Challenge of Office Automation in the Modern day office workers
Abstract
Office automation refers to the varied
computer machineries and software used to digitally create, collect, store,
manipulate, and relay office information needed for accomplishing basic tasks
and goals. Raw data storage, electronic transfer, and the management of
electronic business information comprise the basic activities of an office
automation system. In its basic form, information exists as letters, memos,
graphs, records, messages, and so on. When that information is electronically
transferred, raw data is exchanged between two or more office employees, either
at the same or different locations. Office automation helps to ease traditional
routine work. It is geared to a paperless office. Despites its advantages,
there has been various research on the negative effect of office automation on
the users. This paper therefore highlights the advantages of office automation,
its characteristics, its health effects on the users and various office
safeties. Lastly, it was recommended that everything should be put in place to
avoid all the health related effect in computer automation; these will help to
improve the health of the office workers which will also enhance their
productivity
INTRODUCTION
Globalization in
world’s economy has brought in speed and accuracy in the information system and
therefore, majority of the office organizations are rapidly changing from
manual to automation, under the concept of paperless office. The use of
computer and other computer supported products are now widely being used in the
office environments. As a result people have hardly any time to move from their
seats (Asika
and Odugbesan, 2002). As the reliance on technology
continues to expand in office, the role and chances of Office Manager has
greatly evolved. Office automation and organizational restructuring have
led professional Office Managers to assume responsibilities that were once
reserved for managerial staff (Boladele, 2002).
Office technology according to Ekpenyong
(2008) involves the use of new inventions or devices in an office to transform,
or change the process of office work. It is this rapid change in the technology
of office work through the use of machines to do the work that was previously
done by hand. It also refers to the varied computer
machineries and software
used to digitally create, collect, store, manipulate, and relay office
information needed for accomplishing basic tasks. It also refers to raw data
storage, electronic transfer, and the management of electronic business
information which comprises the basic activities of an office automation system
(Ayyadurai 2012). Office automation helps in
optimizing or automating existing office procedures. According to Haigh (2006),
the term office automation also
refers to all tools and methods that are applied to office activities which make it possible to process written,
visual, and sound data in a computer-aided manner.
In other words, the
use of machines such as computers, electronic mail system, among others, is
called technology/automation. Advances in Information Technology and increased
computerisation have upgraded secretarial work, as they have led to a decrease
in the quantity of more routine and mundane work, and to an increase in the
quality and accuracy of the work produced by Office managers.
Automation has
changed the ecosystem of the office and has brought new levels of stress. This
change, unfortunately, has not been matched with a sufficient change in job
design and processes. Consequently, computer-related injuries are on the rise;
productivity is bound to suffer when the workplace is poorly designed, and
workers become bleary-eyed and sore as a result of sitting all day in
inappropriate chairs, staring at poorly lit screens. Thus Julius, & Felipe (2008)
noted that the introduction of computer has
brought in speed and skill in the office environment but side by side has also
increased the musculoskeletal disorders (MSD) among the computer users. It is
quite evident from the extensive studies conducted by numerous researchers that
majority of the office goers are suffering from different types of MSDs like
carpal tunnel syndrome, tenosynovitis, tendonitis, frozen shoulder,
spondylosis, slipped disc, etc., which are severely affecting the work
performance in terms of quality, quantity and absenteeism.
The lack of human
factor considerations in office automation has raised many concerns to
management over the potential threats to workers' health and productivity. This
paper addresses many of these threats and suggests some guidelines in order to minimize
the risk.
Concept
of office automation
The term office automation refers to all
tools and methods that are applied to office activities which make it possible
to process written, visual and sound data in an office environment (Spencer and Pruss, 2000).
Office automation is intended to provide elements which make it possible to
simplify, improve, and automate the organizational activities of a company or a
group of people (management of administrative data, synchronization of
meetings, etc.). Thus Chukwumezie
(2002) opines that office automation can be defined
as technology and team collaboration applications and components of new
technological innovation to accomplish and accelerate projects. Office
automation pertains to the different computer equipment and programs employed
to electronically build, gather, save, adjust, and communicate workplace
information necessary for completing fundamental chores and targets
According to Helfand, (2009), office
automation refers to the varied computer machinery and software used to
digitally create, collect, store, manipulate, and relay office information
needed for accomplishing basic tasks and goals. He further noted that
generally, there are three basic activities of an office automation system:
storage of raw data, data exchange, and data management. Within each broad
application area, hardware and software combine to fulfill basic functions.
Spencer, and Pruss (2000) stated that office automation is the
use of computer systems
to execute
a variety of office operations, such as word processing,
accounting, and e-mail.
Office automation almost always implies a network
of computers
with a variety of available programs .Office
automation is the action of using varied equipment, machinery and software to
store, manipulate and electronically capture or transfer data necessary for
business.
