Do You Have Good OIM?

Office Information Management (OIM) is a term used by ITS to describe the efficient management of the daily office activities. Software is available that can provide your office with an electronic "Rolodex," phone messaging, email, and scheduling. ITS recommends (and uses) a program called Office-Logic, by LAN-Aces, which offers all of these features, and several more.

Many companies recognize the value of intra-office email. While eliminating company memos and messages scribbled on Post-It notes, companies also save on paper costs. E-mail is never lost, and can be kept indefinitely if desired. With Office-Logic, addressing, sending, and reading e-mail is quick and easy.

Likewise, electronic phone messages eliminate those pink "Message For You" slips. Office-Logic has the ability to maintain a "frequent caller" list to speed message-taking. If a modem is installed, the number in the message can even be automatically dialed. Just like email, the recepient is immediately notified when phone messages are waiting.

A common phone directory can be structured to contain any pertinent information desired about the individual or company listed. The user can search for specific information, add new entries, edit an existing entry or, if a modem is installed, automatically dial a phone number. Because there is only one file with the information, and all users have access to it, any changes can be entered immediately and all users will see the new information. Everybody's "Rolodex" is always accurate and the need to periodically print new "Rolodex" cards from the database is eliminated. This same functionality can also be used to create other easily accessible directories or databases tailored to the user's needs. In addition to common directories and databases available to all users, each user may have one or more personal directories or databases for their own use.

Each user can have their own personal calendar. Each user also has access to all the other calendars. A user can simultaneously enter a meeting on everyone's calendar or enter a meeting on only specific calendars. Appointments can even be configured to sound an alarm a specified number of minutes prior to the appointment.

Each user can maintain their own "To Do" list. Items entered on the list can be prioritized and target dates set. As items are completed, they are deleted from the active list to an archive list. A nice feature is the ability to hide an item for a specified number of days. For example if a contact needs to be made a month from now, the item is entered on the list and then hidden for 30 days. It disappears from the list until the 30 days have passed when it then reappears.

August 1996

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