Electronic office, eOffice is what? Where is the software, eoffice optimized for business English?

Therefore, office electronics eOffice is becoming keyword is many businesses, organizations seek when started journey converts numbers internally. Rear action-search this is a series of practical issues that businesses are facing:

• How to shorten the processing time of writing, approval work?
• Is there any solution to help manage documents, internal notification in a transparent way science?
• Data software, eOffice can completely replace the process of making work?

This article Lac Viet Computing will help businesses clarify the core concepts of electronic office, eOffice, analyze the reason why increasingly more units selected to deploy the system eOffice provides perspective practice of the benefit, selection criteria, proposed solution in accordance with Vietnamese enterprises.

1. Electronic office, eOffice is what?

1.1 definition electronic office, eOffice

Electronic office, eOffice is system software that helps businesses manage, storage, rotation and approved text, work, internal notification... a completely digitized. In other words, eOffice is the tool to replace the traditional office use of paper in a working environment, not paper (paperless office), where all information is centrally managed on a platform of single.

A office software, basic electronics usually include functions such as:

• Management text to/from internal
• Create – threading – track progress, handle the job
• Approved text according digitization process (Workflow)
• Exchange internal reminder, calendar, notification management
• Electronic storage, quick search
• Reports, statistics, process text processing work

Instead of printing needs, the sign, rotation between departments as before, software, eOffice help all this takes just a few clicks anytime, anywhere.

1.2 why more and more entrepreneurs choose eOffice?

According to the report of the Ministry of information and Communications, to the end of year 2024, more than 80% of the bodies of state administration in Vietnam has deployed software, office electronics, many of which are unit, integration with digital signatures, a door system, electronic and software management executive other. This trend is not only limited in the public sector but also widespread strong to private businesses, especially corporations, company, multi branch, institution – hospital.

There are 3 reasons core makes the organization a priority system deployment eOffice:

• Speed job processing, reduce the waiting time: Threaded approved digitized help eliminate intermediaries, reduce the time signed approval from few days to few hours. For example, a written approval cost can be processed in days instead of 3 days due to the rotation of crafts.
• Transparency trace clear: All text and manipulations are saved in real time. The manager easily check who handle any steps, at any moment, from that minimize the risks of errors, omissions text or fraud.
• Save operating costs significantly: The elimination of printing, delivery paperwork, storing physical records to help businesses save up to 30-50% administrative costs each year.

In summary, the deployment system eOffice is not just a technological advancement but also as strategic solutions to help businesses improve efficiency, transparency, chemical process operator, ready for environment, flexible work – from – modern.

2. The main feature of a system eOffice modern

When businesses consider implementing a software, eOffice, it is important not just to understand the functionality available in the system, but also need to see clearly of practical value that the features it brings for operation. Below are the features critical of a office software, electronic, modern, along with the direct benefits that the organization can exploit.

2.1 Management text – goes – to- internal automate the process of handling information

One of the great challenges of the business is handling track hundreds of texts every day from dispatch to dispatch, go to the exposition, internal notification. If management craft, easy-to-happen situation, misplaced, delayed approval or uncontrolled progress.

Software eOffice help digitize the entire process. Each text when entered into the system will be assigned code numbers, sorting and automatic transfer to those responsible for processing according to processes that have already been set. The system can send alerts if the text has not been processed after a certain period of time.

Practical example: A text came from the tax authorities will automatically be transferred to the accounting department, if more than 2 days't handle it head of finance will receive notifications on software. This helps limit condition, omissions or late-term treatment.

According to the survey of CIO Vietnam (2024), 65% of enterprise system deployment eOffice has shortened 40% of the time handle text in the first quarter apply.

2.2 fast Approval through workflow number (Workflow) helps to reduce the maximum waiting time

An approval process is in knots popular in business operation, especially when leaders don't have a regular face at the office. With system eOffice, every approval process are digitized under the “work flow”, i.e. a sequence of processing steps is pre-set, decentralizing clear by title or department.

When a proposal is created (for example: recommended payment), the software will automatically redirect to the competent authority in the order specified and approvers can view content, browsing history right on your phone or computer.

Illustrative example: A director can approve the work plan through the app eOffice in less than 2 minutes, whether you're a business trip abroad.

The obvious benefit is to minimize the profile status “lying in wait” at the same time increase transparency tightly controlled schedule.

2.3 electronic storage, replace paper records, cost savings, easy lookup

In the work environment the tradition, the storage profile expensive area, hard to find and easy to damage over time. With software, office electronics, all documents are digitized, stored on electronic system safety, has distributed access clear.

Documents can be encrypted, signed numbers to ensure legal security. Users can search for text just by keyword, code, text, date released or create saves a lot of time lookup.

Statistics internal of the unit deployment eOffice in Vietnam shows: on average, a business can save up to 70% of the cost of printing, storing and shipping profile when switching to electronic storage.

2.4 internal Communication – reminder – calendar – notification: the information consistency

In addition to management functions, the text, software, eOffice modern integrated tools to support communication, operating internal help change the email or the app discrete.

Business can:

• Send alerts the entire company or in groups
• Assign work, reminders automatically according to schedule
• Sign up browse the calendar work
• Create groups to exchange online by project

Thanks to integrated in the same system, all operating information are related through consistency can be in control of exchange history. This is especially useful in the context of business is the combination of direct and remote.

3. Practical benefits when businesses deploy office electronics eOffice

Job application office electronics eOffice is not merely digitized material or process, which is a transition strategic in order to optimize how the entire organization. The deployment of a software eOffice fit will bring the practical benefits.

3.1 accelerated processing work, reduce the waiting time

In the environment, traditional business, a text suggestions usually takes from 2 to 3 days to complete the approval process from when making a record, print, process, up to when forwarding through the levels. Status text “lying in wait on the leader” is not rare, especially in the organizational structure, stratification or process of decentralization complex.

Software eOffice help to completely change this by automating the process up. Thanks to the integrated threaded approved electronic (workflow), the system can transfer the text to the competent person in just a few seconds, at the same time send a notification reminder and allow approval right on your phone or computer, even when the handle is not present at the office.

Follow a study by McKinsey in the year 2023the organization applied system eOffice can shorten 35-45% of the time handle internal affairs, thanks to automation, centralized management process.

3.2 optimal performance – save on operating costs

Not only bring back the fast, software, eOffice also contribute important in the optimal cost. In a traditional office, operating costs often arise from factors such as: printing materials, personnel data entry, switch profiles, the cost of physical storage (stock profile) and waiting time, wasting resources.

When switching to software, office electronics, these costs almost been eliminated or significantly reduced. Business can handle more head than with the same number of personnel, minimize the work, repeat save resources office.

In addition, the connection between the parts through the system eOffice help minimize errors due to lack of information, reducing the time to handle the work occupied the time of the departmental administration.

3.3 transparency – storage medium – risk control

A common problem in office management is traditionally difficult to control the flow of information, easy-to-happen-lost record, or can't verify who have dealt text at any moment. These risks can lead to data loss, the internal complaints or do not comply with legal regulations.

Software eOffice help all operations from launch to create, edit, transitions to approval – is recorded and saved in the system eOffice, creating “traces of” clear for each processing step. Thanks to that, businesses can easily access history, text processing, verification responsibility to ensure transparency in the executive.

Added to that, thanks to the storage mechanism centralized security, according to the administration, the important documents no longer have to depend on an individual or specific parts. When necessary, the competent person can access information in an active, fast secure.

Illustrative example: In a manufacturing company, the lost contract to purchase the raw materials used to make them miss-term delivery. From the application software, office electronics, all contracts are managed in a centralized and decentralized access clear, no longer record status is “missing the mark”.

Three benefits highlights: acceleration, handling, optimize costs, enhance transparency and risk control have shown that software, eOffice not only is the tool administrative support, which is an operational platform to help businesses convert models work in a profound way. With system eOffice, the business can progress to a work environment intelligent, to respond quickly to change and better control in all situations, even when working remotely or in the crisis period.

4. Any business should application software, eOffice?

The deployment of software, eOffice suitable not only with a group of industry or scale-specific, which is becoming an inevitable trend for every organization wishes streamlined operation, optimum performance, construction working environment, modern transparent. However, there will be the business group and held a special benefit, clear more rapidly from the application software, electronic office. Here are three typical groups:

4.1 Business medium and large scale need to control operating procedures to reduce operational risk

With respect to the business can scale from a few hundred to thousands of personnel, processes, work is often a clear hierarchy, involving many departments, management levels. When the amount of text, the proposed decision of increasing the rotation and track craft easily lead to overload, loss of control or duplicate the process.

The deployment system eOffice help set the processing flow standardize, automate the entire process of approval and internal notification. The information is controlled throughout every transaction number are leaving obvious traces, to support executive decision making fast, accurate.

Research by Boston Consulting Group (2024) reveals: the company from 300 employees to back up the application software eOffice has the ability to increase 28-35% performance administrative work, at the same time decreased on average by 25% indirect costs (printing, personnel records management, office...).

4.2 The state agency, unit administrative career fit with advocates “The government is not paper”

In the public sector, the application of office software electronics is mandatory elements to realize the goal of building public administration modern, transparency, serve the people and the business better. Decree 30/2020/ND-CP and Decree 130/2018/ND-CP is the legal text clearly demonstrates this orientation.

System eOffice at the public authority not only helps digitize text flow go – to – internal, but also the premise to integrate with other systems such as the Portal of public services, The national database, digital signature, electronic record.

Follow Ministry of information and Communicationsthe end of the year 2024, there are more than 80% of the administrative units of state and provincial ministries have been central index PAR (administrative reforms) in place, in which many local recorded a decrease of 40-60% of the time text processing, administrative, at the same time increase the level of satisfaction of citizens.

4.3 Business model have a multi-branch, working remotely or operate on multiple locations

With businesses that have branches scattered in many provinces or team working remotely, coordinating work to ensure information consistency is a big challenge. If there is no platform management focus, the text information can be late, false or not be communicated in full.

Software eOffice solved this problem thanks to the ability to access from any device, decentralized, flexible and synchronized real-time data. The executive committee can approve the record, directing remote work that need not be present directly in the office.

In summary, regardless of the business activity in any field, if you are facing the problem such as text processing slow, controlled discrete information, lack of transparency in the executive or difficulty in coordination between the parts, that is a clear sign to see the organization should consider implementing a system eOffice.

The application software electronic office is not only technological solutions but also as leverage to help business restructuring internal processes, increased flexibility in operation and enhance competitiveness in the context of market change constantly.

5. Selection criteria system eOffice suitable for business

The choice of software, eOffice suitable not only is the decision technology that is also a step in the strategy directly affects the operational efficiency of the entire organization. A office software, electronic good, to ensure the balance between functionality, flexibility, scalability, and level in accordance with the practice business. Here are the important criteria that organizations, businesses should consider before implementing a system eOffice.

5.1 Easy to deploy, easy to use, friendly interface

A software although there are many functions, but if complex, difficult to manipulate, it's employees “mothballed” at a later time. Especially with the business with no IT team in-depth elements, easy to use and deploy quickly should be a top priority.

Friendly interface, clear layout, understandable language will help employees at all levels easy to approach using software, eOffice daily as a tool familiar. For example, if a text web browser can be accessed and approved only three steps to help save considerable time manipulation for users.

5.2 high security to meet regulatory law

With the official documents, materials, operating and personnel information bearing susceptibility, information security is the key element. A office software, electronic standards, need to ensure the standard of security, from data encryption, access rights division to recorded history manipulation on each text.

In particular, for the organization in Vietnam, compliance with the legal regulations, such as the Decree 130/2018/ND-CP on the digital signature is mandatory to ensure the legality for the electronic text.

Illustrative example: system With eOffice has integrated signature of a valid business can fully approved by the internal decision, the contract or recommended coupons without printing or hand, at the same time ensuring the legal validity before the state agency.

5.3 flexible Integration with other software in ecosystem management

Software eOffice not operate independently. Fact, it should play the role is central platform connected to the system administration other as ERP (resource management), HRM (hrm), DMS (document management), CRM (customer relationship management restaurant)... to create a flow of information throughout the enterprise.

This helps to reduce manipulation, data entry, repeat, sync data quickly help leaders have overall perspective when making decisions.

For example, When software eOffice connect with HRM, the decision to maneuver personnel created in eOffice will automatically update to employee records, avoid omissions or enter the wrong data.

5.4 reputable supplier, have the ability to customize according to business needs

Don't have a system eOffice “brigadier general” for every business. Each unit has a process, organization structure distinct needs. So, choosing a reputable supplier, have experience in implementing practical, ready to customize software according to particular business is extremely important.

Enterprises should give priority to the selection unit supply has many projects implementation, especially in the same industry or scale, at the same time provide good after-sales service, support, deployment, training, intensive use.

6. Solution hints office electronics eOffice effective for enterprises

Among the solutions currently available on the market, Office electronics, LV-DX Collaboration of Lac Viet is a choice to be more business and state agencies in Vietnam used thanks to the possibility of flexible deployment, high security level, together with the possibility of customization according to specific each organization.

LV-DX Collaboration is software office electronics developed by company shares Information Vietnam with more than 20 years of experience in the field of providing technology solutions for the public and private sectors in Vietnam. Below are the highlights of the system:

• On-premise deployment, safety, security, internal height: Help the organization complete control over the data on infrastructure of yourself, especially in accordance with the unit has strict requirements on safety information.
• Customized approval process by the organizational chart: Non-process model stereotype, the system has the ability to design processing flow text to the precise model of governance and the role each department in the business.
• Interface in English, easy to use, multi-device: Support users to work quickly, even on your mobile phone or tablet.
• Integrated with the ERP, HRM, CRM... downloads: Help the commissioning data is synchronized tapping effect.
• More than 500 customers have successfully deployed, including the Ministries and Central agencies, large corporations, many provinces and cities, is a clear witness for reliability and the ability to meet the real of the products.

In summary, choosing the right system eOffice not only help enterprises digitize office, but also create a sustainable foundation for a working environment, modern. LV-DX Collaboration is a solution worth considering for the organization is looking for a solution, office electronics eOffice security in accordance with practical conditions in Vietnam.