposes.

Technology is a broad term that refers both to artifacts created by humans, such as machines and the
methods used to create those artifacts.

Technology is the set of knowledge, skills, experience and techniques through which humans
change, transform and use our environment in order to create tools, machines, products and services
that meet our needs and desires.

Technology refers to the application of scientific knowledge for practical purposes, especially in
industry. It means machinery and equipment developed from the application of scientific knowledge.

Office without Technology

An office without technology is also known as a traditional office. Before the coming of modern
technology into the office, it was a common phenomenon to see heaps of used and unused file
folders, calendars and almanacs, appointment notebooks and diaries, telephone directories, memo
pads dispatch books, inventory records, file cabinets, legion of office assistants (for mail deliveries),
etc in a typical traditional office. Also, it was common in our offices to hear that, the secretary or a
particular secretarial staff is on leave, has travelled to attend a seminar, workshop or is attending a
meeting and therefore, the office work is grounded till the individual physically resumes back to
work.

It was also very common to hear that a mail sent out a week ago is yet to be delivered (still in
transit). Or a mail is missing in transit and could not even be traced. Also common is a situation
where the telephone of executives are perpetually busy making it difficult for calls to sail through.

In the traditional office setting, lengthy reports were typed with manual typewriter and retyped due
to omission of word(s)/ sentences/paragraph, punctuation marks and typographical errors. The
requirements for shared information often result in considerable duplication of effort: materials and
additional cost are incurred. A secretary in a traditional office therefore, was faced with low
productivity, typing boring repetitive work with manual typewriter which is cumbersome, stressful
and frustrating.

Disadvantages of Office without Technology (Manual system)

1. Inconsistency in data entry, room for errors, miskeying information. They are prone to
errors, data inconsistencies.

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 2. Large ongoing staff training cost. With manual systems the level of service is dependent on
individuals and this put a requirement on management to run training continuously for staff
to keep them motivated and to ensure they are following the correct procedures.
3. It takes more effort and physical space to keep track of paper documents, to find
information and to keep details secure.
4. When mistakes are made or changes or correction are needed, in most cases a manual
transaction must be completely re-done rather than just updated.
5. Lack of security of documents and information.
6. Time consuming and costly to produce reports.
7. Reduction in sharing information and customer services.

Office Automation

The term ‘office automation’ refers to a combination of computer hardware, software, and network
connection, made available to simplify and computerize 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.
Features of Office with Technology/Modern office.

It is an office that is equipped with array of information and communication technology.

The following are the modern ICT devices found in most offices for secretarial functions.
They are electronic computers with modern office accessories or packages and internet
facilities for on-line communication and collaboration, computer printers, plotters, fax
machine, photocopier, digital video camera, close circuit television, large screen video
projector, multi-media, spiral binder, scanner, shredder, telephone, laminating machine, etc.

In an automated office, people have relied on information systems to communicate with each
other using a variety of physical devices (hardware), information processing instructions
(software), communication channels (networks) and stored data (data resources). ICT has
made the office work more interesting and more productive. Typewriters are disappearing in
favour of word processors, spreadsheets replaced calculators and we now have terminologies
like teleconferencing, videoconferencing, web-site, etc.

Automation in office is all about using computer to:

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 i. Make your work less tedious.
ii. Trim hours off your workload.
iii. Reduce repetitive keyboard strokes or mouse clicks.
iv. Make data entry easier with fewer tabs or mouse movements.
v. Take any job you do longhand and make the computer do it for you.
Benefits of Office Automation
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.

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.

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.

Accuracy: 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 advanced business automation software reduces the probability of errors.

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.

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.

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Reduced Workload: Installing an office automation system will reduce the workload. It will help
you handle the load easily and allow you to enjoy yourself at work. It is known for lessening the
workload burden and ensures you can work at the office in peace.

Disadvantages of Office Automation

 A main disadvantage often associated with automation is worker displacement.

 Automated equipment include the high capital expenditure required to invest in
automation. Initial investment costs may hinder organization from automating processes
 Team will become reliant on automated/electronic processes. The possibility that workers
will become slaves to automated machines, the privacy of humans will be invaded by vast
computer data networks.
 Organizations may not have the skill-set to manage office automation efforts.
 A higher level of maintenance is needed than manually operated machine.
 Reduces team or customer interaction if some high value processes are automated.

Trends of Technological Development in the Office

The origin of the technology dates back to the Stone Age, when our ancestors discovered the
existence in nature of a series of stone extremely hard which could mold and sharpen it, this
discovery with experience developed to sharpen allowed them to make the first knives, axes and
cutting tools which facilitated the work of hunting in order to ensure a daily food ration.

We have seen humans transformed his surroundings selecting a stone and modifying it to create a
tool by his skill and knowledge, allowing hunt animals more quickly and effectively.

All objects around us in our daily lives are products of different technological advances that have
developed over the centuries of our existence, we have transformed natural resources to make tools
and machines that make our lives easier, satisfy our curiosity and desire to excel. Computers, tablets
and smartphones, locomotives, cars and airplanes, the bulb and the microchip, the first man on the
Moon and conquer of the space are milestones of our latest technology.

Trends in Modern Office Technology

With rapid developments in technology and an ever-evolving workforce, office management strategy
is constantly changing. The world is moving quickly, and offices need to make big changes to keep
up with new technology. Luckily, most of these trends like the ones listed below bring big benefits
that help employees and leaders alike. Here are some trends currently shaping office operations.

 The cloud

More and more businesses are adopting cloud computing, and this trend is expected to keep
growing. The cloud can improve and streamline all sorts of processes - from collaboration and
project management to data organization and information backup. It is a more efficient solution than
keeping information in paper files that can easily be lost or destroyed, or hosting it on local drives
that have to be shared across teams and could be lost if an employee leaves the company. E.g. saving
your documents online in your email address.
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  Automating office tasks

Technology enables offices to automate like never before. Many everyday tasks can be automated to
save time, cut costs, and boost efficiency. E.g ATM machine paying customers instead of the
cashiers, using excel software to do your tabulation work and other calculations and analysis.

 Accommodating a mobile workforce

There is no doubt that remote working is on the rise. As a result, companies are seeking ways to
allow their workers more flexibility in when, where, and how they do their jobs. Mobile devices,
collaborative software and other technology help offices stay lean and attract more employees.

 Office Management Software

Office management software allows you to customize and manage “front-office” and “back-office”
tasks. Whether you are looking for support with CRM, social media, human resources, or
accounting, office management software can help.

 Virtual Reality

Virtual reality is not just used in video games. It is gradually and surely making its way into the
workforce, and it has got the power to really shake up the system for good. While in the future we
are likely to see VR in a number of ways, today it is mostly used for training purposes. This
technology allows employees to experience real-world workplace scenarios through a headset so
they know how to handle these situations with confidence in the workplace.

 Shared Screens

Thanks to the rise of teleconferencing, we are seeing an introduction of more shared screens in the
workplace. These devices are large, collaborative, and built for teamwork. Like whiteboards of the
past, these screens allow collaboration with an emphasis on accuracy. These large tablets will help
teams stay connected even when they are not in the same physical location. This means remote
working and contract work will be easier than ever in the near future.

 Activity-based working

Activity-based working has been a hot trend in recent years. In traditional office set-ups, workers are
assigned specific desks or workspaces. But in an activity-based office, employees choose from a
variety of workspaces that are tailored for specific tasks, like collaboration, research, or socializing.
While activity-based working may not be for everyone, it can improve efficiency and increase
worker satisfaction for many companies.

 Bring your own device (BYOD)

BYOD policies are on the rise. This is because companies are becoming less afraid of employees
using their own devices at work and starting to embrace the flexibility it allows. BYOD has both
benefits and risks, but smart companies realize that this is the way of the future, especially as
freelance and remote work becomes the norm.

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Impact of Technology on Office Practice

Throughout history, technology has consistently changed the way workers across every industry do
their jobs. From the industrial age to modern day, technology has improved working conditions. Its
impact on the work environment has streamlined tedious and environmentally wasteful processes,
expedited access to work while exponentially increasing productivity and made working from
anywhere easier than ever.
1. Change in Office Layout – Technology has changed the structure/layout of the office as smart
phones, laptops and wireless internet access have made it easier for professionals to work from
virtually anywhere including their homes and airports. Video conferencing and other
technological advances have also made it easier for offices to locate employees and clients all
over the world for meetings and other functions.

2. Office technology alters work pattern – In some jobs, supervisors may be responsible for
monitoring the computer that monitors the workers. In this situation, the supervisory role is
changed dramatically from a human-to-human one to a machine-to-human one. Many decisions
formerly made by the supervisor are now part of the computer system.

3. Office technology brings about interpersonal conflict – The introduction of office automation
may also bring with it new types of interpersonal conflicts. As the technology reduces the
number of managers needed, struggles for power to determine who will remain in the job may
ensue. This could result in managers hoarding information to maintain an edge, hoping to
reduce the effectiveness of other managers.

4. Change in communication pattern – At the base of many of the organizational changes

associated with office automation are changes in communication patterns. The introduction of
new information and communication gadgets may by-pass traditional channel/mode of
communication and make profound changes in who talks to whom. The use of technology may
interfere with personal management style. Major changes in the way people communicate at
work may come not from electronic mail, but from common access to database and to computer
operations that control the work process. The introduction of an office automation system with
a shared database allows these groups to accomplish coordination through the system, and the
people may no longer need to see one another for that purpose.

5. Change in power relationship – Integrated information systems will redistribute organizational

power or alter how power is harnessed. Middle managers may retain responsibility for making
certain decisions, but their range of choices could become rigidly circumscribed (restricted) by
their decision support systems. The new office structure could place the mid-level manager in a
job stripped or organizational recognition, lacking pathways for upward mobility and without
the authority he was once given. Such changes will undoubtedly influence his motivation,
productivity and mental health outlook.

6. Improved efficiency – The increasing use of automated machinery and control systems placed
new demands on both the technical skills and the intellectual aptitudes of workers. Automation
eliminates drudgery by relieving workers of the burden of performing repetitive tasks. What
used to take hours now can take minutes. Messages can be sent instantly to colleagues or clients
across the world. Payments or proposals can be transferred almost immediately. While
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 automation may have eliminated many unskilled jobs, it increased the demand for highly skilled
mechanical personnel and knowledgeable technicians who could operate the new automated
devices, thereby improving efficiency and expanding production.

7. Management-Worker relationship – Office automation affects management-worker

relationships in a number of ways. For middle-level employees it means that higher
management can have the reports of production, costs and inventory at their fingertips and on
the computer screens at their desks instead of depending on their subordinates for information.
Automation also gives managers the means to monitor the efficiency of office workers in a way
that was not possible before now.

Positive Effects of Automation on Secretaries in an Office.

1. It increases the cooperation and collaboration between staff.

2. It increases the efficiency and effectiveness of the secretary.
3. It makes the job of the secretary to be interesting and more challenging.
4. It increases the accuracy or standard of the job being done by the secretary
5. It makes the output of the secretary’s work to be beautiful.
6. It reduces the fatigue associated with repetitive jobs.
7. It increases the prestige and recognition of the secretary in the eyes of the public