Why Office Automation Doesn't Necessarily Have To Be High Tech

By Brihony Tulloch

Posted on July 22, 2022

All around the world, high-tech office automation solutions are used to boost workplace efficiency, improve accuracy and reduce costs. While office automation is indeed a total powerhouse when it comes to business growth, there are instances in which business owners may want to take a less technological approach to everyday operations.

If your business is just getting off its feet and you’re not entirely ready to tackle technology head on, there still exists a plethora of basic office automations that exist to help your business establish routines and stay organized.

Today, we explore 5 simple office automations to help boost workplace organization and efficiency without the need for specialized tech expertise. If this sounds like something up your alley, simply read on to find out more.

Estimate Inventory Needs Through Tracking Software

It is no secret that offices go through supplies faster than a blink of an eye, making it vital for business owners to ensure that inventory levels are kept sufficient at all times. The last thing you want is to run out of printer paper or ink when you have a tight deadline right around the corner, and estimating your inventory needs well in advance can help to avoid such untimely disasters. Thankfully, there are several ways to track your office inventory. One of our favorite ways to do this is with the help of some basic tracking software. Most modern tracking software will allow you to set a reorder point and an automated reorder process to ensure that your office supply inventory needs will always be met. It’s really that simple!

Estimating your monthly usage of office supplies and inventory with basic software will assist in creating an effective, hands-free approach to ordering your printing paper, stationery and printer ink online.

Keypads For Access To Restricted Areas

Depending on the type of business you run, there may be certain rooms in the office that are restricted from general use. Some examples of such areas include conference rooms, high-security office suites, classified file storage rooms and supply closets. Traditionally, physical keys were the only way you could access these spaces. However, it comes as no surprise that keys often get lost or land in the wrong hands, and the last thing you want is for someone to be where they shouldn’t. To prevent unauthorized access to restricted areas, the best option is to consider installing keypad devices at the entrances of access-restricted rooms.

Some forms of keypad access to restricted areas include:

PIN codes
Virtual Keys
Biometrics
Key Cards or FOBs
Mobile credentialing

These are all relatively “low-tech” options that are globally used on a daily basis and help to enhance security while easily controlling and monitoring who can enter restricted spaces. Say goodbye to lost keys for good with the help of automated keypad access.

Avoid Confusion With Room/Desk Reservation Platforms

As the hybrid work model continues to gain popularity, many businesses have chosen to downsize their office spaces in order to cut down on costs. However, the downside of this is that as life returns to a pre-pandemic normal, businesses are now finding it difficult to accommodate all their employees at once. This can create competition when it comes to room or desk reservations that quickly wreak havoc on office organization and schedules.

To combat the confusion, businesses are now choosing to utilize room/desk reservation platforms that help to eliminate overlaps in schedules. Thanks to the help of simple software, there is no longer a need for employees to compare countless schedules to find a time the meeting room is available. Plus, business owners will also have access to real-time occupancy analytics and space reservation data for the foreseeable future.

Manage Workflow With Software

The truth is, we could all benefit from doing a little better when it comes to managing workflow. Workflows are vital in helping to streamline and automate repeatable business tasks, minimising room for errors and increasing overall efficiency in the workplace. While you could certainly manage workflow manually, a much more efficient and organized way of doing so is with the assistance of workflow management software. Not only does software aid in detecting and eliminating redundant tasks for a more ideal workflow, but it also allows employees to unleash their full potential, work smarter and focus on the more creative aspects of the job.

Find out more about 2022’s best workflow management software here.

IP Video Intercoms At Entrances

Last but not least, if you’re sick of having to walk to the entrance of your office or building dozens of times a day to let clients, colleagues or delivery drivers in, you definitely need to consider investing in an IP video intercom. With IP entry systems, upper management and employees are able to remotely open doors for themselves and guests without the need for receptionists or security personnel. Thanks to the camera function, staff are also able to confirm the identity of guests before giving them access to the office or building. Furthermore, as a manager or business owner, you will be able to manage access permissions and activities on a computer remotely. You’ll be able to better keep track of who enters your office and your employees won’t have to shuffle about the building multiple times a day. What’s not to love?

To find out more about the benefits of IP video intercoms, head to this informative article.

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As you can see from the pointers above, office automation doesn’t necessarily have to be high tech or involve complicated software with a steep learning curve. There are dozens of office automations that are simple, easy to use and are guaranteed to bring your business to the next level of efficiency when implemented correctly.

So, will you be implementing any of these automation strategies in your workplace? We’d love to hear all about it, so be sure to leave your thoughts in the comment section below!

Article contributed by Brihony Tullock.