Analysis of Smart Technology Implementation for Workplace Efficiency

This report explores the implementation of smart technology to enhance workplace efficiency. It begins by examining the use of web-based email services like Gmail and Yahoo for marketing and communication, comparing their features and benefits. The report then delves into cloud storage solutions, such as Dropbox and Google Drive, highlighting their importance in data management and accessibility. Furthermore, it discusses the appropriate application of technology in the workplace, including the use of social media platforms like LinkedIn, Facebook, and Twitter for communication, collaboration, and promotion. The report emphasizes the positive impact of technology in reducing mobility, speeding up communication, and enhancing human capital through recruitment and training. The conclusion reiterates the significance of integrating smart technologies to streamline business operations and maintain a competitive edge.

SMART TECHNOLOGY
FOR THE
WORKPLACE

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Appropriate use of technology to improve workplace efficiency...............................................1
TASK 2............................................................................................................................................3
A) Appropriate use of technology and its application in workplace...........................................3
B) Possibilities that social sites provides in order make communication and collaboration in
workplace....................................................................................................................................7
CONCLUSION ..............................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
As the business needs are changing throughout the world it has become important for the
organisations to make changes in the operating procedures. They need to inculcate smart
technology in the workplace so as to increase the production and profit of an organisations.
Implementing these technologies does not only relates to production department rather it
involves every department functionalities. Use of smart technology can help company in making
their operations easier and faster. Email Service providers like google and yahoo are excellent
source for doing online marketing whereas social sites like linked in, Facebook, twitter are used
to make business relations throughout the globe. This report highlights the use of advanced
technologies has made business procedures easy and effective.
TASK 1
Appropriate use of technology to improve workplace efficiency.
There are various technological up gradations that a company may use in there day to day
operations. And use of these technologies helps the company in improving workplace efficiency
and employability. Some of options are as follows:
Web based emails
These services are provided by different providers and helps company in making their
marketing easier by connecting to the large population from the single click. Email based
marketing helps company in selling their new products or conveying new plans to the customers.
There are various email providers among them two most famous and widely used are Gmail and
Yahoo. Here are some comparisons made on the features of both these companies.
Features Gmail Yahoo
Maximum size It has a size capacity of 7 GB. It has a size capacity 4MB to
100 MB while free based users
gets 2GB.
Inbox chat feature Yes Yes
Search bar for sent mails Yes Yes
SMS chat Yes Yes
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Phone calls Yes No
Mobile version Yes Yes
Attachment flexibility Yes Yes
Security Much secure due to lesser
session expiry time and it is
easy for the user to save
themselves from phishing
attack.
Less secure than Gmail.
Folder creation Gmail does not understands
the minor difference between
folders made and can sent new
emails to the same folder if
any small matches are also
found.
Yahoo is smarter in this
features.
Advertisement Gmail is free from
advertisements.
Yahoo has huge picture ads.
Drag and drop menu Not present in Gmail It is present in Yahoo.
Speed Mails through gmail is faster
to access and takes less
downloading data
Mails through yahoo is slower
due to ads and takes much
downloading data.
Usefulness of these in the workplace can be understood by the following points:
 It can be used for making effective and relevant communication in the organisation at
various levels. For sending necessary documents between two individuals in an
organisation.
 It helps company in reaching to new customers and to old customers who have allowed to
receive message regarding new products and plans of the organisation.
 By making use of these services company can make their customer service more effective
and hence can achieve consumer satisfaction easily.
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Cloud storage is becoming one of the most important innovation in the IT sector as the storage
needs are increasing and day to day data of every organisations needs to be stored. It is not
possible for the organisation to invest on the storage device as they are costly and managing
those is important for the company. Especially with the bigger companies this is a serious
problem. There are number of service providers in the world that helps company or individuals
to store there files online and can access anytime. They have high secrecy.
Usefulness can be understood by these points:
 Company can view any of there data by using any modern device like phone, tablet or
computer from any place they want.
 They provide back up so files can never be misplaced if computer crashes or any such
mishaps.
 Multiple users can access these files if they are connected to the same links.
There are various cloud file storage service providers among them Two famous and
widely used service providers and there features are as follows:
Features Drop box Google drive
File size restriction 10 GB with website and none
with app.
5TB storage
Free storage 2 GB of data 15 GB data
Earning extra free storage possible Not possible in Google Drive
Paid plans 10$ per month for storage up
to 1TB
2$ per month for 100GB and
10$ for 1 TB.
Operating system supported Windows, Mac, Linux,
Android, IOS, Kindle fire,
Blackberry
Windows , Mac, Android, IOS
TASK 2
A) Appropriate use of technology and its application in workplace.
As this era belongs to technology, it is important for the organisations to make use of
these. There are large number of people that are using these technologies. To perform different
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tasks in an organisation it has become essential for the companies to use these technologies.
They have several applications at these workplaces like in communicating, sharing documents,in
doing promotions between the masses, reaching to new customers, evaluating companies growth,
taking feedbacks from the customers, finding new job opportunities, doing market analysis and
predicting the success of companies new launched products.
There are several misuses of these technologies and these needs to be ensured by the
companies like the use of technological equipments like phones or tablets increase the threat of
data getting stolen. It is important for the companies to make appropriate use of technologies at
these workplace.
Applications of technologies can be understood by these points:
 It reduces mobility as the company employees can interact with each other through video
conferencing.
 It makes communication faster.
 It helps company in increasing their human capital as selection, recruiting and training
can be done through the use of technology.
Social media is one of the largest platforms for the companies to connect to the masses
and endorse there organisation and products or services. For an individual this empowers them
by connecting them with organisations all across the globe hence making world a global village.
Three major social networking sites are LinkedIn, Twitter, Facebook
 LinkedIn: It is a business and employment oriented social networking sites. It makes use
of websites or mobile apps to get access to. It is more professional networking than any
other. Employers can post jobs and seekers can post their CV's. It has more than 500
million members in 200 countries.
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 Facebook: It is worlds largest social networking sites with more than 1 billion users
connected to it. Employees can connect to the official Facebook page of the company and
can collect informations from there only. It is easier for the companies to promote there
promotional videos and pictures on the pages. It is lesser professional than Linkdin but
still highly effective in making customer relations.
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source 1: linkdin

 Twitter: It is a one line news and social networking services where users can reply and
post there statements. Twitter can be used by the companies to promote its most
important decisions in the market. This is used by the employees to know what there
leaders think about the future plans and can give suggestions on these one liners.
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source 2: Facebook account creation
source 3: twitter account creation

B) Possibilities that social sites provides in order make communication and collaboration in
workplace.
These social networking sites are highly useful in providing communication and
collaboration at the workplace. This can be understood by these following points:
 Facebook can be used to deliver message to the large number of people directly at the
same time.
 Facebook can be used to promote companies plans and products to masses by use of
videos or pictures.
 Twitter can be used to provide a message to the stakeholders about companies new
policies, products, services.
 Twitter can also be used to take general perception of the stakeholders about the
companies policies. It gives freedom of speech to every employee and they can work in
more collaborative way.
 LinkedIn can be used to connect to the job seekers, here employers can post there jobs. It
is an excellent site to connect to large number of organisations and understanding there
views.
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source 4: twitter account

 LinkedIn can be useful in making efficient communication between job seekers and job
providers. It helps HRM department of a company to find appropriate candidates for the
vacant posts.
CONCLUSION
Business and its operations are changing throughout the world. Use of technologies is
increasing throughout the business activities. It has become important for the companies to
inculcate these technological changes and make use of them at workplace. Technologies like
cloud file storage helps companies in providing space for the data that are generated by the
company in their day to day working. Dropbox and google drive are one the prime service
providers. Web email service providers like google and yahoo helps companies in making
communication between various stake holders easier. Use of social media can help companies in
reaching to large number of customers.
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REFERENCES
Books and Journals
Elias, S.M., Smith, W.L. and Barney, C.E., 2012. Age as a moderator of attitude towards
technology in the workplace: Work motivation and overall job satisfaction. Behaviour
& Information Technology. 31(5). pp. 453-467.
Hacker, S., 2017. Pleasure, power and technology: Some tales of gender, engineering, and the
cooperative workplace (Vol. 5). Routledge.
Kbar, G., Aly, S., Elsharawy, I., Bhatia, A., Alhasan, N. and Enriquez, R., 2015. Smart help at
the workplace for persons with disabilities (SHW-PWD). International Journal of
Computer, Control, Quantum and Information Engineering. 9(1). pp. 84-90.
Oldham, G.R. and Da Silva, N., 2015. The impact of digital technology on the generation and
implementation of creative ideas in the workplace. Computers in Human Behavior. 42.
pp. 5-11.
Shepard, M., 2011. Sentient city: Ubiquitous computing, architecture, and the future of urban
space. The MIT press.
Shim, J.P., Dekleva, S., Guo, C. and Mittleman, D., 2011. Twitter, Google, iPhone/iPad, and
Facebook (TGIF) and smart technology environments: how well do educators
communicate with students via TGIF?. CAIS. 29, p. 35.
Thomas, K.J., 2014. Workplace technology and the creation of boundaries: The role of VHRD in
a 24/7 work environment. Advances in Developing Human Resources, 16(3). pp. 281-
295.
Online
How Smart Technology Will Shake Up the Workplace 2017 [Online] Available
through:<http://www.baselinemag.com/innovation/slideshows/how-smart-technology-will-
shake-up-the-workplace.html>. [Accessed on 14th August 2017].
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