Smart Office Automation with Support of Multiple Language Accessibility

Abstract

The Internet of Things (IoT) has gained significant momentum recently. Embedded systems are ubiquitous in our daily lives, connecting everyday things to a network. We can now operate, monitor, and do a variety of tasks effectively from a distance thanks to IoT-enabled gadgets. The word \"smart\" is now frequently used to describe cutting-edge technology, particularly those that incorporate artificial intelligence. The increased need to address environmental, economic, and social concerns has helped these notions flourish. Enhancing communication and collaboration amongst employees from various linguistic origins is one of the main advantages of a multilingual smart office automation system. A multilingual smart office automation system can also assist businesses in meeting legal requirements in different countries. Companies must provide documents and other materials in the local tongue in accordance with the rules and regulations of many nations. Companies can more easily meet these criteria with the use of a multilingual system, lowering their risk of fines and legal repercussions.

Introduction

I. INTRODUCTION

Organisations are continually looking for novel solutions to boost productivity, streamline processes, and promote inclusively in the quickly changing business landscape of today. A ground-breaking innovation called the Smart Office Automation System has surfaced to satisfy these needs. This clever and adaptable solution makes use of cutting-edge technology to revolutionise office operations and support accessibility in multiple languages. To provide a connected and effective workplace, the Smart Office Automation System integrates automation, artificial intelligence, and Internet of Things (IoT) connectivity. Employee focus on higher-value work is increased by automation of monotonous operations, seamless integration of multiple devices and applications, and improved resource utilisation. But this cutting-edge solution goes a step further by meeting the various linguistic requirements of a worldwide workforce.

The Smart Office Automation System's capability for different language accessibility is one of its primary advantages. This technique eliminates linguistic barriers in the workplace in recognition of the value of inclusive communication. The system offers an easy user interface and seamless translation capabilities, regardless of the predominant language spoken by employees, ensuring efficient and meaningful communication across linguistic barriers. The Smart Office Automation System offers a variety of advantages for businesses and their employees, with multilingual accessibility as a key tenet. The first benefit is that it makes multilingual team members' communication easy. The system's real-time translation capabilities provide seamless and correct understanding during meetings, presentations, or regular discussions, encouraging collaboration and teamwork.  The Smart Office Automation System also helps to foster a more welcoming workplace environment. It supports diversity and makes sure that each employee feels respected and empowered by supporting numerous languages. Additionally, by facilitating efficient communication with clients, partners, and stakeholders from around the world, it aids organizations in their quest to expand globally.

II. LITERATURE SURVEY

In order to create effective [1] and environmentally friendly office spaces and automate lighting, heating, and air circulation in these facilities, the problem of occupancy prediction must be solved. For complete coverage, many sensors must be utilised in office settings where broad areas need to be monitored. In these situations, it is typically crucial to maintain affordability while simultaneously making sure that users' privacy is protected. In order to create solutions that solve these issues, low-cost and low-resolution heat (thermal) sensors can be quite helpful. They are, however, particularly sensitive to noise artefacts that may be brought on by other things that are either using electricity or being exposed to sunlight, as well as by heat prints left behind by persons who have left the room. However, they have not addressed or made up for such heat artefacts. Earlier systems for occupancy prediction have used low-resolution heat sensors. In this study, we looked into how the authors implemented a low-cost, low-energy smart space to forecast how many people are in the area depending on whether their behaviour is static or dynamic over time.

They gathered data from a real meeting space using a low-resolution (88), non-intrusive heat sensor for the model. Additionally, this model has two cutting-edge procedures for predicting occupancy, one based on computer vision and the other on machine learning. This model not only aids in evaluating the benefits and drawbacks of these various workflows, but it also makes use of a number of cutting-edge explainability techniques to provide a thorough study of the algorithm parameters and how the characteristics of the input image affect the performance. Furthermore, This study examined the noise sources that have an impact on heat sensor data. The results demonstrate that when the data are free of noise artefacts, the feature classification-based method provides excellent accuracy.

In this research paper [2] a comprehensive smart office system concentrating lighting, heating, security, the alarm system is designed to save energy and to promote the satisfaction of the employees. By recognizing the fundamental role humans play in energy consumption, this. Therefore, the implemented system shows the way to reduce it. This system works in automated and manual modes. This system comprises of a motion sensor that detects the presence of a person and a light sensor that detects the presence of light depending upon the intensity of light. MQ-3 sensor was used to detect fire/smoke. This system can be monitored through Android or any internet-connected device. This system consists of a fingerprint identification module that is used for security. This module has the enrolled fingerprints of the employees, so that only enrolled people will be allowed to the entire office. This system of smart office automation has an alarm security system. Furthermore, this research concluded that this smart office could be implemented in the entire building, which in turn helps in energy consumption to a great extent.

We looked into a study [3] that suggested designing and putting into place an office automation system using Internet of Things technologies. In order to facilitate business message interchange and real-time processing of process approval business, this strategy involved carrying out mobile office functions via smart phones. For the purpose of facilitating information sharing between the mobile system and the primary system, the system adopts a b/s structure and takes on the shape of a front-end machine. The client can read the current user name as the sender when users choose to send mail or reply to mail. The maximum number of submitted attachments is three, and the sum of all uploaded attachments is not to exceed 100 m. We discovered that this system uses Java, Internet of things (M2M), SQL Server database technology, and pays attention to the functional applications of mobile offices, short-distance wireless transmission, and so on. It also fully considers the needs of users; the use process is flexible, stable, and safe as well as reliable; and the interface is reserved so that other functions can be accessed with ease. The study produced useful production importance and office field application value.

We cited a study [4] that examined workflow technology, the OA system, the office, and numerous other tools that may be included into the work. For office business processes on the Internet or Intranet, it provides a digital office environment. Design and development of the OA system using SQL Server 2003 as the database's backend support. System definition, flexible workflow management, the theory of software design and development, office automation, and the original office management's issues with low efficiency and excessive resource consumption are all addressed in the system design. also lists the principal design codes.

For this study [5] we came across a recommender system model that makes it easier to choose a suitable fix for errors in IoT-enabled devices to reduce errors. The architecture for the proposed model makes use of ML techniques to monitor each and every office gadget connected via IoT, and recommender systems to make fault pattern recommendations without a lot of manual interaction. The WiFi module is used to transmit data to the cloud from the ultrasonic motion sensor, which is used to collect information about staff availability in cubicles. In the office setting, electrical appliances are managed by ATmega8. The purpose of this work is to predict IoT appliance failures that will affect the longevity and dependability of IoT appliances.

A research article[6] presented a few fundamental applications in smart buildings that would be investigated to analyse with the technological advancements that can automatically bring better solutions. The information gathered from various sensors will be crucial for analytics and the development of smart design models for improved structures. The services in the smart building model, including security control, energy management, HVAC system control and monitoring, water management, lighting systems, elder health systems, and fire detection, will be examined. Their proposed model's main goal was to uncover the problems that current techniques have with these applications and to provide a framework for further study. The analysis of the pertinent techniques and requirements reveals that the

III. REVIEW OF PREVIOUS WORK

A. A typical IoT office automation system has the following Features

1. The device may employ sensors to determine if a room is occupied or vacant and can then adjust the lighting as necessary.
2. Temperature Control: The system can monitor a room's temperature and humidity and regulate the heating or cooling accordingly.
3. Smart Security: The system may incorporate security cameras, smart locks, and other remote-monitored and controllable security equipment. This could improve office security and provide staff members peace of mind.
4.  Environmental Monitoring: The system can keep an eye on things like noise levels, air quality, and other elements of the environment that may have an impact on workers' health and efficiency.
5. Meeting Room Automation: The system has the ability to automate the setup and scheduling of meeting spaces, as well as the control of lighting, temperature, and audio-visual technology. Additionally, it can offer current occupancy information to aid in optimising room usage.
6. Energy Management: The system may monitor energy usage and discover possibilities to decrease waste and save money. To further lower energy expenses, it can be integrated with renewable energy sources like solar panels.
7. Asset tracking: To track workplace assets like laptops, printers, and other equipment, the system can make use of sensors and RFID tags.

B. Here are some ways to add support for multiple languages to an IoT smart office system

1. Natural Language Processing (NLP): Integrate NLP technology into the system to allow users to engage with the system in many languages. By teaching the system to recognise and respond to voice commands in several languages, this can be accomplished.
2. Language Selection Menu: Provide users with the choice to select their favourite language during setup as well as a language selection menu that is always available.
3. Localization: Make sure that all text and graphics are easily translatable by designing the user interface of the system with localization in mind.
4. Multilingual material: Provide multilingual material, such as user manuals and help files, to help users comprehend the system's features and operation in their local language.
5. Provide Multilingual Support: To assist users with any problems or inquiries they may have, offer multilingual support services.

C. An IoT smart office system may benefit from adding multilingual accessibility for a number of reasons, such as:

1. Improved User Experience: By supporting various languages, the system can be more accessible and user-friendly for non-native speakers, making it easier for them to interact with the system and improving their overall user experience.
2. Enhanced Productivity: Staff members can work with the IoT smart office system in their own language, which can help them finish duties more quickly and precisely.
3. Improved Communication: Employees that are able to speak in their native tongue with one another and the system as a whole are more likely to avoid miscommunications and have better overall communication.
4. Improved Accessibility: By supporting many languages, the IoT smart office system may be made more accessible.
5. Greater Global Reach: The IoT smart office system can be more readily adopted by businesses with a global reach by offering support for several languages.

D. Here are some important things to think about:

1. Technical viability: It is crucial to assess the technical needs and constraints of the IoT smart office system and decide whether adding support for additional languages is viable.
2. Financial viability: Determining the project's financial viability entails projecting the costs related to adding support for different languages, such as staff expenditures, hardware and software upgrades, and continuing maintenance expenses.
3. Operational feasibility: Determining whether adding support for additional languages is operationally feasible entails determining the effect of the proposed project on the current business processes and identifying any potential implementation roadblocks.
4. Evaluation of any legal and regulatory requirements associated to adding support for different languages, such as data privacy laws and language requirements for customer service, is crucial.
5. User acceptance: To gauge how well the proposed project will be received by users, it is crucial to conduct user surveys or focus groups and obtain their opinions.

E. Here are some typical functional specifications that might be required, though:

1. Language selection menu: During setup and at any time while in use, the system should allow users to choose their chosen language from a language selection menu.
2. The system should be able to recognise and process different languages thanks to multilingual natural language processing (NLP).
3. Multilingual user interface: The user interface of the system should be made to support different languages.
4. Multilingual documentation: User guides, help files, and other documentation for the system should all be available in different languages.
5. Multilingual support services: The system should offer phone, email, and chat help in a variety of languages.
6. Localization: The system needs to be built to accommodate localization, which entails tailoring the system's features and functionality to the unique requirements of many languages and cultures.
7. User testing: To make sure the system is simple to use and offers a positive user experience for all users, it should be tested with users who speak various languages.

IV. DESIGN AND ALGORITHM

The following factors should be taken into account when designing a smart office automation system that supports many languages:

1. The system should support a variety of languages, particularly those that are widely used by the company's employees or in the area where it is based.
2. User interface: The user interface ought to be made to be simple to use and intuitive for people who speak different languages.
3. Speech recognition: The system must be able to discriminate between various accents and dialects as well as accurately recognise speech in a variety of languages.
4. Language translation capabilities: The system should be able to translate requests and responses across various tongues, facilitating cross-lingual interaction between users.
5. Validation and testing: To ensure that the system operates accurately and dependably, it should be thoroughly tested.

V. FUTURE WORKS

Future work areas for IoT office automation systems include the following:

1. Integration of additional devices: To provide users more control over the working environment, the system can be combined with additional gadgets like smart thermostats, smart lights, and smart locks.
2. Predictive maintenance: The system can examine sensor data to forecast when equipment will break down, enabling proactive maintenance and minimising downtime.
3. Energy optimisation: By automatically turning off devices when they are not in use or by altering lighting and temperature based on occupancy and usage patterns, the system can be optimised to use less energy.
4. Voice commands can be used to control the office environment when voice-activated devices like Amazon Alexa or Google Assistant are integrated. Additional security features can be added to the system, such as fingerprint or facial recognition for access control, or connectivity with security cameras and alarms.
5. Personalization: Each employee's workstation preferences, including lighting, temperature, and seating arrangements, can be customised using the system.
6. Data analytics: The system can gather and analyse data on usage patterns, energy use, and occupancy to give users insights into how efficiently offices are used, enabling additional optimisation and cost savings.
7. Remote access: The system may be accessed remotely, giving users the freedom to manage the office setting from any location and giving mobile or remote workers more flexibility.

Conclusion

The smart office automation system\'s ability to support many languages will aid to boost productivity and cut down on misunderstandings, which will ultimately lead to better business outcomes. The system becomes more inclusive for people from different backgrounds and cultures by being available in numerous languages. The automation system can speed up repetitive processes like meeting scheduling, reminder sending, and document management. Automation can cut back on the requirement for manual labor and save operating expenses.

References

[1] Occupancy Prediction Using Low-Cost and Low-Resolution Heat Sensors for Smart Offices by Beril Sirmacek [25th September 2020] [2] Design and Implementation of Smart Office Automation System October 2016 International Journal of Computer Applications 151(3):37-42 [3] Design and Implementation of Office Automation System Based on Internet of Things Technology. Xiao, Ya Chen, Yujian Tang,and Hoekyung Jung Academic Editor: Balakrishnan Nagaraj. Published21 Sept 2022 [4] Research the office automation system software based on workflow technology. Publisher: IEEE by He JunHu [5] Cloud-Based Fault Prediction Using IoT in Office Automation for Improvisation of Health of Employee. Authors: Mudita Uppal, Deepali Gupta, Sapna Juneja, Gaurav Dhiman, and Sandeep Kautish. Published in 3rd November 2021. [6] Vijayan, D.S., Rose, A.L., Arvindan, S. et al. Automation systems in smart buildings: a review. J Ambient Intell Human Comput (2020). https://doi.org/10.1007/s12652-020-02666-9

Copyright

Copyright © 2023 Sneha. N, Meenakshi Sundaram, Rajeev Ranjan, Anandrupa Chakrabarti. This is an open access article distributed under the Creative Commons Attribution License, which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.