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The Impact of Office Automation on Worker’s Productivity at all

Organizational Levels at King Abdul-Aziz University Library: A case study

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 Vol 21, No. 3;Mar 2014

The Impact of Office Automation on Worker’s

Productivity at all Organizational Levels at King
Abdul-Aziz University Library: A case study
Khalil Yaghi – Corresponding Author
Department of Information Science, King Abdulaziz university, Jeddah, KSA
,Postal Code:21589, Po.Box 80200
Tel:0966560299639 E-mail: yaghojo@gmail.com

Samer Barakat
Department of management information system, Applied Science University, Amman, Jordan
meicecc@gmail.com

This paper was funded by the Deanship of Scientific Research (DSR), King Abdulaziz University

(KAU), Jeddah under grant No (125-007-D1434). The authors, therefore, acknowledge with

thanks DSR technical and financial support.

ABSTRACT
The Information Age has made it integral for Information technology to be used in all aspects of
our daily life. Organizations has benefited greatly from the use of information technology to
achieve competitive advantage. Office automation which involves the use of information
technology applications and tools to perform daily tasks at organizations has made it clear that it
influences worker’s productivity. But to what degree the use of office automation improves the
productivity of people in office operations depends on how and why it is used instead of focusing
on the technology.
A case study implemented at King Abdulaziz University library, shows the impact of the use of
office automation on the productivity of people working at all organizational levels at the
university library.
This case study focuses on the effects of office automation on the productivity of office workers at
all organizational levels at King Abdulaziz university library. The results showed that office
automation had a significant impact on workers’ productivity.

KEYWORDS
Office Automation; Library Management; Worker Productivity.

1. INTRODUCTION
Information Technology and Communication revolution has brought new products and services
into our lives. These products are available all around us, at home, at work and virtually
everywhere (Vineet Kaul, 2012; Sanjay Kumar Pal, 2008). Computer applications invaded our
office environment ever since the introduction of computers into the organization.(Diebold, J.,
1984)

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Office automation indicates the use of computer hardware and software to automate the daily
tasks and processes accomplished at organizations. Office automation applications enabled the
digital creation and storing of data and information into databases for retrieval and manipulation
when needed. Additionally, it is used to expedite communication across the entire organization
and with external partners, customers and vendors.(Grantham Lisa, 1995; Coen.P.J., 1986 )

The Internet has made it even more easier for organizations to use online office automation
applications to transmit data, email, video and voice messages across the organization and outside
it’s border (Wikipedia, 2013). New advanced applications has made it easier for workers to
accomplish basic tedious repetitive tasks including, typing, filing, document management, faxing,
storing and telephoning.(Vary T. Coates, 1988)
Office automation started in the seventies and into the eighties of this century. The vast
introduction of the PC and desktop computer made it easier for organizations to implement office
automation applications in every aspect and level of the organization.

The advantages of office automation range from faster task completion, elimination of offline
data storage, lowering the number of workers within each department and sharing office resources
and collaboration between workers from different areas of the organization.( Lee,S.Y.et al, 2005)

These advantages make it a must for every organization including libraries to implement office
automation at nearly all departments and levels of the library (Locsin Aurelio, 2011; Mary J.
Culnan et at, 2007). But, what is the impact of applying office automation on the productivity of
workers at all organizational levels of the university library. The answer has to do with office
automation transformation of the quality of work which is directly related to repetitive and tedious
tasks, more control and flexibility in task completion, increased skill level and tasks variety
leading to increased workers productivity.

Most office automation research is directly related to the use of office automation in the
industrial or office environments. A small percentage of literature is available with regards to the
use of office automation in the library setting and its influence on workers’ productivity.

2. OFFICE AUTOMATION AND PRODUCTIVITY

Office automation refers to the use of computer systems and applications to increase the
productivity of the workforce in the organization and thereby reducing the need for human
intervention. It plays an important role in the development of any organization and industry and
help increase labor productivity.( Haigh, T., 2006; Brynjolfsson Erik, 1993; Khan, M. Riaz et al,
1983)

Literature review shows that office automation has a greater effect on workers at the
operational levels of the organizations (Chalykoff John B et al, 1998; Khalil Omar et al, 1994;
Sutherland Jr.et al, 1986). This is true in the sense that work in the operational level tend to be
routine, repetitive and tedious in nature. Middle management are effected by office automation to
some extent but little or no effect is evident at the strategic level of the organization. (Azma
Fereydoon et al, 2012; Alain Pinsonneault et al, 1993; Nikov Alexander et al, 1993).

People at the top or strategic level are not affected by office automation since they are engaged
in strategic decision making and planning and these ad hoc or strategic tasks need different tools

27 office@multidisciplinarywulfenia.org
 Vol 21, No. 3;Mar 2014

available at the operational level of the organization. (Rajput P. S. et al, 2010; By Fernando Sáez
Cows et al, accessed may 2013; Waters, D. H., 1989).

Office automation has several advantages including the elimination of having to go over repetitive
and tedious tasks, more control and flexibility in task completion, increased skill level and
tasks variety. (URL, 2005 accessed October 2013;).

On the other hand office automation has several disadvantages to workers at the operation level
among them lowering job satisfaction, loss of control and influence, lower self esteem and lower
personal communication skills.

This study focuses on the affects of office automation on the degree of workers productivity as
a direct effect of office automation use on the degree of task completion, task repetitiveness, task
control and flexibility and increased worker skills level. (Akpomi Margaret et al, 2009; Benjamin
C. Amick et al, 1987; Margrethe H. Olson et al, 1982).

Studies of office automation report that office automation has the highest impact on workers in
the lower levels of the organization where the work is routine; and lower impact at the top where
authority and decision making are concentrated (Biehl, M., 2007; Margrethe H. Olson, 1982)

literature review indicates that office automation has the following positive effects:

 reduced repetitive work

 increase in workers skill level
 increase in task completion
 greater control and flexibility

3. A CASE STUDY

Lack of research in this area and based on previous research on the factors affecting workers
productivity and its relation to office automation (Biehl, M., 2007), we decided to use a case study
to investigate the effects of office automation on productivity of library employees. The case study
was carried out at a King Abdulaziz University library.

The study particularly concentrated on how office automation affected workers productivity
through its direct effect on task completion, task repetitiveness, task control and flexibility and
increased workers skill level.

In order to study the impact of office automation at all organizational levels, employees were
interviewed and asked to answer a questionnaire. This resulted in some quantitative data which
was analyzed using non-parametric tests, and a wealth of qualitative data that was analyzed in
depth.

4. RESEARCH MODEL

This research tests the influence of office automation on workers’ productivity at King
Abdulaziz university library. The researchers used office automation as the targeted technology

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 Vol 21, No. 3;Mar 2014

under investigation. The researchers hypothesized that office automation affect workers
productivity through direct effect on task completion, task repetitiveness, task control and
flexibility and increased workers skill level.

The researchers considered four factors (Figure 1) to examine office automation impact on
workers’ productivity at all organizational levels at King Abdul Aziz university library.

Task Completion Time

Task Repetitiveness
Office
Automation Task Control & Flexibility Worker Productivity

Worker Skill Level

Figure 1. Conceptual Model

The above displayed conceptual model envisioned for this research (Figure 1) shows that
Worker Productivity is a function of: 1) Task Completion Time, 2) Task Repetitiveness, 3) Task
Control and Flexibility, and 4) Workers Skill Level.

5. HYPOTHESIS
Based on the above conceptual model shown in (Figure 1) the research focus is on direct effects
of the factors resulting from the use of office automation (Task Completion Time, Task
Repetitiveness, Task Control and Flexibility, Workers Skill Level on worker productivity) on
workers productivity. This can be summarized into the following four formal hypotheses.

Hypothesis 1: Office automation shall have a significant influence on task completion time.
Hypothesis 2: Office automation shall have a significant influence on task repetitiveness.
Hypothesis 3: Office automation shall have a significant influence on task control and
flexibility.
Hypothesis 4: Office automation shall have a significant influence on workers skill level.

6. METHODOLOGY

Subjects for this study were workers at all organizational levels at King Abdulaziz
university library. All items intended to measure the variables in this study were adopted from
previously validated instruments. Correlation and Regression analysis was used to analyze the
data. A confirmatory factor analysis was performed to assess the reliability and validity of the
measurement model before the regression analysis was performed.

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7. DATA GATHERING AND ANALYSIS

We conducted an opinion survey for employees at King Abdul Aziz university library, the
objective of which was to obtain benchmark information regarding the current perception of
employees to office automation effect on productivity.

Questionnaires were distributed for all employees at all organizational levels. A total of 573
questionnaires were distributed. 369 completed questionnaires were returned. The questionnaire
intended to gather information on the following four categories:

 Task completion time.

 Task repetitiveness.
 Task Control and Flexibility
 Workers Skill Level

We asked employees to rate whether they agreed or disagreed with a number of statements
under each of the above categories using a five options scale:

(1) Strongly disagree.

(2) Disagree.
(3) Neither agree nor disagree.
(4) Agree.
(5) Strongly Agree.

The survey was designed to hypothesize the nature and direction of the relationships which
exist amongst the latent variables, and thereby test the statistical and practical significance of the
associated structural model.

7.1. The main findings of research

To examine the research hypotheses and understand the relationship between the variables
descriptive statistics and inferential statistics were used to test hypotheses.

7.1.1. Descriptive Statistics

Descriptive statistics shows that (69%) were female and (31%) were male. About 24.7% of the
sample members were Diploma holders, 38.4 percent were Associate degree holders, 29 percent
have a bachelor's degree, 4.2 percent were master's degree holders, and 3.7 percent have doctorate
degree. About 7.3% were between 1 to 5 years of work experience, approximately 35.7% were
between 6 to 10 years of work experience, about 18.9 percent were between 11 to 15 years of work
experience, about 16 percent were between 16 to 20 years of work experience, approximately
9.1% were between 21 to 25 years of work experience and nearly 13 percent were between 25 to
30 years of work experience. Additionally, 57 percent of respondents were between 25 to 35 years
old, 20.6 percent of them were between 36 to 45 years and about 22.4 percent were between 46 to
59 years old.

7.1.2. Research Hypotheses Testing

To investigate the relationship between the use of office automation system and Task
completion time, Task repetitiveness, Task Control and Flexibility and Workers Skill Level the

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 Vol 21, No. 3;Mar 2014

researchers used Pearson test of correlation.

Hypothesis 1: Office automation shall have a significant influence on task completion time.

Result Sig. R Variables

There is a 0.000 0.317 Automation and task
signification completion time
relationship

Based on the above results significance is smaller than 0.05 significance level. Therefore the
research hypothesis is confirmed at 99% confidence level. The relationship intensity between the
two variables is 0.317 and average.

Hypothesis 2: Office automation shall have a significant influence on task repetitiveness.

Result Sig. R Variables

There is a 0.001 0.426 Automation and task
signification repetitiveness
relationship

Based on the above results significance is smaller than 0.05 significance level. Therefore the
research hypothesis is confirmed at 99% confidence level. The relationship intensity between the
two variables is 0.426 and average.

Hypothesis 3: Office automation shall have a significant influence on task control and
flexibility.

Result Sig. R Variables

There is a 0.003 0.376 Automation and task
signification control and flexibility
relationship

Based on the above results significance is smaller than 0.05 significance level. Therefore the
research hypothesis is confirmed at 99% confidence level. The relationship intensity between the
two variables is 0.376 and average.

Hypothesis 4: Office automation shall have a significant influence on workers skill level.

Result Sig. R Variables

There is a 0.000 0.460 Automation and
signification workers skill level
relationship

Based on the above results significance is smaller than 0.05 significance level. Therefore the
research hypothesis is confirmed at 99% confidence level. The relationship intensity between the
two variables is 0.460 and average.

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 Vol 21, No. 3;Mar 2014

The statistical analysis results of correlation and regression analysis, shows that there is no
evidence to reject the four hypothesises. Therefore the main hypothesises of the research were
confirmed at 99% confidence level and the fourth hypothesis at 95% confidence level.

It became clear that in terms of the impact on Worker Productivity, office automation effects of
the four factors ‘Task Completion Time’, ‘Task Repetitiveness’ and ‘control and flexibility’ and
“workers skill level” have an equally important role.

8. CONCLUSION
Results reached by this research provides a solid background about the impact of the use of
office automation on workers’ productivity at Kind Abdul Aziz university library. Office
automation has increased employees skill levels, enabled them to complete tasks faster , reduced
work repetitiveness and enabled them to control tasks at hand. This leads to increased workers
productivity at the university library. The library management needs to be aware that
implementing office automation at all organizational levels shall have greater impact on
employees productivity and thus lead to better services and performance provided by the King
Abdul Aziz university library.

Acknowledgements
This paper was funded by the Deanship of Scientific Research (DSR), King Abdulaziz University
(KAU), Jeddah under grant No (125-007-D1434). The authors, therefore, acknowledge with
thanks DSR technical and financial support.

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