Office Functions That Benefit from Software Integration

automation concept

In the workplace, there are things that are done repetitively. Over the years, these tasks have been converted digitally. Jobs that involve a lot of encoding and transferring of data from one space to another are examples of this. If there is a set sequence with absolutely no variations, you could create a macro command or algorithm via programming tools or spreadsheet application. Most offices now employ an IT head to help them manage their system structures for more seamless operations.

There are also functions that are on the software side of things, like a claims administration system in the insurance industry. This is not a totally automated process. This is, rather, a remote function. You do not need to go to the physical offices to file your claim. All you need to do is log on, fill-up the form, and submit it electronically to the office or agency involved so they can proceed to the next step.

There are other requests that are best integrated into a software system.

Document Requests

You may need to gather some documents that you would need to submit to certain entities. For example, banks usually ask for proof of income and employment. You may be asked to provide copies of your recent payslips or your employment certificate. It used to be that you would have to request for such documents personally, which could be a burden for those who have conflicting schedules. There are employees who work at night, for instance. If the HR department only operates during the daytime, these night-shift employees would have to exert the extra effort of staying up beyond their shift just so they can make a visit to the HR people. If the request, however, was integrated into a software tool that can be accessed anywhere as long as you are connected to your company’s intranet, then that would be a godsend. They can just make that request during their shift and rest when their shift ends.

Payroll

person handing check to employee

There are a lot of numbers involved in a payslip. You have your income data, deductions, taxes, and many others. So it is understandable if your company’s payroll personnel sometimes make mistakes. Disputes are often inevitable. If the payroll process is on software, however, then you can go ahead and sign on to your payroll portal and process the dispute from there. This not only allows the department involved to handle it more efficiently; it also prevents face-to-face office disputes from escalating.

Attendance Tracking

There are many automated attendance systems that are already in place, but there are still some offices that use the Bundy clock. It is simple enough to operate, but there would still be a few human errors that can happen. It is not uncommon to have an employee use the wrong side of the time card whether they are logging in or out. You can eliminate this problem with a mix of hardware and software. Build a system that will make logging into work as intuitive as possible. A prime example would be a biometric system. You can scan a thumb or finger to get a print, and from there you can determine if the person is logging in or out. The time stamps will then be sent to a master data center which is to be the basis of your payroll hours. Once all the data is in, the computer will then make the computations form the basis of your payslip. 

Digitizing repetitive office tasks is a big time saver and also increases accuracy. Software integration is a great way to streamline the overall processes of a business.

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