WORD PROCESSING-EQUIPMENT OR CONCEPT?

Introduction

Increasing administrative costs in recent old ages have made the production of concern communications a major disbursal and 1 that will go on to lift. One manner to assist command the cost of concern communications is to do the processing of paperss more effectual and efficient through the usage of current engineering. Word processing equipment has been around for more than twenty old ages. However, during the last decennary it has truly made an impact on the concern universe.

There are two major lending factors to this increased impact. The first is technological progresss made in the country of equipment fabrication. The 2nd, and merely as of import, is the credence of the construct of word processing as a system instead than merely a piece of hardware.

Background

Word processing foremost appeared in the concern environment on a widely distributed footing in 1964. Since that clip, the inquiry, ? What is word processing? ? has been heard all over the state. When this inquiry is asked, it is normally aimed chiefly at hardware. But word processing should non be thought of as a piece of equipment ; instead it is a construct for bettering the efficiency of bring forthing concern communications. Equipment is but one of several tools used in the building of a word processing system. Word processing is now being accepted as the capableness to transform thoughts into written word by using processs, equipment, and people. These three ingredients make word processing a feasible solution to increasing the efficiency and cut downing the cost of bring forthing concern communications.

The following inquiry is normally, ? How does word processing really work? ? Very merely stated, text stuff can be stored and retrieved subsequently for use during alteration rhythms. This procedure eliminates the demand for drawn-out rekeying due to mistakes or alterations in the papers. This procedure is ideal for long paperss or any papers that goes through several alteration rhythms. Accuracy and quality are increased because you are merely rekeying changed parts of the papers. Processing clip is greatly reduced for all work produced on word processing equipment.

This simple account has discussed the benefits available through word processing. Decreases of processing or keyboarding clip and additions in quality and truth are the most of import benefits to be gained from word processing. These benefits can merely be gained, nevertheless, by utilizing the three tools discussed earlier to construct your word processing system.

Procedures

Procedures are the anchor of any word processing system. Automation is non a Panacea in itself. However, processs to order what, how, and when this equipment should be used will take many of your administrative loads. Procedures should be implemented whether you are using a centralised or decentralized processing environment. There should be two sets of processs: one for the forces subjecting work to be processed and another for the operators.

Writer? s manual

The writer? s manual should include a elaborate system description, along with instructions on how to subject work and what can be expected of the system. When composing these processs, maintain in head that they are non cast in concrete. Procedures should be reviewed every six months and, as fortunes change, revised and rewritten. The undermentioned points should be considered for inclusion in the writer? s manual:

Goals of the word processing system

System descriptions

Word flow diagrams

Servicess offered

Dictation guidelines

Transmittal faux pass

Precedences

Turnaround times

Media keeping

Particular projection programming

Proofreading Markss

Correctionss

Additional services ; e.g. , communications, teletypewriter, autotypes

This manual is intended to inform the writer or word conceiver how to efficaciously use the resources available. If these guidelines are followed, your writers should cognize what to subject, how to subject it, and what to anticipate in footings of end product. With this accomplished, you have taken a elephantine pace toward guaranting the effectivity of your word processing system.

Operator? s manual

The operator? s manual should include equipment, system, and document information every bit good as office criterions. This manual should be a comprehensive usher sketching precisely what is expected and who is responsible. The undermentioned points s

hould be considered for the inclusion in the operator? s manual:

System description

Equipment description

Equipment care instructions ( on and off instructions, etc. )

Work flow diagrams

Distribution of work

Precedences

Recordkeeping instructions and signifiers

Document and machine set-ups ( include samples )

Explanation of company criterions

This usher is non merely enlightening for full-time employees, but it is particularly helpful in developing temporaries and parttime employees. This manual should incorporate information necessary to carry through all maps of the occupation other than developing to utilize the equipment.

Procedures truly are the foundation that our system will be built on. The progresss in engineering in word processing have been phenomenal in the last 10 old ages. Because of additions engineering, it is really of import to command this country, and the lone manner to make that is through a systematic procedural attack.

Equipment

Choosing equipment for a word processing installing is without a uncertainty a hard undertaking. Technical information about hardware and package is readily available through beginnings like trade diaries, sellers, consumer studies, confer withing houses, and word processing associations. The job arises in using the information you have compiled to the demands of your organisation. Theses demands are the foundation on which you design your system and should be the footing on which you make your equipment choice.

The first measure in measuring the type of equipment needed is to determine the types of work performed in your organisation. You should interrupt down by per centums the cases of short and long letters and memos, insistent missive, studies, statistical work, signifiers, printing applications, and communications use. The complexness of text redaction and use should be determined for each of these classs. With this information, you should be able to make up one’s mind on a class of equipment to suit your demands. Every organisation? s demands and applications for word processing equipment are different. No individual type of equipment, hence, is the best for all state of affairss. But one of the types available will suit into and run into your word processing demands.

Staffing

Forces is the last edifice block in building your word processing system. It is non listed last because of order of importance, nevertheless, A well-qualified staff will intend the difference between success and failure. The traditional methods of bring forthing paperss in the office have changed. The makings needed for a good word processor can be broken down into touchable and intangible cardinal factors. In the touchable country there are seven basic background accomplishments that are necessary:

Fast and accurate keyboarding

Transcription of command

Proofreading

Grammatical accomplishments

Use of resource stuffs

Mathematicss

Concepts and theory of word processing

Intangible personality traits represent a big country of makings that are merely as necessary:

A service attitude-proffesional, businesslike, concerted, and positive

A sense of wit

Aptitude for machines

Ability to concentrate

Good logical problem-solving accomplishments

Stability

Responsibility, sense of pride in work

Good squad attitude, regard for standard processs

This expression is non unfailing ; an person with these makings still may non do a good word processing operator. However, an single possessing these accomplishments is surely a well-qualified applier for word processing places and could be an plus to your word processing system.

Decision

The reply to the inquiry, ? What is word processing? ? is that it is a construct. This construct is based on three ingredients

Procedures dictate what, how, and when paperwork will be produced.

The equipment is the tool to carry through the consequence.

Word processing forces really produce the consequence, utilizing processs and the equipment.

By using all three ingredients you should be able to greatly increase the efficiency of treating paperwork in your office.

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