1prepared by:mazhar javed awan paper work for many years offices were dominated by paper. for many...

1Prepared by:Mazhar Javed Awan

Paper workPaper work For many years offices were For many years offices were

dominated by paper.dominated by paper. Everything was recorded on Everything was recorded on

paper either hand-written or paper either hand-written or typewritten and this had to be typewritten and this had to be stored.stored.

Problems:Problems: Offices required large numbers Offices required large numbers

of filing cabinets and filing of filing cabinets and filing clerks just to store and keep clerks just to store and keep track of all the paperwork they track of all the paperwork they produced.produced.

Difficult to locate file. Difficult to locate file. Cost of instruments are higher.Cost of instruments are higher.


Electronic OfficeElectronic Office With the introduction of With the introduction of

computers in offices there computers in offices there has been a gradual move has been a gradual move towards a paperless office.towards a paperless office.

This has many advantages This has many advantages including:including: Reduced costsReduced costs (no (no

need for filing cabinets need for filing cabinets or filing clerks).or filing clerks).

Reduced office spaceReduced office space (filing cabinets take up (filing cabinets take up considerable amounts considerable amounts of floor space).of floor space).

Individual office Individual office workers workers can accesscan access information much information much quicker.quicker.


Electronic office equipment Electronic office equipment and facilitiesand facilities

Modern offices use a Modern offices use a variety of different variety of different electronic equipment and electronic equipment and facilities, although the facilities, although the majority are computer-majority are computer-based.based.

These include:These include: Fax (facsimile) machines.Fax (facsimile) machines. Email (electronic mail).Email (electronic mail). EDI (electronic data interchange).EDI (electronic data interchange). Teletext.Teletext. The Internet.The Internet. Teleconferencing.Teleconferencing. Telecommuting.Telecommuting.


FaxFax Fax (facsimile) Fax (facsimile) machines scan documentsmachines scan documents and and

transmit digital images of them to other fax transmit digital images of them to other fax machines.machines.

They are particularly useful for They are particularly useful for sending copies sending copies of plansof plans, drawings, or letters., drawings, or letters.

A fax (short for facsimile) machine A fax (short for facsimile) machine transmits a transmits a copy of writtencopy of written and graphical information via and graphical information via the telephone network.the telephone network.

It works in a It works in a similar way to a photocopiersimilar way to a photocopier, , except the copy is transmitted to a distant except the copy is transmitted to a distant machine via the telephone network.machine via the telephone network.

Each Fax machine has a telephone number, this Each Fax machine has a telephone number, this may or may or may not be shared with a telephonemay not be shared with a telephone..

Faxes are widely used in business offices Faxes are widely used in business offices because they make it because they make it very easy to transmit very easy to transmit invoicesinvoices, orders, rough drawings, copies of , orders, rough drawings, copies of contracts and so on. contracts and so on.


Advantages & Advantages & DisadvantagesDisadvantages Advantages:Advantages:

Faxes are a Faxes are a fairly fairly inexpensiveinexpensive method of method of sending a message - just the sending a message - just the cost of a telephone call.cost of a telephone call.

They are They are simple to usesimple to use and and require very little trainingrequire very little training

They allow They allow exact copiesexact copies of of hand written information or hand written information or images to be transmitted images to be transmitted without having to prepare it in without having to prepare it in any special way. any special way.

As long as the fax machine is As long as the fax machine is switched on, messages can be switched on, messages can be received received at any time day or at any time day or nightnight. .

They They don't need any don't need any specialistspecialist installation or installation or cabling as they make use of cabling as they make use of the existing telephone line the existing telephone line

Disadvantages:Disadvantages:

There is There is no immediate no immediate responseresponse or feedback from or feedback from the recipient like there is with the recipient like there is with a telephone conversationa telephone conversation

You You might dial the wrong might dial the wrong numbernumber and send your and send your document to someone elsedocument to someone else

If the receiving machine is If the receiving machine is busy, your busy, your Fax will not be Fax will not be delivereddelivered..

If the If the receiving machine is receiving machine is out of paperout of paper you will think you will think that you sent your fax but it that you sent your fax but it won't actually be printedwon't actually be printed

It can take a long time to It can take a long time to transmit if transmit if you have many you have many sheetssheets of paper of paper


EmailEmail

E-mail stands for 'Electronic Mail'.E-mail stands for 'Electronic Mail'. The electronic transmission of The electronic transmission of mail allows mail allows

you to sendyou to send formatted text and images to formatted text and images to someone else with an email address.someone else with an email address.

Each E-mail user has a 'mailbox' with a unique Each E-mail user has a 'mailbox' with a unique address into which messages can be sent address into which messages can be sent ready for the recipient to 'collect' and ready for the recipient to 'collect' and read.read.Email (electronic mail) is fast replacing Email (electronic mail) is fast replacing ordinary post as a means of sending messages ordinary post as a means of sending messages between terminals on computer networks.between terminals on computer networks.

Emails can be Emails can be stored digitallystored digitally and this means and this means that both the sender and receiver can reduce that both the sender and receiver can reduce their reliance on paper-based filing systems.their reliance on paper-based filing systems.

Email is now one of the Email is now one of the most common most common methodsmethods of communication - ask most people of communication - ask most people that you know, they will probably have an that you know, they will probably have an email address. email address.


AdvantagesAdvantages Emails are usually Emails are usually received fairly quicklyreceived fairly quickly, most , most

of the time a couple of seconds after they are of the time a couple of seconds after they are sentsent

People don't have to be People don't have to be present to receivepresent to receive the the emailemail

Emails can be Emails can be sent any time of the day or sent any time of the day or nightnight, 365 days a year , 365 days a year

Files and images Files and images can be attachedcan be attached to an email to an email carbon copy of an emailcarbon copy of an email can be sent to other can be sent to other

peoplepeople You can request proof of receipt or proof of the You can request proof of receipt or proof of the

email being openedemail being opened Messages can be Messages can be prepared in advance and prepared in advance and

savedsaved until you are ready to send them. until you are ready to send them.


DisadvantagesDisadvantages Some people change their email addresses fairly Some people change their email addresses fairly

often as they often as they switch ISPs or jobsswitch ISPs or jobs Spam is a big problemSpam is a big problem, up to two-thirds of , up to two-thirds of

mails sent are spammails sent are spam People can People can waste company timewaste company time at work by at work by

sending emails to friends instead of workingsending emails to friends instead of working When you are on holiday, your email box can When you are on holiday, your email box can

become become full and extra messagesfull and extra messages might not get might not get storedstored

You may have You may have to wait a long timeto wait a long time to get a to get a reply. reply.


EDI EDI

EDI (electronic data interchange) is the EDI (electronic data interchange) is the method by which different companies method by which different companies computer systems can automatically computer systems can automatically exchange dataexchange data..

For example, a food retailer’s computer For example, a food retailer’s computer can can automatically order moreautomatically order more of a of a product from a supplier’s computer product from a supplier’s computer when its stocks fall to a certain level. when its stocks fall to a certain level.

This This order is also paid for order is also paid for electronicallyelectronically using the same system. using the same system.


Difference Between Difference Between Teletext & InternetTeletext & Internet

TeletextTeletext Provided by the Provided by the

television companiestelevision companies Transmitted at the Transmitted at the

same time as TV same time as TV picturepicture

special TV needed.special TV needed.

Non-interactive cheapNon-interactive cheap Limited number of Limited number of

pagespages

InternetInternet Provided by the internet Provided by the internet

service providers.service providers. Set via telephone cables Set via telephone cables

and sometimes satellite.and sometimes satellite. Telephone, modem or Telephone, modem or

terminal are needed.terminal are needed. InteractiveInteractive Huge amount of Huge amount of

information on all information on all subjectssubjects


Teletext & InternetTeletext & Internet TeletextTeletext uses the spare capacity of uses the spare capacity of

the television broadcast system to the television broadcast system to send text to any suitably equipped send text to any suitably equipped television.television.

Teletext has limitations but does not Teletext has limitations but does not require a computer for users to require a computer for users to access it.access it.

The InternetThe Internet allows anyone who has a allows anyone who has a computer, modem, telephone line, and computer, modem, telephone line, and Internet Service Provider (ISP) to gain Internet Service Provider (ISP) to gain access to the World Wide Web (www).access to the World Wide Web (www).

The introduction of broadband connections The introduction of broadband connections has made access to the Internet very fast, has made access to the Internet very fast, and if used properly the Internet can make a and if used properly the Internet can make a vast amount of information available to vast amount of information available to usersusers


TeleconferencingTeleconferencing Teleconferencing allows people in Teleconferencing allows people in

different offices (often very far different offices (often very far apart) the opportunity to apart) the opportunity to discuss discuss and share informationand share information face-to- face-to-face.face.

This means that This means that travel time and travel time and travel coststravel costs for the people involved for the people involved are considerably reduced.are considerably reduced.

Teleconferencing allows people in Teleconferencing allows people in different locations to talk to different locations to talk to each other as a groupeach other as a group. This is also . This is also known as an known as an Audio-conferenceAudio-conference or or simply a 'Conference Call' simply a 'Conference Call'

Video conferencing is similar to Video conferencing is similar to teleconferencing teleconferencing except that except that people in the meeting can now people in the meeting can now see one anothersee one another because video because video cameras are used to send live cameras are used to send live images over telephone lines.images over telephone lines.


Advantages Advantages There is There is no need to spend time and moneyno need to spend time and money

traveling to meetingstraveling to meetings You can have a You can have a 'meeting' with people'meeting' with people from from

many different offices /countries without any many different offices /countries without any of them having to travelof them having to travel

You can You can see people as well as hear themsee people as well as hear them. . This means you can see their body language This means you can see their body language which you can't do with a telephone call.which you can't do with a telephone call.

You can all view a You can all view a document on the screendocument on the screen at the same time. People can work together at the same time. People can work together and add their ideas. and add their ideas.

The document can be The document can be emailed to all of the emailed to all of the peoplepeople at the meeting later on. at the meeting later on.


DisadvantagesDisadvantages Everyone who is going to 'attend' the meeting Everyone who is going to 'attend' the meeting needs needs

access to suitable hardware and software. access to suitable hardware and software. This can be This can be expensiveexpensive and can take a while and can take a while to set up.to set up.

A very reliable, fast data link is needed. Many A very reliable, fast data link is needed. Many companies companies hire a connection specifically hire a connection specifically to allow videoto allow video conferences to take place conferences to take place

Even with a fast connection, there might be a Even with a fast connection, there might be a slight slight delay between responsesdelay between responses. .

People could be in different time zones People could be in different time zones around the world. This might mean that some around the world. This might mean that some people have to stay up through the people have to stay up through the night in night in order to 'attend' the meetingorder to 'attend' the meeting..


TelecommutingTelecommuting

Telecommuting allows Telecommuting allows people to work at home people to work at home rather than having to rather than having to travel every day to an travel every day to an office to work.office to work.

It is a way of bringing It is a way of bringing the job to the person the job to the person rather than the person rather than the person to the job.to the job.

1prepared by:mazhar javed awan paper work for many years offices were dominated by paper. for many...

Documents

fax machines

telephone network

telephone number

email electronic mail

receiving machine

fax short

telephone conversationyou

distant machine