Smart Technology's Role in Modern Workplace Efficiency Analysis

This report delves into the transformative impact of smart technology on workplace operations. It explores the increasing importance of technology in enhancing business efficiency, focusing on key areas such as web-based email services (Hotmail and Gmail), cloud storage solutions (Dropbox and Google Drive), and the utilization of social media platforms (LinkedIn, Facebook, and Twitter). The report analyzes the features, benefits, and drawbacks of these technologies, highlighting their roles in communication, marketing, data storage, and employee engagement. It emphasizes the advantages of smart technology in streamlining business processes, connecting with customers, and improving overall productivity while also addressing concerns related to data security and potential misuse. The report provides a comparative analysis of different technological tools and platforms used in the workplace, offering insights into their functionalities and impacts on modern business practices. This report is contributed by a student to be published on the website Desklib, a platform that provides all the necessary AI-based study tools for students.

SMART TECHNOLOGY
IN WORKPLACE

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Usage of technology in rising workplace efficiency...................................................................1
TASK 2............................................................................................................................................4
Utilization of technology and its usage at workplaces................................................................4
Implication to personal and professional security through usage of these websites...................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Business and its affiliated activities are altering throughout the world. It is essential for
corporation to make modification regarding procedures that should be applied for their day by
day activities (Bullock, 2014). It is one of the requirement of organisation to use more of
technological means for their operating processes. It is not only the production department that
should inculcate use of technologies but other departments also required to use technologies in
their working mechanism. Smart technologies assists firms in performing their tasks in very easy
way. This also increases the skilfulness of each and every sectors. Google and Hot mail are
providing services such as email. This offers or provide help to the marketing sector for the
purpose of promotions. Google Drive and Drop box are providing services like cloud storage
device which aids in keeping all the data of the enterprise . LinkedIn, Twitter and Facebook are
some of the social sites that are utilised by firms in creating their promotional activities more
powerful and attractive which help in reaching to a new collection of users. The present report is
explaining the use of technology at the working locations that has completely changed the means
of operating business throughout the globe. It also describes the implementation of smart
technology which is making procedures of business more easy and effectual.
TASK 1
Usage of technology in rising workplace efficiency
Each and every corporation requires to enforce appropriate technological equipments in
order to make their procedures of business more easy in comparison to previous one. Such type
of up-gradations are carried on in different field of company. Proper usage of technology will
create the operations very easy and assist in improvement of workplaces efficiency. It aids
venture in attaining new group of consumers and also help users in the selection of right products
among different products options presented in the market (Duxbury and Smart, 2011). A large
sum of money of corporation's official will get saved by the use of technology for the purpose of
Human Resource Management and marketing. This aids firms in searching right workers as well
as people in finding proper jobs. This project shows how company utilises some of the options
present in the market.
Web Based Email
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The use of email in the venture is not only limited to having communication between two
employees but also have a wider scope in the present era. Web based email services are
specifically used in enterprises for the purpose of marketing in these days that is nothing but
reaching to users via promotion of new goods or services that they have manufactured and
launched in the market (Guerin, 2017). It assist in conjunction to the larger group of people that
too to each and every person individually. There are several email providers in this world but in
this report services provided by two most popular email providers are explained and comparison
of there features are described below:
 Hot mail is more secured medium for email as it do not scan the emails of their users for
sending them advertisement. But this commonly done by the Gmail with their account
holders.
 Accounts of Hot mail can also be used to linked with other social media platforms like
Google, Skype, Twitter and LinkedIn. On the contrary, Gmail supports limited
connection for various other platform of social media. It allows to link with only google
services.
 Account of Hot mail allows their users for making video calls or chat with their Skype
friends. Where as Gmail account also give such service but with Hangout users.
 Gmail commonly send email content based advertisement but this is never send by Hot
mail.
 Read system as one click mark is present in Hot mail but are not provided by Gmail.
 Account holders of Gmail can easily send money to their family members and friends by
using Google Wallet (Hacker, 2017). Where as there is no system of transferring money
through Hot mail accounts is available.
 Hot mail supports only SSL. On the contrary, Gmail supports both TLS and SSL as
cryptographic protocol.
 Gmail is allowing the creation of account by using its own domain while Hot mail has no
option for this.
 106 global languages are available in Hot mail where as only 72 international languages
are available through Gmail.
 Gmail is only 11 years old service but Hot mail is 19 years old web based email services.
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 The size of file uploading is only 25 MB in the case of Gmail whereas it is 50 MB in the
case of Hot mail.
 Hot mail has separate folders for arranging the file but Gmail uses tags for the same
purpose.
One of the major problem of corporations is related to storing of regular information that
is collected by different operations of firms. This is solved by the modern smart technology
which is cloud storage services. This is one of the revolutionary innovation done in the sector of
information technology (IT). Need of storage space is enhancing day by day and such storage
devices are very costly and bulkier. This situation rises in the small ventures which have space
complexity that is having minimum space for storing their information. There are various service
providers that is providing cloud storage. They all are offering a vast space for storing files and
data online. Such services incurs no charge for certain amount but when it exceeds it incurs
charges. These files are accessible for any stakeholder at any time. Their usage can be explained
via below written points:
 By the use of modern gadgets or appliances such as Smart phones, tablets, Laptops, etc.
information can be stored as well as access easily when needed from the cloud storage.
 These can also be utilised for creating back ups of the existing files (Kranz and Picot,
2012). Ultimately, it protects the files from loosing or getting misplaced if any crashes
occurs.
 Accession of such files becomes more easier. All stakeholders can easily access these
files or documents at the similar time.
 Bigger attachments on the mail can be easily stocked via cloud storage.
There are several cloud service providers among them characteristics of Dropbox and
Google drive are described below and their comparison are done:
Features Dropbox Google drive
Supported platforms Android, Linux, Web, iOS,
Windows, Window Mobile,
Mac.
Window, Android, iOS, Web,
Mac.
Free storage 2 GB 15 GB
Additional storage 1 TB for $ 8.25 per month. 1 TB for $ 10 per month, 100
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GB for $ 2 per month, 20 TB
for $ 200 per month, 10 TB for
$100 per month, 30 TB for
$300 per month.
Special features It provides password protected
sharing links, file version
history, 256- bit AES and
SSL/TLS encryption, eliminate
device data wipe, done
collaboration with Dropbox
paper and integration with
Microsoft Office 365.
Provides SSL/ TLS
encryption, file version
history, downloading Gmail
attachments straight to Drive,
invite others to comment or
collaborate on any of user
files, searching for images
using text description,
searching for text in images
and scanned documents,
integration with Google
photos, extended Drive
functionality with hundreds of
Google Applications.
File size limit If file is uploaded by desktop
or mobile applications, there is
no file size limits. But if it is
uploaded online, then there is a
limit for file size that is up to
20 GB per file.
Google Sheets files may
contain up to 2 million cells,
Google Docs files would
contain up to 1.02 million
characters, Google
presentations may be up to 100
MB. And for all other file
types, up to 5 TB per file.
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TASK 2
Utilization of technology and its usage at workplaces
In the world of technology, use of modern methodologies of performing business has
been increasing. It has now becomes a part and parcel of corporation-al works. Technology has
combined or integrated a large number of people through different websites. Large group of
people now get technological access which assist firms in reaching out to a lot of person by one
click only. Such technology are also being misused can are giving adverse impact on businesses
of ventures (Krishnamurti and et. al., 2012). One of the major issue is secrecy of data or threat to
data secrecy. The usage of modern gadgets and its accessing to large group of people increases
the vulnerability of firms regarding data being stolen.
Applications of these technologies at the working location are listed below:
 It assists in restricting mobility of workers of venture as they are interacting with each
other via video conferencing.
 Communication are done at faster rate within companies.
 It helps civilians in searching jobs and the ventures are making use of these for the
purpose of posting vacancies and hiring processes. Recruitment, selection and training
procedures now becomes very easy by the use of smart technology at the working
location.
Social media is one of the largest platform for connecting people within the companies.
Endorsing and marketing processes are now become easy with the use of such websites. New
goods , services, plans and policies can be easily transferred to the masses by using such
websites. Some of the social networking sites and their benefits as well as disadvantages are
discussed below:
 LinkedIn: LinkedIn is a commercial and occupation oriented social networking services
that is operated through mobile applications and websites. It is primarily used for the
purpose of professional networking involving companies posting jobs and job seekers
posting their CVs (Lee and Lee, 2014). It is best regarding searching new opportunities of
job because of its simpleness and portal for fresh job vacancies.
Benefits :
◦ It assists in connecting with millions of firms throughout the globe.
◦ Searching of jobs and recruiters are relatively very easy.
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◦ It aids in providing effectual communication between Human Resource Management
department and actual workers.
Drawbacks :
 It is a rigid task to find proper jobs from a large number of vacancies.
 Facebook: It is largest social networking sites throughout the globe with approximately 1
billion users. Each and every firm has their Facebook page now a days and this assist
organisations in connecting with their workers and users.
Advantages:
 Ventures can post their details of goods and promotional campaign in this website.
 It also aid in receiving feedback from their users about their services or products that are
newly created (Shepard, 2011).
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source 1: Update: Get User Email Address with LinkedIn API using LoginRadius SaaS,
2017

 It assist in connection of employees and therefore sharing of their thought becomes more
easier.
Disadvantage:
 Threats to data secrecy increases as there is more chances of data to be stolen if hacking
of websites occurs.
 Wastage of time is done if some workers do unneeded conversation with their clients.
 Twitter: This is one of the social networking site that is providing a level for sharing of
thought on plans and policies of firms (Shim and et. al., 2011). This internet site is
commonly used by top management in conveying messages to their followers about any
judgement.
Advantages:
 It is giving certain information about the opinion of leaders regarding the future of
venture.
 It can be utilised for getting recommendation from workers.
 It also assist in receiving feedbacks from followers regarding plans and policies of firm.
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source 2: Facebook Compromised – Clarification On Nasty Posts On Facebook On 4th
Dec 2013.

Disadvantage:
 As there is no limitation on the commenting, due to that poor or garbage replies can be
given to any post.
 It sometimes cause unneeded conversation.
Implication to personal and professional security through usage of these websites
There are several threats to the personal and professional security that is imposed by
usage of these social sites at the working place (Simonsen and Robertson, 2012). This reduces
the focus of employees from their work when they use such websites at the time of working
hour. Posting of images or videos of operations of corporation on social site such as Facebook
may make them more vulnerable towards hacking. This increases the problem of leaking of
relevant data of companies.
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source 3: Twitter, 2017

CONCLUSION
From the above based report it has been concluded that the operations of businesses have
made a drastic change by the use of technology. Smart ways of performing business can not be
achieved without using smart technology for the working activities. Usage of such technologies
made the processes of work very fast as well as effectual. Use of Google drive and Dropbox has
been explained in this report.
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REFERENCES
Books & journal
Bullock, A., 2014. Does technology help doctors to access, use and share knowledge?. Medical
education. 48(1). pp.28-33.
Duxbury, L. and Smart, R., 2011. The “myth of separate worlds”: An exploration of how mobile
technology has redefined work-life balance. In Creating balance? (pp. 269-284).
Springer Berlin Heidelberg.
Guerin, L., 2017. Smart Policies for Workplace Technologies: Email, Social Media, Cell Phones
& More. Nolo.
Hacker, S., 2017. Pleasure, power and technology: Some tales of gender, engineering, and the
cooperative workplace (Vol. 5). Routledge.
Kranz, J. and Picot, A., 2012. Is it money or the environment? An empirical analysis of factors
influencing consumers’ intention to adopt the smart metering technology.
Krishnamurti, T.,and et. al., 2012. Preparing for smart grid technologies: A behavioral decision
research approach to understanding consumer expectations about smart meters. Energy
Policy. 41. pp.790-797.
Lee, J. and Lee, H., 2014. Developing and validating a citizen-centric typology for smart city
services. Government Information Quarterly. 31. pp.S93-S105.
Shepard, M., 2011. Sentient city: Ubiquitous computing, architecture, and the future of urban
space. The MIT press.
Shim, J.P., and et. al., 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.
Simonsen, J. and Robertson, T. eds., 2012. Routledge international handbook of participatory
design. Routledge.
Van Der Kam, M. and van Sark, W., 2015. Smart charging of electric vehicles with photovoltaic
power and vehicle-to-grid technology in a microgrid; a case study. Applied Energy.
152. pp.20-30.
Online
Dropbox VS Google drive VS On Drive: Which Cloud Storage Is Best For You? . 2017. [Online].
Available through : <http://www.makeuseof.com/tag/dropbox-vs-google-drive-vs-
onedrive-cloud-storage-best/>. Accessed on 28th August 2017.
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