LESSON 9
POSSIBLE BUSINESS USES OF
COMPUTER IN OFFICE M ANAGEMENT
STRUCTURE
9.0
OBJECTIVES
9.1
INTRODUCTION
9.2
INFORMATION TECHNOLOGY
9.3
IMPORTANCE
TECHNOLOGY
9.4
ROLE OF INFORMATION TECHNOLOGY IN MODERN OFFICE
9.5
ASSIGNMENTS
OF
COMPUTERS
IN
INFORMATION
9.5.1 CLASS ASSIGNMENTS
9.5.2 HOME ASSIGNMENTS
9.6
SUMMING UP
9.7
POSSIBLE ANSWERS TO SELF-CHECK QUESTIONS
9.8
TERMINAL QUESTIONS
9.9
REFERENCES AND SUGGESTED FURTHER READING
9.10
GLOSSARY
1
9. POSSIBLE BUSINESS USES OF COMPUTER IN
OFFICE MANAGEMENT
We have learnt in the earlier lesson about computer fundamentals & the
various other equipments which play an important role in office automation. This
lesson describes the various uses of a computer which will help you in running a
modern office with higher efficiency and productivity.
9.0
Objectives
After going through this lesson you will be able to understand:
•
What is information technology?
•
The role of Information technology in offices today.
9.1
Introduction
Today’s offices have come a long way from the traditional offices of yester
years. Today technology (especially ‘information technology’) plays a very vital
role in the running of any office. From productivity improvements to ease of
usage, information technology has touched nearly all spheres of the modern
office.
It is essential that you try and practice what you observe. A lot of uses that
Information Technology is put to in offices are observable even outside e.g.
sending and receiving emails, printing, word processing etc. You should try and
practise these so as to get a much deeper & better understanding of the subject.
9.2
Information Technology
Information Technology is a subject which deals with technology and other
areas related to managing & processing information in any organization. It deals
with the use of computers and related software for creating, storing, analyzing,
transmitting and retrieving information.
Information technology has been put to use in a variety of ways for making
the modern office more efficient. Some of these uses include sending & receiving
emails, word processing, printing & spreadsheet analysis. We will discuss about
each one of them in greater detail in the subsequent sections.
Self-check Questions
1.
Information technology deals with which type of areas?
2
2.
Fill in the blanks:
i) Information technology has been used for sending & receiving
_________, _________
___________, printing & ___________
analysis.
9.3
Importance of Computers and Information Technology
In today’s world, the use of computers and information technology is only
limited by imagination. New and varied uses are being found on a daily basis.
From managing the launch of a space shuttle to preparing accounting
statements, these machines have transformed every space they have touched.
Computers play an equally important role in today’s offices. Some of the key
activities where these are used include:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Electronic Mail (e-mail)
Word Processing
Spreadsheet analysis
Knowledge management
Accounting & Record keeping
Management Information System (MIS)
Communication
Internet
Organizing and Scheduling
Electronic Commerce
Self-check Questions
3.
State whether the following statements are true or false:
i) Computers are used in managing the launch of a space shuttle.
True/False
9.4
Role of Information Technology in the Modern Office
Various roles as mentioned above are now discussed in detail:
9.4.1 Electronic Mail
Usually abbreviated as e-mail or email it is the method of composing,
sending, receiving and storing messages using electronic communication
systems. The term applies to both the Internet e-mail systems (using a standard
protocol) and to the Intranet e-mail systems which allows users within one
company or organization to send messages to each other.
3
E-mail
E-mail has grown very rapidly and these days all employees in any given
organization are provided with a unique e-mail ID such as [email protected] or
[email protected]. Even when organizations do not provide e-mail, there are a
multitude of websites such as www.yahoo.com, www.hotmail.com,
www.gmail.com that allow the user to create free IDs and send & receive e-mail
over the Internet.
E-mail is used extensively in offices to communicate within the
organization and with outside parties. It has made communication extremely
reliable and fast.
9.4.2 Word Processing
One of the more widespread uses of the computer is word processing. The
word processor can be considered to be a typewriter with an attached display
screen. However the greatest advantage of computers over typewriters lies in
correction of errors and certain special functions. With a typewriter a correction
usually meant typing the entire document again. However with a computer and
word processing programme it is possible to make changes in the existing
document and take a print out of the corrected document. Also word processing
software like Microsoft Word allows users to perform special functions such as
highlighting text, underlining words or sentences, boldfacing letters, changing font
colours etc. and these can appear as such in the printed documents. Word
Processing is a very common office function and computers are used to type
letters, draft memorandums, take notes etc.
4
Word processing
9.4.3 Spreadsheet Analysis
This is another common function for which computers are used very often.
A multitude of spreadsheet programmes are available in the market of which
Microsoft Excel is the undisputed leader. It allows users to enter numbers, link
them up with formulas and perform other calculations.
It can be used to keep records of individual accounts, performance ratios
and other numerical data. These can also be used to perform data calculations.
Spreadsheet Analysis
5
9.4.4 Knowledge Management
This consists of improving organizational learning and thus improving
organizational outcomes by introducing a range of specific processes and
practices for identifying and capturing knowledge, know-how, expertise and other
intellectual capital and for making these available to other users throughout the
organization.
Information Technology has revolutionized this area with the extensive use of
computers and networks. Information & knowledge stored in one part of the
organization can now easily be captured and stored in a central electronic
database. This can then be accessed by other users who can put that information
to further use. A knowledge management system which is properly implemented
results in significant productivity improvements.
Though there are a lot of ‘off-the-shelf’ softwares available for the purpose,
a large number of organizations have developed customized solutions suited for
their organizational setup.
9.4.5 Accounting and Record Keeping
There are a multitude of computer applications that are available today for
use in this area. The most common ones are order entry, inventory control,
tracing receivables & payables, general ledger & payroll. Specialized software
like ‘Tally’ are extensively used to keep accounts and generate reports. A recent
trend amongst larger organizations has been the increasing use of Enterprise
Resource Planning (ERP) suites which are able to integrate many functionalities
over different areas of the business and generate consolidated reports. The most
common ERP system that is used is SAP.
9.4.6 Management Information System (MIS)
Knowledge Management consultants define Management Information
System as the creation and subsequent management of an environment which
encourages knowledge to be created, shared, learnt, enhanced, organized and
utilized for the benefit of the organization and its customers. Combined with the
power of information technology & systems it can be used to support business
processes and operations, decision-making and competitive strategies.
9.4.7 Communication
Communication within the organization can be facilitated by the use of
information technology. Electronic bulletin boards can be setup where employees
can share their issues and suggest possible solutions. Further, large
organizations usually have an Intranet which is like an internal website for the
organization. It is customized for use by the employees and can carry important
announcements, personnel policies, organizational news and other important
material for the employees. Email can also be used to communicate as described
above.
Communication with the external world can be through the Internet or
through E-mail. Organizations setup their Internet sites (called websites) where
people can get to know about the company, their areas of operation and also
contact information.
6
9.4.8 Internet
The Internet is a publicly accessible worldwide system of interconnected
computer networks that transmit data using a standard protocol. It is made up of
thousands of smaller commercial, academic, domestic, and government
networks. It carries varied information and services, such as electronic mail,
online chat, and the interlinked Web pages and other documents of the World
Wide Web (www). Besides these the Internet is a great medium for carrying out
research on any topic.
9.4.9 Organizing and scheduling
Computers are used to keep schedules and even share them
electronically over networks. Paper schedules, calendar entries & to-do lists are
now being rapidly replaced with electronic versions due to ease of storage &
retrieval.
9.4.10 Electronic Commerce
This consists primarily of the distributing, buying, selling, marketing, and
servicing of products or services over electronic systems such as the Internet and
other computer networks. Many companies have setup special sites for
customers & vendors to transact business online. Many organizations now offer
their products on the Internet along with online payment options.
Self-check Questions
4. Fill in the blanks:
i) Knowledge Management consists of practices for identifying & capturing
___________, ___________ expertise & other ________ _______ for
making these available to other users throughout the organisation.
ii) The Internet is a publicly accessible worldwide system of interconnected
_________ _________ that transmit data.
5.
9.5
What are the different modes of communication within an organization?
Assignments
9.5.1 Class assignments
i)
Browse some Internet
http://www.rediff.com.
sites
and
create
an
email
ii)
Prepare a sample e-mail message or greeting and send it.
account
on
9.5.2 Home assignments
i)
Prepare one of your assignments in a word processor and print it.
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ii)
Prepare a sample balance sheet of your firm in a spreadsheet application.
iii)
Search the Internet and list out the names of some textile design related
websites.
9.6
Summing Up
The extensive use of computers in office management has been
considered in this lesson highlighting some important functions as e-mail,
internet, e-commerce, communication, word processing, accounting and record
keeping, etc.
9.7
Possible Answers to Self Check Questions
1.
Information Technology is a subject which deals with technology and other
areas related to managing & processing information in any organization.
2.
Fill in the blanks:
i) Information technology has been used for sending & receiving e-mails,
word-processing, printing and spreadsheet analysis.
3.
State whether the following statements are true or flase:
i) Computers are used in managing the launch of a space shuttle.
True.
4.
Fill in the blanks:
i) Knowledge Management consists of practices for identifying and
capturing knowledge, know-how, expertise and other intellectual capital
for making these available to other users throughout the organization.
ii) The Internet is a publicly accessible worldwide
interconnected computer networks that transmit data.
5.
9.8
system
of
Different modes of communication within an office are: i) Electronic bulletin
board, ii) Intranet, iii) E mails.
Terminal Questions
1.
List down three uses of information technology in a modern office
2.
What is the Internet? List two things that Internet can be used for?
3.
What is e-education and how has it helped the common man?
4.
The education you are receiving may be called blended education.
Explain.
8
9.9
References and Suggested Further Reading
1. Rajaraman, V. 2001. Fundamentals of Computers. Prentice Hall of India
Pvt. Ltd., New Delhi.
9.10 Glossary
1.
Email:
Abbreviation for electronic mail, it is the process of
sending or receiving information through means of
electronic communication
2.
Protocol:
The 'language' spoken between computers to help
them exchange information. More technically, it is a
formal description of message formats and the rules
that two computers must follow in order to exchange
those messages
3.
Internet:
A network of computer networks which operates
world-wide using a common set of communication
protocols
4.
Intranet:
An internal use, private network inside an organization
that uses the same kind of software which would also
be found on the Internet
5.
Font:
A character set (alphabet and numerals) of a specified
design and size
6.
Online:
Turned on and connected to the network. This is
mostly used when you are connected to the Intranet.
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