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Office Automation
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Office Automation and Software In the fast paced world of today, anything that can make things easier or save someone time is a must have. We have four types of office automation and three group software programs that each have their own advantages and disadvantages. The first type is unified messaging. We utilize the conveniences of e-mail and voice mail. The main advantage of e-mail is saving money on long distance phone calls. Our company saves thousands of dollars in long distance charges because most of the time an e-mail can get the same message across that phone calls used to. One disadvantage of e-mail is it takes a little bit longer to type a message than to just call someone. Also, messages sent through e-mail may sometimes get misunderstood. Tone of voice and body language can be an indicator to the meaning of a comment, without those, it is sometimes hard to understand the person’s message. When using e-mail we need to remember that the other person cannot see or hear our thoughts. The second type of office automation we use is facsimile. One advantage to the facsimile is that it is a time saver. Instead of mailing documents and waiting days, we use faxes to send them immediately. The obvious disadvantage is that we can only fax a copy of a document and cannot send the original. We still need mail to send originals. Another disadvantage of faxes is the lack of confidentiality. Faxes can get intercepted on either end and leave a person skeptical about using fax for anything classified.
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