Most of 9-to-5-ers employees spend at least 45 hours a week in the office. In fact, they probably spend more time at work than at home. From Monday to Friday–five out of seven days in the week–most working people find themselves in the workplace. The office then becomes their home away from home. And because of this, your people can sometimes use the company resources for their personal use: browsing social media, downloading torrent files, watching movies, placing non-work-related photos on company issued devices, and using office printers to print personal documents–all of which should not be done, but are done nonetheless. These should be addressed to keep professionalism within the workplace. Office automation is one key to help address these issues.
But what is office automation? According to Inc. Southeast Asia, the world’s leading media brand for entrepreneurs and startups, office automation can be defined as:
“…the integration of office functions usually related to managing information. There are many tools used to automate office functions and the spread of electronic processors inside computers as well as inside copiers and printers is at the center of most recent advances in office automation. Raw data storage, electronic data transfer, and the management of electronic business information comprise the basic activities of an office automation system.”
There are two things that we can take away from this definition that could help in professionalizing your office. First would be managing information. Make use of tools that manages information because that is one of the most valuable assets you have in your company – information. Start off with the network connection. Control the websites everyone can access, because not only does non-work related data consumption take a toll on your Internet connection, it also endangers the security of your data. Hackers, for example, can use certain websites to steal data from your servers or disrupt your operations. Therefore, you need to take control of your network access. And it isn’t at all that difficult. A good network administrator can do all of this in a few simple steps.
Inappropriate desktop photos and screensavers stored on company-issued devices may make you look unprofessional when a client visits your workplace. Client’s need to know that you are focused on their needs. Through automation, your administrators can control the settings and files saved on company-issued devices. Putting up your company vision and mission as desktop wallpapers and company logo as screensavers can not only show professionalism, but it also reminds your people their goal and the values that they should hold onto as a member of your company.
Second are the copiers and printers, which as mentioned in the definition as one of the cores of the advancement in office automation. In the old days, every desk had their own printers. This cost a lot of money – from purchasing, to usage, to maintenance. Address this by setting up a few high powered printers that are capable of remote printing. Not only does this conserve electricity but it also streamlines usage. Having wireless printers can also help in making sure that your printing stations are not crowded with employeesqueueing to have their document printed. Because these stations are open for everyone, this kind of set-up will also discourage printing for personal reasons. These high powered printers don’t always need to come with a hefty price, JJ Bender offers affordable digital printing solutions. They sell or lease used office printers.
These are just some of the ways that office automation can be utilized to create a professional working environment. Doing so will create a positive impact on your company internally and externally.