اتوماسیون اداری تحت وب؛ ناجی سازمان‌های دیوان‌سالار
همه ما دست کم یک بار برای انجام کارهای اداری پشت درهای بسته یک اتاق زمان زیادی را منتظر نشسته‌ایم. سرعت کند انجام کارها، وابستگی آن‌ها به حضور فیزیکی نیروی انسانی، فاصله چند هفته یا ماه برای انتقال مدارک، بررسی، تأیید، اصلاح و هزار و یک مسئله دیگر که همه در اداراتی که از روش‌های قدیمی در انجام امور استفاده می‌کنند، وجود دارد. وضعیتی نامطلوب که با جایگزینی سیستم‌های مدرن اتوماسیون اداری کم کم در حال تغییر و بهبود است.
پیش از اتوماسیون اداری، پس از اتوماسیون اداری!
پیش از ظهور سیستم‌های اتوماسیون اداری، مکاتبات اداری و بایگانی، تقسیم‌بندی وظایف، تخصیص وظایف به افراد، پیگیری انجام وظایف و بسیاری از مسائل دیگر به صورت دستی و ناگزیر در زمان طولانی و با احتمال خطای بالا قابل انجام بود. علاوه بر آن یک مشکل عمده نیز وجود داشت؛ مشکلی که همواره نارضایتی بسیاری را برانگیخته: بوروکراسی و دیوان‌سالاری دست و پا گیری که زاییده این سیستم کاری بود.
راهکاری که برای حل این مشکلات ارائه شد، توسعه سیستم‌های اتوماسیون اداری است که بسیاری از کارهای روزمره اداری را به صورت خودکار با کمترین دخالت انسانی انجام می‌دهد. علاوه بر آن با استفاده از اتوماسیون اداری، سرعت انجام کارها چندین برابر شده و امکان پیگیری آن‌ها ساده‌تر خواهد بود.
گرچه همین سیستم‌های اتوماسیون اداری در آغاز بر بستر ویندوز طراحی و تولید می‌شدند و همچنان محدودیت‌هایی در استفاده از آن‌ها وجود داشت. در واقع وابستگی به ویندوز منجر می‌شود فرد تنها در صورت دسترسی به همان سیستمی که برنامه بر روی آن نصب شده بتواند از امکانات آن بهره‌مند شود. از طرف دیگر در سیستم‌های اتوماسیون تحت ویندوز تنها تعداد محدودی کاربر می‌توانند از سیستم استفاده کنند و قابلیت مقیاس‌پذیری نیز وجود ندارد.
در سویی دیگر سیستم‌های اتوماسیون‌های اداری را داریم که تحت وب طراحی و تولید می‌شوند. این سیستم‌ها علاوه بر خودکارسازی انجام امور اداری، به سبب آن که وابسته به سیستم عامل خاصی نیستند، تنها با داشتن یک مرورگر بر روی هر ابزاری قابل استفاده خواهند بود. به این ترتیب می‌توانید از هر جا که هستید، نامه‌های خود را بخوانید و پاسخ دهید، وظایف خود را پیگیری کرده و بر روند انجام کارها نظارت کنید.
برای انتخاب بهترین اتوماسیون اداری تحت وب به این نکات توجه کنید.
- شرکت‌هایی که اتوماسیون اداری تحت وب ارائه می‌کنند عموماً ادعا می‌کنند که تمام مرورگرها را پشتیبانی می‌کنند، گرچه ممکن است تنها بر روی نسخه خاصی از یک مرورگر خاص، آن هم با اعمال تنظیمات خاص قابل استفاده باشند! بنابراین می‌توانید صداقت شرکت ارائه دهنده راهکار نرم‌افزاری را بسنجید. آیا واقعاً سیستمی که می‌خرید تحت وب است؟
- ارائه نسخه تلفن همراه (اپلیکیشن) شاید هم اکنون در بازار ایران به یک نیاز پایه تبدیل نشده باشد، اما قطعاً در آینده‌ای نه چندان دور، با توجه به نفوذ تلفن‌های هوشمند در زندگی روزمره جوامع پیشرفته و در حال توسعه، داشتن اپلیکیشن هم یک نیاز پایه خواهد بود. به سبب آن که سرعت دسترسی به نسخه مبتنی بر تلفن هوشمند بسیار بالاست و اطلاعات کلی جهت نظارت بر انجام امور را در لحظه در اختیار مدیران قرار می‌دهد، استفاده از این امکان به شما در مدیریت بهتر کسب‌وکارتان کمک زیادی می‌کند. بنابراین گزینه‌ای را انتخاب کنید که این امکان را برای شما فراهم کند.
- زمانی که صحبت از کار در بستر وب است، امنیت اطلاعات شما اهمیت بسیاری دارد. استفاده از پروتکل SSL یکی از راهکارهای اصلی است که امنیت اطلاعات را در وب تضمین می‌کند. شرایط دیگری نیز وجود دارد که ارائه دهندگان راهکارهای نرم‌افزاری می‌کوشند با استفاده از آن‌ها امنیت سیستم را هر چه بیشتر افزایش دهند. در هنگام انتخاب نرم‌افزار اتوماسیون اداری تحت وب مناسب، دقت کنید که رویکردهای امنیتی به صورت کلی در طراحی و تولید نرم‌افزار لحاظ شده باشد.
- امکانات ارتباطی نرم‌افزار باید نیازمندی‌های شما را پوشش دهد. انجام مکاتبات اداری یک ویژگی اصلی است که عموماً اتوماسیون‌های اداری از پس آن برمی‌آیند. با این حال ممکن است شما نیازمندی‌های دیگری مانند برقراری ارتباطات غیررسمی مانند گفتگوی سازمانی، ارتباط با ابزارهایی مانند چاپگر، نمابر و … ، نامه‌نگاری‌های رسمی بین سازمانی و استفاده از سیستم پیام کوتاه داشته باشید. بنابراین در انتخاب بهترین اتوماسیون اداری، متناسب نیازمندی‌ها و اولویت‌های خود تصمیم بگیرید.
برای کسب اطلاعات بیشتر پیرامون اتوماسیون اداری تحت وب نوماتک به پیوند زیر مراجعه کنید:
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