Productivity Enhancement Tools and Facilties

Photocopy Machine Dictation Machine

Photocopy Machine
• A photocopier (also known as a copier or copy
machine) is a machine that makes copies of
documents and other visual images onto paper or
plastic film quickly and cheaply.
• In 1949, Xerox Corporation introduced the first
xerographic copier called the Model A. Defeating
computer leader IBM, Xerox became so successful
that, in North America, photocopying came to be
popularly known as "xeroxing". Xerox has actively
fought to prevent "Xerox" from becoming a
genericized trademark. While the word "Xerox"
has appeared in some dictionaries as a synonym
for photocopying.
Types of Photocopy Machines

1. Mono or black-and-white photocopiers

2. Color photocopiers
3. Analogue photocopiers
4. Desktop photocopiers
5. A3 photocopiers
6. Network photocopiers
7. Digital or multifunction photocopiers
8. Office photocopiers
Advantages of Photocopy Machine
 Accuracy
The Photocopy machine comes with many advantages. It makes an exact copy of your document without missing or adding
information. Thus, it is very accurate in addition to doing this very fast.
 Easy to use
Photocopiers are easy to use. For example, if you want to make copies of many documents, all you have to do is pile the papers
properly and punch the run button and it will photocopy all the documents without supervision. This saves you time and energy
and you can continue doing some other work as you wait for it to finish.
 Require few resources to run
Photocopiers do not require many resources to run them as compared to other machines like printers. The only material that
you require is plain paper. You also need electric power for a photocopier to work. It uses the substantial amount of electric
power so the power bill may go high if you handle a lot of document work every day.
 Making different copy sizes
The modern photocopy machine can make different sizes of copy papers. These different sizes are A3, A4, A5 and even smaller
sizes. Today’s photocopiers have a touch interface where you just tap a few commands, for example, the number of copies,
whether you want to create copies of both sides and then punch the run button and it’s done.
How it improves productivity in offices
 Multitasking
Having a modern printer copier makes it incredibly easy to multitask. Multifunctional devices are becoming an industry standard, which means
that most printer copiers can also handle scanning, faxing, and a range of related tasks.
 Organizing
In the early days of printer copier technology, users spent a fair amount of time sorting the various pages of their document, putting them in
the right order, stapling them, and so forth. Newer machines make this process faster and more accurate with features like collate, staple,
hole punch, and more.
 Budgeting and controlling use of paper
Another feature on many new printer copiers is the ability to budget copies by department or individual user. You can allow a certain number
of copies for each department or simply monitor use to identify areas where you can reduce waste. This easy process can save you money on
consumables such as toner and paper.
 Networking and mobile printing
With newer devices, it is quite easy to connect multiple computers to a single printer, allowing the device to act as a hub for your entire
office. Another new development are mobile printing apps that allow you to print documents from your smartphone or tablet. These types of
technological advances make it simple for you and your staff to print on demand.
 Creating great projects
A high-tech printer copier can usually produce any type of project you can imagine. You’ll enjoy the great image quality and the ability to
create crisp, clear documents for anything from financial reports to marketing material.
Dictation Machine

• A dictation machine is a sound recording device

mostly used to record speech for playback or to
be type into print. It includes digital voice
recorders and tape recorder.
• The name "Dictaphone" is a trademark of the
company of the same name, but it has also
become a common term for all dictation
machines, as a genericized trademark.
• Thomas Edison invented the phonograph, the first
device for recording sound, in 1877, he thought
that the main use for the new device would be
for recording speech in business settings.
Methods of Dictation

 Portable recorder

Portable, hand held, digital recorders are the modern replacement for along with handhelds.Digital portables allow transfer of
recordings by docking or plugging into a computer. Digital recorders estimate the need for cassette tapes. Professional digital hand
held recorders are available with slide switch, push button, fingerprint locking, and barcode scanning options.
 Computer

Another common way to record digital dictation is with a computer dictation microphone. There are several different types of
computer dictation microphones available, but each one has similar features and operation.Olympus Direct Rec, Philips SpeechMike,
and Dictaphone Powermic are all digital computer dictation microphones that also feature push button control for operating
dictation or speech recognition software. The dictation microphone operates through a USB on the computer it is used with.
 Call-in dictation system

Call in dictation systems allow one to record their dictations over the phone. With call in dictation systems, the author dials a phone
number, enters a PIN and starts dictating. Touch tone controls allow for start, pause, playback, and sending of dictation audio file.
The call in dictation systems usually feature a Pod that can be plugged into a phone line. The pod can then be plugged into a
computer to store dictation audio recording in compatible transcription or management software.
 Mobile phone

Currently there are several digital dictation applications available for mobile phones. With mobile dictation apps, one can record,
edit, and send dictation files over networks. Wireless transfer of dictation files decreases turnaround time. Mobile dictation
applications allow users to stay connected to dictation workflows through a network, such as the Internet.
Advantages of Dictation Machine

 There are several advantages in using transcription equipment. One is that while a
dictator talks into a machine, the transcriber can do other tasks, thereby increasing
productivity.
 Also, a transcription machine records a voice accurately, no matter how quickly it
speaks.
 Once information is recorded, it can be accessed and transcribed by any available
worker, making work more flexible.
How it improves productivity in offices

 Working on the move

You can also use speech recognition on the move; recording notes and memos
using a digital voice recorder, or a free smartphone app, then
 Boosting the medical sector
Dictation software allows medics to quickly record patient notes and then send
the resulting audio file electronically for text transcription.
 Streamlining the legal world
Another profession that creates vast amount of documentation is the legal
sector; and here, speech recognition and digital dictation brings huge benefits to
any law firm because they can easily dispense with the traditional (i.e., time
consuming) processes of producing legal files.