There will always be people who feel the world has become a little less personal and a bit more distracting since computers arrived in the workplace. In reality, business owners are taking full advantage of computer technology to make their work easier and more efficient than ever.
Speed and accuracy
Everything that gets done in today’s fast‑paced business world owes its speed to the computer. Whether it’s accounting or transferring large sums of money, carrying out transactions and taking online payments for goods and services, running huge calculations, research or communications, one of the biggest advantages of computers is that everything takes less time than it used to.
Tasks that once had to be done face to face can now be handled by text message, email or social media.
The days of reaching for a dictionary to check a spelling, hiring an accountant to double‑check balance sheet calculations or employing a librarian to look after a room full of paper files are also long gone. Plus, the number of problems caused by human error is significantly reduced thanks to the advantages of computer systems – once they have been properly set up and cleaned.
Forecasting capability
Powerful computers and software algorithms allow companies to run complex financial projections to help them make key decisions that will affect the business’s growth and long‑term viability. Computers help to forecast how certain variables – for example a rise in sales, an economic downturn or a new product line – might affect the bottom line a year or more down the line.
Before computers, working out the best‑ and worst‑case scenarios in the business world was laborious to say the least. Imagine the amount of work needed to forecast the results for a company like Microsoft taking a risk on new software, or Apple building its new headquarters in California for $5 billion.
Increased connectivity
Computers have connected people in the modern world in ways that were never imagined before. There’s no longer any need to get on a plane for a business meeting with a client on the other side of the world – a simple video conference is enough. Employees no longer have an excuse for not taking part in important business activities just because they are not physically in the office.
Mobile computers allow colleagues to stay connected almost all the time, making it easier to make decisions and complete transactions wherever they happen to be. A quick tap on a phone app can transfer money while travelling, and Wi‑Fi allows an employee working from home (or on holiday) to be available to review a file, join a business meeting or listen to a webinar. Email makes it possible to send and receive important messages quickly, while online servers make shared files available to all employees, wherever they work.
Collaboration opportunities
Computers in the workplace make sharing ideas and collaborating easier than ever. You only need to equip your laptop with a good Sony Vaio laptop battery and you’re all set. Teams of workers can be connected through networks spanning the globe, allowing them to share and edit documents, work on drawings and send emails to keep in touch. Computer applications make it particularly easy to schedule meetings and book conference rooms, share files instantly and set up video conferences. When several devices are connected to the same network, employees can collaborate at the same time from different parts of the world, removing the need for one person to be physically present in the office.
Information security
Thanks to the advantages of computers, it is much easier to secure private information using password‑protected servers and antivirus software. Even though today’s high‑tech security solutions are not always foolproof against the very best hackers, most information stored on computers is far safer than it was in the days of filing cabinets, when the right pair of eyes with the right set of keys could go snooping.
Even a single computer is more secure, because when it is switched off there is no way to access the files it holds unless it is powered back on and the intruder has the password. By connecting to a network, whole groups of computers and the servers they use can be kept out of sight of prying eyes. One of the major advantages of a computer system is that the chances of losing information are low. Files can be saved and backed up, which at the same time protects them from theft or industrial espionage.
The opportunity to start a business
Computers have made it far easier to create online businesses and have given rise to a whole new generation of entrepreneurs. With the rise of the internet, along with online selling apps and point‑of‑sale software, having physical premises is now hardly necessary to run a business.
Websites have given birth to the gig economy. This allows companies to save money by removing the need to hire full‑time employees, while enabling freelancers to earn a decent living, either as a side income or as a full‑time job.
Hiring and managing employees
Job search websites and social media platforms such as LinkedIn and Indeed make it easy to post vacancies for staff with specific skills. Online job applications, along with CV‑scanning software, are just some of the advantages of a computer system that can help shortlist potential candidates and remove the time‑consuming task of interviewing people who are not qualified.
Computers have also streamlined HR‑related functions, including maintaining employee records, administering payroll and benefits, and preparing tax forms such as I‑9 and W‑2 forms. The results of annual reviews, disciplinary measures and performance management are further advantages of a computer system that can create electronic records and ease the workload of very busy HR administrators. Self‑service HR systems now allow employees to choose benefits, sign forms and obtain electronic copies of important documents such as payslips and tax forms.
