Collaboration Systems Essay

1140 words - 5 pages

Prepare a paper describing what is office automation and group collaboration software. Include an analysis of the advantages and disadvantages of each software used.AbstractOffice automation software is commonly used in today's business world to simplify each individual's daily job and assist in providing group collaboration. In many organizations, office automation is a standard practice. There are software applications that are commonly used by many companies for the same purpose. Organizations today attempt to capitalize on standardized systems to be more productive and efficient. Some of these collaboration systems include email, fax, instant messaging, and video teleconferencing. These are only a few examples of the systems that are automated and used by many organizations today.Collaboration PaperIndividuals in most organizations today do not work alone; instead most people work in teams, committees, departments, and other types of workgroups. To collaborate on business initiatives and everyday tasks, members of a workgroup can have meetings, talk on the telephone, send instant messages, and distribute memos. Many of these tasks are done through office automation software and group collaboration. Two software tools my organization uses are e-mail and instant messaging.One of the most popular collaboration tools that is used in my organization is email. Email enables everyone in the organization to communicate with each other as well as providing a communication channel with external clients and personnel. Email has enabled individuals to communicate globally and efficiently. Email messages can reach recipients within minutes and typically in seconds. This becomes a key advantage to using email. Also documents can be attached to messages that are sent and can reach the destination quickly and efficiently.The email system my organization uses is Microsoft Outlook. Outlook communicates with the Microsoft Exchange server, which enables delivery to the correct address. Our global address book is also stored with in the exchange server and can be accessed by all users with in the organization. Besides email, Outlook has other features that automate a variety of tasks, such as a calendar, tasks, and journal.The calendar feature can be used to send meeting invitations to others with email addresses and schedule time on your calendar for specific tasks. Meetings can be scheduled at reoccurring days and times for meetings that are held weekly for a span of time. Once the meeting invite is sent the recipient can either accept or reject the meeting. Once the recipient has selected an option, the system automatically replies to the sender informing him or her of the decision.Another feature of Outlook is the task option. Tasks allow an individual to personally input tasks to be completed. Additionally, tasks can be sent to individuals from others. Receiving a task from others on the network allows the sender to know the progress and outcome of the task...

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