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7.06 - Office Information Technology Systems

Before specifying Office IT systems, it is important to first use process flow chart war on waste methods to minimise the number of offices and group office units in business processes or sub-processes as JIT office cells or natural groups.

Office IT systems then provide the infrastructure for staff to carry out tasks such as the production of documents, presentations, manuals, reports and other communications quickly and easily.


  • Tools and systems for the production of the normal information exchange media i.e. text in all its forms, drawings, data, or structured numbers and voice.
  • Systems for the storage and analysis of information created
  • Systems for the transmission, sharing, and interchange of information between colleagues, within a site and to the outside world

Office Systems

The systems will require a combination of shared personal, process, site and centralised computers in a client / server architecture linked by standardised networks.

Standards required

  • The links or interfaces with the user which need to be consistent and easy to use.
  • Computer tools for creating electronic information in all its forms and to include such applications as word processing, messaging, graphics, publishing, numerical analyses and voice messages.
  • Systems for filing, archiving, retrieving and analysing the information created for personal, departmental, central and external company systems.
  • Networking links in the local area (LAN’s) and to areas outside (WAN’s).

There is constant pressure to invest on a piecemeal basis from individuals striving to improve discrete tasks, such as document or report production. Uncoordinated, it results in under utilised, unconnected inappropriate software applications producing more paper than before and contributing very little to the improving the effectiveness of the business.

Further Reading