MELJUN CORTES - Virtual Office
-
Upload
meljun-cortes-mbampa -
Category
Documents
-
view
215 -
download
0
Transcript of MELJUN CORTES - Virtual Office
-
8/9/2019 MELJUN CORTES - Virtual Office
1/36
The Virtual Office
14-1
-
8/9/2019 MELJUN CORTES - Virtual Office
2/36
Introduction Automation began in the factory
Numerical control (NC)
Direct numerical control (DNC)
CAD/CAM
Robotics
Office automation (OA) began with IBM in
the 1960s
Word processingMagnetic Tape/Selectric Typewriter
Office automation systems are characterized
by communication 14-2
-
8/9/2019 MELJUN CORTES - Virtual Office
3/36
Office Automation (OA)
Formal and informal electronic systems
Communication of information
Persons inside and outside the firm areaffected
Used by managers, professionals,
secretaries, and clerical employeesmanagers and professionals are collectively
known as knowledge workers
14-3
-
8/9/2019 MELJUN CORTES - Virtual Office
4/36
The Virtual Office
Office work can be done at virtually any
geographic location
Must be linked by electronic
communication
Impact
Emerged with the appearance of low cost
microprocessors
Teleprocessing
Telecommuting14-4
-
8/9/2019 MELJUN CORTES - Virtual Office
5/36
Advantages of the Virtual Office
Reduced facility costs
Reduced equipment cost
Formal communications networkReduced work stoppages
Social contributions
Those unable to leave their homes can
now work in new ways
14-5
-
8/9/2019 MELJUN CORTES - Virtual Office
6/36
Disadvantages of the
Virtual Office
Sense of not belonging
Fear of job loss
Low morale
Family tension
These are disadvantages to the employee!
14-6
-
8/9/2019 MELJUN CORTES - Virtual Office
7/36
Recommended Virtual Office
Strategy
Provide computer resources
Provide access to information sources
Provide noncomputer supplies
Arrange to forward phone calls
Utilize conference calls
Schedule regular meetings
Follow a work routine
14-7
-
8/9/2019 MELJUN CORTES - Virtual Office
8/36
Virtual Organization
Extends idea of a virtual office to an entire
organization
No ties to physical location Three I Economy
Information
IdeasIntelligence
14-8
-
8/9/2019 MELJUN CORTES - Virtual Office
9/36
OA Model
Information and communication
No data
Computer and noncomputer applications "Other problem solvers"
Internal
Environmental
14-9
-
8/9/2019 MELJUN CORTES - Virtual Office
10/36Environment
Environment
The firm
Problem SolverOther
Problem Solvers
Database
Transform
NoncomputerApps
Computer-
Apps
Input
physical resources
Output
physical resources
An OA ModelCommunications Information
Office Automation System
14-10
-
8/9/2019 MELJUN CORTES - Virtual Office
11/36
Office Automation (OA)
Applications
Word processing
Electronic and voice mail
Computer calendaring
Audio conferencing
Video conferencing
Computer conferencing
FAX Videotex
Imaging
Desktop publishing
14-11
-
8/9/2019 MELJUN CORTES - Virtual Office
12/36
Word Processing
Use of a computer to perform automatically
many of the tasks necessary to prepare
typed or printed documents Contribution to managers is the preparation
of more effective communications
14-12
-
8/9/2019 MELJUN CORTES - Virtual Office
13/36
A Word Processing System
Secretary or manager
Document storage
CPU Typed documents
14-13
-
8/9/2019 MELJUN CORTES - Virtual Office
14/36
Electronic Mail (E-mail)
Use of a computer network that allows users
to send, store and retrieve messages using
terminals and storage devices
Good when two-way conversation is not
needed
Easy asynchronous communication
Eliminates phone tag
14-14
-
8/9/2019 MELJUN CORTES - Virtual Office
15/36
An Electronic Mail System
Mail storage
CPU
Mail displayand entry
Mail display and entry
Mail displayand entry
User 1
User 2
User n
14-15
-
8/9/2019 MELJUN CORTES - Virtual Office
16/36
Voice Mail
Like e-mail except messages are sent and
received over telephone systems in audio
form Requires computers with an ability to store
audio messages digitally and convert them
back upon retrieval Managers do not have to type
Less equipment and infrastructure than
e-mail 14-16
-
8/9/2019 MELJUN CORTES - Virtual Office
17/36
Computer
Messagecoding and
decoding unit
User 1 User 2
Secondary
storage
A
VoiceMail
System14-17
-
8/9/2019 MELJUN CORTES - Virtual Office
18/36
Electronic Calendaring
Use of a networked computer to store and
retrieve a managers appointment calendar
Allows other managers calendars to beaccessed
Facilitates scheduling
Does not communicate problem-solvinginformation
14-18
-
8/9/2019 MELJUN CORTES - Virtual Office
19/36
An Electronic Calendaring System
Calendar storage
CPU
Calendar displayand entry
Calendar display and entry
Calendar displayand entry
Manager 1
Manager 2
Manager n
14-19
-
8/9/2019 MELJUN CORTES - Virtual Office
20/36
Audio Conferencing
Uses voice communications equipment to
establish an audio link between
geographically dispersed people Conference call was first form of this
system
14-20
-
8/9/2019 MELJUN CORTES - Virtual Office
21/36
Rules for Added Efficiency in
Audio Conferencing
Have a moderator
Keep participants to a manageable size
Send an agenda first
Identify yourself when speaking
Keep a taped record Distribute a hard copy transcript or meeting
minutes
14-21
-
8/9/2019 MELJUN CORTES - Virtual Office
22/36
An Audio Conferencing System
AudioChannel
Location 1Location
n
14-22
-
8/9/2019 MELJUN CORTES - Virtual Office
23/36
Video Conferencing
Use of television equipment to link
geographically dispersed conference
participants Three general configurations
One-way video and audio
One-way video and two-way audioTwo-way video and audio
14-23
Vid C f i
-
8/9/2019 MELJUN CORTES - Virtual Office
24/36
Video
channel
Videochannel
Location 1Location n
A. One-way video transmission
B. Two-way video transmission
Video Conferencing
14-24
-
8/9/2019 MELJUN CORTES - Virtual Office
25/36
Desktop Video Conferencing
Video and audio equipment are attached toeach workstation in the network enabling
the two-way communication of picture and
sound
Technical concerns
Many desktop computers are powerful enough
already
Requires high-speed communications network
Cost is typically less that $1,000 for the
additional equipment to make a standard PC a
desktop video station 14-25
-
8/9/2019 MELJUN CORTES - Virtual Office
26/36
Computer Conferencing
Uses a networked computer that allowsparticipants with some common
characteristic to exchange information
regarding a particular topic One of the largest was an IBM PC computer
conference
Over 4,000 topic areasOver 40,000 members
Computers must be networked together
14-26
-
8/9/2019 MELJUN CORTES - Virtual Office
27/36
Teleconferencing
Incorporates all other conferencing
techniques
Includes: audio
video
computer conferencing
14-27
-
8/9/2019 MELJUN CORTES - Virtual Office
28/36
FAX
Original
documentFacsimile
machine
Analog
channel
Facsimile
machineDocument
copy
Uses special equipment that can read a
document at one end of a communication
channel and make a copy at the other end
14-28
-
8/9/2019 MELJUN CORTES - Virtual Office
29/36
Videotex
Uses a computer to store and display a
stored narrative and graphic material on a
CRT screen Can be created in the firms own computer
Can be owned by a service and accessed by the
firm (such as the Dow Jones News / Retrieval
Service)
Can be owned by other firms
14-29
-
8/9/2019 MELJUN CORTES - Virtual Office
30/36
Imaging
Uses optical character recognition (OCR) to
convert data on paper to a digital format for
storage in a secondary storage device Performed by a document management
(DM) system
Conserves space since documents are notstored in paper form
14-30
A D M S
-
8/9/2019 MELJUN CORTES - Virtual Office
31/36
A Document Management System
OCR
ReaderNetwork server
DBMS
Workstation Workstation
WorkstationWorkstation
Laserprinter
LaserprinterDocuments
to be read
Opticaldisk
storage
unit
14-31
-
8/9/2019 MELJUN CORTES - Virtual Office
32/36
Desktop Publishing
Uses a computer to prepare output that is
very close in quality to that produced by a
typesetter
Requires high resolution monitor and
printing devices
Three areas of applications
administrative
technical
corporate14-32
-
8/9/2019 MELJUN CORTES - Virtual Office
33/36
Desk-Top Publishing System
High-resolution
screen
Keyboard MicrocomputerLaser printer
output
Document
storage
14-33
-
8/9/2019 MELJUN CORTES - Virtual Office
34/36
OA and Virtual Office in
Perspective
Aimed at the heart of business problem
solving
Supplements interpersonal communicationsProvides opportunity for better communications
14-34
-
8/9/2019 MELJUN CORTES - Virtual Office
35/36
Summary
Early OA was directed at secretarial staff
and clerks
Communication needs of managers andknowledge workers were recognized
Virtual office concept emerged
Goal of OA is increased productivity
14-35
-
8/9/2019 MELJUN CORTES - Virtual Office
36/36
Summary [cont.]
Variety of applicationsWord processing
E-mail
Voice mailElectronic calendaring
Audio conferencing
Video conferencing
Computer conferencing
Fax
Videotex14-36