Individual Assignment: Memorandum paper
(Sample Paper!)

Prepare a 2-3 page memorandum describing what office automation and group collaboration software is used in your organization. Include an analysis of the advantages and disadvantages of each software used.

Office Automation and Group Collaboration Software:
Heather’s Hammers is currently using several applications to make office processes more precise and efficient. For example, customer contracts are created from a template, and records are stored for easy future access. Additionally, online forms are available for customers to fill out, and once they are submitted the form is translated into an email and sent to the owner for processing. Accounting software is also important because customer records, employee payment information, and tax records are easily accessed and calculated for quick referencing capabilities.

Microsoft Excel
Heather’s Hammers uses Microsoft Excel to generate precise and unbiased estimates for customers. Many roofing companies calculate each estimate by hand, and do not account for increases in material cost or additional materials that will be needed for specialized work. In the same way, other companies habitually increase prices for customers receiving insurance money and with larger homes. Heather’s Hammers believes that customer pricing should be consistent and relevant to current labor and material prices. To achieve this, formulas that calculate the necessary amounts of materials that will be needed are entered into excel files, then saved in a generic template. The cells that must remain unchanged are locked, and only updated when new pricing is provided from suppliers. Microsoft Excel is also used to input customer information. This allows the office staff to quickly retrieve important information regarding a customer’s account. Unfortunately, repetitive data entry is needed because some files are printed from Microsoft Word while calculations are done in Excel. Another disadvantage is that formatting limitations hinder the amount of customer information that can be stored in the Excel cells.

Microsoft Word
Microsoft Word is used to create customer contracts based on the prices calculated through Excel. Each customer’s information is entered into a contract template, then printed and given to the customer. Contracts can also be emailed if customers are not available during the time of the on site-measurement. Microsoft Word is also used to fill in job site information for the contracted workers, and to form contracts for payment terms based on the work required for each job. These forms start as templates in Microsoft Word, and blank fields are filled in with customer information. Because these word documents are not connected, all important customer information must be entered onto all computers.

Email Me Forms
When customers fill out our information request form online, an email is created and sent to the owner’s email account. Since her email is linked to her blackberry this process allows her to respond quickly to customers whether she is in the office or on the road. Still, a few disadvantages to these forms can be found. Only limited information is available in the email, so additional emails or follow-up calls are typically required. Even so, the program allows customers to communicate with the company when they cannot call. Even customers who need to schedule an appointment from work can use this form to make arrangements with Heather’s Hammers without fear of negative employer repercussions.

Quickbooks Construction
Another important business function that is simplified through software is accounting. QuickBooks offers software that is specifically designed to help contractors with accounting functions. This software is exceptionally helpful on large projects where clients are billed in phases for the work completed. The program also makes it easy to analyze how profitable a job will be. In the same way, Intuit Payroll is used to help organize and process payroll. Intuit programs are also used to help Heather’s Hammers stay aware of current tax rates, and tax forms are completed through the processing of data entered into the program through the year. Unfortunately, because this software is not linked directly to the contracts, all information must be entered again.

Conclusion
Software is helpful in making business functions more efficient. Still, when programs are not able to communicate with one another, the repetition of data entry consumes unnecessary time and energy. The most frequently used programs at Heather’s Hammers include Microsoft Excel, Microsoft Word, Email Me Forms, and Quickbooks for Construction companies. These programs are used to calculate totals, create contracts and work orders, process payroll, and calculate tax information.