Category Archives: Cultural and Sociability of the Paperless Office and Paperless Systems

The Last Post

Well I will say that this is the last post for the site SPA Paperless Office Project the reason why is that times have changed the site will have a new name and a new look complete with a totally new area to the paperless office, it will still have the roots of the S.P.A Foundation and still built around what I believe is still one of the fundamentals of achieving a paperless environment.

What will the new site have, a purpose built Management Efficacy SPA Template Tool and an Efficacy SPA Paperless Template Tool plus a few others.

How will the site be designed, it will have a new looking reader friendly screen a new external link friendly system plus the all the usual posts that are connected to the paperless environment for the person who wants to understand and read thought and interesting posts that are connected to this subject.

The site design will constantly be updated to improve the reader’s experience.

What will be the site called? To keep in line with the original thoughts of the first web site the name Paperless Endeavour will hope to keep the ever lasting and changing environment that to a certain degree will always try to keep up with the Technologies advances and break thoughts that are always trying to improve the world we live in weather it’s in the office or associated Technologies.

The new site will be launched in January next year, so I hope to see you then, other wise have a wonderful Christmas Holiday and a Happy New Year.

Martin Smith

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Is SPA Just note taking?

I have written this post for various reasons. I have spent the past two years studying an area of what I think is connected to an important area of the paperless office not only to the office environment but to the paperless environment.

I still think that this subject is very important not because I have provided calculations that it exists and tried to bring it to the attention of anybody who is connected to the paperless environment but as a building block to try to understand how an interaction of written communication which is not directly connected to your computer main frame or connected to the office PC can be classed as a paperless system.

And to this day you can not state that you are running a true paperless system if you still perform SPA’s within your work office or environment.

Could you state that SPA’s are just a form of note taking ! to a certain degree this could be true but there is an underlining point to make that if these items are still performed within the office and people are still using paper to perform these actions, why have we not found an answer to the problem ? 

Most of the people who will read this post will probably say that there is not a problem with this area and if you look at it on the surface then you will be right but if you look at the whole of the area within this field you just might open a door to find the answer with regards to a bigger picture.

Could this be the interaction between people in the office which are still using written communication between colleagues and not having the software or hardware that is commercially acceptable and commonly used within the office.

Then it might just make you think about what a paperless office or paperless system is or what it should represent.

I think what we all agree that SPA’s or software programmes by themselves are not just the answer for a better paperless system it can cover all areas from management and attitude and a way of thinking to really bring the message home that the paperless system could and will benefit companies from saving money, ROI, work flow efficiency, better working conditions and also a greener environment and all these things are connected to a paperless system.

I write this post because it’s time to move to the next satge SPA’s will still play a big part of the site and certainly will still be used as the foundations of what I have mentioned above.

If you still believe that SPA’s are still just a form of notes then you will be pleased to know that I have enclosed some links to say exactly that.

http://itunes.apple.com/us/app/note-taker-hd/id366572045?mt=8

The above links are apps that you can buy for your I pad and they represent exactly that, software that has been designed to take notes and small messages which you can use with your I pad.

Have a look at the links and see what you think ?

My background to the paperless system is that of an academic back ground and with attending university next year will continue for another couple of years yet with hoping to look at the paperless system once again in a different view.


Office Pc and the Paperless Interface

I have often wondered how the paperless system will become a more common factor and more usable within the work place. I have mention a few times now that it’s not a question in just designing a better software installation and simply down loading that onto your PC.

I do believe that the progression of the paperless system has passed that stage were we would just design a better software programme, that might have been the answer a few years ago but there is nothing wrong with trying to achieve a better software which will help and increase all areas concerned.

What you could say is that has the paperless system reached to a saturation point as a product or a service, I suppose that this would be a question that we could disagree with and I am sure that  some of you could have a serious discussion about.

I personally don’t think that we should stop the software development and realistically the software development that you transfer to a disk and you down load to your PC .

This will always be in the mind of developers not mentioning all the other factors which are connected to this subject.

But if we have reached a so called milestone to the development of paperless system should we be looking towards a different direction but not forgetting about what we have mentioned above. Could one of the areas that we need to be looking at and start to question that of the interface with the computer.

This is not a new subject we have been trying to master this area for some time now and there are plenty of experts about this subject.

It’s not a question of trying to re invent the wheel but just a case of looking at things a bit differently, we have all seen the explosion of computer aided devices for a more social media, but have we seen an explosion for the traditional office PC.

I think we all could agree that we have not notice any major developments to a degree that might change the way we use the office PC, but if we look at the advances towards the office PC , then there have been far and few between, could this be a stumbling block in the future development of the paperless system.

I will put my neck out on this one and state that I do believe that the future of the office PC will be a tablet and touch panel devices complete with a traditional keyboard and I will also state that these will have to be priced to beat the second hand traditional PC that we see in computer shops who buy and sell these items in bulk, I am not talking about the few we notice on E bay, but the serious dealers who make a living form this professional trade.

I mentioned in some of my past posts that we should be viewing and looking at the computer in a different way, we should segment and separate social media computers to the traditional office computers.

You may ask yourself what this has got to do with the paperless office and paperless systems well I personally think that it has a lot to do with how the paperless system will have to be developed in the future.


Paperless and the Mobile

Just recently I have spent some time reading various articles and comments stating that the mobile phone can assist and is also used as a paperless office.

I must admit this statement makes me “shudder with horror”

I know you might say that the development of the mobile phone has helped with the general progression of the paperless system and you would be correct to state this, but in the next sentence the mobile phone has assisted the development of all most general gadgetry products that we used on a day to day basis.

If we are stating that the mobile phone is been used as a paperless office in what contents do we mean, looking and reading the articles it’s seems to be in the areas of convenience with regards to booking tickets and also paying bills through paperless transactions, this I would agree, but this is nothing new and we have been using this technology for some time now.

So what else could we be using this for with regards to the paperless office we must remember these are stating that your mobile can be your office.

We have things like apps for scanning so your mobile can scan any documentation , we all so have apps which are claiming to be paperless management documentation systems that you can down load into your mobile, we also have scribed I paper, which lets you down load individual documents into your phone and stores them into a file we also have programmes like OCR  (Optical Character Recognition) or Read Iris Pro which you can down load into your mobile read and view documents as and when required.

I suppose all these things are heading into the right direction and are assisting the development of the paperless system, I just have concerns that the general public believe that you could run your office from your mobile phone.

If you had to put your hand on your hart, could you realistically say that this is possible and is a realistic solution to a paperless office.

What I do like about the mobile industry is that it has been a great benchmarking product for the future of the paperless system, and we have to be gratefully that the general public are so fickle that they must have the latest and fastest technology that paves the way for development and progressive solutions that can be adapted to adjoining technologies within the paperless system.

 I could state that the advertising study that I carried out some time ago with Bradford University was correct, in that the terminology of the wording “Paperless Office” should be used with caution.

My personal belief this that this does not help the progressive development of the paperless office, it may assist the progressive development of paperless solutions which can help us in general termsc and that is a good thing to have as I have so many times stated that we must perceive the customer users perception  and not the technologies perception.


Putting the “Office” into the Paperless Office

If we want to bring the paperless office to a new height and bring the paperless system to an office, do you think that the office as we all known and understand will have to change?

Has the office stopped the potential growth of the paperless system, what would we class as a office in real terms has the office ever changed, you would be right to say once or twice, we started with the traditional layout, a picture looking like George Orwell’s Film 1984, not in the sense of big brother but in the sense of totalitarian presence with a straight line of desks, all in a dark grey and black colours and a strict sense of uniformed procedures with no curves for flexibility.

Times changed and we started to understand that the work force should have a more relaxed atmosphere, not so straight and down the line, but a space between the desk and yourself and a so called workable free area.

This workable free area became more common and we started to look at the work space and not a desk, individual offices became obsolete and an open space had no barriers between the workers and the managers, we slowly developed into the open plan office and this really provided a greater open space were we could glide around and have this free feeling to encourage better working conditions.

Up to a point these have been the main areas, give or take a few untraditional methods, I write this simply because if we want the paperless office to develop we must consider all the connecting and surrounding aspects, put it another way, if you were buying a sport car you would expect it to have a powerful engine to class it as a sports car not a middle of the road family car engine, is this slowly happing to the paperless system  

If we want a paperless office should we look at the office in the Paperless office in a different way?

I did write a few other posts regarding this area called Attitude and a way of thinking which really does some this areas up.

Will we have to change our thinking and adapt the office to a paperless system or shall we adapt the hardware and the software to a accommodated the concept of the paperless office.

I think we should look at both areas and hopefully meet them in the middle;

I will write in the future how to change an office to accommodate a paperless system not stating which products are available but a comprehensive look at a potential design view to a medium size company.


E Paper Vs the Computer

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Image via Wikipedia

There has been one thing that I have wondered about, when looking at the development of E Paper , will it replace the computer, does it want to replace the computer and will it be allowed to replace the computer.

 Looking at the development of E Paper one would assume that in the beginning this was to assist the resolution and readability of the computer screen back in the 1970s.

If we view the facts so far with regards to the development,  E Paper has been developed  as a viewing and reading tablet and a device that you can down load or transfer reading material , in general terms thats it.

In non technical terms E paper could be a tablet that has selected software parameters and is designed with a flexible material to give the feeling that it has paper properties.

 So with these observations will the E Paper be a competitor to the PC!!

I generally don’t think so, but with my next breath I hope they do not over engineer this fantastic opportunity, coming from an engineering back ground we try to make things simple and easy to design, it should be said that I hope it finds it place within this technological media and also the work place.

In my other posts I have blown caution to the wind and stated that this may have already happened, let’s keep it simple, design it for its purpose.

Would we be right to assume that the computer and E Paper will both have a rightful place weather it’s for social media or within the work place hopefully both will be able to work along side each other.


E Paper: Develop and Adapt

Just recently I have been spending a bit of time looking at the new areas of E paper, why because it will certainly play a part in the concept of the paperless office and also I have a general interest in new technology.

In some of my past posts I have indicated that E paper should take a closer look at its self and decide into which direct it should be travelling and also a small undertone that E paper could be a Roll Royce of paper and not E paper for the masses, a product that could change how we work and behave in a normal working office.

Should E paper look for a new direction, could it survive if a very simple product was designed and developed not just for social pleasure but a true working product that can be used in the work place which could be a replacement for paper.

Personally I do not think that E Paper should replace paper, when I say replace paper, I don’t think it has to replace paper in the sense of sheet paper.

Last year I carried out a survey with Bradford University, this mainly looked at SPA, Secondary Paper Activities within a work place, the general findings were that 63% of Paper Activities were computer based and the remaining paper activities were classed as small notary actions and came under the section of SPA.

What does this tell us, it tells us that 63% of activities within the work place is already performed using a standard PC so what we can use E paper for.

I think we have to forget the direct replacement for paper, writing on E Paper, is not in the forefront of our minds, and has not been development yet. I generally believe that E Paper will have to be categorised to the storage, viewing and display area if we are going to try to bring this into the work place.

I don’t think that this is a bad think, if you look at this and look at the whole picture, could we remove the paper file and lever arch files that are situated in all our offices.

One would assume that one of the reasons why we are developing E paper is to remove paper as we know it, in its traditional sense or is it to develop the computer device, we started with the computer and then the tablet and I pad, and now the E paper, could we view the E Paper as an extension development of the tablet and I pad.

 I personally hope not, I think that E paper will survive but only if we segment the product into a workable and practical solution that is cheaper and more user friendly that we have been used to within the work place.