Mechanization of Office | Advantages | Disadvantages

Mechanization in office – Advantages and Disadvantages

Mechanization in office - Advantages and Disadvantages
Image: Mechanization in office – Advantages and Disadvantages

Advantages of Mechanization in office

The mechanization of office work provides the following benefits.

1. Quality of Work

The work performed with the help of machine is generally more neat and legible than the work completed by hand. Therefore, the using of machines ensures the quality of work.

2. Low Operating Costs

Only labor and time saving machines are used in an office. Therefore, the wage bill may be reduced and produce more work.

3. High Efficiency

All the work can be performed with short period. In this way, the machines are utilized to increase the efficiency of operations.

4. Accuracy

Human beings may commit more number of errors knowingly and unknowingly. However, the mechanization prevents such clerical errors and omissions. It improves accuracy of work, especially in accounting, computations, and statistical calculations.

5. Relieves Monotony

Using machines and equipment can reduce boring and time consuming. The monotony of doing a work is avoided in this way.

6. Standardization of Work

The work of office routines and procedures can be standardized with the help of mechanization facilities. The standardization leads to uniformity and better coordination of work.

7. Effective Control

More information can be supplied quickly to management. The management also exercises effective control. Thus, the chances of fraud are minimized.

8. Create Goodwill

The improved efficiency leads to greater profitability and creates goodwill of the organization in the minds of suppliers and customers who are dealing with the organization.

9. Quality Decision

Mechanization supplies adequate information to the management without any delay. This process facilitates the management to take quality decision.

10. Covering More Work

A single machine can do the work of two or three employees. Hence, the employees may be deputed to do some other work. In this way, more work can be covered through the process of mechanization.

Disadvantages of Mechanization in office

The mechanization suffers from a number of drawbacks. They are presented below.

1. Heavy Investment

The initial cost of a machine is high. If number of machines purchased is greater, there is a need of making heavy investment by the management.

2. Waste

An idle machine is a waste. This wastage is greater, if the machine is costly.

3. Retrenchment Problem

Adoption of certain machines will lead to retrenchment of some employees. If so, the management will face such problem.

4. No Trained Staff

The purchasing and utilization of machines require skilled employees for operation. If trained or skilled employees are not available, the machines cannot utilize properly.

5. Increase Cost of Operation

Sometimes new staff may be appointed to operate the machines. If so, the salary bill of an organization will be increased. Thus, there is an increase in cost of operation.

6. No Power No Work

Most of the machines are operated with the help of power. There is no possibility of doing a work during the period of power cut or power failure.

7. Break Down of Machine

The machines may be break down over a period. There is stagnation in the performance of work if machines are break down.

8. Set Right the Machines

The outsiders are invited to set right the machines if they are break down. The outsiders come to the business office according to their convenience. No work is performed until the machine is set right.

9. Affect Urgent Work

The employees will be lazy after the mechanization of office work. The performance of urgent work is affected during the period of break down of machines.

10. Reduces Profit

There is no charging of depreciation before mechanization. After mechanization, depreciation charges are high. This will reduce the profit.

11. Obsolescence

Some machines may become obsolete within a short period.

12. Slaves of Machines

Human beings may become slaves to the machines. Unless great care is taken, the machines will become more important than the work it produces.

13. Noise and Space Problems

The operation of machines may create noise. If adequate space is not available, it is very difficult to use the machines.

14. Dislocation of Work

A single person can be appointed to operate the machines. If he/she takes leave, there is a dislocation of work. Thus, two operators are employed even though one would be enough.