CIS319 Week 3 Individual Assignment - Office Automation Memo
CIS319 Week 3 Individual Assignment - Office Automation Memo
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This 3 page Study Guide was uploaded by an elite notetaker on Saturday January 9, 2016. The Study Guide belongs to a course at Zuni Comprehensive Community Health Center taught by a professor in Fall. Since its upload, it has received 23 views.
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Date Created: 01/09/16
Memorandum for office automation and group collaboration software Polycom Procurement and Group Collaboration Software Memorandum To: Put someones Name From: your Name Subject: Office Automation and Group Collaboration Software/ Advantages & Disadvantages The purpose of this memorandum is to discuss and describe what office automation and group collaboration software is used within my organization which is the finance section of the SMD/Procurement. I will be describing the advantages and disadvantages of the software that is used. Any software can be a good thing or it can be a bad thing on the company that is why proper research should be done before use of the software. Office Automation The basis of having software is to create a better atmosphere to solve situations and perform everyday tasks ran by the computer. In our database we have a lot of different software that we use. I believe in our wholesale department; the IS director created her own system in which she tracks the errors of all the employees; so that we will know what errors we are making at the end of each month. She will be upgrading it so that we can get error sheets each day to improve on this. This is proprietary software. The advantage of having this software is you get what you need because you are creating it to suit you. on the downside it may take to long to get through all the development phases and it may cause issues in the long run that cannot be solved. Making your own rules and creating your own guidelines for software can be whether convenient; but at the same time it has its downfalls. Management has to make sure that they agree with the person creating the different programs to suit the business needs and they need to train more than one person on the same thing. So in absence the procedures can be followed. My organization also uses software such as Microsoft Word, spreadsheets; and databases. Also software is used to control management finances. This is an advantage for the company because memos; letters, company and employee records can be kept including information on payroll by human resources. The disadvantage would be if management didn’t keep up with upgrades on the system it may fail. The computer system requires constant upgrades and maintenance. With most operating systems comes the ability to upgrade the whole entire system on a constant basis for free also with some software this is optional and sometimes it may cost a fee; but it is suitable for the company to have this available. Most of the computer systems used by our organization is software suite software such as Microsoft Office. This has a system of different particular programs. These programs come in a bundle. Microsoft Office; Microsoft Works; Microsoft Money are also examples of bundles that can be used in organizations. The disadvantage of this software is that getting the bundle is higher than purchasing some of the individual applications, but the advantage is management can go online and keep their system uptodate. This would not cost the company anything because some software like Microsoft Word does free upgrades. Also because of this security could be at risk and that is why that is as important also to have. Our employees use a system to keep track of all the accounts that we have each day. We can type the company's number in and find out how we should process the information that we have on that account. If this database did not exist we would have to write it all down and look at the sheet everyday and not only that we would have to call the companies everyday to make sure that no changes have been made so this makes the companies productivity easier to handle because it breaks down the steps that each employees has to take to get their job down. Collaborative Software As we know group collaboration is important for the success of business. Group collaboration will help a company to increase the contribution of members, help each other leading a business to be more productive. The previous researches have proved that group is more effective and brings more effective result than what single person can achieve. So far, our company does not have any kind of office automation or group collaboration software. As an employee, I have understood the importance of group collaboration software which is a powerful platform to increase group communication and eventually to achieve a common goal in efficient manner. After staying in focus with the importance of team collaboration, I have put forward a plan to implement new online group collaboration software, WebEx WebOffice which I am convinced that this online group collaboration software not only speed up the communication, share information and application among employees, increase efficiency of the company but also increase the profit of our company. With help of WebEx WebOffice, we can be able to work more easily with coworkers, clients and vendors. Not only these, we will be able to share documents, hold web meetings, manage tasks, build web databases, follow discussions, make announcements and run our business in the web. We can control access to our private files, while also allowing our guests to view public files and allowing them to take part in online polls thus increasing our customer’s active involvement. This software helps a team of workers around the world that use the same system. So this means our organization uses Microsoft Exchange server as a means to exchange information by email. The advantages of this is that everyone can work together anywhere and in any part of the country to solve company issues. Also information is viewable for everyone to see. The disadvantage can if it is not something that is user friendly for the employees to grasp. They may not be able to use it. The examples of these software applications that we use are accounts receivable, accounts payable, savings and time deposits, inventory control, order entry, Human resources management, Retail and Wholesale operations. We also use scanning procedures to make sure that we keep everything in the computer system. Having these advantages constantly make our company a cut above the rest. It is a great thing that we saw what our company needs to survive and have used those abilities to make sure that employees know them also.
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