What is office automation? Introduce and review the benefits of office automation for businesses

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If you are a business owner, you are familiar with the hassle of day-to-day and repetitive organizational tasks, and you may even have to do some of the work yourself. But as your business grows, so does the amount of work you do and the amount of manpower you need to do it. In such cases, using office automation is a good option to eliminate and reduce duplicate tasks. In this short report, we will define office automation and examine the benefits of business automation systems.

 

Definition of office automation

The first question that arises is what is office automation? In the simplest definition, office automation is a solution that reduces the workload and increases productivity in your organization by automating repetitive and daily tasks. These solutions can be similar to the technologies you have used before. Office correspondence automation, for example, is very similar to e-mail systems, except that office automation systems allow for the categorization, intelligent response, referral, electronic signature, and monitoring of office letter processes.
These solutions are known in Iran as office automation systems, but their international name is ECM.. Automation and digitization of correspondence in the organization and management and classification of organizational documents are the main part in defining office automation. However, office automation solutions can offer a variety of other capabilities. It should be noted that Faragstar Company is one of the main providers of automation of administrative and organizational processes in Iran. For more information about Faragostar services, you can visit the company’s website at www.faragostar.net.

 

Advantages of using office automation systems

Now that you are familiar with the definition of office automation, we will introduce you to some of the main and most attractive benefits of office automation systems:
1- Reduce costs and increase productivity
Managers who know what an office automation system is, are aware of its benefits in reducing the volume of repetitive tasks. No need to do repetitive tasks allows you to use your forces to do more important tasks. Thus, automation saves costs and allows businesses to improve their profit margins.
For example, office automation systems use telecommunications technologies and telecommunications to enable employees to telework. By eliminating the need for long trips, this can save costs and ultimately increase productivity.
2- Reducing office paperwork
In each organization, different administrative correspondence is done. Office automation systems have the ability to automate and digitize these office correspondences. This significantly reduces the use of paper for letters and correspondence, and has several benefits, including reduced costs and environmental protection.
3- Increasing the agility of the organization
Office automation helps to increase the agility and decision-making capabilities of the organization. These systems do this by continuously analyzing data related to organizational performance, and by examining the volume of input and output of work, they show managers which part of the organization needs more attention. Awareness of the performance of the organization, improves the decision-making of managers and thus increases the agility of the organization.
Of course, the amount of data and reports depends on the type of automation that is provided in the automation software you use. This is where BPMS comes into play as a complementary software for office automation systems. Because using BPMS, organizations can convert their unstructured data into structured data, and thus by making the data more valuable, Analyze and manage them کردن. Business process management software or BPMS software provides more capabilities for managing organizational processes.
4- Increasing the possibility of monitoring and following up on affairs
To improve its oversight, every organization needs to establish a certain order in the work processes of its employees. Having a proper office automation system helps to streamline this process by streamlining processes. In this case, you can track all the work and make sure that the organization’s work steps are done correctly.
However, if the system is difficult to work with, it can backfire and cause disruption. So choosing the right office automation software is very important.
5- Increasing competitive advantages
Having a competitive advantage is a must for any business. This is normal given the fierce competition in the market. Office automation systems can create competitive advantages in a variety of ways. One of these ways is to increase customer orientation.
In the past, customers had to do a lot of office running to keep up with their work, and sometimes they were forced to return the next day due to the absence of staff. But today, customers can easily access the documents related to themselves in organizations through the office automation system, and fix any problems in them so that the process of following up their administrative work can be done quickly.
6- Data storage and classification
The maintenance and classification of information in organizations is an urgent need, and office automation systems, with the ability to store all confidential and important documents related to the organization, address this need. These systems also have the ability to separate all types of documents, images and files and have a very high level of security. That’s why you can safely use them to store your information.
7- Reducing human errors
One of the benefits of office automation is the reduction of human error. In fact, with the digitalization of administrative processes, duplicate and useless tasks become impossible. Large commercial organizations can use an electronic content management system to monitor the content of large projects and activities, and this monitoring will reduce errors related to document registration operations.
The ability to schedule applications as well as reminder systems are other features that reduce errors in the business.
8- Ability to exchange data
The ability to exchange information between employees and even with other software is an essential part of office automation systems. For example, you can easily transfer information from Fragster Automation software to other software using the Extra API.
In addition to digitizing correspondence, office automation systems also help improve a company’s external communications. So that you can easily communicate with other organizations that use automation systems using the ECE protocol without the use of paper.
Sending files and correspondence instantly is another feature of office automation systems that can increase the speed of employees and improve their productivity.
9- More accurate management
The office automation system is more efficient for businesses than any other system and can increase the accuracy of tasks in daily activities. In addition, these systems are usually equipped with BPMS and can automate their management processes more accurately.
Using these systems, the organization’s management can accurately monitor the performance of its employees and notify them in the event of an interruption or error. Therefore, managers no longer need to monitor the work process of employees in person, but can monitor the performance of the organization from any place and using the system.
10- Increase the speed of doing things
One of the main benefits of office automation is to increase the speed of work in the organization. This advantage is partly due to the digitization of processes and the elimination of the need for travel to do administrative work. Companies that are well aware of the benefits of office automation use these systems to enable their employees to perform their duties well, anywhere, anytime. These systems help optimize processes by automating them, which in turn reduces downtime.

 

last word

The use of automation systems in business has become very popular. This saves a lot of time and money for organizations and allows them to focus their workforce on issues that are important to the company. Faragstar is one of the leading companies with experience in the field of office automation in Iran, which can implement this system in your business or organization and benefit you from the benefits of automating affairs and processes. To learn more about this collection and request a free demo of the office automation system, you can follow the link www.faragostar.net/automation.
Source : Tasnim News site