Office Technology

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

556 ENCYCLOPEDIA OF BUSINESS AND FINANCE, SECOND EDITION
Office Technology
communication is transmitted electronically by phone
lines for immediate delivery or can be stored in a computer
mailbox. The recipient is able to retrieve the message
by dialing a code number to access the mailbox. The
computer reconverts the message to the caller’s voice and
the recipient is able to hear the voice message.
Electronic Calendars. Office tasks are being accomplished
and redefined by computers. Computers can keep a calendar
of appointments. The computer stores the files of
employees’ schedules, forthcoming meetings, calendars of
events, and conferences, thereby enabling employees to
check their central file. Everyone in a particular office has
access to electronic calendars and is able to choose a time
and place that is available and open on everyone’s schedule.
Each office employee can be tied into the system by
having access to a central electronic file.
Office Suites. Office suites are a group of programs. In the
mid-1990s the term office suite was considered to be a
group of programs that allowed for word processing,
spreadsheets, and sometimes data entry. Now office suite
includes Web design software, presentation software, page
layout design, and, in some instances, graphics editors.
They are key pieces of productivity software, used in most
businesses.
Portable PCs. Portable PCs include personal digital assistants
(PDAs), laptop computers, and notebook computers.
PDAs are proliferating. Among the most popular
PDAs are the Palm and BlackBerry. Laptop computers are
used by business travelers to make multimedia presentations,
create and send reports and spreadsheets, and do
research on the Internet. Notebook computers are similar
to laptops, but usually smaller.
Groupware and Decision Support Systems. Groupware is
a work group software, such as Lotus Notes. It enables
members of a team to share information on a project that
they are working on together. Some of the functions of
groupware are document formatting, information management,
and communication. The group is kept
informed via an electronic calendar. It runs an e-mail network
that links the work group with remote operations. It
also includes an information system that handles all data
relevant to the business and provides instant accessibility
throughout the organization. Decision support systems
facilitate group decisions by providing a formalized
process for brainstorming, distilling key concepts, prioritizing
or ranking topics, and achieving group consensus.
Teleconferencing. In the business world, many companies
hold meetings via teleconferences. Teleconferencing is a
method of conducting meetings via telephone lines
and/or satellites connecting participants’ terminals at two
or more locations, with one or more participants per location.
There are three types of teleconferences:
1. Computer conferencing—Terminals that are connected
to a mainframe computer are used by all the
participants. Comments or questions can be keyed
in on their screens, which are arranged on an interconnected
network. Messages are displayed on the
participants’ screens.
2. Audio conferencing —Participants make comments
over the phone. They cannot see each other, and
they are not able to read body language. Audio conferences
are connected by telephone and/or speakerphone.
3. Videoconferencing —A CEO in Los Angeles could
have a sales conference or interview with a person in
Washington, D.C. Both individuals are shown
simultaneously or alternately on the screen. The
advantage of videoconferencing over audio conferencing
is that individuals can see as well as hear each
other.
Voice Recognition and Videoconferencing. With the
advent of voice recognition, a day may come when human
translators are no longer needed. The future of videoconferencing
is not only multilingual, but 100 percent realtime—
with no delays. Voice recognition software allows
humans to talk to a computer. Computers understand the
voice. It is an electronic process in which information is
printed from voice input, thereby bypassing the keyboarding
operations.
At one time, videoconferencing used large, expensive
pieces of equipment that provided “room”-based videoconferencing.
Participants gathered at a central site in a
specially equipped conference room, looking at monitors
displaying similar rooms at remote sites.
Computer-based videoconferencing is a new paradigm
for videoconferencing. Participants sit at their desk
or in a videoconferencing room calling up other participants—
similar to making a telephone call. It is a form of
communication that uses bandwidth. Bandwidth is interpreted
as the speed at which information flows, and communication
is the transfer of information from one place
to another. The connection between these two remote
sites is called communication channels.
Multimedia System. A multimedia system presents information
by using a combination of sound, graphics, animation,
and video. Multimedia applications are used for
business and education. Marketing presentations are
developed to advertise and sell products using multimeeobf_

ENCYCLOPEDIA OF BUSINESS AND FINANCE, SECOND EDITION 557
Office Technology
dia. Sales representatives use a computer, a video projector,
and a display screen to make their presentations to the
audience. Interactive advertisements as well as job applications
and training applications can be published on the
Internet or in a kiosk display.
Electronic Whiteboard. An interactive “smart” whiteboard
with “electronic ink” and touch-sensitive screen can
be hooked up to a computer and a projector. The board
magnifies images clearly and colorfully. The board has
annotation capabilities and notes can be jotted down
directly over the projected images, then printed instantly.
Thus, there is no need for individuals to take any notes.
The advantage that a whiteboard offers over a simple
projection system is that it can be used as a projection
screen and a writing surface through its connection with
the PC, from which images can be printed out. A whiteboard
allows trainers and instructors to operate the computer
as if they were using a mouse, moving the cursor
around on the computer just by touching a point on the
whiteboard. A projector is mounted on the ceiling. The
screen should be centered so that all participants have a
clear view of the screen.
Smart Board. A smart board is a tool that improves the
way people meet, share ideas, and teach. It looks and feels
like a regular whiteboard combined with the power of the
computer. It lets users save and print notes, collaborate on
documents, share information, and run multimedia materials—
video or data conferencing across distances.
The smart board becomes a large, touch-sensitive
screen when combined with a liquid crystal display panel
or projector. It can control Windows or Macintosh applications
or multimedia by touching the board with one’s
finger. By picking up a pen, presenters can draw over their
applications in electronic ink to obtain the attention of
the audience. Users can e-mail notes to participants and
even cut and paste them into other applications.
RECORDS MANAGEMENT
The processing capabilities and storage capacity of
computers have made electronic storage and retrieval of
information a common practice in business. Computergenerated
document management, records management
software, and imaging systems assist businesses with large
volumes of records. Imaging systems convert all types of
documents to digitized electronic data that can be stored
and retrieved quickly. With the advent of superhigh-density
magnetic storage and online storage, this will be much
less of an issue in the future.
A scanner is used in converting paper documents into
a digitized form. A processor compresses the image. A
retrieval mechanism converts the image for viewing on a
monitor, and output devices process the image to a hardcopy
format. Laser optical disks are suited for high-volume
record management because of their high capacity
and durability.
COMMUNICATION IN
ORGANIZATIONS
In the business world, technology links employees working
in teams; employees are expected to be competent in
various software applications and be able to make decisions
and multitask. The impetus of newer office technology
has transformed the way businesses function in the
worldwide marketplace.
In the past, workers acquired a set of skills that
became their tools of the trade. Since the mid-1970s,
workplace technology has changed swiftly; new technologies
have been introduced and replaced. Computer applications
are updated continuously. In the twenty-first
century, people who work in offices need to be well versed
on the use and application of the many emerging technologies.
Workers need to adapt to this ever-changing
technology. In an increasingly technological world, the
expansion of American workers’ skills depends upon commitments
from the workers themselves, industries, workplaces,
and educational and training institutions.
All of these office technologies facilitate communication
among people in organizations. All businesses need
workers who possess critical thinking skills, problem-solving
skills, interpersonal skills, and the ability to communicate
effectively—whether in writing or orally.
Appropriate choices of communication lead to increased
productivity and positive social effects. Workers need to
be technologically literate in order to compete in a world that continues to change faster than one can imagine