office automation system

Using technology to enhance Town Hall Meetings



A Town Hall Business Meeting is an organization-wide business meeting in which an executive report is made and then employees or guests have an opportunity to ask questions and engage with business executives. Town Hall Business Meetings can be held in large conference rooms, corporate cafeterias, hotel ballrooms and across many time zones and continents.
Using video communications systems and a meeting moderator, business executives can hold Town Hall Business Meetings in multiple time zones at once. All employees get one message in a lively forum that comes close to the experience of having executives travel to each location. When employees have the opportunity to ask questions and to see and hear a live presentation, a Town Hall Business meeting comes alive and drives employee engagement.
Here, we share few tips to enhance Town Hall Business Meetings using technology. Read more to learn how to get employees engaged and motivated to make the most of their roles in the organization.

Celebrate the winners

Everyone likes getting awards — employee recognition is a cost-effective motivation booster that lets those awarded feel good about their work and help them align with the company’s mission and values.

Dress down the event

Employees like to hear from other people apart from the usual horde of senior managers. Including non-leadership presenters during company-wide town hall gatherings makes the meeting a lot less intimidating and seem a lot less biased. Not only does this allow different perspectives to be represented, it also creates a truer sense of transparency and openness in the organization.

Keep it simple

There’s nothing worse than going to a meeting and not being able to understand a word anyone is saying. Whether it be too many abbreviated tech terminologies or eye-straining slides, try to avoid overly complex topics for your all-hands meetings and keep the message simple, understandable and to the point.

Live stream the meeting


When you get into the hundreds or thousands of attendees, live streaming lets you extend the message beyond the big room since attendees can plug in from anywhere and get the same interactive and engaging experience as if they were there in person. Broadcasting a video stream is as simple as sending out a link that viewers can connect to the right from their web browsers.

Two-way conversation is key

Ensure meetings are always two-way conversations between presenters and attendees. You can send out the meeting agenda ahead of time so people come to the meeting prepared with questions. You can also conduct a Q&A during the presentation or just have question portal during the meeting. Many employees would like to speak up and this just might be the right occasion for them.

Record and share the event

Creating a video presence for your organization is easy. With the right technology, you can instantly generate a huge bank of video content. The video recordings can be used to show employees who are unable to attend town halls can tune in on their own time. Being able to access important company meetings online any time makes your company truly timeless. The videos can also be used to engage employees via newsletters, blogs, and photo/video galleries for internal viewing.

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All about Office Automation

Office automation refers to the different computer machinery and software used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks. Office automation helps in optimising or automating existing office procedures.

Raw data storage, electronic transfer, and the management of electronic business information comprise the basic activities of an office automation system. The backbone of office automation is a LAN, which allows users to transfer data, mail and even voice across the network.

All office functions, including dictations, typing, filing, copying, fax, Telex, microfilm and records management, telephone and telephone switchboard operations, fall into this category. The desktop computer has contributed greatly to office automation, which is why the term office automation was popular in the 1970s and 1980s as the desktop computer exploded onto the scene.

Office automation has several advantage, which are:

– It can get many tasks accomplished faster.
– It eliminates the need for a large staff.
– Less storage is required to store data.
– Multiple people can update data simultaneously if there is a change in schedule.

There are three basic activities of an office automation system: storage of information, data exchange, and data management. Within each broad application area, hardware and software combine to fulfill basic functions. We shall now discuss each in detail.

1) Information storage: This is the first area within office automation. It is usually considered to include office records and other primary office forms and documents. Data applications involve the capture and editing of files, images, or spreadsheets. Word processing and desktop presentation packages accommodate raw textual and graphical data, while spreadsheet applications provide users with the capacity to engage in the easy manipulation and output of numbers. Image applications allow the capture and editing of visual images.

2) Data exchange: While data storage and manipulation is an important component of an office automation system, the exchange of that information is another equally important component. Electronic transfer is a general application area that highlights the exchange of information among multiple users. Electronic mail, voice mail and facsimile are examples of electronic transfer applications. Systems that allow instantaneous or “real time” transfer of information are considered to be electronic sharing systems. These include online conversations via computer or audio exchange with video capture. Electronic sharing software illustrates the collaborative nature of many office automation systems.

3) Data management: Office automation systems are often used to track both short-term and long-term data in the realms of financial plans, workforce allocation plans, marketing expenditures, inventory purchases and other aspects of business. Task management or scheduling systems monitor and control various projects and activities within the office. Electronic management systems monitor and control office activities and tasks through timelines, resource equations, and electronic scheduling.

So, this is all about office automation in a nutshell. It has become an imperative for most businesses to invest in office automation system to improve productivity and save both time and money. Here’s to efficient and effective working….with office automation…

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5 Essentials of Office Automation Systems

office automation system

Office automation refers to the varied computer machinery and software used to digitally create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks. Office automation helps in optimizing or automating existing office procedures.

Office automation has several advantages. It gets many tasks accomplished faster, and eliminates the need for a large number of employees. Also, less storage is required to store data and multiple people can simultaneously update data in the event of changes in the schedule.

You may have installed and set up computers, fax machines, and word processing software in your office. However, if you think that’s the very latest in office automation systems you have a long way to go. If you want to make the most out of office automation, you need to look beyond emails. This article will explore the 5 essentials you need to consider when setting up an office automation system.

1) Choose a system that lets you design workflows: Your office automation system should not determine the flow of operations and other processes. Instead, it should let you define your workflows and processes. Every business is different, with different needs and processes and your office automation system needs to keep this in mind when designing workflows.

2) Choose a system that lets you define access privileges: Your office automation system should let you define access privileges not just for yourself, but also for every member of your organisation. Access privileges are critical to every operation. You should look for an office automation system that lets you define access privileges along with the flow of operations.

3) Choose a system that lets you create a structured approval process: Your office automation system should let you approve the processes that you wish to set up. Everyday, numerous processes go through cycles of approvals. So, it is imperative that your office automation system lets you create a structured approval process.

4) Choose a cloud-based system that lets you access it from anywhere: If you have an office automation system that needs multiple approvals before it can work, you need to go cloud. The latter will let the approver access it from anywhere at any time.

5) Integrate your system with other office systems: Your office automation system should not just be yet another software tool. It should integrate with the software tools already being used in the organisation, so that you can save yourself the pain of manually transferring data from one system to another. Using an integrated system, means that you can manage your office accounts, payroll, and leave management systems, all at one place.

So, now you know more about what to keep in mind when thinking of installing the latest in office automation systems. Here’s to seamless management of data and technology for efficient working…

For more information on how to set up the very latest in office automation systems, contact Actis at 022-30808080 or at

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5 Things To Keep in Mind Before Getting Your Workplace Automated And Work-Ready

Using computer based methods to execute an information-related task is known as an Office Automation system. These tasks include collecting, retrieving and analyzing crucial information related to your business. For example, a machine used to record attendance is an automated system. The information collected is used to track employee attendance and punctuality. Other examples of office automated systems may include an accounting system, a pay-roll system, an email system, and so on.  Further, an office automation system ranges from basic e-spreadsheet software to an advanced integrated system, devising multiple applications like ERP, PPC, forecasting, budgeting, accounting etc. and putting these into practice. This post focuses on 5 aspects to keep in mind when getting your workplace automated.


  1. Control over operational workflow- An efficient office automated system helps you in streamlining operations, rather than affecting the flow of operations altogether. So, choose a system which lets you control the processes in an operational workflow.
  2. Incorporates approvals- Everyday, a number of approvals are required before a task reaches the stage of completion. It is important to have a system which allows for inclusion of structured approvals.
  3. Access privileges- Some information is required to be shared with everyone in office, while the relevance of certain types of data is limited to a particular department or a team. Further, this could be some data, which is confidential and crucial and needs to be protected. Make sure that your office automation system has all these features that allow you to define access privileges for a concerned person or team.
  4. Cloud based system- Choosing a cloud-based automation system is essential.  Why? Because it would not be completely  productive if you need to come to office every time you want to use an automated system. It would not only be time-consuming but would defeat the entire purpose of business efficiency through automation.
  5. Integration- A good office automation system is not just software used in the organization. It should allow integration with existing software tools, thus eliminating the need for manual data transfer.

Have you tried office automation systems? What are the benefits that you have come across?

Share your views in the Comments section below. For more about effective office automation or even for home automation system, click on (paste link).

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Office and Home Automation Systems

What are Office Automation Systems?

Office Automation Systems are the diverse computerized software and machinery used to monitor, create, store, revise and relay information digitally. The storage of raw data, transfers carried out electronically, and the management and regulation of related information is done through these systems. In such systems, all the machines are connected so as to maintain a homogenous and visual workflow. It allows for the optimization of work and results in higher productivity of physical and especially mental labor. Nowadays, this automated system has become the backbone of almost every office; without an automated office it is very hard to get work done quickly and efficiently. Continue reading

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Features Of Office Automation System

For the past few years, people have been using home automation systems to control basic home functions remotely. Now, such systems are widely used in offices as well, providing several benefits. Office automation  involves the use of computer machinery and a software system for relaying information and accomplishing different tasks. It is different from home automation as it is more complex, involves the sharing of existing data, and allows automation of existing office procedures. Continue reading

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