Reading 1
Scenario 1: Information Technology
Theme 1.1: Office Automation
What is Automation? The word automation refers to a method of using a wide range of computer- and machine-aided
tasks to help improve productivity and create easier ways to do business. Different types of automation are commonly
used in different types of industries.
What is Office Automation? Office automation refers to the varied computer machinery and software used to digitally
create, collect, store, manipulate, and relay office information needed for accomplishing basic tasks. Raw data storage,
electronic transfer, and the management of electronic business information comprise the basic activities of an office
automation system. Office automation helps in optimizing or automating existing office procedures.
Advantages
•
•
Replacing human operators in tasks that involve hard physical or monotonous work.
Replacing humans in tasks done in dangerous environments (i.e. fire, space, volcanoes, nuclear facilities,
underwater, etc.)
• Performing tasks that are beyond human capabilities of size, weight, speed, endurance, etc.
• Economy improvement: Automation may improve in economy of enterprises, society or most of humanity. For
example, when an enterprise invests in automation, technology recovers its investment; or when a state or
country increases its income due to automation like Germany or Japan in the 20th Century.
• Reduces operation time and work handling time significantly.
• Frees up workers to take on other roles.
Office automation systems: Office automation systems (OAS) are configurations of networked computer hardware and
software. A variety of office automation systems are now applied to business and communication functions that used to
be performed manually or in multiple locations of an organization, such as preparing written communications and
strategic planning. In addition, functions that once required coordinating the expertise of outside specialists in type
setting, printing, or electronic recording can now be integrated into the everyday work of an organization, saving both
time and money.
Instruction: Read the text and choose the best option to answer the questions below.
1. What does office automation help in optimizing?
A.
B.
C.
D.
Creating more manual work
Automating dangerous tasks
Existing office procedures
Physical work environments
2. What are the advantages of automation in dangerous environments?
A.
B.
C.
D.
Increasing human capabilities
Making tasks more monotonous
Replacing humans in dangerous tasks
Reducing work handling time
3. What is the main function of an office automation system?
A.
B.
C.
D.
Preparing written communications
Coordinating outside specialists
Digitally managing office information
Saving time and money
4. How does automation contribute to economy improvement?
A.
B.
C.
D.
By recovering investments and increasing income
By replacing human workers with machines
By reducing operation time
By increasing manual work
5. What are office automation systems (OAS) configurations of?
A.
B.
C.
D.
Manual tools and equipment
Networked computer hardware and software
Physical office space
Outside specialists
6. How does office automation impact work handling time?
A.
B.
C.
D.
Increases work handling time
Automates manual work
Significantly reduces work handling time
Has no impact on work handling time
7. What is the relationship between technology investment and automation?
A.
B.
C.
D.
Technology investment is not related to automation
Technology investment increases manual work
Technology investment recovers its investment through automation
Technology investment decreases with automation
8. How does automation free up workers?
A.
B.
C.
D.
By making tasks more difficult
By allowing them to take on other roles
By replacing them with machines
By increasing their workload
9. What is the main purpose of office automation?
A.
B.
C.
D.
To increase manual work
To optimize existing office procedures
To make office tasks more difficult
To replace all human workers with machines
10. Which industry commonly uses automation for tasks beyond human capabilities?
A.
B.
C.
D.
Space exploration
Agriculture
Construction
Healthcare
Electronic Publishing: Electronic publishing systems include word processing and desktop publishing. Word processing
software, (e.g., Microsoft Word, Corel Word-Perfect) allows users to create, edit, revise, store, and print documents such
as letters, memos, reports, and manuscripts.
Electronic Communication: E-mail is software that allows users, via their computer keyboards, to create, send, and
receive messages and files to or from anywhere in the world. Most e-mail systems let the user do other sophisticated
tasks such as filter, prioritize, or file messages; forward copies of messages to other users; create and save drafts of
messages; send "carbon copies"; and request automatic confirmation of the delivery of a message. E-mail is very popular
because it is easy to use, offers fast delivery, and is inexpensive. Examples of e-mail software are Eudora, Lotus Notes,
and Microsoft Outlook.
Voice mail: Voice mail is a sophisticated telephone answering machine. It digitizes incoming voice messages and stores
them on disk. When the recipient is ready to listen, the message is converted from its digitized version back to audio, or
sound. Recipients may save messages for future use, delete them, or forward them to other people.
Videoconferencing: Video conferencing is a visual communication session between two or more users regardless of their
location, featuring audio and video content transmission in real time.
In broad terms, video conferencing software is a solution that allows two or more persons to talk and see each other
remotely. Initially video conferencing software only enabled users to make video calls or hold group video conferences.
However, as technology advanced, video conferencing software acquired plenty of helpful tools and features for remote
communication and learning.
Today, video conferencing is rather a tool for integrated into video collaboration and unified communications platforms
that also offer screen sharing, slideshow, recording, instant messaging, project management tools, telephony integration
among other features. As an increasing number of companies switch to remote work, video conferencing is gradually
becoming the new normal, shaping the way we communicate, learn and work.
Imaging processing systems: Image processing systems include electronic document management, presentation graphics,
and multimedia systems. Imaging systems convert text, drawings, and photographs into digital form that can be stored in
a computer system. This digital form can be manipulated, stored, printed, or sent via a modem to another computer.
Imaging systems may use scanners, digital cameras, video capture cards, or advanced graphic computers. Companies use
imaging systems for a variety of documents such as insurance forms, medical records, dental records, and mortgage
applications.
Instruction Read the text and mark with an (X) the best option to answer each question.
1. How do companies use imaging systems?
A.
B.
C.
D.
To create physical documents
To send voice messages
To convert digital documents into analog form
To store and manipulate digital documents
3. What is video conferencing?
A.
B.
C.
D.
A tool for creating digital documents
A social media platform
A visual communication session between users
A type of imaging processing system
2. Which software is an example of e-mail software?
A.
B.
C.
D.
Microsoft Excel
Corel Word-Perfect
Lotus Notes
Adobe Illustrator
4. Which of the following is NOT a function of e-mail
software?
A.
B.
C.
D.
Send 'carbon copies'
Digitize voice messages
Create and save drafts of messages
Filter messages
5. What type of software allows users to create, edit, revise, store, and print documents such as letters, memos, reports,
and manuscripts?
A.
B.
C.
D.
Microsoft Word
Microsoft Excel
Google Chrome
Adobe Photoshop
6. What is voice mail?
A.
B.
C.
D.
A type of email software
A type of video conferencing software
A visual communication system
A sophisticated telephone answering machine
7. What is the main function of video conferencing software?
A.
B.
C.
D.
Create digital documents
Enable remote communication through audio and video
Play multimedia files
Edit photographs
8. Which software allows users to create, send, and receive messages and files to or from anywhere in the world?
A.
B.
C.
D.
Adobe Acrobat
Microsoft Excel
Eudora
Microsoft PowerPoint
9. What impact does video conferencing have on communication, learning, and work?
A.
B.
C.
D.
No impact
Neutral impact
Negative impact
Positive impact
10. What do imaging processing systems convert text, drawings, and photographs into?
A.
B.
C.
D.
Physical form
Digital form
Analog form
Audio form