Office_Automation_and_Group_Collaboration_Paper

Office Automation and Group Collaboration Paper CIS 319, Computer and Information Systems November 1, 2009 Office automation came a long way from equipment such as the typewriter and the simple form of copying machines. For the young people of this generation, a typewriter might possibly sound like a dinosaur for most. Copying machine today does more than just make copies. The introduction of computer into the workplace gave office automation a brand new meaning – fast and furious. When asked which software application is commonly used when it comes to office automation, the answer would probably be Microsoft Office. Why not' Visit any office, whether a medical office, a post office, a library, a legal office, etc. More likely, these organizations will have Microsoft Office installed in their computer system. In the military, Microsoft Office conquered all offices in the military. Word processing is huge when it comes to office automation, and Microsoft Office delivers in the form of Word. “Microsoft Office Word is a powerful authoring program that gives you the ability to create and share documents by combining a comprehensive set of writing tools” (Microsoft.com). Microsoft Office Word gives a whole meaning to word processing. “Word gives office automation the tools to work faster and efficiently” (Rubenking, 2008). Rubenking also added that Word, in addition to lots of features, can also compare documents side-by-side, review and correct documents, and translate into or from another language. In the military, Word is the widely used word processing program, so it doesn’t present difficulties in successfully receiving and sending documents. Some disadvantages Microsoft Office Word presents are the cost and inability to share documents with another who doesn’t use the same program. In today’s world, electronic mail or e-mail is common in office automation. In the military, since Microsoft Office is widely used, Microsoft Outlook was and is the familiar software application known to any military personnel. Electronic mail makes documents sharing more feasible. Microsoft Outlook not only is a vehicle to send e-mails but also used to be more organized. Inbox folders can be organized by names or groups, making it easier for saving and later relocating files. The calendar feature can organize schedules and commitments with ease, and send appointments to notify or inform others. Outlook can also be used to save contact names, phone numbers, and address – which makes searching for their numbers easier. Outlook can also be used to keep tracks of tasks. Some disadvantages Outlook presents are the cost and its susceptibility of infecting the computer by (although not often) receiving attachments with viruses. Video conferencing for group collaboration works great when employees need to get their ideas together but cannot get together in person. “Video conferencing allows people at two or more locations to see and hear each other at the same time, using computer and communications technology” (Wallace, 2007). In the military, videoconferencing was performed periodically. “The U.S. Army first used digital communication technology in 1990 to broadcast a training course to five National Guard sites in Kentucky. Today, the Army uses digital communication technology -- including video conferencing -- for everything from training to war planning” (Wallace, 2007). While serving in the Navy, video conferencing was made common especially to isolated locations. Witnessing the rise in utilization of this software, it became the common choice to use for getting personnel together to work on different types of missions. Most commonly for collaboration of personnel stationed from different duty stations. Video conferencing was big advantage when it comes to the logistic operation of any mission. Military deploys excessive amount of supplies and personnel for most missions and video conferencing helped out tremendously with smoothing out the requirements of any movements. Video conferencing not only was used in the military for the operation purposes, video conferencing were also used to boost the morale of its troops. Troops from deployment can have the chance to talk to their families through video conferencing. There were instances of military personnel witnessing the birth of their children while deployed through video conferencing. Video conferencing presented its advantages and disadvantages. “The chief advantage of video conferencing is that audiences tend to absorb information better if they are both seeing and hearing it” (Wallace, 2007). Another advantage is the convenience of getting together even when the participants are geographically separated. This type of group collaboration software gives workers the chance to get their ideas together visually and deliver their reactions instantly. Receiving reactions instantly is an advantage to correct discrepancies or get answers from inquiries preventing delays for actions. Disadvantages of video conferencing are poor reception due to bad weather or any technical difficulties associated with the software or connection, not getting the full effect of actually being in the same place in person, and the cost and time to install the software in each location. Office automation and group collaboration each made advancement towards the usage of today’s technology. Microsoft Office paved the way to better and more powerful tools in word processing and electronic mail. Video conferencing made group collaboration more convenient even when geographically apart and also unite military personnel and their families. Technology will always find ways to improve how things get done and making work more efficient. Reference Wallace, Joe (September 12, 2007). "How Military Video Conferencing Works." Retrieved on October 28, 2009 from www.communication.howstuffworks.com/how-military-video- conferencing-works.htm. Rubenking, Neil J. (June 6, 2008). Eight Handy Tools in Microsoft Word. Retrieved on October 28, 2009 from http://www.pcmag.com/article2/0,2817,2314059,00.asp. Microsoft Office Word 2007 Product Overview. Retrieved on October 28, 2009 from www.office.microsoft.com/en-us/word/HA101656411033.aspx