The Application of Computer Software in Office Automation

Management

Juan Liu

Sichuan University of Culture and Arts, Mian Yang, Sichuan, China

Keywords: Computer Software, Paperless Office, Network Collaboration.

Abstract: This paper analyzes computer software and office automation related content, combined with the application

value of computer software in office automation management. Through the study of computer software in

information security management, information connection processing, information communication

management, network coordination management, office monitoring and management of the specific

application, and the introduction of advanced management equipment, we can improve the security level of

the system and do a good job in the training of technicians. Its purpose is to continuously improve the level

of enterprise automation management and ensure the healthy development of enterprise economy.

1 INTRODUCTION

In the context of the continuous improvement of the

economic level of global trade integration, enterprises

have also ushered in good development opportunities,

and at the same time, enterprises are facing market

competition from more levels. In order to promote the

stable development of enterprise economy and

maintain the stability of enterprise economy, it is

necessary to actively introduce computer software to

continuously improve the efficiency of enterprise

automation, which can also help enterprises timely

obtain market operation information and lay a

foundation for the smooth implementation of

enterprise decision-making activities.

2 COMPUTER SOFTWARE AND

OFFICE AUTOMATION

OVERVIEW

2.1 Computer Software

Computer software refers to the program and its

documents in the computer system. The program is

the description of the processing object and

processing rules of the computing task.

Documentation is the illustrative information needed

to understand the program. As shown in Figure 1,

multi-layer information management can be

successfully completed based on computer software

to meet the application requirements of information.

In specific practice, computer software also has the

following application characteristics :(1) Computer

software in the application, will be used for a specific

purpose to achieve, such as office content production,

office information interaction. (2) Different emphasis

on legal protection. Copyright law generally protects

only the form of a work, not its content. Computer

software requires protection of its contents. (3) The

language of computer software is different from the

language of works. Computer software language is a

kind of symbolic and formal language, and its

expressiveness is very limited. The written works are

the natural language of human beings, and their

expressive force is very rich. (4) Computer software

can invoke a variety of legal protections, while

written works can only invoke copyright laws.

Figure 1: Overview of computer software application

process

180

Liu, J.

The Application of Computer Software in Ofﬁce Automation Management.

DOI: 10.5220/0011169800003440

In Proceedings of the International Conference on Big Data Economy and Digital Management (BDEDM 2022), pages 180-184

ISBN: 978-989-758-593-7

2.2 Office Automation

Office automation refers to the automatic

management of office internal affairs and office

information through the use of computer technology.

From the narrow point of view of development, office

automation is embodied in writing, document

management, document retrieval and other aspects.

From the perspective of development, office

automation is based on the management information

system to carry out the office management, including

decision support system functions, office automation

basic disciplines and ergonomics and other

knowledge content. It has the following application

characteristics in the application: firstly, ease of use.

In the process of office automation management,

compared with the traditional management methods,

the operational convenience can be improved by

more than 30%, which can save 70% of pre-job

training time and help enterprises enter the

automation stage faster. Secondly, robustness. The

software supporting "landing" must also ensure the

stability of all applications, especially for group

enterprises, the software must have the stability of

large users and high concurrent applications, so as to

reduce the probability of unexpected problems to less

than 5%.. Thirdly, openness. In the era of big data,

enterprises need to receive a large amount of data

information every day in different formats and

capacities, which also requires the development and

compatibility of system interfaces to meet the

requirements of smooth information interaction.

Fourth, practicality. In the development process of

office automation, the process needs to fit the actual

application needs, and also need to have good

practical value in the application, in order to meet the

development needs of different situations.

3 THE APPLICATION VALUE OF

COMPUTER SOFTWARE IN

OFFICE AUTOMATION

MANAGEMENT

3.1 Continuously Improve the Office

Environment

The smooth integration of computer software can

play a role in continuously improving the office

environment, which is embodied in the following

points: First, according to the statistical data from

2012 to 2020, small and medium-sized enterprises

have carried out office automation transformation at

an annual growth rate of 3%-10%. Compared with the

backward office environment in the past, enterprises

that have completed office automation transformation

have expanded their internal space and reduced the

situation of file accumulation. In addition, the area

used to pile up documents can be changed into a tea

bar and a rest area, thus improving the comfort of the

employees' working environment. Secondly, under

the background of automation transformation,

paperless office has been successfully realized. All

the document information has been input into the

computer, so there is no need for cross-station and

cross-department activities when obtaining

documents, which relieves the busy atmosphere on

the surface of the enterprise and reduces the work

pressure brought by the external environment. In

particular, new employees can quickly integrate into

the company environment in a relatively comfortable

environment, which also has positive significance for

the improvement of employees' work efficiency.

3.2 Reduce Office Management Costs

At present, enterprises in the process of office, the use

of computer software, including WPS software,

Word software, Photoshop software, these software

are also based on the Windows system launched

office software. And the use of these software, can

also effectively reduce the previous management

costs, improve the economic profit space during the

operation of enterprises. For example, WPS software

with word processing, table editing, PPT editing and

other functions, is often used by enterprises to office

software. At the same time, the software occupies a

small memory of the system, 512 characters only take

up 1KB of memory, which is also conducive to the

storage of massive text, saving the economic cost of

the previous paper-based office, but also can play a

good role in the protection of the ecological

environment. In addition, the smooth implementation

of office automation, but also reduce the cost of other

ancillary products, such as folders, printing ink

cartridges, markers, which has a positive role in

promoting the economic level of enterprises.

3.3 Improve the Standardization of

Office Process

In addition to the application advantages mentioned

above, after the smooth completion of the

transformation of office automation, it is helpful to

realize the standardization of office process. The

smooth application of computer software can

smoothly reduce the manual operation of the office

The Application of Computer Software in Ofﬁce Automation Management

181

management process, and the final quantitative effect

can be calculated more accurately in the performance

assessment. For example, a performance assessment

system can be built based on computer software, and

multiple assessment items can be set up, and each

item will match the corresponding quantitative score.

Computer software can be used to quickly and

accurately calculate the scores, and the process is

open and transparent to improve the persuadability of

evaluation results. In addition, the supervision system

based on computer software can also help employees

to constantly improve their awareness of work

behavior and reduce unreasonable behaviors of

employees, so as to improve the operation and

management level of enterprises and improve the

stability of enterprise capital chain (Liu 2021).

4 THE APPLICATION OF

COMPUTER SOFTWARE IN

OFFICE AUTOMATION

MANAGEMENT

4.1 Information Security Management

Figure 2: Schematic diagram of system login interface.

In practice, computer software has a very good

application in information security management.

After smoothly realizing the transformation of office

automation, enterprises have entered the "paperless"

office era, and computer software is also the main

carrier of information storage, strengthening

information security management is also the core

management content during the development of

enterprises. From the perspective of practical

application, first, the use of computer software to

carry out preliminary classification of information,

including sharing information, ordinary encryption

information, core encryption information, different

information storage, management methods are also

different. For example, enterprise WPS documents

can only be transferred over the network and cannot

be copied using usb sticks or portable hard drives.

This can also improve safety by 40% to 70%. Second,

establish a perfect system login system, as shown in

Figure 2. The interface includes user name and

password input. The user name is the employee id,

and the password is designed by the employee

himself. Thirdly, the user permissions are designed.

Employees of different positions have different login

interfaces and access permissions. If they need to

access information at higher levels, they also need to

submit applications.

4.2 Information Connection Processing

At present, some large-scale enterprises have set up

subsidiaries in other places, so as to improve business

coverage and seize more market share. Moreover, the

business of an enterprise also includes external

business and internal business. How to do a good job

in information cohesion plays a positive role in

promoting the rationality of the economic decision-

making of the enterprise in the next stage. Computer

software in this process, also has a good application,

the specific content is as follows :(1) With the help of

computer software, can establish a wide area network

between enterprises and other sub-enterprises, thus

forming a stable network office environment, to meet

the requirements of smooth exchange of enterprise

information. The wan also needs to be protected by

security technology to ensure the security of

information transmission. (2) During business

docking, the communication network built by

computer software can also be used to communicate

the operation problems encountered, so as to seek

optimal solutions and ensure the smooth development

of enterprise work. (3) During the enterprise office

automation management, a more centralized office

can also be established to ensure that all information

can be 100% connected to improve the smoothness of

the enterprise communication process (Yang 2021).

4.3 Information Communication

Management

In the process of enterprise operation, a lot of

information communication is involved, and the

efficiency and quality of information communication

will also affect the reliability of information

transmission results. In a computer software in this

link, also have a good application in the specific

content is as follows: first, using computer software

to set up and carrier of the users of online

communication, such as establishing enterprises

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exclusive APP, arrangement of online customer

service, solve the user for the product, so as to

improve the viscosity of between enterprises and

users, to facilitate the follow-up activities smoothly

(Zong 2019). Secondly, the information

communication system established by using

computer software will also provide users with

information reminder, information transmission and

other services, so that users can better understand the

dynamic information, so as to ensure the smooth

sharing and transmission of information. For

example, a cosmetics company transformed into

automated office mode in 2018 and used its exclusive

APP to communicate with users in daily life.

Compared with 2017, the sales volume in 2018

increased by 10.32%, and that in 2019 increased by

7.32% compared with the previous year. The

application of computer software plays a positive role

in promoting the economic development of

enterprises.

4.4 Collaborative Network

Management

In terms of application, computer software also has a

good application in network cooperative

management. According to the past application

experience, under the background of office

automation, network collaborative management can

effectively improve the efficiency and quality of

information interaction, so as to meet the

requirements of enterprise operation decision-

making. In the process of coordination and

management, its content includes event name, event

content, event development process and other

contents, and uses workflow definition to help other

individuals to complete the reception of event

information. At the same time, when editing

enterprise events, the document format can be

adjusted and edited according to actual requirements,

and some programming languages will be used in the

process, thus improving the accuracy of

programming results. In addition, when some

documents need to be modified, computer software

can also be used to display the modified traces, and

the modified traces can also be protected from being

deleted by others, so as to avoid the occurrence of

content plagiarism and improve the rationality of the

collaborative process (Gao 2018).

4.5 Office Monitoring Management

In addition to the application content mentioned

above, computer software also has a good application

in office monitoring and management. During the

collaborative work of enterprise office automation,

corresponding monitoring data is needed to provide

protection. In the process of office work, computer

software can also define the workflow, which is

conducive to the smooth flow of various businesses.

At the same time, the initiator involved in the

application can also observe the operation of the

process node, so as to monitor the monitoring events,

so as to meet the corresponding operation

requirements. In addition, during the establishment of

collaborative events, the implementation of events

will also be tracked, so that the implementation of

each process node can be supervised to ensure the

effectiveness of the process implementation. In

general, the application of monitoring function

involves work effectiveness, work progress, work

process status and other contents, and monitoring

data is also sorted and stored in this process to

promote the smooth development of system work

(Duan 2016).

5 STRENGTHEN THE

ENTERPRISE OFFICE

AUTOMATION

MANAGEMENT STRATEGY

5.1 Introduction of Advanced

Management Equipment

Through the introduction of advanced management

equipment, can continue to optimize the office

automation system, to create a good business

environment. From the perspective of practical

application, enterprises can use big data technology

and Internet technology to build an information

collection platform, integrate some excellent

experience and market circulation data, organize

information regularly, and screen out the

corresponding value data, such as hardware

equipment, software equipment, management mode.

Use the established system to evaluate the

management equipment and management mode, and

check whether it meets the needs of the future

development of the enterprise. If the management

equipment can meet the requirements of operation

management, the cost and economic benefit of

introduction should be compared. If the requirements

of introduction are met, an appropriate introduction

process should be developed so that it can be quickly

added to the enterprise office automation system to

The Application of Computer Software in Ofﬁce Automation Management

183

meet the relevant requirements of enterprise

operation management (Yan 2016).

5.2 Improving the System Security

Level

By improving the system security level, the security

of enterprise operation information can be ensured

and the risk of information leakage can be reduced.

Based on the market operation data from 2010 to

2020, it can be seen that after the introduction of

firewall technology, many enterprise office

automation systems also add identity authentication

technology, security code identification technology

and other protection measures, whose main role is to

further improve the security level of system operation

process and reduce the risk of information leakage

(Wu 2016). At the same time, enterprises need to

carry out a system check at the end of the work every

day to fix existing bugs in time and improve the

resistance of the system. In addition, during the

operation of the system, it is necessary to do a good

job of irregular updates, so that the system can

continue to improve the resistance to malicious

attacks, improve the security of the system operation

process.

5.3 Do a Good Job in Training

Technical Personnel

Through the training of technical personnel, the

timeliness of troubleshooting process can be

improved to improve the security of system

operation. In specific practice, firstly, skills training

in daily work should be strengthened. In order to

improve the pertinence of training courses, personnel

abilities should be assessed before the course

formulation, and targeted training courses should be

formulated according to the assessment results to

improve the timeliness of the course content (Liu

2016). Second, after the training, the evaluation

system built by information technology will be used

to sort out the training situation, and the subsequent

training courses will be adjusted according to the

results, so as to improve the practical value of the

training courses and help the personnel to steadily

improve their comprehensive ability.

6 CONCLUSIONS

To sum up, the introduction of the advanced

management equipment can continue to optimize the

office automation system, improve the system

security level, but also to ensure the security of

enterprise operation information, do a good job in

training technical personnel, can improve the

timeliness of the fault handling process. The

computer software into the office automation

management, not only can continue to optimize the

office automation management system, but also can

improve the work efficiency of enterprises, for

improving the accuracy of enterprise decision-

making has a positive significance.

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