Office automation: 4 things every IT manager needs to know

Office automation being used

You might think office automation began changing how workplaces operated with the advent of the digital age. But it first saw light of day with the invention of the typewriter and later, the photocopier. Today, it is commonplace for computers or machines to carry out tasks that were previously completed by people and perform ones that are entirely impossible for us to do.The digital age has created new possibilities for how offices can be automated thereby bringing elevated levels of productivity and efficiency into the workplace. Here’s a look at four things you need to know about office automation.

1) Office automation gives you back time which can be used generating revenue rather than doing admin

Most businesses identify redundant, manual processes as one of their biggest hurdles to elevated productivity. In our interconnected age, a minute can feel like an eternity, deadlines have become more urgent, customers have grown increasingly impatient and businesses are under more pressure than ever. Document management, for example, takes a massive amount of time and human resources for proper generation, management, storing and archiving. Document digitisation allows companies to convert paper to digital formats and in so doing, build new streamlined processes around digitised versions of hard copies. Think about the paperwork involved in, say, HR management and how staff administration can be streamlined thanks to automation. In terms of scale, an enterprise stands to save millions in the digitisation of documents and eliminate HR backlogs with ease.

2) Completing tasks online takes less time than phone calls and dissolves the need to hire extra staff

Companies with massive customer bases, such as ISPs, deal with large volumes of calls from customers every day. We’ve all had to sit through lengthy on-hold times, listening to outdated pop songs from the nineties, only to find we’ve reached the wrong person. Automation steps in to alleviate frustration for both the customer and the business by introducing self-service portals that automate mundane, superficial queries and requests and in so doing, streamlines tasks that otherwise would have required both time and human resources. Rather than spend time on hold to your telecommunications provider, you can set up an online account on their website and do that address change in seconds rather than hours. Integrated software platforms have helped business take leaps in terms of bringing efficiency into the workplace and to their customers.

3) An automated office needs physical security measures in place

The infrastructure that makes your company network function needs to be protected from unauthorised individuals gaining physical access to it. Introducing biometric access control to the server room and to critical network devices will cut down on unmonitored access to vital information, or even malicious damage by disgruntled employees. A sound security policy also needs to be put in place to cover information that can be stolen through the use of copiers and printers that can be used remotely. The use of these office necessities needs to be monitored to prevent information leaks. Today, multi-function devices allow for granular access levels to information stored on them. These devices also possess the technology to log and track user access and utilisation and allow IT and Finance managers to analyse the data to eliminate wasteful or unauthorised utilisation.

4) Automation technology must be easy to use and maintain

Any new automation systems that are introduced to your office need to be easy to adopt. There is a risk of time wastage if employees struggle with learning highly technical software. The more people who can make use of the systems as possible, the better the return on investment will be. Technology must be easy to maintain to avoid downtime and maintenance costs. IT managers need to take the helm in terms of becoming drivers of technological adoption in the work place. As new technology becomes available, IT will increasingly play the role of strategic partner in determining the future of the business.Office automation doesn’t have to be a scary process. Partnering with a supplier like Seartec who supplies cutting-edge office solutions and offers ongoing servicing and maintenance on products such as copiers, whiteboards and video walls will give you back the time otherwise spent on troubleshooting. We’ve been a leader in office solutions for over 40 years and continue to expand our footprint in the tech-arena with strategic partners to bring you 360-degree solutions for the modern business.

Office automation doesn’t have to be a scary process

Partnering with a supplier like Seartec who supplies cutting-edge office solutions and offers ongoing servicing and maintenance on products such as copiers, whiteboards and video walls will give you back the time otherwise spent on troubleshooting. We’ve been a leader in office solutions for over 40 years and continue to expand our footprint in the tech-arena with strategic partners to bring you 360-degree solutions for the modern business.

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