Systems For The Office

To enhance efficiency in operations, there are various machines and equipment that an office can utilise. These can be classified into two main classes: Common systems and equipment and company specific systems and equipment. We take a look at the two classes in detail below.

More information on office telephone systems


Common systems and equipment

office telephone systems are necessary for day to day communication across rank and departments. The systems also make it easier for the employees to communicate with all clients. Communication can also be done through emails, newsletters and brochures prepared and sent through different email marketing sites. It is good to note that in some cases, office telephony systems can be complemented by use of mobile phones during field operations or in companies that have remote work arrangements with their employees.


Computer hardware, software and local area networks are a necessity in every office both for administrative and technical processes. The software and computers used should be able to sustain operations without experiencing systemic or technical issues as these are a great source of inefficiency. Other equipment that is used hand in hand with computers includes routers, printers and scanners.


Security systems to secure physical, intellectual and online resources are a necessity in all businesses. The security systems may include surveillance equipment, storage facilities for the footage captured, software to prevent phishing and cyber attacks and highly qualified personnel to man these systems.


Accounting and employee welfare management software and systems can also be utilised across industries. These include payroll management systems, performance tracking software, time management tracking software and leave management systems. In some cases, a single customised software can be used for all these functions but in most cases, different software and systems are used.


Specific systems and equipment

These are customised to meet the specific organisational needs and may include computer software and applications. The customisation is based on the size of the organisation and scale of operation, industry of operation and the nature of operations. Examples of customised systems include accounting software for those providing accounting services, manufacturing processes and software, software for the provision of legal services, stock tracking and management software, point of sale software and equipment and so on.


Initially, companies may not be able to invest in high quality equipment and systems to cater to their needs and therefore organisations are continually upgrading to advanced systems as their resources expand. In addition to this, the companies usually start off with off the shelf software and upgrade to customised ones as they grow. However, this does not imply that a startup with prerequisite resources cannot acquire custom software and equipment for their operations.