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Office Skills Index

Without doubt, the major change in the office scene over the past few decades is the introduction of Information Technology.

Up to the late seventies companies used computers mostly or solely for accounts.  Computerisation was very costly and meant that only certain key operations could make use of the technology cost effectively.

Now that desktop computers are available at competitive prices (earlier computers consisted of costly and bulky mainframes) installing computers has become cost effective, and in most cases computerisation is seen as a way of reducing operational costs in the long run.

Defining office automation

Office automation means the complete integration of -

• word processing

• electronic filing

• diary management

• communications, including electronic mail, telex and fax

These functions are the basic requirements of any office or department within an organisation.  Office automation aims to organise the functions in such a way that they do not have to be carried out on a variety of equipment.

What are the effects of office automation?

•    Office automation reduces the number of clerical workers carrying out routine tasks

•    Large firms no longer have to employ typists

•    Office employees become more flexible and as a result one person can now do the jobs of several people

•    Receptionists can spend more time with clients

•    Managers need not necessarily delegate typing, with the secretary's role being redefined to include more Public Relations work.

What is the latest development in office automation?

The latest development is that of electronic mail.  Electronic mail has been around for a number of years now, but has become increasingly useful as more and more people have a regularly checked e-mail account.

Will information technology lead to a paperless office?

This is a moot point - some consider the paperless office a myth, others a reality!  It depends more or less on the organisation in question. What is certain however is that at this stage of computerisation the ease of using a wordprocessor is leading offices to produce an even larger amount of paperwork - most employees and clients still prefer a hard copy of a document rather than an electronic one!  It is a question of a change in mentality coupled with the approval by the business community that electronic commerce is viable and is the way forward.