Documenting a Day

Greetings Broders!

Computer applications play a significant role in the events that take place in one day. Utilizing applications is essential in a work setting to convey important information in various ways. This information can be helpful and provides background information for critical decision-making processes. All applications function differently, have advantages and disadvantages, and are most appropriate in information delivery depending on the audience and the information displayed. 

Word processors are a resource for “creating formatted text” (Vahid & Lysecky, 2019). Users can change the format of text from how it is physically viewed to where it is on the page. Users can also change the design of the page in the application. The word processor can then store this information and formatting in a file (Vahid & Lysecky, 2019). A spreadsheet application functions as a resource for “representing tables of data like text or numbers, for using formulas to calculate data from other data (like sums or averages), and for creating graphical charts from data” (Vahid & Lysecky, 2019). All these functions are possible based on how you configure the information within the cells. Unlike a word processor, you can carry out more detailed reporting and create more complex graphics and tables. A presentation application is a “computer application used to create a slideshow of text and graphics, often with animation” (Vahid & Lysecky, 2019). The animation of text and/or graphics is spread out through various slides for a continuous slide show. A database is a “collection of data organized to enable efficient information retrieval” (Vahid & Lysecky, 2019). Its function organizes data in a way that enables you to find it easily by checking one or multiple databases simultaneously. The view may not be as visually appealing compared to a presentation application. 

The advantages of using a word processor are it is easier and faster than handwriting, you can change the format of words quickly, and most helps you with spelling and grammar automatically. A disadvantage of using a word processor is application availability. If you don’t have the application the document was created in when you try to open a document, the formatting will be off, or you won’t be able to open it. The advantages of using a spreadsheet application are numbers can be formatted and manipulated easily, you can create more detailed and customized, and you create complex formulas. Disadvantages include that data must be strategically placed and labeled to build the tables, graphs, etc. For example, if using a SUM function and there are letter characters data instead of numerical data, you will get an error. Another disadvantage of using a spreadsheet application is application availability. If you don’t have the application the document was created when you try to open a spreadsheet, the formatting will be off, or you won’t be able to open it at all. The advantage of using a presentation is that it can make information delivery more visually appealing. A disadvantage of using a presentation application is application availability. If you don’t have the application the document was created when you try to open a presentation, the formatting will be off, or you won’t be able to open it. Another disadvantage is most people add too many words, which makes presentations less appealing. An advantage of using a database is that you can easily track and find information. A disadvantage is that some are not visually appealing or user-view-friendly.

The most appropriate application for documenting the information about a day is a combination of word processors, spreadsheets, and presentations. Word processors are used for writing emails, meeting minutes, and memos. Spreadsheets are used to track work products, weekly tasks, and monthly reporting. Presentation programs deliver monthly reporting in an easily digestible and viewable format.

Word processors are also most useful when creating a grocery shopping list and writing down a recipe. For example, there are formats within Microsoft Word where a template can be used to create a list. Spreadsheet applications are also helpful in monitoring monthly budgets and creating charts and graphs to show changes in sales for specific products. In Microsoft Excel, for example, a spreadsheet can house each month’s budget with expected and actual spending and create a graph that displays how spending trends for the year. Presentation applications would also be helpful for interior design storyboarding and employee training. In Microsoft PowerPoint, for example, employee training can be created that combines the resources for different learning types (visual, auditory, reading/writing, and kinesthetic learners) because it is possible to integrate elements from other applications along with recording inside of the presentation application (Microsoft 365, 2022). Lastly, databases would also help track retail inventory and customer relationships with a CRM tool. D. Databases can track inventory levels, alert when more inventory is needed, and help forecast budget allocation and spending for inventory during a different time period (Contributor, 2021). 

All applications function differently, have advantages and disadvantages, and are most appropriate in information delivery depending on the audience and the information displayed. Application advantages and disadvantages are based on the design by companies and determine the proper use of information delivery and where they would be most beneficial. What is possible in one application may not be possible in another. As technology progresses and is upgraded, more uses and advantages can soon be discovered. What might be considered a disadvantage today may be improved to make a company competitive in the technology market. 

Happy Coding!

Lotus 

References

Application Software. (n.d.). https://cs.calvin.edu/activities/books/rit/chapter2/user/software/apps/sigapp.html

Contributor, C. (2021, March 5). Importance of Inventory Databases for Retail. Small Business -Chron.com. https://smallbusiness.chron.com/importance-inventory-databases-retail40269.html

Microsoft 365. (2022, July 26). Creating Presentations to Connect with Each Type of Learner. https://www.microsoft.com/en-us/microsoft-365-lifehacks/presentations/presentations-for-each-type-of-learner

Vahid, F., & Lysecky, S. (2019). Computing technology for all. zyBooks.