|
Principal
Services
Networking
Computer
Hardware, Software & Training
Computer
& Accountancy Consulting
Management
Procedures
Process
Re-engineering
Web
Design & Maintenance
Management
& Office Information Systems
Information
& Communications
Technology
|
Lets
Prepare a Document.
This
is a simple enough thought, but the resulting action will vary
from person to person, and from one type of document to another.
Lets examine some of the options.
The
1950s
If
you still employ the technology used almost universally up until
the middle of last century, you will pick up a pen, pencil or
quill, find a sheet of paper, and begin drafting the document
you wish to have typed. You will write the words at the rate
of around 15 per minute when working fluidly, but the actual
score will almost be much less when you need to pause to consider
the point before committing to paper. And if you get it wrong,
you will need to erase the words or rub them out, and have another
go.
If
you were very lucky at this time, you may have had a secretary
who had skills in Pitman’s shorthand or similar. This was much
more efficient, for the author at least. Now the author could
speak more or less at normal speed and create a better document
at, say 70 words per minute. And it was only taking twice as
much manpower to achieve this improvement in effectiveness.
So author and secretary were achieving around 35 words per minute
each.
Of
course, the secretary was not achieving the final output while
taking shorthand, so production of the final product was delayed
until the shared process of creation was completed. Turnaround
was suffering, even if creation efficiency was improved.
The
very fact that an author is composing on the fly, then committing
to paper as handwriting or shorthand, and then composing again
can result in a disjointed finished product, a little hard to
read and understand. That is why new technology became popular
during the second half of the 20th century.
The
1960s
As
the need for improved effectiveness in the creation of documents
became important to business, so machine dictation made its
presence felt. Products which recorded on tapes, belts, disks
and cassettes of various shapes and sizes became the hallmark
of businesses where producing words was an important component
output of the days efforts. This sped up the input from the
author yet again, and allowed the secretary/typist to be producing
final copy while the author was generating the next document.
This had a significant impact on document creation productivity,
especially for enterprises in the medical and legal industries.
The
21st Century
Now,
with authors so much more mobile, there is new technology being
pressed to the cause of saving time and effort in the production
of typed work.
Some
document and data management systems have been designed to add
variables to standard documents with a minimum of effort. There
are workflow systems which identify the need for a document
to be produced, populate the blanks from the enterprise data
store and print the document.
Where
the finished product is not based on a standard document, then
digital dictation is filling the need. The dictation is saved
to either a memory card, rather than tape, or to the local network
server. The file is delivered to the secretary across the network.
When
an author is away from home base, the digital sound file may
be sent across the e-mail facility, transcribed and sent back
as a word processing or Acrobat file via the same medium. Instant
delivery, or nearly instant, is possible using this approach.
Also,
in the last few years, voice recognition has moved ahead in
leaps and bounds. Recognition rates have risen, flexibility
has improved, and now this technology may be ready for meaningful
use in certain environments. It is certainly worth considering
if you normally produce lightly configured, straight forward
text.
Where
to From Here?
1.
If you are in the business of producing reasonable amounts of
typed documents and still handwrite, have a look at the benefits
of machine dictation. If you are doubtful, do a little training
to get yourself a flying start.
2.
If you already use machine dictation with tape media, analyse
the benefits of more reliable technology, better voice file
quality, faster delivery, greater flexibility and happier staff
which will result from a move to digital.
3.
If you want to have a look at voice recognition, take it easy.
Recognition efficiency is directly proportional to the cost
of the software. The “lite” editions of each of the more popular
offerings will not give you the results you are seeking and
their purchase is a mistake.
4.
If your work is very proceduralised, ask around about the opportunities
that may exist for the use of smart precedents which can be
completed from your enterprise’s existing data stores.
Changes
to your subscription
Removal:
If
you would like to be removed from our mailing list, please send
an e-mail to the address below with UNSUBSCRIBE in the subject
line.
Additional
subscriptions:
If
you would like our eNewsletter to be sent to others in your
enterprise, please send an e-mail to the address below with
ADDITIONAL SUBSCRIPTIONS in the subject line and the recipients’
e-mail addresses contained in the body of the message.
support@tripos.com.au
Thank
you.
Stewart
Rankin Pty Ltd – ACN 007 972 901 & DL & LD Greenhough
trading as
TRIPOS IT
All
Newsletters
|
Staff
David
Estcourt Hughes - Consultant
David
Greenhough - Consultant
David
Kenyon - Support
Dean
Jarman - Novell CNE
Bruce
Eckersley - Process evaluation specialist
Alison
Campbell - Microsoft application specialist
STOP
PRESS
We
welcome Stephen Marron to our ranks. Stephen is a younger lad
with a significant level of technical skill in hardware and
software areas and a background in communications, LANs and
WANs. Stephen will be our first line of contact on technical
matters
|