What is an e-office? Types of current electronic office models

Electronic offices increasingly play an essential role for businesses in digital transformation. So what is an electronic office ? What benefits will businesses gain when applying this model? Let's review with 1C Vietnam the concepts, benefits as well as types of electronic office models that are widely applied today.

1. What is an e-office?

Electronic office (E-office) is a model that applies modern technology to manage work, information and documents in the company. An electronic office system can include many different components, depending on the business model and specific requirements of office work. Before use, the electronic office needs to be programmed and designed to ensure it fully meets the necessary utilities and activities.

2. Benefits of electronic offices in businesses

Electronic offices in businesses bring many important benefits including:

2.1 Create a modern working environment

Electronic offices create a "digitized" working environment, minimizing many cumbersome and complicated manual tasks. Work and interactive activities are all done electronically. Everyone can access and retrieve information and data from the electronic office. Departments can easily discuss, exchange opinions, share information and documents. Online meetings are also easy to set up, no need to meet in person.

2.2 Create a strict management system

The e-office establishes a strict management system, helping to save time and increase efficiency. Work information no longer has to be collected from many different sources, but is managed through a software system at each level. This creates a closely linked management system, allowing leaders to easily assign tasks to employees under effective supervision and management.

2.3 Save time and costs

An electronic office does not need papers, pens, tools to store documents and records, nor does it require paying for physical storage space like traditional methods. In addition, electronic offices quickly and conveniently process operations on information technology platforms, helping businesses save time and focus on other tasks effectively.

2.4 Increase labor productivity

Applying an electronic office helps increase labor productivity because the process is automated, work progress is monitored anytime, anywhere, minimizing travel time, asking for signatures, stamps,...

2.5 Promote "digitization" of businesses

In the era of the booming industrial revolution 4.0, spreading to all fields, applying electronic solutions in businesses is considered a necessary trend. Electronic offices play an important role in promoting the "digitization" process of businesses quickly and comprehensively.

3. Popular types of electronic offices today

There are many e-office models that suit the needs and operating style of businesses:

• Green office: Set up an office to minimize impact on the environment and natural resources.
• Virtual office: Completely online business model with full functionality of a brick-and-mortar headquarters.
• Multi-functional office: Integrates many modern, flexible and cost-effective elements for employees.
• Open office: No separation between separate business rooms, allowing employees to work remotely and collaborate online, evaluated through performance and work efficiency.
• Full office package: Fully integrated with equipment, machinery and office functions necessary for daily work on a single system, suitable for new businesses with few members and wanting to save costs .
• Shared office: Workgroups can collaborate, communicate and share information flexibly and effectively, wherever they are. This helps enhance connection and flexibility in group work.

4. Compare traditional office and electronic office

Traditional offices and electronic offices represent two different working models in businesses. This difference creates its own advantages and limitations, affecting the productivity and flexibility of the business.

5. Steps to build an electronic office for businesses

5.1 Standardize internal processing systems and processes

To succeed in the digitalization process, the first step is to systemize all business operations, including work and paperwork processes. At the same time, businesses need to clearly define the roles and powers of each individual, apply effective decentralization, and standardize implementation processes according to specific functions and tasks.

5.2 Choose an electronic office model

Currently, many software and electronic office models are developed to support businesses. However, not all models are suitable, so businesses need to accurately assess the needs and features of the software to make the right choice. Businesses also need to determine whether the electronic office workflow is suitable or not.

5.3 Plan implementation

When implementing the electronic office model, businesses need to develop a detailed plan and discuss with the software provider to ensure support and monitoring during the implementation process.

Important aspects to note include information storage systems, using platforms such as Google Drive, Dropbox to share documents effectively. Using online meeting and working software helps ensure effective communication and collaboration, minimizes dependence on email and creates cohesion between employees through online meetings.

5.4 Employee training

Applying an electronic office can be difficult if personnel do not really understand this model. Therefore, businesses need to invest time in training and detailed instructions in the early stages. When employees get used to the new model, work will happen faster and more efficiently.

5.5 Evaluation and measurement

Finally, businesses need to evaluate and measure effectiveness when implementing e-office. This helps businesses determine the level of efficiency so that they can choose appropriate operating methods for the future.

6. 1C:Document Management e-Office solution is flexible, professional, and effective

To meet the increasing demand for electronic office solutions, Digital Office software 1C:Document Management has been developed based on modern, advanced technology. In addition to the modules that directly serve the needs of document management, project management and process management, 1C:Document Management software also has utilities for effective electronic office management. Outstanding features for e-office management include but are not limited to:

• Centralized email management, easily manage incoming and outgoing emails, automatically import emails from Microsoft Outlook, can work directly with emails on mobile devices, high security.
• Book a meeting room: Manage meeting rooms and multiple equipment on the same system, minimizing time in managing, registering and tracking meeting schedules, eliminating problems such as room jams and duplicate meeting schedules. ,...
• Work schedule: Allows personalization of employee work schedules, time tracking, reminders, work reports, avoiding omissions, prioritizing important items.
• Internal discussion and communication: Provides discussion features including online communication, information sharing, internal communication, work and document processing, allowing employees to communicate and exchange flexibly. interactive activities, calling, video calling, chatting, direct communication such as interacting on other commonly used applications (eg: skype, zalo,...).
• Record employee absence: Record absence, allow work authorization during the time off, and notify the assignor or person who needs to interact about the employee's absence time.
• Integrated electronic signature: Allows inserting electronic signatures into text attachments, encrypting text to secure information. Notify tasks via email, sms, popup: Automatically send task notifications and other events to mobile, email and on the program window (popup), quickly view the content of the notification and perform operations available from the popup notification window.

Thus, the article on 1C Vietnam has helped businesses learn what the definition of an e-office is , the benefits of applying an e-office as well as the process of building this model. The digital transformation process takes a lot of time, so businesses need to gradually plan to build a suitable electronic office, thereby helping to increase revenue and profits. To support consulting and deploying a quick and streamlined electronic office, please contact 1C Vietnam immediately.