Every organisation has its share of drudgery which must
be performed each day, each week or each month. Repetitive, uninteresting
jobs which offer no interest to the people doing them, add nothing extra to
the bottom line, but without which you simply couldn’t function.
Worst of all perhaps, are those chores which are done
only infrequently; - just long enough apart for everyone to have forgotten
exactly how they did it last time in fact!
Office automation software, for example word processing
and spreadsheet applications, show the way to drastically reducing the time
taken on many of these administrative chores. A lot of organisations are
using such tools to good effect, but in most cases, there is more to be
done. And the good news is that it can be done with computers and software
already in use in most offices.
Information Services Otago’s staff has a successful
history of identifying opportunities to save hours, even in offices where
confident users are making greater than normal use of their office
One recent example involved an office manager who, each
month, entered a summary of key performance indicators into a spreadsheet, a
task which took her half a day each month..
reduced this to a half-minute
And automated procedures are not subject to human error.
Once your automation aid is working the way you need it to, it will work for
ever. It’ll never be distracted by the host of things which distract humans
and introduce error. Doesn’t need to answer the telephone or a counter
query, it doesn’t have a family to worry about and it doesn’t get bored with
mind-numbing, repetitive work.
We don’t have time for new initiatives
We spend a lot of time reconciling things which
shouldn’t need it.
removes the human factor
from the very tasks which are most likely to suffer from inattention to
detail. It gets it right, first time, every time.
We always have trouble remembering how to do some
six-monthly or annual tasks.
has the current procedure
built in. How it was done last year is the only way it knows – unless
you have changes or choices built in. True consistency with no hassles.
We’d love to use a spreadsheet to analyse data from
our management and financial systems, but we don’t have time to key in
the data every month.
can load data from almost
any computerised source into a spreadsheet in next to no time. You’ll
be able to keep your spreadsheet up to date hour by hour if you wish.
Letters to our customers, suppliers or other contacts
are produced by our main business system and it’s a real bother getting
lets you load names,
addresses and other details from most computer systems into your word
processing package. Changes are a breeze then.