How to use Office Automation To Improve Productivity?

How to use Office Automation To Improve Productivity?

By R.Saini

linkedin whatapp
Try Vizitor for Free!
How to use Office Automation To Improve Productivity?

Wed, Nov 27, 2019

Read in 6 minutes

Do you often feel like you don’t get much time due to answering questions, processing papers and filling out forms? Are you rarely able to put your ideas and projects into action because your day is spent completing manual tasks?

In today’s business landscape, maintaining consistency often requires organizations to automate processes that are supported by existing technology. Automating common office tasks, which are often repetitive in nature, not only lightens the burden on management but also ensures consistency in operations.

As many companies have undergone digital transformation, new tools and equipment are available to help you automate many tasks in your job description. Automation is one of the growing trends for modern times, especially for businesses moving toward a manual to digital business model.

By using technology, businesses can perform many tasks previously done by humans manually.

# Importance of Office Automation

Manual tasks are prone to human errors, which can result in costly mistakes.Office automation tools can help minimize errors by automating data validation, calculations, and other tasks.

Office Automation tools not only streamline workflows by automating processes, such as approvals, notifications, and reminders but also ensure that tasks are completed in a timely and organized manner, reducing delays and improving overall workflow efficiency.

There are numerous tools available in the market to automate processes within organizations. One such easy-to-use and affordable solution is a Visitor Management System such as Vizitor. The Visitor management systems are scalable. As the business expands, automation through Visitor Management System can help manage increased workload without adding significant overhead costs, resulting in improved productivity.

Here are some easy ways to use automation to improve productivity across your entire office.

1. Replace manual registration with a digital check-ins

What does your front desk look like? If it remains full of mounds of registration forms and papers, pens, it’s time to upgrade. Imagine having an automated system that can register visitors, print badges, notify hosts, and track visitor data, all with just a few clicks.

Manual registers can be time-consuming and labor-intensive, resulting in long queues and delays.Storing data on computer systems offers unparalleled ease and convenience, allowing for quick and efficient retrieval of information when needed.

Vizitor brings your organization into the digital age with a modern and futuristic approach to check-ins.

Contactless check-in: In today’s world, health and safety have become top priorities. Vizitor offers a contactless and hygienic check-in process that minimizes physical contact between visitors and staff.

Reduce wait times: Vizitor streamlines the check-in process, allowing visitors to quickly enter their information digitally and complete the check-in within minutes. This saves time for both visitors and staff, increasing operational efficiency and reducing wait times.

Data Privacy: Also allows you to capture important details, such as visitor’s name, contact information, photo, and purpose of visit, which can be stored securely and accessed only by authorized personnel.

Personalization: You can also personalize the check-in process by offering pre-registration options, sending customized notifications to hosts, and tailoring the experience to meet your organization’s unique needs.

Say NO to outdated paper-based registers and impress your visitors with a digital check-in experience that reflects your organization’s innovation and forward-thinking mindset.

2. Modernize your Reception Area

Gone are the days of traditional reception areas with live receptionists and paper-based logbooks. It’s time to embrace the future of office reception by automating the process with a cloud-based Visitor Management System.

Self Check-ins: Visitors can now check-in by using their mobile devices which allows them to digitally sign non-disclosure agreements (NDAs) and receive their badges in a single, efficient way.There is no need to stand in long queues for a long time.

Digital Signature: Electronic document signing ensures the authenticity of signed documents, while smart badge printing provides a visible and identifiable means of tracking and managing visitor access.

This creates a positive first impression and elevates the overall visitor experience, making them feel welcomed and valued from the moment they enter the facility.

“Automation is not just about doing things faster, it’s about doing things smarter."– Technology Futurist

3. Simplify appointment scheduling with pre-registration.

Pre-register visitors before they arrive. Select a host and schedule a visit with date, time and location information. Send the visit information to both the guest and the host.

Instead of manually booking appointments or relying on traditional scheduling methods, pre-registrations automate the process by capturing necessary information in advance, such as name, contact details.

When the scheduled appointment time arrives, the registered individual can simply check-in, reducing wait times and minimizing administrative overhead.

Any time you pre-register a guest, you will record their name and their host. So even if that is all you do, they will still miss out one of the steps while sign-in.

4. Automate your Visitor Notifications and alerts

Manual registration processes which may rely on generic messages or verbal communication, leading to potential confusion or miscommunication among visitors and hosts. Visitor management automation enables communication through multiple channels, such as email, text messages, or mobile apps, allowing hosts to receive notifications in their preferred way. Automated visitor notifications and alerts provide a professional and organized communication experience for visitors leading to a more positive impression and better visitor experience.

Time-saving notifications and proactive alerts ensure smooth visitor management, leading to increased productivity and satisfaction for both hosts and visitors.

5. Improving productivity through automation

As an office manager, you likely have many projects that you would like to get done that never make it on your to-do list. A research found that employees have an average of 520 hours per year on tasks that could be automated, which equals an entire work day every week.

With an extra four days a month, you can likely complete many projects and tasks that will add additional value to your company.

According to a report, automation technologies have the potential to increase global productivity by up to 1.4% annually, which could add up to $1.2 trillion to the global economy by 2025.

# Some Other Office Automation tools to enhance productivity

1. Accounting automation

This eliminates the need for manual tasks in an accountant’s daily routine, such as processing payments, managing invoices, and tracking receipts and transactions, by leveraging technology to streamline these processes.

There are various accounting tools available in the market for organizations of all sizes such as Freshbooks, ZohoBooks, and more.

2. Customer Relationship Management (CRM)

They streamline and automate various aspects of managing customer relationships, sales, and marketing efforts to optimize customer interactions, improve customer engagement, and enhance overall customer experience. This helps businesses to provide timely and efficient support, improving customer satisfaction.

3. Human resources automation

Streamline HR processes, such as employee onboarding, benefits management, and time-off tracking. These tools can automate HR workflows, data entry, and reporting, reducing administrative overhead, ensuring compliance, and improving employee self-service.

Changing employee expectations are also shaping the workplace landscape. Modern employees expect flexibility, mobility, and access to innovative technologies in their work environment.

Early adoption of office automation technologies can provide a competitive advantage by staying ahead of the curve and leveraging cutting-edge technologies for improved business outcomes.

Wrap Up!!

Automation is no longer a future trend; technology is critical to success in today’s business world. Businesses that do not add automation will struggle to stay competitive. At some point in the near future, the gap between companies using automation and those sticking with manual processes will become wide. The extra money and time companies using automation save will quickly be evident in terms of quality as well as customer service. Want to automate and digitize your visitor management process, just simply switch to Vizitor and see the difference.