Introduction to Computers

Hardware and Software 

A. Hardware:

Hardware refers to the physical elements of a computer. This is also sometime called the machinery or the
equipment of the computer. Examples of hardware in a computer are the keyboard, the monitor, the mouse
and the central processing unit. However, most of a computer's hardware cannot be seen; in other words, it
is not an external element of the computer, but rather an internal one, surrounded by the computer's casing
(tower). A computer's hardware is comprised of many different parts, but perhaps the most important of
these is the motherboard. The motherboard is made up of even more parts that power and control the
computer.

In contrast to software, hardware is a physical entity. Hardware and software are interconnected, without
software, the hardware of a computer would have no function. However, without the creation of hardware
to perform tasks directed by software via the central processing unit, software would be useless.

Hardware is limited to specifically designed tasks that are, taken independently, very
simple. Software implements algorithms (problem solutions) that allow the computer to complete much
more complex tasks.

personal computer hardware

B. Software
System
Software, commonly known as programs or apps, consists of all the instructions that tell the hardware how right. Ap
to perform a task. These instructions come from a software developer in the form that will be accepted by left. Mor
the platform (operating system + CPU) that they are based on. For example, a program that is designed for applicati
the Windows operating system will only work for that specific operating system. Compatibility of software indicated
will vary as the design of the software and the operating system differ. Software that is designed for the
Windows XP may experience a compatibility issue when running under Windows 2000 or NT. B

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Software is capable of performing many tasks, as opposed to hardware which can only perform mechanical
tasks that they are designed for. Software provides the means for accomplishing many different tasks with
the same basic hardware. Practical computer systems divide software systems into two major classes:

 System software: Helps run the computer hardware and computer system itself. System software
includes operating systems, device drivers, diagnostic tools and more. System software is almost
always pre-installed on your computer.
 Application software: Allows users to accomplish one or more tasks. It includes word processing,
web browsing and almost any other task for which you might install software. (Some application
software is pre-installed on most computer systems.)

Software is generally created (written) in a high-level programming language, one that is (more or less) Mullins
readable by people. These high-level instructions are converted into "machine language" instructions,
represented in binary code, before the hardware can "run the code". When you install software, it is
generally already in this machine language, binary, form. Diagramm
very sim
algorithm
prog
public d

C. Firmware

Firmware is a very specific, low-level program for the hardware that allows it to accomplish some specific
task. Firmware programs are (relatively) permanent, i.e., difficult or impossible to change. From the higher-
level view of software, firmware is just part of the hardware, although it provides some functionality beyond
that of simple hardware.

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 Firmware is part of devices (or device components) such as a video card, sound card, disk drive and even the
motherboard. The AMIBIOS image to the right is from a Baby AT Motherboard.

II. Define Business Technology

As technology advances, businesses have more tools available to them to improve their operations.
Unfortunately, with the seemingly endless options available it can sometimes be confusing to hear talk
of "business technology." There are a number of different types of technology that can be of use to
business owners. Some are nearly essential to all businesses, while others are only useful to companies
operating within specific niches. Developing a solid understanding of business technology and the
technological options available to different companies can help you figure out just what sort of
technological upgrades your business might need.

What Is Business Technology?

Not all technology is considered business technology. So, what is business technology, then? Simply put,
business technology is any form of tech that is integrated directly into the operation of a business.
Having a TV in your waiting room likely wouldn't be considered business technology, but a streaming TV
channel that your company develops and distributes the content for very much would. The difference
lies in the business integration; it's the difference between a piece of technology being present at your
place of business and a piece of technology being an active part of your business. If this seems
confusing, think of a few examples of technology and how they're used in business to clear things up.

a. Internet and Networking

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The internet has become an essential part of almost all points of modern life. Almost all businesses use
the internet for communication, software updates, data syncing and placing product orders. Many
companies even use the internet as an incentive for customers, offering free WiFi as a means to draw in
customers who might otherwise go to places who don't have it. The larger a company is, the more it will
rely on the internet for a wide range of purposes. Almost all data reporting, credit card batch processing
and general corporate communication is done online these days.

Almost as important as the internet is the network that supports internet access. Not only does
networking connect computers, cash registers and other essential hardware, but it also provides
protection against hacking and data theft. Technologies such as virtual private networks (VPNs) are used
to securely connect offices in different physical locations over the internet, and server networks allow
access to data that's stored on multiple physical servers. There are very few modern businesses that
could continue their operation as though nothing happened if their networks and internet access were
shut down.

b. Business Intelligence and Data Warehousing

Another major implementation of business technology comes in the form of what's known as business
intelligence (BI). BI is a major business field that uses computer software to sort and manage huge
amounts of information to make it available to users when it's needed. BI is useful for small companies,
but where it shines is the big multinational corporations that have a presence all over the globe.
Without a BI implementation, there's no way that these companies could keep track of all of their data
without a significant effort and a lot of wasted time and money.

One aspect of BI that's used by a lot of companies is the concept of data warehousing. Instead of
keeping all of a company's data in one location and making the entire bit available to everyone in the
company, data warehousing sets aside select portions of the data in a smaller database and makes it
available to those who need only that data. These speeds up the process of data access and modification
since users only access the warehouse database that they need and don't have to sort through data that
they don't use. The warehouse databases sync with the main company database to keep all information
up to date, but users never have to mess with the core database in its entirety.

c. Web Presence

Though the World Wide Web and the internet are often used as interchangeable terms, they're actually
two different things. The Web is accessed through the internet, but it isn't actually the internet itself.
The Web is everything that you want to access on the internet, including all of the websites and other
content that you use on a daily basis. A business transferring data over the internet doesn't involve
accessing the Web at all, but setting up a website, online store or social media account does.

Because of the large amount of time that consumers spend online, having a Web presence is all but
essential for businesses these days. Online shopping is a growing consumer trend, so companies that
rely on consumer sales need to have some way to tap into that market. Social media is a major
advertising venue that many turn to before choosing one company over another; ignore it at your own

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risk. Businesses need to have a web presence beyond just a social media account or static web page, and
those companies that embrace the Web are often much more successful than those who don't.

d. Automation, an Emerging Technology

Automation is an emerging technology that has multiple uses in business. Manufacturing embraced
automation years ago, but a wide range of automated options are available for companies in pretty
much every field. These include sensors to detect hazardous situations or leaks, automated security
systems and even sensor-based lighting and thermostats to help your company save money on its
electric bills. Some restaurants have embraced automation for tasks such as filling fry baskets or cooking
common foods that need to fry for a specific period of time. Even time-lock safes represent a form of
automation that takes safe control out of the hands of the manager as a means of deterring theft.

e. Storefront Hardware

Cash registers and other storefront hardware have come a long way from the clunky mechanical units of
years gone by. The majority of cash registers now have computer monitors and custom point-of-sale
(POS) software running them, often with integrated features such as credit card processing and one-
touch coupon or discount options. Some cash registers have even been replaced by tablet computers
running POS apps, reducing the entire footprint of the register to the size of a tablet stand. Theft-
prevention technology, security systems and other examples of modern technology have also become
integrated into the storefront to the point that stores without several examples of technology are
almost impossible to find.

f. Office Technologies

If you step into any Office, you'll likely see a number of types of technology. Even small backroom offices
tend to pack in a lot of tech, especially if there's a significant amount of technology elsewhere in the
store. Offices no larger than a walk-in closet often contain computers, small servers or backup systems,
routers or other internet hardware, security equipment and other technology such as fax machines or
copiers. There may also be equipment to manage customer-facing technologies such as satellite radio
systems or television broadcasts, though those aren't necessarily express examples of business
technology.

Larger offices obviously have more examples of technology, including more advanced computer
networks and other equipment. That's not even getting into the various pieces of software that are
present on all of those computers. In addition to the operating systems and productivity suites installed
on the computers, many have specialized software for data synchronization, commissary ordering and
other business-specific tasks as well.

g. Accounting and Payroll Software

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Technology is often used to automate accounting and payroll as well. Long gone are the days when
paychecks are signed by hand; most companies track payroll using specialized computer software, either
hosted on their own servers or accessible through an accountant. The software does the heavy lifting of
tracking hours and calculating taxes or other deductions, leaving accountants more time to perform
payroll audits and make sure that everyone is getting paid what they're supposed to. When errors are
found, the software makes it easy to look up the problem and track down its source without having to
shuffle through stacks of paper or folders full of records.

In many cases, even clocking in and clocking out has been shifted to technology. While there are some
businesses that still use old-fashioned time clocks and physical time cards, it's much more common to
swipe a card, scan an ID badge or clock in using a computer touch screen. This not only feeds the
information directly into the accounting system without someone having to manually enter it, but it also
saves a lot of money on time cards and other supplies as well.

h. Manufacturing

As mentioned before, manufacturing has embraced automation and robotics to increase precision and
general productivity on the assembly floor. There's more to manufacturing technology than just robotic
arms, however. Advanced technology allows manufacturers to test circuits or assembled pieces more
quickly, while computer-aided design (CAD) software makes the early stages of product design much
more efficient than they were in the past. Manufacturing is often much faster to adopt new
technologies than other types of business, simply because the net gains of technology are most readily
apparent in this field.

i. Rapid Prototyping and 3D Printing

Though 3D printing is most widely used by manufacturing and industry, a large number of business
sectors are embracing the technology for different purposes. A 3D printer can make physical
representations of products as mock-ups or prototypes well before they're ready to enter the
manufacturing stage. A 3D-printed model also gives executives a better idea of what a final product
might look like than sketches or computer-generated pictures would. In some cases, 3D printers can
even be used to make replacement parts or custom tools used to complete specific tasks within a
company.

As 3D printing technology advances, so do the potential uses of the printers. Syringe-based 3D printers
can pipe frosting or chocolate to create custom desserts that wouldn't be possible using standard
means. Laser-based printers can fuse tiny flakes of metal together, creating complex parts for engines or
other equipment that are more efficient than traditional parts. While 3D printing isn't an essential
business technology in many sectors, there are some sectors where it's already changing everything.

j. Emerging Business Technologies

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Technology is constantly evolving, producing new options for businesses on a regular basis. Some new
technologies make a major splash in the business world, while others are only useful for specific
applications and don't have a widespread impact. Still, it's important to keep abreast of new and
emerging technologies to evaluate their potential use in your business. This doesn't mean you have to
jump on every new product that comes about, of course.

When something new hits the market, take the time to evaluate it and ask some questions. What is the
purpose of the technology? How does it differ from existing options that are already on the market? Will
it significantly improve the operation of your company? Not every new technology will hold up under
scrutiny; to be honest, most won't. Still, that technology you pass on today might be perfect for your
business in a few years after the price drops a bit. By staying up-to-date on business technology and
making smart tech adoption decisions, you'll stay ahead of the curve without breaking the bank on
unnecessary tech.

What Is Needed to Setup a Small Business Network?

To set up a small business network, you'll need a combination of hardware, software and a certain level
of computer expertise. While it is possible to setup a network yourself, you may want to consult with a
small business networking expert to do the job right the first time. Once it's installed, you'll see
increased efficiency and cost savings and will only have to deal with periodic maintenance and upgrades.

a. Routers and Switches

Routers and switches are what enable all components in a network to be connected. Routers allow all
computers on the network to share the internet line, and you'll need at least one with enough ports to
accommodate all connected computers. In larger networks, multiple routers may be necessary to
increase performance. You also need switches to connect peripheral devices to computers on the
network. With a switcher, all computers can share a common networked copier, printer, fax or scanner,
saving you money on multiple devices for each workstation.

b. Computers and Servers

You need computers for each workstation and at least one main computer server. A server is the
primary computer in the network, stores and transfers data to and from connected computers, and acts
as a "clearing house" for all internet data travelling to and from the network. Larger networks will have
two or more servers, with some even providing primary processing power for computer workstations.

c. Software

Each computer and server on the network must be equipped with network-capable software. Most all
modern operating programs for Mac, PC and Linux platforms are network compatible. You also need
primary networking and protection software for the server. This software enables the entire network to
communicate and function, and protects data and connected devices form security threats via firewalls
and anti-virus detectors.

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 d. Cables

You need cables to connect every piece of hardware in the network. Even in wireless networks, you still
require cables to connect computers and devices to wireless units. You've invested time and money on
your networking hardware and software, so don't skimp on cables. Use the highest quality cables
available for best results and long life.

III. Machines & Equipment Used in the Office

Proper office machines and equipment help businesses run like well-oiled machines. Although each
business may have specific equipment determined by industry, there are universal technologies for all
office spaces. Each item works together to ensure duties can be performed in-house, which can save time
and money.

a. Computers

A computer can be considered the most important office equipment. The Internet has made it possible
to connect people around the world, thus a well-equipped computer system is imperative to running a
business. Companies can choose either PC or Mac systems, based on preference. The important thing is
that one system is chosen for the entire office, which allows for office networking. Laptops are more
expensive than desktops, and are often used for working from home.

b. Copy Machines and Printers

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 Whether an office needs a full-sized copier or just a three-in-one printer is determined by the size of the
business. Most large companies have a heavy print and copy load and need the durability of a full-sized
copier that can print remotely and make large scale copies. High-quality copiers may be a necessity, but
that depends on the business. Small businesses can save money and buy a small printer with copying
and scanning functions, if it's determined that large quantity print-outs won't be a daily occurrence.

c. Fax Machines

The role of the fax machine has decreased in the office with the introduction of email and scanners, but
standard fax machines remain an office staple. Fax machines make it possible to transmit documents,
rather than waiting for mail. Standard functions of an office fax machine can vary by company. Start up
businesses and those sending over 15 faxes a day often need a high capacity memory and sending
speed.

d. Telephone Systems

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Offices have telephones that often feature multiple lines and caller identification. A speakerphone
option makes conference calls possible. While not every office has a secretary, answering systems make
sure that customers never hear a busy signal. These are messages that play when calls come into the
office and give callers options on how to direct their call.

The Benefits & Risks of Computer Technology in the Workplace

The Difference Between PLC & SLC

Programmable logic control and synchronous link control are two terms used in computer programming
for different types of electronics systems. The two types of control systems are both designed to make
automation easier in the industries where they are typically utilized. PLC and SLC systems have central
processing units and an input-output interface system. The CPU controls the processes in each but does
so through the input and output system that connects to the device it controls. Aside from the general
purpose of increased automation control, PLCs and SLCs have some significant differences.

Uses

Programmable logic controllers are used in applications such as computer networking, motion and
process control systems, data storage and handling, and other complex control systems, such as
sequential relay control and the use of distributed control systems. PLCs are often used in
manufacturing to control machinery responsible for production. Synchronous link controllers can also be
used in process-control applications as well as telecommunications-control systems, real-time financial
systems, and even in the defense and airline industries. For instance, in the airline industry, SLCs are
used in wide area networks, or WANs, to allow for simultaneous transmission and reception of data for
critical airline operations. In the financial industry, this kind of technology is needed for the submission
of real-time trades on stock markets where getting the most current price on an investment is essential,
as is getting the trade submitted before the price changes.

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Programming

The main difference between PLCs and SLCs is in terms of the type of programming used for each. PLCs
are programmed using ladder logic control systems. These controllers are programmed by using external
control terminals or software programs that are transferred to the controller using a network
connection. In some cases, the programming logic is added to the controller with a removable microchip
processor. Synchronous logic control systems tend to be somewhat more versatile in terms of the
programming and editing options available. SLCs can be operated independently through multiple
communications links. Whereas PLCs typically require dedicated facilities for ongoing control, SLCs use
this multiple communications strategy as a way to limit the number of dedicated facilities required to
maintain control of the system.

Functionality

PLCs have evolved over the years to become highly functional devices used across a wide variety of
industries. Because of the need for wide-ranging use of these types of controllers, programmers working
on PLCs have developed portable microcontroller systems that are used to navigate and change the
programming logic used in various types of electronics devices. SLCs, while versatile in terms of the
number of access points, do not have the same portability. Instead, SLCs are primarily limited to
mainframe systems.

Communications

The functionality and programming of PLCs and SLCs highlight one of the other major differences
between the two types of controllers. Communications through SLCs can be wide-ranging in terms of
the number of points of access because these controllers can be accessed through multiple ports across
a network. With PLCs, access to the control and programming of the controller is limited to the number
of available physical access ports. This limited access does not mean that the controllers cannot be
accessed across a network, but it does limit the number of individuals who may operate those controls
at any given time.

IV. The Importance of Computers in Business

Living life let alone running a business without computers seems almost unthinkable today. Since 2011,
the United Nations has declared access to the internet a basic human right because it makes a difference
in how people live. With business, it’s arguable that companies that use computers best are most
inclined to succeed simply because the possibilities and versatility of technology today are so expansive.
The advantages of computers in business go far beyond better inventory tracking and record keeping.

a. TL; DR (Too Long; Didn't Read)

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Using computers in business is no longer optional, but are you using the right programs and software?
It's important to follow industry accounts so you know how new tech and apps are redefining the ways
you could be doing business.

Types of Computers and Apps

The smartphone is essentially a computer now, and they may not be as stable and unflappable as the
NASA supercomputers of 1969, but they do have millions of times more computational potential than
those monoliths had. In fact, some think smartphones could even replace computers for some
businesses. Then there are tablets and all-in-one desktop computers where a thicker monitor holds the
entire computer. There are laptops and even desktops and laptops that offer touchscreen input now,
and what you pay often dictates how long your tech will be relevant.

If there’s a problem in the computer world now, it's that obsolescence is a constant threat. Technology
moves so fast and changes so rapidly that many products are rendered obsolete inside of two to three
years. Staying up to date with hardware and apps can make all the difference in program stability, up
time and the opportunities offered through tech. Just some of the ways computers help in business is
with programs that help expedite:

 Project management

 Accounting/payables

 Scheduling

 Production and productivity management

 Design and engineering

 Navigation

 Expense tracking and budgeting

 Inventory management and shipping tracking

 Industry oversight and alerts

 Communication

 Database and information management

 Client care

 Tracking related industry news via alerts

b. Communication and Collaboration

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Third-party apps on computers and other devices have radically transformed business, and offices are
beginning to be more virtual than actual. With programs like Slack, teams now collaborate around the
world in real time. Video interfacing through meeting apps like Zoom allows multiple parties to meet in
one virtual space with full video and audio.

Even apps like Google Docs are collaborative in real time, so teams can tag-team or pass around
spreadsheets and other documents, make notes and have thorough records of all changes and
commentary in the margins.

Today, you can be on vacation and check in with the office in real time. This has given rise to the digital
nomad and location-independent entrepreneurs and employees who work on the road like no previous
generation ever has. In a way, the internet is the great equalizer and almost makes place irrelevant in
business.

c. Record Keeping and Problem Solving

Information management is a key example of the importance of computers in business administration.

At a glance, a manager can see what sales are doing and what problems are arising, and they can act
rapidly thanks to the instantaneous connection afforded through most management apps and programs.
Better yet, computers can be programmed to have specific operations for each business or client
through highly adaptable software or even proprietary creations.

Transparency and accountability are more possible with today’s technology. Even a mom-and-pop

hardware shop can have software to record transactions for their customers, making orders and client
care easier than ever before. Businesses can track individual employee behavior online, monitor
divisional sales and accomplishments and much more.

V. Importance of Computers in Business Administration

The role of computers in business is to help you work smarter, not harder. In 2009, Apple created a cult
phrase: “There’s an app for that!” It proved so true with computers and phones that Apple quickly
trademarked the phrase.

The struggle today is more about finding the right software for your problem. Consider talking to or
following productivity evangelists and information technology experts to see if you’re overlooking
potential solutions through smartphones, tablets and computers that could be a game changer in how
you solve and expedite business challenges.

VI. Uses of Copy Machines

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An office without a copy machine is virtually unheard of. Even in the modern push for paperless
communication, the copy machine remains a valuable piece of equipment that makes office life run a
little more smoothly. Whether it's faxing medical charts or printing meeting agendas, photocopiers have
myriad uses, starting with its original use: making copies.

a. High-Volume and High-Quality Copies

The most basic copy machines are used solely to make copies. You can use them to copy photographs or
documents of various sizes, and the tops are hinged to allow books, binders and other bulky materials to
be copied. Copies can be made in black and white or full color.

Photocopiers produce a high volume of copies in a relatively short amount of time without sacrificing
quality. The quality of the copies produced by a photocopy machine relates back to the technology
known as xerography. Xerography uses toner and an electrostatic charge to create dry copies. This
prevents freshly made copies from sticking together and smearing, which is one of the main advantages
of using a photocopier versus a printer for a large number of copies.

b. More Than Just a Copy Machine

As technology has advanced, it's become possible to do more with a single machine. Photocopiers can
now do more than just make copies, but the capability of the photocopier depends entirely on the make
and model.

Copy machines now frequently double as printers, scanners and fax machines. Some digital copiers also
have the ability to allow you to scan a document directly into an email attachment, to print from a USB
or SD card and to print complex items, such as booklets. Some are connected to the internet and can be
used to print documents from mobile phones.

c. Other Useful Copy Machine Features

Photocopiers have other functions that streamline rather menial tasks. You can have the copy machine
collate documents a certain way in order to make them easier to hand out as packets, for example. You
also have the option to have documents stapled or three-hole punched.

Copy machines will also print double-sided without requiring you to remove and flip the paper, as you
must do with some printers. You can even enlarge or shrink documents or images, printing an A3
document on A4 paper, for example, or shrinking a photograph to match a frame.

In short, photocopiers may have begun as simple copy machines, but they have evolved into
multifaceted workhorses. The best copiers for small business owners are those that have the functions
you need at the perfect price point. You may find that it is cheaper to have a separate fax machine, for
example, but the opposite may also be true – buying a multifunctional photocopier for the office could
reflect a savings. Research models and assess your needs before making a decision.

VI. Manual vs. Computerized Accounting Systems

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It's possible to handle business bookkeeping in a physical, hard-copy ledger instead of a computer. Does
that make it a good idea? Computer advocates say software is faster, more accurate and more secure.
Comparing manual accounting vs. computerized accounting usually makes software look like the better
alternative. However, if your accounting is simple and you prefer a hard copy, there's nothing wrong
with that.

A. Similarities Between Manual and Computerized Accounting

The biggest of the similarities between manual and computerized accounting is that the rules of
accounting don't change, regardless of how you record data. Double-entry bookkeeping, where you
debit office equipment when you buy a new computer and credit the same amount to cash or accounts
payable, is still the gold standard; financial statements have to meet the same requirements.

Another similarity is that whichever method you use, you face the same requirements:

 The accounting has to be accurate.

 You don't want someone falsifying entries or altering entries without authorization.

 You can't afford to lose your records to a computer crash or a fire.

 Practical considerations matter. You don't want to spend more than necessary, and you don't
want to spend more time entering information than you have to. 

For most users, the difference between a manual and computerized accounting system is how well they
meet these requirements.

b. Accuracy in Accounting

The biggest problem in keeping accounting accurate is human error. Among the similarities between
manual and computerized accounting are that you can enter inaccurate figures either way. It's easy to
transpose $1,200 in sales revenue into $2,100 and not notice whether you're typing or writing.

Software accounting isn't just about data entry, though. It's about tracking totals, subtracting expenses
from income and recording new equipment as assets on the balance sheet. Your computer does this
automatically; if you have to do it yourself, there's a much higher chance of adding wrong and not even
noticing it.

This also makes computerized accounting much faster, although it may take time for you to master the
software's quirks. Many programs can speed up or automate other tasks, such as generating invoices or
reports.

c. Your Bottom Line

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If cost is a big issue in choosing manual accounting vs. computerized accounting, manual accounting has
the edge. A bookkeeper's journal is cheaper than good accounting software. If you're a small startup
with simple, cash-basis accounting, it may be all you need.

As your business grows and the accounting becomes more complex, the money you save may not be
worth it. If you run your operation on a cash basis, all you have to do is report when you spend or
receive money. If you switch to accrual accounting, as most larger businesses do, you have to track
money owed to you and money you owe, which is easier to lose track of.

Software programs can still go awry if you forget to enter information, but they make it much easier to
record lots of transactions. They're also quicker at complicated challenges such as drawing up financial
statements.

d. Access and Security

Another difference between a manual and computerized accounting system is the ease of access. If
you're a sole proprietor running a one-person business, that's irrelevant: you're the only one who needs
to see the ledger most of the time. If, however, you have a multi-million dollar business with a half-
dozen department heads and a board of directors, lots of people may need to view the accounts.

With a computer, it's much easier to share information around the organization. If you install good
safeguards on the system, it should be harder for anyone to access and alter the data.

The risk of damage and data loss exists either way. Data can be corrupted or wiped out by a virus; hard
copy ledgers can die from fire or water. However, it's a lot simpler and quicker to back up digital data
and store it somewhere secure than to make copies of all your ledgers.

VIII. The Benefits & Risks of Computer Technology in the Workplace

It’s no secret that computers have changed the way we do almost everything, especially in the business
environment. While computer technology brings many benefits, there are also risks inherent in today’s
workplace. Keeping up with these risks while taking advantage of the opportunities and benefits is key
to keeping your company efficient, profitable and moving forward as even more advanced technology
becomes available.

a. Makes Processes More Efficient

Thanks to computer technology, automating processes has become far more common, allowing
businesses to produce more in less time. The range of automated processes is vast, including product
design and processing in manufacturing. Shipping, bookkeeping and customer service management have
also been streamlined in both product and services companies. Tackling the volume of paperwork in a
business has also become more efficient, with writing and editing of documents now done on computers
instead of just 30 years ago when whiteout and carbon copies were commonly used.

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b. Changes Employee Roles

Before computer technology became common, most businesses required a warm body to handle every
aspect of the process. With the advent of computers, fewer people are needed to handle repetitive
manufacturing tasks, marketing or day-to-day operations. While this may boost a company’s bottom
line, it doesn’t do much for the people who lose their jobs due to automation. On the other hand,
becoming efficient at computer technology requires a new set of skills. The new technology gives people
willing to learn new skill sets a chance to find new types of jobs.

c. Security Concerns

Storing and accessing important information at a moment’s notice is a big benefit of using computers to
keep track of a company’s data. At the same time, the risk of security breaches also rises. After all, if
someone smarter comes along and can hack a company’s data, customers, employees and business are
at risk. Worse yet, some companies encourage their employees to use their own smartphones, tablets
and laptops for work-related tasks. This opens the doors to more potential security breaches if there’s
little protocol for keeping company secrets safe on each kind of device. Implementing antivirus software
and blocking employees from inside networks if they do not take precautions helps turn this risk into a
benefit.

d. Privacy Worries

Businesses find the ability to collect and analyze information about their customers and prospects a top
benefit of computer technology. But the customers may not feel so thrilled about this and see it as an
invasion of their privacy. Add to this the use of social media to gain more followers in a business, and
people’s lives are becoming more transparent for anyone willing to do a little research. This applies to
employees in the workplace, too, since companies may require their managers and staff to be accessible
24 hours per day with a mobile phone. While this may be great for the company for keeping tabs on its
business, employees lose some of their privacy.

VII. Advantages & Disadvantages of Computers in Accounting

Like so many areas modern life, computers have transformed the way that accounting is performed,
both for personal finances and for small and large businesses. Instead of making endless rows of manual
entries and doing calculations by hand, computers have made much of the accounting process
automatic once the basic data has been entered. But computerized accounting is not without
disadvantage, and pros and cons should both be considered before utilizing computerized accounting.

A. Increased Productivity

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Computers are renowned for efficiency, and accounting is no exception to this rule. The use of
computerized accounting eliminates duplicating entries, hand-written ledgers and notes and manual
calculations, saving staff time and allowing the same staff to handle larger numbers of transactions and
reports.

b. Automated Report Generation

Rather than being forced to create standard financial reports by hand each time they’re needed,
computerized accounting provides for nearly instantaneous creation of standard reports such as account
balances, trial balances, general ledgers, profit and loss statements and other typical reporting
requirements.

c. Enhanced Accuracy

Because so many calculations are required for accurate accounting, computers are an ideal solution to
human error. While errors may still be made in data entry, the computer’s calculations will increase the
accuracy and reliability of the company’s reports.

d. Flexibility and Timeliness

Computerized accounting excels at manipulating data and provides a flexibility in reporting and data
analysis that manual accounting cannot match. What’s more, as long as data is entered in a timely
fashion, updated reports can be instantly generated that incorporate the company’s latest information.

e. Ease of Data Protection

In the event that data is corrupted or reports are damaged or lost, computerized accounting provides
instant restoration from backup, ensuring that critical information isn’t lost. Digital backups may be
maintained on- or off-site for additional protection of vital information.

f. Staff Satisfaction

By eliminating much of the routine work involved in manual accounting, computerized accounting
allows staff to focus on wider-ranging tasks and minimizes the time spent doing boring, repetitive tasks
such as manual calculations. As a result, employees can expect greater job satisfaction.

g. Initial Cost

Despite many advantages, one disadvantage of computerized accounting is the initial cost of
establishing the system. While the price of computers has fallen dramatically year after year, accounting
software remains expensive and can cost thousands of dollars.

h. Staff Training

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Computerized accounting systems also require specific software training for staff, incurring additional
training expenses to the business and extending the time it takes to deploy the system before it can be
utilized.

i. Reliability

Computerized accounting systems are by nature vulnerable to issues such as computer viruses, power
failures and hardware failures which may impact the reliability and availability of the system. Correcting
computer problems will incur lost time and productivity.

j. Deployment Issues

Substantial difficulty for the business may result from any failure to properly set up the accounting
software, or in choosing the wrong software package to meet the business’ needs. Inadequate or
inaccurate reporting may result, requiring lost time to correct the problem or deploy a new software
solution.

IX. Emerging Issues in Business and Technology

As technology continues evolving, new issues emerge in the corporate world that business leaders
never had to deal with before. Given the far-reaching effects that new technologies can have on the
business world and society in general, keeping track of emerging trends is an important part of running a
business. As more companies expand into the social media space and embrace an omnichannel
approach to e-commerce, these trends and the potential issues they represent are more important than
ever.

A. Social Media and Consumer Outreach

Social media has exploded as an extension of the business world in recent years. In fact, one of the
biggest business communication trends 2018 had to offer was the continued adoption of social media
platforms beyond Facebook as a function of company branding. Studies show that companies with an
active social media presence are able to more directly reach and influence consumers, and also have
higher levels of employee engagement as well. It makes sense that companies continue to grow in the
social media space and will make even further use of Facebook, Instagram, LinkedIn and other sites
moving into the future.

With that said, an expanded social media presence also opens companies up to emerging issues in
business communication. The actions of employees are often seen to reflect on a company, even if they
aren't acting in an official capacity. Gaffes and other online mistakes are also easily shared, making it
much more difficult to do damage control online.

Depending on the platform, spam and coordinated negative review attacks can also harm a company's
social presence. These are all issues that need to be considered when planning a company's social media

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presence, as ignoring them can have potentially huge consequences when it comes to reaching and
relating to consumers.

B. Mastering Big Data

When looking at emerging issues in the business environment, the concept of information inflation or
"Big Data" cannot be overlooked. This refers to the ease with which businesses can collect data, often at
a reduced cost compared to information gathering in previous decades. The problem is that there is so
much data available that it becomes difficult, if not impossible, to manage and analyze without the use
of technology. Creating an effective Big Data strategy is essential to competing in modern markets, and
will only become more important as new data collection technologies are developed.

C. Using Artificial Intelligence Intelligently

Artificial intelligence and machine learning are growing in importance in the business world. Modern AI
and related technologies are used in a number of ways including creating adaptive user interfaces on
consumer products, analyzing data to make informed predictions, controlling manufacturing processes
and even designing systems that can operate using voice or facial recognition. Some business leaders
have concerns about AI becoming too "smart" and potentially having a negative effect on the economy
if they become too reliant on AI-based computer algorithms. At the same time, most business leaders
realize that some forms of AI are important components of manufacturing, supply chain management
and decision support technologies and as such will fill an increasingly vital role in the business world
moving forward.

D. Data Security at the Forefront

A spotlight has been placed on data security in recent years as increasingly serious data breaches have
leaked the personal information of millions upon millions of consumers. As companies collect more and
more data on their customers, one of the emerging issues in business ethics centers around keeping that
information safe. A business needs to have a cybersecurity and data security plan in place to protect
customer data, especially if that data contains sensitive information such as credit card numbers and
personally identifying information.

E. Current Issues and Emerging Trends in Entrepreneurship

Even entrepreneurs are affected by the way that technology is changing our lives. Startups and other
small businesses sometimes run out of coworking spaces instead of a traditional office, and the
increased availability of telecommuting and remote work allows teams to collaborate across the country
or around the world. This presents a number of advantages to entrepreneurs, but it also opens up
additional concerns about security and establishing a well-running company without a more traditional
infrastructure behind it as well.

X. How to Transfer Paper Based Data into Electronic Data

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The "paperless office" may never be 100 percent realized. Despite heavy computer use, nearly all
businesses still require some paper documents. This presents a challenge when computer-dependent
businesses need to interface with data from paper-based forms. The "conversion" of physical data to
virtual systems can be accomplished through manual data entry, document imaging and optical
recognition.

Define your business goals and needs. Determine whether you are capturing customer payments,
processing applications or archiving internal documents. Figure out if you need to save actual images of
the documents for electronic storage, or you simply need to capture the paper-based data into a
computer database. Making these determinations will help you decide what data processing system is
going to best fit your needs.

Research enterprise software solutions. Ask for software and vendor references from companies that do
similar data capture to what you intend to do. Ask if you can visit work sites doing the sort of paper-to-
electronic conversion you intend to do. The best way to choose a system is to see it in action. If you're
only capturing a small volume of data from forms, you can get away with one person typing data into an
Excel spreadsheet. But in modern business, this is probably not the case. You will likely need to find a
software system, and maybe even new hardware, if document/image capture is part of your plan.

Compare the software solutions you have researched, and choose one. Contact the vendor or software
distributor to begin the process of purchasing the system and having it installed. The first step, generally
known as a "discovery", is when the vendor travels to your site to determine your exact needs and the
best solution for them.

Remain engaged with the vendor during the discovery and throughout the installation. Ask lots of
questions, and take ownership of the project; encourage any employees who will be performing
document capture and data entry activities to do the same.

Test the system completely. If there are any bugs or gaps in the solution, it is best to find them while the
vendor is on-site. This will make troubleshooting and resolution much quicker.

XI. Advantages & Disadvantages of a Paperless Office

With the continuing advance of technology, one of the more recent trends of the 21st century has been
the so-called paperless office. A paperless office is not actually completely paperless, but rather uses a
minimum of paper and converts as much documentation as possible to digital form. A paperless office
has both advantages and disadvantages, both of which should be considered by an organization
considering a transition from conventional record keeping.

A. More Compact and Efficient

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Digital files require much less physical space than paper files, and are much easier to keep organized. In
addition, archived digital files are much easier to access than archived paper files. Digital files can be
readily shared among many users at once, and accessed from remote locations, enhancing work
efficiency.

B. Envionmentally Conscious

Fewer paper files mean less paper used for duplicate copies and for general record keeping. This factor
makes a paperless office more environmentally conscious in most instances. For online magazines and
other publications, publishing digitally means the elimination of inks which contain heavy metals,
solvents and other substances that are harmful to the environment.

C. Software and Hardware Concerns

A paperless office is only as efficient as the software and hardware used to store the records allow the
workers to be. Software bugs and equipment breakdowns can cause major disruptions to the workings
of a paperless office. The maintenance of the software and hardware of a paperless office is also a
concern; information technology (IT) staff or consultants are often a necessity, as well as technicians to
service the hardware on a regular basis.

D. Data Entry Errors and Learning Curves

As with any transition, the transition to a paperless office often involves a learning curve, especially in an
office environment where employees are not already computer savvy. Data entry errors can be costly
and can result in major problems. In addition, data entry and filing errors can result in mis-categorizing
records, making it difficult or impossible to find them at a later date.

E. Security Concerns

Digital records can be vulnerable to unauthorized access, either by hacking or by lax security on the part
of staff. Especially with sensitive legal and medical records, data loss can result in significant liability for
the company involved, especially if negligence is implicated. Disposing of digital records presents a
special difficulty, especially in a shared network environment. Simply erasing a file does not completely
delete a digital record, just as tossing a document into a trash can does not prevent someone else from
retrieving the paper later.

XII. Input Devices Used in the Banking Industry

Secure, user friendly input devices are essential components in today's banking industry. Input devices,
whether in a general or banking-specific context, are simply devices used to interface with a computer
system. To an average computer user an input device may bring to mind keypads or perhaps a touch
screen; however, bank issued cards also provide identity verification input data. Security is a primary
concern in the banking industry, which has prompted the transition from magnetic strip-based debit and

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credit cards to more secure smart cards. Banks also use imaging scanners for data input and
authenticating both cash and checks.

A. Magnetic Strip Cards

Magnetic strip cards are the oldest form of digital bank card and also use the simplest technology, based
on the same magnetic strip technology as the 8-track tape and later VHS. While magnetic strip
technology has served well in practical day-to-day use, many banks are moving away from this basic
input tool because of fraud related concerns. The equipment to read and record on tape strips is easy to
come by nowadays, and therefore open to abuse from covert copying scams and PIN number theft.

B. Smart Cards

Smart cards represent a massive leap forward for banking input data security. These cards feature an
embedded computer chip to store point of sale input data. New smart credit cards can use a PIN in
much the same way as a debit card, eliminating the need for a signature and simplifying record keeping.
While recent years have shown that the older magnetic strip cards are vulnerable to illegal reproduction,
few if any average citizens have access to the type of equipment necessary to create and program smart
card chips. As of 2011, most bank-issued smart cards also have a magnetic strip to enable backwards
compatibly with older point of sales systems; however, it's highly likely that the magnetic strips will be
phased out entirely in the future, as more retailers adopt the new, more secure technology.

C. Pin Pads and Terminals

Pin pads, whether part of a point-of-sale system or integrated into an ATM, allow bank customers to
interact and make requests of the bank's computer system. Pin pads are designed for extended use
without maintenance and are built sturdily. The pin pads in ATMs are generally constructed out of high-
density plastic or sometimes even metal, and last an extremely long time. Point-of-sale terminals, by
comparison, generally use soft buttons with a moderate life span, although versions with hard plastic
buttons for high use applications aren't unheard of. The complexity of the contents themselves also vary
significantly between models; however, between virtually every model a user will find a numeric
keypad, an "Enter" and "Cancel" button, and a button to select the customer's choice of accounts. More
advanced terminals, such as bank ATMs, often contain multifunction buttons. The function of each
button changes as the user navigates through various screens for such purposes as selecting different
accounts, withdrawal amounts or other services.

D. Imaging Scanners

Document imaging scanners are common sights in many workplaces, but banks may employ unique
models with capabilities specifically suited to the industry. One common type of scanner found in banks
is the check scanner. The scanner's bed is sized to fit checks, while the ergonomic efficiency of its design
is particularly helpful for clerks who must scan many checks in a single sitting. Another form of scanner
found in banks uses UV light to check for counterfeit paper currency, which has UV light-activated
markings that are difficult to reproduce.

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XIII. Five Basic Functions of a Computer System

Nowadays, computers come in all shapes and sizes. From mini-computers to supercomputers and
servers, there are options available to suit everyone's needs and budget. The latest models boast VR
technology, 5G connectivity, 4K screens and other advanced features. However, not everyone needs
these extras.

As a business owner, you are likely more interested in the 5 basic operations of a computer system.
These usually include:

 Input or inserting data and instructions.

 Processing

 Output or retrieving data or information.

 Storing data or information/file management.

 Controlling of devices and functions.

Even the most basic models of computers are compatible with software that can handle billing and
accounting, word processing, record keeping and other operations that help your business run
smoothly.

Data Input

Data input is the most basic function of a computer. It's what allows you to transfer information into the
system via a mouse, keyboard, scanner, external hard drive, HDMI port, USB drive or software. Users
can enter this data into a spreadsheet, database, online forms and more.

The latest computer systems allow you to enter and process data remotely via Bluetooth or vocal
dictation. However, this function is usually performed manually via peripherals.

Data Output

The computer monitor, printer, speakers and 3D printers are known as output devices. Their role is to
display the information processed by the computer system. Data output makes it possible to print 3D
models, view photos on your PC, listen to audio files and print documents.

Core Function of a Computer

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Data processing is the most important function of the system unit. Without this feature, you would not
be able to convert raw data into meaningful information. The Central Processing Unit (CPU), which is the
"brain" of the computer, manipulates and controls data over the entire system.

The CPU can handle complex tasks, such as combining multiple pieces of data, arranging items in
different sets and ensuring that supplied data is accurate and useful. Its capabilities depend on the type
of computer. The more advanced your system is, the more it can do. Modern computers, for instance,
have multiple CPUs and can streamline the most time-consuming business operations.

Data Storage

Whether you're creating a website or doing accounting work, you want to have the finished product
stored for future use. That's where data storage comes in. Today, any computer can store information
both temporarily and permanently on its hard drive, an external hard drive or a USB drive.

Even though nowadays you can save data in the cloud and access it from any device, you still need
enough storage space on your computer. How much information you can store will depend on the
computer type, operating system and memory.

Word Processing

Most computers nowadays have built-in word processors. These programs allow for input, editing,
formatting and printing text-based documents.

A good example is Microsoft Word. With this handy app, users can quickly create presentations, write
documents, add cross-references, leave comments, embed various "objects" and more. You can even
use Word as a brainstorming tool, convert tables to graphs and translate words or sentences.

Depending on your needs, you can opt for computers with more advanced features and integrated apps.
Even the most rudimentary system today will be capable of performing the 5 basic operations of a
computer. If you can't afford or don’t need a sophisticated computer right now, you can always upgrade
later.

XIV. How to Scan Photos at Kinkos

In the age of digital imaging technology, regular pictures still populate bookshelves and photo albums of
the world. If you do not have a scanner, you cannot view these photos on your computer. You don't
have to buy a scanner to use one. To convert your favorite photos into digital images, log on to a Kinko's
workstation and save your photos to a CD or a portable flash drive.

A. Scan Photo

Visit a Kinko's store.

Locate the help center desk and ask the assistant to direct you to a computer workstation.

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Find a scanner near the workstation. If you do not see one, ask for assistance. Kinko's places printers and
scanners near its workstations.

Lift the scanner's lid and place your photo on the glass surface. Align it so that it fits squarely into one
corner of the scanner's surface.

Return to the workstation. You will see a computer desktop with a limited number of icons. Different
Kinko's centers might have different programs on their workstations. Many applications can scan an
image. These applications include dedicated scanning programs, image editors and even Microsoft Paint.
A quick way to scan your photo is to use the MS Paint program built in to every Windows version.

Click the Windows "Start" menu button to display the search box. Type "Paint" in the search box. The
"Paint" icon will appear in the list of search results.

Click that icon to open the Paint program. Press "Alt" and "F" to open a drop-down window. Click the
"From Scanner or Camera" option. A window will open and display multiple scanning options.

Click "Color Photo" if you have a color photo. Otherwise, click "Black and White Picture or Text." Click
"Scan." Paint will scan the image and display it. You can then save the image to a CD or flash drive.

B. Save to Flash Drive

Plug your flash drive into a USB port on the computer. (If you don't have a flash drive, go to the next
section.)

Press "Ctrl" and "S." A window opens and displays the devices attached to the workstation. An icon for
your flash drive appears in the list.

Double-click the icon to select it, and then type a name for your photo in the "File Name" text box. Click
"Save." Paint stores the image on the drive.

C. Burn to CD

Insert a writable CD-R or CD-W CD into the workstation's CD drive slot.

Press "Ctrl" and "S" to open the "Save As" window. You will find an icon for the CD drive in the window.
Double-click that icon.

Type a name for your photo in the "File Name" text box. Click "Save." Windows displays a pop-up
message balloon at the bottom of the screen. The message reads: "You have files waiting to be burned
to disk. To see the files now, click this balloon."

Click the balloon. Windows Explorer opens. Locate the "Burn to Disk" button, and click it. The "Burn to
Disc" window opens. Follow the instructions as Windows walks you through the save process and burns
the photo file to your CD.

XV. Types of Technology in a Business Environment

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The way that businesses function both in and out of the office has changed drastically thanks to
advances in computer, information and communication technology. Companies now use a variety of
mobile devices, software and various applications that employees can use for marketing and
networking, as well as research and development, for their goods and services.

A. Internet

The Internet, perhaps more than any other factor, has changed the way that companies do business.
Most companies have websites, which allow them to reach a much larger audience and attract
customers and employees from all over the world. In addition, businesses are now utilizing social-
networking websites such as Facebook, LinkedIn and Twitter, enabling them to communicate directly
with customers with news and updates. These websites are interactive, which means that companies
can also receive immediate feedback on new products from customers, speeding the process of
research and development. Email, video conferencing and online chat rooms have also made it easier
for businesses to become more globalized, communicating quickly and easily with clients and co-
workers regardless of their location.

B. Mobile Devices

The Internet resources listed above are not just available on an office computer. Many companies
provide their employees with other mobile devices such as laptops, tablet computers, PDAs and smart
phones. These devices are portable and enable workers to stay constantly connected and updated with
their work. They also make it more possible for employees to have a "mobile office," working from any
location and allowing them to travel or live in an area other than where the business is actually located.
Most mobile devices also have an enormous number of applications available such as productivity tools,
locators that utilize GPS functions and other organizational applications that help employees download,
type, share and even print documents remotely from their device.

C. Software

Depending on the type of business, the software used by companies will vary. However, many
companies can benefit from several types of software and applications. For example, Voice Over
Internet Protocol (VoIP) software, when installed, allows businesses to make phone calls and have
conferences over the Internet rather than use the traditional analog signal. Most business software is
designed to make specific tasks, such as budgeting, accounting and communication, easier, faster and
more cost effective. They also help with more advanced tasks, such as translation for companies that are
moving into the global marketplace, website design and monitoring and managing of web services.

XVI. Inventory Control Tools

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Tracking inventory is an integral part of any manufacturing, wholesale or retail business. Not only is it
imperative to know what is in stock and what needs to be replaced but it's also used in determining
inventory taxes and portions of the business's value. Tracking inventory means cataloguing all deliveries
and receipts of material, where it is located in warehouses, on the floor or in transit between locations
and when it is sold or shipped out. There are several different tools for tracking inventory and
maintaining accurate records. Some are very high-tech while others are as simple as taking a look and
making a notation in a ledger.

A. Bar code

Bar-code technology allows a business to instantly track all materials received, stored and shipped. A
quick scan with a laser reading device details all the information for a specific item. A product as small as
a single pencil to something as large as industrial machinery, locomotives, airplanes or seagoing ships
can be bar-coded and tracked with a quick scan.

Bar-code inventory control can be as automated or manually operated as necessary. Grocery stores
keep accurate counts of thousands of canned goods, produce and other items as each item is manually
scanned at the check-out register. Distributorships and wholesales have bar-code scanners attached to
mechanized handling equipment. All items on the conveyers and transport carts are scanned, registered
and maintained automatically with digital accuracy.

B. SKU

An SKU or stock-keeping unit is attached to items in stock and any other billable item the business may
make available. SKU numbers allow for both tracking the inventory and any attached labor, shipping and
associated charges with the product’s sale.

SKUs also allow for quick inventory of units containing multiple products with individual bar codes, such
as a crate of 100 cans of soup at a grocery store. Each can has a bar code, but accessing the SKU can
determine an inventory of 100 cans without calculating each individual item. SKU numbers are usually
used with wholesalers and distributors dealing in large quantities of products.

C. Manual Inventory

Although technology aids in maintaining accurate inventory records, a manual inventory is occasionally
still required. This involves counting, sorting, identifying and locating materials on the shelf, in the
warehouse and in transit.

The reason for manual inventories is determining the amount of theft the business has suffered,
accounting for damaged goods and ensuring all bar-code and SKU tracking efforts are accurate. If an
item is stolen, it is scanned in but not scanned out. This can lead to an error in the inventory count.
Damaged material may be discarded without accurately noting the inventory adjustment. Bar-code
scanners may inadvertently fail to pick up a bar code when scanning through human error or hardware
problems.

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XVII. Types of Business Equipment

The amount of data and information that is created in business has exploded with the growth of
technology and the Internet. Businesses of all sizes move massive amounts of data and require a wide
range of products and services to meet their business needs. Computers, servers and other networked
devices are all key ingredients for a business to flourish and grow in today's environment.

A. Computers and Servers

Laptops, desktops, tablets and dedicated servers are used in many businesses and are often linked to
share information and resources. Laptops and tablets will also serve multiple functions in the business
because of the easy portability and wide availability of Wi-Fi. Dedicated servers and hard drives focused
on storage and compute tasks have grown in numbers and importance.

B. Peripheral or Auxiliary Devices

Peripheral devices are also called auxiliary or secondary devices and include keyboards, printers, optical
storage like Blu-ray or DVD, mice, webcams, projectors, monitors and external hard drives. These
devices do not contribute to the computer’s primary function, but assist in the overall function and
experience by connecting through interfaces such as USB or serial ports.

C. Network Infrastructure Connections

Network infrastructures are interconnected and used for both internal and external communications. It
is the communication path within the organization and includes equipment like routers, cables, switches
and local-area network cards. An integral part of the network is the software that operates and manages
the infrastructure and includes the operating systems and security applications.

D. Networked Printers/Copiers

Multi-function or all-in-one machines that copy, print, scan and fax are used in work settings to share its
use among groups of employees. Individual printers or copiers will be also linked together or networked
for the same reasons. Using the Wi-Fi capabilities on these products, users can interact with these
machines through their smartphones, laptops and tablets while away from the office.

E. Phone Systems and Smartphones

Smartphones have dramatically changed the way people communicate in business today. Many business
calls are now made on smartphones instead of office desktop phones. A Private Branch Exchange (PBX)
system is still used in many businesses to manage and route landline calls for employees, while Voice
Over Internet Protocol (VOIP) has become an inexpensive way for callers to use their Internet
connection. Laptops, tablets and desktops also double as phones when using products like Skype,
Gotomeeting and WebEx.

BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

Defining Business Tools, bizfluent.com
 F. The Rise of Cloud Storage

Cloud storage is using remote servers that are accessed via the Internet. The servers are generally
located within an existing data center managed and controlled by a reputable and experienced third-
party vendor. Sometimes a business will take on this responsibility within its own IT department. Cloud
storage is used for primary storage, secondary storage, disaster recovery, backup services or collocation
of data.

XVIII. Kinds of Modern Technology

Technology is evolving at lightning speed. Artificial intelligence, robotics, supercomputers and electric
cars are no longer a thing of science fiction. We live in an amazing era where everything is possible.

The advances in technology have changed the business world, too. Today, companies can use the latest
software to predict customers' needs and deliver personalized experiences. They can work remotely
with teams from around the world, store data in the cloud and process payments online. These kinds of
technology are now a reality due to the scalability and reliability of data centers, advanced software
development tools and fast Internet access.

Types of Technology Used in Modern Day Business

In this digital era, organizations have access to advanced customer management, commercial,
communication and mobile software designed to streamline their day-to-day operations.

Cloud technology, for example, has eliminated the need for CDs, DVDs and other types of media storage.
It is estimated that more than 2.3 billion people will be using the cloud by 2020. This market is expected
to reach $92.488 billion over the next four years.

Other types of technology that are shaping the business world include electronic commerce, augmented
reality, the Internet of Things, 3D printing and customer self-service. Online conferencing systems, which
are one of the best examples of communication technology, allow business owners and employers to
hold meetings on the go, regardless of their location. Expensive business trips are no longer necessary.

A. Information Technology

Organizations worldwide rely on information technology to create, store, exchange and process data.
This industry includes thousands of services and software programs that streamline communication,
improve customer retention and increase security.

Artificial intelligence, for instance, has made possible the development of autonomous systems,
predictive analysis, robotics and other processes. Companies can use AI software to predict customer
behavior, automate credit decisions and turn data into valuable insights.

BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

Defining Business Tools, bizfluent.com
For example, chatbots can talk to customers and address their concerns in real time. More and more
clinics and hospitals are using AI to diagnose cancer and other disorders. The automobile industry
employs this technology for activity recognition.

B. Communication Technology

From social media to email, smartphones, messenger apps and team collaboration tools, there are
endless examples of communication technology. Programs like Slack and Trello allow employees and
teams to collaborate more efficiently. Users can exchange files, provide feedback and give other team
members access to documents - all on one platform.

Social Intranet, for example, can improve internal communication and productivity in your organization.
Employees can use this type of software to brainstorm ideas, share internal information and even access
social networks like Twitter and Facebook.

Unified communication systems integrate messaging, video conferencing, live chat and other features to
allow businesses to communicate effortlessly and reduce infrastructure costs. Voice over Internet
Protocol (VoIP), one of the most widely used forms of technology in business, makes communication
over the Internet possible. Users can call directly from their computers, hold conferences remotely and
multi-task without interruption.

C. Management Technology

Modern technology enables business executives and managers to work more efficiently and make better
decisions. Database management systems, for instance, provide users with a systematic way to retrieve,
manage, update and create data. This helps ensure that the information is consistently organized and
can be accessed whenever it's necessary. The latest systems incorporate advanced features, such as
activity auditing, data recovery and automated rollbacks.

Customer Relationship Management (CRM) software has emerged as one of the most popular types of
technology for business. CRM systems facilitate the processes that invoke customer interactions with
the sales and marketing teams within an organization. Project management software allows you to track
the status of all projects in one place, identify risks and share updates in real time.

These are just a few of the many forms of technology available today. Whether you're running a startup
or a corporation, you can use the latest software to reduce costs and increase profitability. Your team
will work more efficiently and get better results in less time.

BSTM-III APPLIED BUSINESS TOOLS & TECHNIQUES Tuesday/Friday (10:30-12:00)

Defining Business Tools, bizfluent.com