The types of software packages used in businesses include: spreadsheets, word processing software, databases, graphics software, and presentation software. However, out of these the key ones that a business are more likely to use are “spreadsheets” and “word processing software”. There are many advantages of using both of these business software. Firstly, using “word processing software” saves both time and the environment as when this software’s features are used in conjunction with good organizational skills, this saves the user time. Instead of spending time sorting and searching for misfiled or misplaced paperwork, using the computer's search feature makes finding files simple. Furthermore, word processing benefits the environment by reducing the amount of paperwork needed to perform daily tasks (e.g., archiving, sending out letters, sending meeting agendas). By sending documents via a secured email, the cost of postage and paper waste are reduced significantly. However there are disadvantages to it, namely people not knowing how to use the software. If a business wants their workers to use this business software, they are going to have to train the workers- not only does this cost the business both time and money but there is no solid guarantee that training them to use this software will actually maximise efficiency. Additionally, if you want to write something down quickly, it takes more time to switch the computer on, open the word processor and set up the document than it would if you were to write it down using pen and paper.
For the advantages of using spreadsheet software, the key one is the accessibility of the software. With the near-monopolizing that Microsoft held over the personal and business computing world's operating systems, it only naturally followed that their Office software suite would gain popularity as well. The spreadsheet program is called Excel, and is one of the most widely known and used software programs that Microsoft publishes. Not only do countless day-to-day employees utilize the program, but there are also other versions, such as the freeware Open Office example called Calc, that are cross-compatible to an extent and only further serve to enhance the accessibility of using spreadsheets for business. Another advantage of using spreadsheet software in businesses is the raw in intuitiveness. This may seem like a counterintuitive statement, given the potentially complex nature of large, dynamic sheets, but the basic function and appearance of spreadsheets is able to often be immediately understood. It does not take an expert to understand the arrangement of columns by alphabetical reference, such as column C, and the rows in numerical designation, such as row 14, and thus individual cell identification like cell C15. Furthermore, even just seeing a column of numbers added into a sum is a function that many learn in primary school. Although the programming language to perform formulas can take a slight learning curve, the objectives (find the sum of this column, perform multiplication between the totals in these two cells, etc.) is inherently understandable, and with a little research even those not having used a spreadsheet for long can discover how to find the answers they need in their data. However there are also many disadvantages of using spreadsheets in a business. Firstly, spreadsheets can quickly become corrupt just by altering very little of the content. And that's extremely hard to trace. If you've got no means of verifying them, or no audit process surrounding them, that's a massive risk. Anybody who has got access to that person’s PC can copy and paste and steal valuable information in seconds. Additionally, if an error is made in your formula, every single calculation done on that spreadsheet will be wrong. Furthermore, if someone is not familiar with spreadsheets, then it can take them a long time to adjust to all the formulas, which is very hard.
by
stealthrunner (student)
