Office Automation and Group Collaboration Software Essay

Nowadays, in the modern business world, Office Automation Software include calendar and scheduling, call accounting and management, data entry, email management, fax management, and forms management softwares. On the other hand, Group Collaboration Software include group calendar, groupware solution, mailing list management, messaging solution, teleconferencing, video & web conferencing, and web discussion system software. However, the uses of aforementioned software in most of the offices vary with respect to the requirements and the environment of the business operation. Office Automation Software have become an essential part of any business organization. As a matter of fact, word processing programs like Microsoft Word have replaced typewriters and paper-based work is being performed in database programmes. For instance, Employees attendance records and periodical inventory & sales reports are useful operations which are being accomplished using automation software. On the other hand, group collaboration software adds value to business with respect of time management. This software allows business representatives to collaborate and get their colleagues’ views and ideas on different occasions. In this article, I will describe the uses of these software and analyze their advantages and disadvantages In my organization, there are 40 employees and all of them use Office Automation Software for the timely and accurate completion of their duties. In addition to that, most of the time we also use group collaboration software to solve a particular problem or we use it while analyzing sales, evaluating inventory, holding online meetings, etc. Video Conferencing Software Video conferencing system uses a room system in most of the offices. It allows its users to make a solicitation from the template that has already been created by someone. Consequently, it allows bidders to make or replace their bid in an electronic format, saves time, helps users who want to place or change their bid from their residence or offices, and saves money which might have been spent on traveling. A major disadvantage of this software is that in complex situations, while users bid on this platform, secret information may get leaked. Electronic Mail Electronic mail has replaced postage in every organization. Email software allows billions of users to communicate fastly and cheaply as compared to postage. In business offices, email has changed the whole phenomena of communication. Office colleagues can communicate directly both inside and outside the organization in a short period of time. Emails also allow a user to send or receive multiple documents with attachments of files or folders. On the other hand, you may lose data which is saved in your email account or your email account can be hacked by someone else resulting in an unauthorized use of your account and the leakage of your private business information. Furthermore, if you send some wrong information in your email, it cannot be taken back. Web Conferencing Software Web conferencing software enables multiple users to arrange an online meeting in order to solve particular problems or to discuss particular matters related to business operation. Web conferencing has completely changed the concept of meetings in the way that you can discuss many things online and solve your problems from anywhere. Consequently, it saves the time of business executives. The only disadvantage of web conferencing is that some problems cannot be solved on web conferencing since the physical presence of employees creates a different environment of mutual understanding and cooperation and gives a sense of closeness. Word Processing Software Nowadays, word processing software has become mandatory software for every organization. Before the invention of this software, the work associated with this nature was done by the typewriter and it was time-consuming. Following are the advantages and disadvantages of this software. (1) â€Å"It is easier to make changes to your document. You can move, change, delete, save, and format all your ideas in one handy file. (2) It frees you to express ideas more clearly and to let your thoughts flow because anything can be changed or deleted later. 3) It allows you to organize all your work or ideas together in a file. Instead of deleting paragraphs that do not seem to fit an assignment, you can move them to the end of the file where they can be used later or in another project. (4) It is easy to share and store word processing files electronically†. The only disadvantage associated with this software is that you may lose your data while working due to sudden electric power failure. (Advantages) Call Accounting and Management Software Since its invention, call accounting software has been adopted by approximately 90% of the established and non-established organizations because of its accuracy and cost effectiveness. A good call accounting software tracks and records various calls of clients and business partners, facilitates customer support management by saving all telephonic data, tracks call timing, and so on . Thus, by taking an analysis of its calls, an organization can easily know about its precious customers’ records and orders. This practice creates a good business environment across the organization. However, the only disadvantage of this software is, if the operator did not create a backup file and an error occurred in the software, data may be lost. Group Calendar Software Group calendar software allows you to organize your critical business events and meetings according to the departments, locations, projects, and time. Having group calendar software online, your employees and business partners can easily arrange a meeting by keeping in mind their work details and availability of time. Web based group calendars provide a cost effective solution without the anxieties and cost inherent with supporting complex in-house calendar system. There is no software to install no server to maintain ever plus group calendar tools are a perfect solution for rapidly expanding projects or distributed work forces†. (group calendar) Time and Attendance Software By using time and attendance software, we can easily save time of our payroll department employees. Time and attendance software automatically record and keep check-in and check-out timings of employees without delay. This software also makes it possible to calculate wages and salaries of workers and employees. Moreover, it provides complete details of attendance and check-in and check-out times to the payroll department that saves time. In addition to that, it is completely secure and can be accessed form different departments of an organization. However, occurrence of an error can create problems because this is the only place where employees’ records are kept. Conclusion Finally, computer software made it possible to run business operations more effectively and accurately. In today’s global world, computers have become a major part of every business organization because of their cost effectiveness and they also pave the way for every business organization to excel upon others by using them. Both Office Automation Software and Group Collaboration Software enhance the business activities and make it possible for the employees to save precious time and money of the organization. Some software like call recording software adds value to customer services and creates an excellent platform to keep records of their clients which increases organizational goodwill.