Modern Computer Software Development Environments As It Relates To Office Automation

Abstract

Studies have show that although computer technology and office automation have advanced tremendously in recent years, most offices are underutilizing these assets, costing millions. This is true, even within workgroups of large business, but among small to medium size business this utilization is far worse. Off-the-shelf software is not highly integrated and the one-size-fits-all does not usually make for efficiency in data handling and reporting. Duplicate data entry procedures and too much manual manipulation not only inefficient, but human error is increased to make it even worse.  In recent years it the landscape of custom development has changed. With feature rich and fast development environments, deployment of highly integrated and efficient data handling is possible with significantly lower deployment cost.

Inefficiency in the age of computerized information technology

Face the truth, every day you use your computer system and all day long you still do reparative tasks, juggle data between programs and other computers, and wish your data processes were more intuitive and less clumsy. It’s time to talk.

Information collected over the past several years and analyzed by Advanced Technology Solutions reveal that nearly 90% of small to medium size business or workgroups are running at low or very low efficiency levels in routine document and data processes. Many companies have tried to resolve this issue by utilization of today’s computer and software technology but have failed to produce the results they were hoping. Many are simply unaware of just how inefficient their modern computerized systems are actually performing.

Addressing such issues early can amount to huge savings in ongoing business overhead and expenses. Growing business can reap even more benefit since greater efficiency allows more work to be produced with the same number of employees during periods of growth.

Most of the inefficiency is usually the result of two primary reasons: too much manual processing (computer and non-computer) and insufficient integration between computer programs. Both can lead to serious data integrity issues, which produce a negative effect on the business’s bottom line and often times even their customer relations.

The interesting truth is that most companies already own the technical resources to increase their business productivity, but they are simply being underutilized. This paper helps to crystallize both the causes and the solutions that are available and affordable by any size operation.

Paper and technology…

Even with the widespread use of desktop computers, networking, and workgroups, you can still find a significant amount of manual paperwork used in daily business processes by most companies and many business owners are not exactly aware of the extent. Although many can be classified as trivial, even the most menial tasks can add up significantly. Reducing the amount of many paper-based documents used for transactions, communications, accounting and many other functions can usually boost productivity by reducing much of the manual processes. This usually is not the most significant factor contributing to inefficient processes as this paper discusses, but it is a good place to start and is necessary in order to deploy some of the other efficiency improvement techniques.

The long talked about paperless office is still not a reality. Even though most offices already posses most of the technology and equipment leading to this goal, some technological advancements are not fully realized to bring this about. Furthermore, the cost of implementation certain technologies must be further reduced to make this a viable commodity for most business.

Meanwhile, a considerable amount of technology is available and very affordable to make a huge difference for many businesses. Other advances in technology such as communication systems, wireless devices and networks, custom software development environments, and even the Internet are becoming more affordable each day. Eventually these will become more commonplace among companies and lead to the elimination of most paper documents in mainstream business forever.

Manual processes on computer systems…

Looking at what is available and affordable by most businesses today, two facts can clearly be seen. Companies are failing to take advantage of the technology and equipment they already posses to the fullest extent and new technology that is affordable by most business today is not being procured or implemented.  Effective measures need to be taken by any company who intends to remain competitive in the swift movement of technology currents in today’s business atmosphere.

Manual processes in the paper category are not the only reasons that contribute to process inefficiency. It is very common to find, even with up-to-date computer systems and software, a considerable amount of computer processing is procedurally far too manual or is being used in an inappropriate manor.

For example, even form documents such as purchase orders and invoices may be in databases on computers, but the information is entered in a tedious and repetitive manor each time a single document is created. An efficiently designed relational database can eliminate much of this manual data entry as discuss in more detail later in this paper.

Part 2 continued...

Custom Database Development: Whey Do I Need It and Can I Afford It? (Document: CDEV)

FileMaker Pro Custom Development vs. Off-the-Shelf Packaged Software (Document: FMCDVS)

About the Author

George Wilkinson was the owner and principal engineer at Advanced Technological Services, an audiovisual design and programming service whose projects ranged from interactive multimedia theaters such as the Georgia Music Hall of Fame to executive boardrooms. This came in the wake of his aerospace career designing visual systems for projects ranging from the original Apollo Mission Simulator at NASA to aircraft R&D simulators at General Dynamics and Northrop Aircraft.

In recent years he established another ATS Company, Advanced Technological Solutions, to design and marked software solutions for business and industry as well as affordable customized solutions of any degree. This focus comes after years of experience in software development for audiovisual industry applications where he pioneered efficient job costing and estimating software.

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