Efficiency and Productivity

Computers have introduced important innovations and improvements to everyday life. None is more obvious than data sharing and communication. Word processors, spreadsheets, presentation, and database apps have completely revolutionized how different areas of businesses operate and have elevated its data sharing and communication capabilities. Even a single household can harness the power of a spreadsheet or word document. 


What is "Productivity Software"?

In total, word processors, spreadsheets, presentations, and databases all have one thing in common: They are “productivity software”. Productivity Software streamlines or automates certain monotonous or hard tasks. In effect, their use allows people to “get more done in less time”. (CompTIA, chp 6.2) 


Word Processors

The “Word Processor” is a very literal name; it specializes in creating words. Its primary use as a word formatter makes it applicable as a document creator too. They can aid in streamlining the building of reports, letters, and essays (CompTIA, chp 6.2). A word processor’s niche lies in how the documents it creates are used. In short, documents created by them are made to be read (TEACHERSCOLLEGESJ, 2019). This can be seen with the default size of word processing windows being 8.5’’x11’’, or the default size of printer paper. Rather than being supplementary to the communication, these documents usually ARE the communication. This makes them great at creating brochures or reports but makes them sub-optimal for live lectures or data sorting. 


Presentation Apps

Presentation applications are designed to create media for audiences. If word processors create media for eventual consumption, presentation applications create media for people reading the information live. In a live setting, the data on a presentation is being shown as a speaker is talking. To make live information retention easier presentation applications divide data into slides (CompTIA). When compared to other means of showing data, presentations are informal/summarized versions of the real information. In other words, presentations act as supplementary aids that reinforce the main points. If data presentation needs more formal, word processors and spreadsheets will do a much better job. 


Spreadsheets vs Databases

Spreadsheets and databases can sometimes be confused. Both store and manipulate data, but they differ in scope. A spreadsheet organizes data in rows and columns. Formulas built into the app can manipulate this data, sometimes even if this data is changed live! Databases are similar in that they store data in tables, which technically have rows and columns too. The differences between, once again, with the scope. Each cell on a spreadsheet has data that needs to be manually changed. Automation is possible, but most projects that use spreadsheets over databases usually do not need this. Not to mention, spreadsheet apps are usually bundled with home/business office applications and designed to be opened and used from many devices. Spreadsheets are more accessible but become worse as the amount of data increases. A common use of spreadsheets is time keeping. Over the course of a week, quick documentation on common actions you performed can be recorded in a spreadsheet. At the end of each week, a tally of the average time spent can be recorded. Over time, this can help you figure out which activities you should cut down or pick up. 

Databases are made with large data sets in mind. Efficient organization of tables makes it easy for database software to sort, retrieve, and manipulate large amounts of data. Technically, databases can do what spreadsheets can, but as a data set gets smaller the overhead required to run a database becomes pointless. (GeeksforGeeks) 

Due to the scale a database can operate, they easily have uses in bulk storage. The most obvious application of this would be a library database. Physical books can be scanned or transcribed into digital form. This can act as insurance in case a physical book is damaged, but it can also allow the library to cater to more people. Having books available on the internet makes their customer base broader instead of people near the physical building. 


Practical Applications of Apps

Although all 3 applications are useful, tabulating the data in a spreadsheet was the easiest. Word processors and presentation creators were just as capable of conveying information, but the spreadsheet could interpret the information and calculate new data. Overtime, this created better conclusions based on better data.  


Closing

In summary, word, presentation, spreadsheet, and database applications all attempt to interact with data. However, each attempt to do it in different ways. While word and presentation apps specialize in showing and communicating information, spreadsheets and databases try to store, interpret, and interact with information. 


Works Cited 

GeeksforGeeks. (2024a, September 11). Difference between spreadsheet and database. https://www.geeksforgeeks.org/difference-between-spreadsheet-and-database/ 

TheKnowledgeAcademy. (n.d.). Advantages and disadvantages of presentations. The Knowledge Academy. https://www.theknowledgeacademy.com/blog/advantages-and-disadvantages-of-presentation/ 

TEACHERSCOLLEGESJ. (2019, September 12). What is the difference between word processing program and presentation software? https://teacherscollegesj.org/what-is-the-difference-between-word-processing-program-and-presentation-software/ 

CompTIA. (n.d.). CertMaster Learn Tech+. https://labsimapp.testout.com/v6_0_675/index.html/productviewer/1215/0.0/e2363228-53bb-4e27-87e7-26cd1de40137/outline?nonce=xbmpXhyvgjw36wJTM3KqPwKJRSdjUCDx7TWmZ2GUAkA

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