Productivity: Name of the game

Multi-functionality and digital technology have redefined the concept of office automation

How times have changed! Nowadays, new technology pops up almost every day, feeding offices around the world helping make business environments easier and quicker. And all of us take them in our stride.

The competitive business environment that we are a part of today demands uncompromising communication, efficiency and sophistication where documents can be created, produced, distributed and archived without a bevy of administrative staff.

The name of the game is ‘office automation'.

So what is it? Some experts call it the replacement of human observation and effort by the controlled operation of an apparatus, process, or system by electronic devices.

In general terms, office automation refers to the procedures and methods used to automate office activities, particularly the processing and communication of text, image and voice.

An efficient office automation system reduces the amount of time spent by employees on mundane administrative tasks, so that the time saved can be used on more useful activities that will boost the productivity of the firm.

Takeshi Kimura, Regional Manager, Electronic Imaging Division, Toshiba Gulf FZE, encapsulates the entire office automation revolution when he says, "Office automation is a tool empowered by IT technology for improving the productivity in office. Reduction of TCO (total cost of ownership) is the goal."

Sophisticated devices

Several office automation firms started off as ‘copier companies', this change in the title of these firms reflect how the industry has evolved, a major factor of this change is, of course, great improvements in technology.

As changes in technology continue to develop in leaps and bounds, so does the technology involved in office automation and the types of products available to firms.

Office automation devices are becoming quicker, more sophisticated and the quality of production is improving. Fax machines, photocopiers and other similar devices are now well interconnected with the rest of a company's IT infrastructure.

Multi-functionality is a key innovation that is becoming increasingly popular. A photocopier these days can also act as a network printer, scanner, copier and fax.

This applies to other devices as well, such as fax machines and printers that can take on additional roles.

Devices that combine roles in such a way can lead to increased efficiency in the workplace and savings, especially in the long term. A popular byword in the world of office automation is digitisation.

As Sami Nimri, Technical Support Engineer, Konica Minolta Printing Solutions, MENA, says, "Digital technology has become the main player in the field of office automation."

The vast majority of high-end copiers sold today are digital as well as being multifunctional and able to handle mixed information types in a single step.

Says Kimura, "All the manufacturers of photocopier and printers are launching digital MFP (Multi-Functional Peripherals - copy, print, fax, scan, filing). Data security and colour capable products are the current hot topics in the MFP industry."

Research has shown several firms have spent a lot of money on outsourced colour printing.

Advances in technology and higher yields on toner cartridges have led to the decreasing cost of colour printers and copiers, conventionally viewed as too expensive and out of reach for most firms.

This means more firms are able to afford such devices, especially if being used for marketing and presentation purposes where use of colour is often essential.

Says Nimri, "I believe within a few years, one will hardly find a black and white document in any office."

Although Kimura, says, "Most of the document output is still black and white due to several reasons. But occasionally, it is necessary to make the colour copy/print/scan with affordable quality.

"Apart from the professional colour centric products, Toshiba e-STUDIO351c/451c can meet such high demands at affordable prices."

In a similar vein, advances have been made to ensure both colour and monochrome printing can be produced at the same speed; therefore neither speed nor quality of production need no longer be sacrificed.

Says Nimri, "Printers of the future will be smaller, faster, cheaper and much more user friendly."

Better quality output is not the only reason laser printers have increasingly gained favour compared to the inkjet printer; it costs more than 50 per cent less per print, has a higher recommended monthly output and has a significantly longer lifecycle.

Another development, the e-mail was viewed as the demise of the fax. This has proved not to be the case.

Because of the fax machine's user-friendly in