Page 578 - Encyclopedia of Business and Finance

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Office Technology

Advances in technology have transformed the world TYPES OF TECHNOLOGIES
of work. As the work environment has changed, individ- The variety of technologies available continues to change.
ual workers see how their work connects not only to their Some of the technologies used in today’s offices are:
particular work place, but to the entire value chain.
The backbone of technology is the local area network Intranets and Internets. Messages can be transmitted
(LAN), a single-site computer network, or the wide area electronically within an office (intranet) as well as around
network (WAN), which supports worldwide work groups. the universe (Internet, or Net). Workers are able to
Both of these networks provide tools for users to transmit exchange information over the computer via the Net
data, graphics, mail, and voice across the network. LANs through e-mail. E-mails can be sent simultaneously to
and WANs enable distributed work teams to complete many individuals around the world.
projects using groupware and decision support systems. The intranet is an internal computer network that is
Merging in the fast lane of the information super- used within a company, whereby pertinent information—
highway of the twenty-first century world of work, faster such as telephone directories, calendars of events, proce-
information systems, blink-of-an-eye access to the global dure manuals, job postings, and human resources
marketplace, virtual offices, virtual teams, and virtual information—can be posted and updated. With the
organizations are coming into existence. The impetus is intranet, one is able to communicate online with individ-
technology. The technology explosion has transformed uals within a designated work environment.
every level of business environment—from the typical The Internet is a global computer network that per-
office worker to the chief executive officer (CEO), provid- mits millions of computers around the world to commu-
ing a challenge for all. Technology is creating whole new nicate via telephone systems and other communication
genres of content. Office technology focuses upon office lines. It is also known as the digital information super-
information functions such as word processing, data pro- highway and is a part of the World Wide Web. With the
Internet one can communicate to anyone online through-
cessing, graphics, desktop publishing, and communica-
tion. out the world. The Internet is a public worldwide
computer network full of information comprising inter-
connected networks that span the globe.
OFFICE SYSTEMS
The invention of the PC in the 1980s altered the way Web Pages. Web pages make it possible for businesses,
computing power was distributed within an organiza- organizations, and anyone who wishes to post informa-
tion—changing how companies were run, the ways in tion or sell products to do so on the World Wide Web.
which information was created, and the ways in which Web page programs—such as Macromedia, Dream-
information was used by individuals in carrying out their weaver, and Site Rack—enable users to create their own
jobs. The use of word processing and spreadsheet packages Web pages.
made it possible for professional staffs to create their own
reports without having to go to a central typing pool or Web-Based E-Mail. Web mail is a popular Internet serv-
computer center. Prior to the advent of the PC, secretaries ice that allows one to send messages and files to anyone
typed letters, created reports, and organized information around the world from any computer that is connected to
in files. The nature of secretarial positions changed with the Internet. With an account, users can send and receive
the arrival of the PC, from a focus on document creation messages, images, and any other type of information.
and production to a focus on other kinds of administra- Users can access e-mail even if they do not have a com-
tive functions, as reflected in the changing work patterns puter, simply by using small, inexpensive devices that fit
of the office. in the palm of one’s hand.
Office systems consist of tasks to be performed, pro- E-mail is keyed messages sent from one computer
cedures to complete the tasks, sets of automated technolo- screen to another, using a network linking the units.
gies designed to enhance productivity, and personnel Transmitting messages from one computer to another
working within the framework of a business organiza- offers office workers the ability to communicate quickly
tional structure. Office systems exist in facilitating and through written messages with colleagues, coworkers, and
retaining communications, and creating, processing, and friends.
distributing information. Integrated hardware compo-
nents and integrated software applications enhance the Voice Mail. Voice mail is an outgrowth of e-mail. Infor-
productivity and efficiency of the overall organization to mation is spoken into the phone. Words are converted or
the success of the business. digitized into electronic computer language. This form of

ENCYCLOPEDIA OF BUSINESS AND FINANCE, SECOND EDITION 555