Posts Tagged With: Office Automation

Using technology to enhance Town Hall Meetings

 

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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

 
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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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