Unit-1 Office Management and It’s Importance!

Introduction

Office management is the technique of planning, organizing, coordinating and controlling office

activities with a view to achieve business objectives and is concerned with efficient and effective

performance of the office work. The success of a business depends upon the efficiency of its

office. The volume of paper work in offices has increased manifold in these days due to

industrialization, population explosion, government control and application of various tax and

labor laws to any business enterprise. Efficiency and effectiveness which are key words in

management are achieved only through proper planning and control of activities, reduction of

office costs and coordination of all activities of business.

Definition

“Office management can be defined as a task of planning, coordination, motivating the efforts of

others towards the specific objectives in the office.”

1.1 Office — Meaning and Objectives

If you visit a firm, school or hospital you will find that a number of activities are being

performed, such as letters received, despatched, typing, photocopying, word processing, filing,

handling of office machines etc. The place where all such activities are performed is known as

office. Thus office is a service department of an organisation, which is connected with the

handling of records and provision of various services like typing, duplicating, mailing, filing,

handling office machines, keeping records, drafting, using information, handling money and

other miscellaneous activities.

Definition:

Some of the popular definitions of office are as follows:

‘‘Office is a place where clerical operations are carried on’’.—Denyer, J.C. ‘‘Office is a unit

where relevant records for the purpose of control, planning and efficient management of the

organization are prepared, handled and preserved. It provides facilities for internal and external

communication and coordinates activities of different departments of the organization’’. —

Littlefield, Rachel and Caruth.

The above definitions highlight the following characteristics—

• collecting information

• processing information

• storing information

• coordinating information

• distributing information

Therefore, an office may be defined as a place where all the activities concerned with collecting,

processing, storing and distributing information for efficient and effective management of an

organization are carried out. In every modern organization, be it a business concern or a

Government department, there has to be an office. It is essential for the efficient management of

the organization.

1.2 Importance of office

Office is an indispensable part for all types of organizations just like the brain of a human body.

It works as the nerve centre of the organization, and is vital for its functioning. It helps

management to plan, execute, communicate, control and co-ordinate activities to achieve the pre-

defined objectives of the organization. The importance of an office is discussed below:

1. Office as a service centre

Office provides the services of typing, duplicating, printing, providing information from records,

supplying forms and stationery etc. No organization can work smoothly without these services.

Therefore, office is sometimes referred to as a service department.

2. Office as a memory centre

All types of information are arranged and preserved in the office and supplied to management as

and when required. Various transactions and activities of the organization which are on record

are preserved by the office. Therefore, office may be described as the memory centre,

information centre or brain of an organization.

3. Office as a channel of communication

It is through the office that communication, especially written communication, takes place

between different departments and different levels of the organization. An organization would

fail, in spite of the best organizational resources, if the communication system is not effective.

4. Office as a co-coordinator

Office maintains links with all the departments of an organization and keeps every department

informed about what is happening in other departments. Thus, it provides the basis of co-

ordination between departments. For example, office informs the production department about

changing tastes and fashion in the market as revealed by the market survey conducted by

marketing department. Similarly marketing department is supplied information about the cost of

production to fix appropriate prices.

5. Office as a controller

Control is a necessary function of management executed through office. It requires

(i) establishment of standards, (ii) measurement of performance against the standard (iii)

ascertainment of deviation, and (iv) correction of deviations from standards and plans.

6. Office as a intermediary

The office maintains contact with outsiders and links the organization with customers, suppliers,

etc. It attends to the enquiries, orders and complaints, and maintains liaison between government

and the organization.

7. Importance of office to employees

Maintenance of attendance records, and preparation of wage and salary sheets for timely

payment are the responsibility of the office. It is also responsible for operating different

employee benefit schemes, like group insurance, provident fund, etc.

8. Importance of office to customers

The office acts as a link between the business and its customers. Enquiries, orders, and

complaints of customers are taken care of by the office. It also advertises the products and their

uses for information of the customers.

9. Importance to general public

The office also acts as a link between general public and the organization. It is responsible for

creating a good image for the organization in the minds of people.

1.3 Functions of Office

An office is primarily concerned with collection and supply of information. Accurate and up-to-

date information relating to organization and other agencies affecting the organization is always

required for taking decisions and formulating policies. Besides, office has assumed many other

responsibilities, such as safeguarding assets, personnel management, and procurement of assets

etc., which are incidental to the primary function. Therefore, the functions of a modern office

may be classified into two categories: (a) Basic functions, and (b) Administrative functions.

(a) Basic functions are those functions of an office which need to be performed in all types of

organizations. They are mainly related to receiving

1. Collecting information

The office receives or collects information about various activities of the organization. The

information may be collected from internal or external sources. Internal sources may be

employees and various departments of the organization. The external sources are customers,

suppliers and Government Departments etc. From internal sources information may be received

in the form of letters, circulars, reports etc., and external sources provide information through

letters, orders, invoices, inquiries, reports, questionnaires etc. The executives of the organization

may also collect information while visiting other organizations.

2. Recording information

The office keeps record of information collected from various sources to make it readily

available to the management. The information is kept in the form of correspondence, reports,

statements, circulars, lists, charts, registers, books, etc. An office has also to maintain records as

prescribed under law. The registered office of a company is required to maintain Register of

Members under the Companies Act, 1956.

3. Arranging, analyzing and processing the information

The information collected in an office is generally not in the form in which it may be used by

the management. Therefore, facts and figures collected have to be arranged, processed, organized

and analyzed to make them useful to the management. In these connection financial statements,

statistical statements, charts, lists, reports, summaries are prepared.

4. Preserving Information

The information is properly sorted out and preserved in the most economic and scientific

manner. Various types of equipments, filing cabinets, etc. are used for preserving records.

Unnecessary and out-dated records are destroyed to make space for new and valuable records. 5.

Supplying information All accumulated and processed information is useless unless it is

communicated. The office serves as a two way channel for communication. On the one hand, it

supplies the collected, recorded and processed information to the management and on the other

hand, the policy decisions, guidelines and instructions issued by the management to the

departments are also routed through the office. The information may be supplied verbally or in

writing.

(b) Administrative Functions

Administrative functions are in addition to the basic functions. But the office cannot hope to

work smoothly without them. These relate to the tasks of protecting and safeguarding assets,

maintaining and enhancing the operating efficiency, stationery control, choice and use of the

office equipments and selection, training, placement, and remuneration of the personnel etc. The

following functions are normally considered as administrative functions of an office:-

1. Management functions

Various functions of management are also applicable to the management of a office functions.

Office work has to be planned, organized and executed according to the plan. Control is

exercised to ensure efficiency of operations in the office. Staffing, directing, communicating, co-

ordination, motivating are also important for the management of offices.

2. Instituting office systems and routines

An office has to develop systems and procedures for providing better services to other

departments. Each phase of office work is carefully analyzed and a proper procedure is

developed for it. Proper sequencing of different tasks is necessary to ensure continuous flow of

work.

3. Procuring stationery and supplies

Adequate supply of office stationery of proper quality is necessary for the efficient performance

of office work. The office purchases standard quality paper, pens, ink and other stationery items,

maintains the stock and issues them only on demand.

4. Designing and control of office forms

Use of standardized forms simplifies office operations. It is the responsibility of the office to

design, standardize, provide and control the forms to be used in the office as well as in other

departments of the enterprise.

5. Purchasing office equipments and furniture

Efficient and economical performance of office work requires proper furniture, equipment and

machines. Office has to arrange for selection and purchase of these items from reliable suppliers.

It has also to ensure timely availability of furniture etc., to departments and employees to

facilitate proper utilization, as well as arrange for maintenance, servicing and replacement

according to need.

6. Safeguarding of Assets

Different types of assets are maintained in an organization. The assets must be protected against

damages and losses on account of fire, theft etc. An efficient control system is exercised by

office to safeguard the assets.

7. Personnel Management

The efficiency of office work depends very much on the employees. Their appointment,

training, promotion, appraisal and welfare are the functions of the office. 8. Maintaining Public

Relations An organization depends on public reputation and goodwill for its existence and

progress. Maintaining public relations is also the responsibility of the office. Most organizations

have reception counters to greet and receive visitors to the organization. The above are some of

the more important functions of office. The nature of functions differ from organization to

organization as per needs.

1.4 Qualities of a Good Office Manager:

The Office Manager, like any other manager in an organization, must possess certain qualities to

be a good Manager. They are summed up:

1. Personal Qualities:

There is a long list of personal qualities that the office manager should possess more important of

which are tact, self-control, enthusiasm, adaptability and sincerity. These personal qualities

would enthuse and motive the sub-ordinates better. These personal qualities would help attain

objectives with great ease and without any conflict. Personal quality only adds to the personality

of a Manager.

2. Education, Training and Experience:

A sound educational background is a great asset of an Office Manager. Although it is difficult to

lay down a hard and a fast rule to determine, or to lay down a standard of formal education that

he must attain, yet it is essential that he should be able to communicate well in writing as well as

in spoken words.

Besides he should have an analytical bent of mind to take care of different situations arising in

office. He should be well-trained in the office management system and procedure, office

equipment, machines and office routines. Awareness about the social and political situation is

also an important part of his personal education as this would help him in judging his sub-

ordinates.

3. Leadership:

Need for leadership is ingrained in the group effort. All equipped business teams accomplishes

tasks which are beyond the reach of ordinary well equipped team.

Besides the need for achieving common objectives, two factors calls for leadership:

(a) The factor of common sense of Authority.

(b) Indifference and a habit of forgetfulness of the people in leadership in one such aspect of

human quality that not only it should inspire the people to do well, to surge ahead, to come out of

the wood, but it should have and possess the inherent quality to tackle the problem of

indifferences, forgetfulness, apprehensiveness and short-sightedness of the people.

4. Organizational Abilities:

This refer to take a stock of the situation, know the job and the situation, study it, plan and

organize the work in such a manner that not only the job gets rolling, but the aim of finishing the

job in a manner, which would be recognized, is justified.

Duties of an Office Manager:

The duties of an Office Manager would be established on the same principles of management,

but the duties differ from the shape, size and structure of the office, and shape, size and structure

of the management or organization as well.

Take, a Branch Manager of a very small branch of a bank situated at a village. The Branch

Manager, who is the office manager of that branch, will have to report to the Zonal Manager

about his duties performed, and will receive orders and directions from the Zonal Manager about

what course of action to follow next. But he cannot directly report to head office and nor can he

expect the head office of that bank to direct him and control him, without the prior permission of

the Zonal Manager. So it is here that the duties differ, taking the shape, size and structure of the

organization.

1.5 Relation with other departments:

1. In Relation to his Colleagues and Associates:

(a) He should co-operate with them fully to fulfill the organizational objectives and goals. If

necessary, he should transfer the staff so that the work goes on smoothly. However, he has to

take permission from his superior to transfer his staff as he cannot take the order and decision on

his own.

(b) He should chalk out a plan, a system of integration, and should lay down a principle of

administration within the framework of the overall administration, of the organisation, so that he

is able to integrate the force working in the office to accomplish the objectives of the office.

2. In Relation to the Top Management:

(a) He should mingle with the top management to know what he is expected to do for them. This

will help him to know the procedures, policies and the budgeting system of the management, and

then he can implement his actions to achieve the objectives set for him. This will help him to

gain the confidence of his superior, and he will be in a position to earn respect and command of

the people under him.

(b) He should always seek the approval of his superior or the topline management to implement

his decision and, in return, he should report back to them on the decision taken. This will help

him to gain confidence of his superior, and the top management will be abreast of his action. The

authority will be transparent, as well as the entities outside the office to help him to carry out his

work.

3. In Relation to his Sub-Ordinates:

(a) His sub-ordinates consider him as their “only and immediate superior”. Hence he should look

to their problems, listen to their grievances and solve them immediately if possible, if it falls

within is power, or should forward it to the top management for action.

(b) He should try to find out what his staff is doing, away from him, in the office. He should

make an attempt and diagnose whether his staff are moving in the right direction in their job or

not, if not, whether they need training etc. He should put his staff on the right track, and the right

direction.

4. In Relation to the Work:

(a) He should see that the stationery items, office machines, furniture and fixtures etc. are in

proper order and in good condition, conducive to work.

b) He should see that the main essence of any job is not to finish the job, but completing the job

qualitatively.

(c) He should adhere to the principles and policies of the office and should try to implement

these principles and policies etc.

(d) He should be in a position to get the work completed despite of sick-leave, strikes, etc.

1.6 Centralization and Decentralization

Centralization and Decentralization are the different modes of working of an organization. In

centralization, the higher positions of the management hold the decision-making authority. Further,

in decentralization, the management disperses the decision-making authority across the organization

and brings it closer to the source of action and information. Centralization refers to the hierarchical

level within an organization that has authority to make decisions. When decision making is kept

at the top level, the organization is centralized; when it is delegated to lower organizational

levels, it is decentralized

Meaning of Centralization:

An office is not established for its own sake. An office is necessary for an enterprise. Every

enterprise has its own objects, either trading or non-trading. According to the nature of the

objects an organization needs to perform some functions and for each function there is a

department. Functions cannot be done in vacuum. Every function needs some services and a

place for functioning.

The office fulfills both the needs. The services consist of communication, computation, and

recording. When all the common services are done jointly by the same people for all the

departments, there is centralization of office services. For example, the telephone is needed by

every department.

If there is one telephone line having internal branches with P.B.X. or P.A.X. system it is enough.

There is no need for having a separate telephone connection for each department. That part of an

office where centralized functions are done is called the General Office and the secretary is

normally in charge of that. Another good example is the Cash Department.

When the office services are separated and each functional department like production,

marketing, etc. has its own office services then there is a case of decentralization. For example,

each department has its own typists instead of having a typists’ pool. All the files may be kept at

one place in a centralized manner.

Need of Centralization:

Centralization and decentralization are tendencies. It is a matter of policy whether the former or

the latter system will be followed. In fact, there is a very little scope for a choice between the

two. Certain services need be centralized for the sake of convenience and economy while certain

services can be better decentralized.

Centralization has great advantages but decentralization is not totally bad. There may be a

typists’ pool for typing out letters of different departments but at the same time the secretary

requires the exclusive services of a typist so that he can have the confidential matters typed out.

All files cannot be preserved in a centralized manner so that anyone can look into them. It is

desirable to have an ideal combination of both, centralization and decentralization. There are

some advantages of centralization which are, more or less, the disadvantages of decentralization

and vice versa.

Advantages of Centralization:

There are many advantages of centralization. (They are the disadvantages of decentralization).

They are:

(a) Specializations:

Since each employee does a particular type of work repeatedly, may it be for different

departments, he becomes a specialist in that line of work and by that his efficiency is enhanced.

(b) No Duplication of Work:

In case of decentralization every department has to do the same types of functions but if there is

centralization a group of employees does the same nature of work for all the departments. If

there is a typewriter for each department then for each department there are expenses for paying

the salary of the typist, oiling and cleaning of its typewriter, etc.

(c) Economy:

With the avoidance of duplication of work, there is economy too. If there are four departments

then under decentralization four typists have to be employed. But if there is centralization and

there is a typists’ pool then probably two or maximum three typists will be enough. Less capital

will be required as the number of machines to be purchased will be less as well as there will be

less payment of salaries.

(d) Balanced Distribution of Work:

The volume of same kind of service to every department is not the same. Some department may

have to prepare more letters’ than another department. Therefore, if there is decentralization then

a typist of one department has to do more labor than that of the other. But, if there is a typists’

pool, the work can be distributed more or less evenly among the typists. There is neither too

much pressure on one typist and one machine nor there is idle capacity in the others.

(e) Standardization and Mechanization:

As the same work has to be repeated a number of times the work can be standardized and can be

simplify also. More it is simplified greater is the possibility of using machines.

(f) Better Supervision and Control:

Supervision and control will be more effective and economic because:

(a) The number of employees is reduced;

(b) Most of the people sit together as there is open type of lay-out;

(c) There is less number of supervisors too and so they can be controlled better.

(g) Less Equipment:

Less number of equipment, particularly furniture and machines, will be required reducing

(mainly capital) expenditure and demand for space.

Disadvantages of Centralization:

There are some disadvantages of centralization. (These are the advantages of decentralization.)

They are:

(a) Wastage of Time:

As for every service help of the general office has to be taken, much time is wasted. A letter is to

be sent to the typists’ pool for typing and this will be done only when in turn it comes to the hand

of a typist.

(b) Loss of Secrecy:

The secrecy of any work of a department is lost as the different steps are processed through

general office.

(c) Technical Work Hampered:

Some acts of a particular department require some technicalities which may not be available in

general office. For example, any typist in the typists’ pool may not be able to type a complicated

financial statement required by the finance department.

(d) Lack of Loyalty:

No department can have its own loyal employees rendering office services. The staffs of the

general office have no special attachment to any department. It is difficult to get some urgent

work done. Much of the advantages may be lost if there is absence of proper coordination and

control in the office.

On the other hand much of the disadvantages may be overcome by proper coordination and

control. In fact centralization helps to maintain, coordination and control. All depends on the

ability of the chief of the office, the office manager or the secretary.

In all modern big concerns, there is an ideal combination of both centralization and

decentralization. The routine office services are centralized and are left under a superintendent or

office manager, while some confidential and technical functions are decentralized and are

allowed to be performed by the departments concerned. This is often called functional

centralization plan. The secretary maintains overall supervision and control, being the chief

executive and advisor.

Decentralization

Meaning:

Decentralization can be viewed as an extension of delegation.

When a part of the work is entrusted to others, it is known as delegation. Decentralization

extends to the lowest level of the organization.

A few definitions are given below:

1. “Decentralization refers to tire systematic effort to delegate to the lowest levels all authority

except that which can only be exercised at central points.” —Louis A. Allen

2. “Decentralization means the division of a group of functions and activities into relatively

autonomous units with overall authority and responsibility for their operation delegate to timed

of cacti unit.’—Earl. P. Strong

3. “Decentralizations is simply a matter of dividing up the managerial work and assigning

specific duties to the various executive skills.”

—Newman, summer and Wairen

Thus, decentralization is concerned with the decentralization of decision-making authority to the

lower levels in managerial hierarchy.

Advantages of Decentralization:

1. Reduces the burden on top executives:

Decentralization relieves the top executives of the burden of performing various functions.

Centralization of authority puts the whole responsibility on the shoulders of an executive and his

immediate group. This reduces the time at the disposal of top executives who should concentrate

on other important managerial functions. So, the only way to lessen their burden is to

decentralize the decision-making power to the subordinates.

2. Facilitates diversification:

Under decentralization, the diversification of products, activates and markets etc., is facilitated.

A centralized enterprise with the concentration of authority at the top will find it difficult and

complex to diversify its activities and start the additional lines of manufacture or distribution.

3. To provide product and market emphasis:

A product loses its market when new products appear in the market on account of innovations or

changes in the customers demand. In such cases authority is decentralized to the regional units to

render instant service taking into account the price, quality, delivery, novelty, etc.

4. Executive Development:

When the authority is decentralized, executives in the organization will get the opportunity to

develop their talents by taking initiative which will also make them ready for managerial

positions. The growth of the company greatly depends on the talented executives.

5. It promotes motivation:

To quote Louis A. Allen, “Decentralization stimulates the formation of small cohesive groups.

Since local managers are given a large degree of authority and local autonomy, they tend to weld

their people into closely knit integrated groups.” This improves the morale of employees as they

get involved in decision-making process.

6. Better control and supervision:

Decentralization ensures better control and supervision as the subordinates at the lowest levels

will have the authority to make independent decisions. As a result they have thorough knowledge

of every assignment under their control and are in a position to make amendments and take

corrective action.

7. Quick Decision-Making:

Decentralization brings decision making process closer to the scene of action. This leads to

quicker decision-making of lower level since decisions do not have to be referred up through the

hierarchy.

Disadvantages of Decentralization:

Decentralization can be extremely beneficial. But it can be dangerous unless it is carefully

constructed and constantly monitored for the good of the company as a whole.

Some disadvantages of decentralization are:

1. Uniform policies not followed:

Under decentralization, it is not possible* to follow uniform policies and standardized

procedures. Each manager will work and frame policies according to his talent.

2. Problem of Co-Ordination:

Decentralization of authority creates problems of co-ordination as authority lies dispersed widely

throughout the organization.

3. More Financial Burden:

Decentralization requires the employment of trained personnel to accept authority, it involves

more financial burden and a small enterprise cannot afford to appoint experts in various fields.

4. Require Qualified Personnel:

Decentralization becomes useless when there are no qualified and competent personnel.

5. Conflict:

Decentralization puts more pressure on divisional heads to realize profits at any cost. Often in

meeting their new profit plans, bring conflicts among managers.

Unit-2

Office accommodation and layout

2.1 Meaning of office accommodation

It is the process of selecting appropriate building in a favorable location, establishing different

sections and departments, proving or arranging resources in a scientific way. The purpose of

office accommodation is to create sound working environment and to bring efficiency and

rapidness in office work. It is important for both employees and outsider. Office employees

spend a long time office. Bad accommodation can cause boredom and frustration among

employees. Bad environment also may cause bad impression to outsiders.

2.2 Selection of office building

1. Shape and size of office building

It is one of the major factors that should be considered while selecting office building. It should

have adequate space to accommodate all machines, equipment, and employee with furniture and

enough space for flexibility. It should be considered taking the base of both present and future

needs.

2. Lighting and ventilation

An office building should have adequate lighting and ventilation. It helps a lot to increase

efficiency and enhance worker’s morale. Well lighted and ventilated accommodation puts less

pressure on the employees and also reduces the physical and mental strain and consequently the

efficiency is higher.

3. Convenience to customers and employees

While selecting office building it should consider the convenience of customer and employees. It

should not be far from the related trade center, must have proper toilet and canteen services and

food hospitality and utilities.

4. Cost

The cost of building affects on total budget of organization. The building purchased or built must

be within the budget of organization. There should be balance between requirement of space,

capacity of the organization and the cost for covering the expanses.

5. Flexibility

Flexibility of office building in its shape and size should be considered while selecting the office

building. It must also match the nature of organization.

6. Layout facility

The efficiency of men and machine depend upon the layout. The proper layout makes office

attraction. For this furniture, machine and other goods are necessary. This also helps in the

internal arrangement of office.

Sections and Sub- Sections of Office:

Open office: An open work space for more than ten people, suitable for activities which demand

frequent communication or routine activities which need relatively little concentration.

Team space: A semi-enclosed work space for two to eight people; suitable for teamwork which

demands frequent internal communication and a medium level of concentration

Cubicle: A semi-enclosed work space for one person, suitable for activities which demand

medium concentration and medium interaction

Private office: An enclosed work space for one person, suitable for activities which are

confidential, demand a lot of concentration or include many small meetings

Shared office: An enclosed work space for two or three people, suitable for semi-concentrated

work and collaborative work in small groups

Team room: An enclosed work space for four to ten people; suitable for teamwork which may

be confidential and demands frequent internal communication.

2.3 Selection of office location:

1. Nearness to customer: The office should be accessible to customers. They do not like

long distances to make business inquiries. The office should be accessible to other parties

who are in regular contact.

2. Nearness to related business: It is desirable to locate the office near the offices of

related business. It should be established in the same line of trade.

3. Availability of infrastructure: The infrastructure should be available in office location.

It consists of transport, communication, power, water and parking facilities.

4. Nature of business: The nature of business affects location of office. Office of

manufacturing business in located near the source of raw materials, labor and service

facilities. Office of trading and banking business is located in commercial centers near

the customers. Office of perishable goods business is located near the market for such

goods.

5. Availability of human resources: Needed human resources should be available for

office. They can be skilled, semi-skilled and unskilled. All facilities must be available for

employees

6. Environment: The office location should have healthy environment. It should not be

near polluted rivers or waste disposal sites. It should be free from noise, dust and

pollution.

7. Cost of space: Sufficient space should be available at reasonable cost for the office.

Space should be available for future expansion.

8. Government laws: The selection of location should comply with government laws and

regulation at national and local levels.

2.4 Office Furniture and Fixtures:

Meaning:

Furniture and Fixtures are different things. According to Webster dictionary, ‘furniture’ means

“equipment that is necessary, useful, and desirable as movable articles used in making a room

ready for occupancy or use”.

Furniture, therefore, has the following characteristics:

a. It is a kind of equipment.

b. It is necessary.

c. It is useful.

d. It is desirable.

e. It consists of movable articles.

f. It makes space ready for use.

An office requires different kinds of equipment including furniture. Office furniture also satisfies

the characteristics of furniture. ‘Fixture’ means, according to the same dictionary, “something

that is fixed in place as a permanent appendage or structural part”. We find fixtures in the forms

of electrical fittings, carpets on the floors, shelves on the walls, a small projector fixed on the

table of a typist while transcribing a microfilm, etc.

From the definition we find the following characteristics of ‘fixture’:

a. Something that is fixed in place.

b. It is permanently fixed.

c. It may be a part of a structure.

There is a great difference between furniture and fixtures. Furniture is moveable while fixture is

fixed. So an office requires both types of articles—furniture and fixtures. (The word ‘furniture’ is

used in a collective sense. It means a number of pieces of furniture. Same is true for the word

‘equipment’.)

Why are Furniture and Fixtures Used?

They are used for different reasons:

1. For the usefulness or utility they have.

2. Some fixtures are used for their appearance or artistic designs. Many kinds of wall

decorations are made in modern offices.

3. They make the office looking more attractive.

4. They make a big appeal to the employees and they get them motivated to work.

5. Good and dignified furniture and fixtures enhance the goodwill of the office (and of the

organization really).

Furniture and fixtures require much consideration before they are bought. It is to be seen how far

the above reasons are satisfied. They have very close connection with the lay-out.

Use and Importance:

Every office requires some furniture and fixtures. Furniture is indispensable to all offices, big or

small. In modern times, some furniture are converted into fixtures because some pieces of

furniture, like racks or shelves, even chairs or sitting accommodations are fixed to the walls.

A large amount of money is earmarked for furniture and fixtures at the time of planning for an

office organization. Furniture and fixtures are considered as assets and provided with annual

depreciation. Every year there are repairs and replacements. Very often total overhauling is made

through renovation to make the look of the office more modern and stylish, and also for better

utility. New designs are introduced in the market, using unconventional materials demanding

greater utility and economy. Coloring of furniture matching the color of the walls adds much

elegance and gaiety to the office environment.

The number and varieties of furniture and fixtures used in an office depend on the

following factors:

(a) The nature and volume of activities of the organization,

(b) The area of floor space utilized,

(c) The number of departments established,

(d) The number of the staff,

(e) The desirability felt by the management,

(f) The availability of the funds and the budget.

Normally the Following Types of Furniture are used in an Office:

Tables, Chairs, Racks Almirahs, Stools, Filing Cabinets, Sofas (generally in the Reception

Room), different kinds of Stands for machines, Counters, Desks, Safes and Lockers, etc.

Furniture may be purchased from the market from the cabinet makers and furnishers or furniture

can be built according to requirement and measurement. Fixtures are mostly made according to

requirement and measurement. Electrical fittings and carpets are the common examples.

Classification of Furniture:

Furniture can be classified on the basis of different aspects: Use, people by whom the furniture

will be used, materials used for making it, quality, etc.

Accordingly, we can have the following classification:

(1) General Furniture:

Such furniture is meant for the general clerical staff for daily routine work. In the past such

furniture was made of wood but modern tendency is to use steel furniture. Durability is the key

factor for such furniture because of rough use. Generally the desk shall contain not more than

two drawers. The chairs shall be comfortable. The height of the desk or table and the chair shall

be of common standard (depending on the average height of the people of the country).

It is better if the height is adjustable according to the height of the user. The surface area of the

table or desk depends on the nature of work. A ledger-keeper needs a big area. A typist does not

require a big area. The standard height, length and breadth of a desk are 28″, 48″ and 30″

respectively. The standard height and depth of a chair are 17″ and 15″ respectively and the

minimum distance between two arms is 19″.

(2) Special Furniture:

Special type of furniture is necessary to do special type of work. For example, a table has used

for some particular machine.

(3) Built-in Furniture:

A further improvement in design of furniture is built-in furniture which is made according to the

requirement as well as for saving of space. Such as furniture may be collapsible and may be

pushed inside the wall or another piece of furniture. For example, a special drawer with a typist’s

table, to accommodate the typewriter when the work is over.

(4) Executive Furniture:

Such furniture has special significance and the standard shall be of high order which adds

prestige to the office. The Board Room shall be equipped with such prestigious furniture. A big

organization makes innovation in style and design of its executive furniture. Very often

renovation is done.

Normally there is no standardization of size. But preferably an executive table shall be semi-

circular so that each of a group sitting in front of the executive are equidistant from him. The

surface area must be spacious with a glass top to hold various, articles including stationery,

telephone (there may be a number of instruments), Dictaphone, trays for incoming and outgoing

files, table light, etc. The chairs are ‘saddled’ ones and generally revolving. The Reception Room

also needs elegant and impressive furniture.

(5) Modular Furniture:

This is a revolutionary change in the world of furniture. Modular furniture is also known as

system furniture. The main purpose of such furniture is to provide greater desk area covering less

floor space. One set of furniture is interlocked with another set, so that the total frame becomes

smaller. One disadvantage is that clerks working together within the same frame may resort to

talking and thereby wasting time.

(6) Flexible and Interchangeable Furniture:Interlocking of furniture may be made in such a

manner that they may be unlocked and the parts may be moved separately for separate use. The

same base or pedestal can be used for different pieces of furniture. This is called

interchangeability.

2.5 Office Accomodation

Every office manager is concerned about getting office work performed with the maximum

efficiency and at minimum cost. This would be possible only if he makes a proper selection of

loyees, gives them a proper training and guidance, and places them in appropriate jobs. However,

if the office staff is to work efficiently it must be properly accommodated, have a good working

environment, and should be properly equipped with suitable accommodation. Modern equipment

and proper working conditions are not in any way less important factor in improving efficiency

and reducing costs.

Principles Office Accommodation

While deciding about office accommodation, the office manager should bear the following

principles in mind

(i) The office must be located at some convenient place so that it may serve the entire

organization in the best possible manner.

(ii) Office space should be sufficient from the point of view the present and future needs of the

organization.

(iii) Due provision should be made for the conveniences and amenities required for the comfort

and well-being of the staff, e.g. washing room, rest room, water coolers , canteen, etc.

(iv) Service facilities like telephone, lift, internal communication, etc, should be available in the

office, while other like banking, transport, market, post office, etc, should be available near the

office premises.

2.6 Office layout

Introduction

Many people spend a majority of their time at work and inside an office. The office environment

is one important factor that can affect the employee's work productivity. Therefore, office layout

is an important part of your overall business culture. A good office layout design is not only

functional, but provides comfortable work areas for your staff.

Office layout deals with the design and set up of an office. It takes into account all the

accessories and equipment needed in an office. Employees are more productive when the design

and layout of an office coincide with their working needs. The layout of an office should be

constructed so that employees are able to function efficiently and effectively.

Meaning of office layout

It is systematic arrangement of office amenities. It is arrangement of staffs, machines,

equipment, furniture and other physical facilities within the limit of available floor space. Its

purposes are to utilize space in the best possible manners, to make the outlook of the office

attractive and to increase efficiency of the staff. It is defined as arrangement and placing of men,

material, machines and money to the optimum level.

Here we have discussed a few types and importance of office layout. When talking about

“what are the types of office”, the general office layouts are of two types

Open plan office layout and Landscape office layout

1. Open plan office layout:

As the name indicates, the open office plan layout does not have walls or separators or passages.

Cupboards, shelves screens, cabinets serve as separators between workstations. All staff are

seated in the same direction. This is useful for teams and employees who are working on a

similar project.

The advantages of open plan office are:

1) To reduce costs and saves space.

2) To facilitate communication as there are no phone calls and fewer memos.

3) To adapt to changes

4) To help supervise all staff

5) To increase the effectiveness of heating, lighting

6) To motivate staff within a group.

The disadvantages of open plan office are:

1) Distract people from work due to noise

2) No privacy for confidential matters

3) Impersonal atmosphere.

4) The spread of infections is easier

2. The landscape office layout:

The concept is the same as open plan layout with the only difference being that the staff are

seated in different directions unlike in open plan style. It was not preferred much as it did not

give privacy and the staff working in such layouts complained of being exposed to noise and

continuous movement of people around them. It was also said to have destroyed the conventional

forms of politeness and being civil. It later was referred to as ‘modified\ open plan style’ with

plants around and preassembled cubicles that can be moved accordingly to accommodate more

people.

Some other types of Office layout

• The private office layout:

The private office layout refers to cellular styles where the interior walls stretch from floor to the

ceiling. The space is normally occupied by one person, but depending on the company’s budget,

two or three are accommodated. But mostly it is preferred seating for senior management to give

privacy.The private offices are often given where privacy and confidentiality is required.

Besides, these offices are secured well through proper locking systems. These types of offices

are lined along passages or sometimes ad hoc according to space.

• The combination office:

It is a combination of open and cellular types where the individual and multicellular types co-

exist. The offices surround the common spaces instead of being connected through hallways.

This helps for individuals to concentrate or focus on work and also allow communication within

the team, denoting the person(s) has to perform solo and group activity.

• Co-working office:

With laptops replacing personal computers, employees are increasingly becoming mobile with

their work. The arrangement where the office is considered as a common sharing place where

employees come and go. The worker is exposed to an open office style with no specific

allocation of desks. It’s suitable for self-employed where the individuals can pay a small fee.

This helps them to interact with customers and also enjoy networking.

• The narrative office:

As story narrates about the character in depth, so does this style of layout that describes the

‘brand’ of the company. This approach is to make the office itself get involved in the marketing

of its brand wherein all the staff are considered as brand managers or front line staff.

• The nodal office:

The office is designed such a way that it is considered as a hub or node for knowledge where all

other offices are connected.

• The neighborly office:

Here the office is designed to give a look like a familiar neighbour with a landscape with it. It

gives a feeling of being social.

• The nomadic office:

As the name itself suggests, the office design principles are typical of nomad style wherein the

workspace is distributed within.

Objectives of Office Layout:

1. Utilization of floor space: The office layout aims to make full utilization of office space.

It attempts to minimize the wastages of office space. The scientific office layout design

minimizes the cost of office and increase profit for it.

2. The smooth flow of work: The office layout aims to bring efficiency in office operation.

It attempts to reduce wastages of time and efforts. The good office layout smoothen the

overall activities of the organization and intern helps to reduce the cost.

3. Minimize risk: Assets of the business are subject to risk of loss by fire, accidents and

other damages. A scientific office layout helps to minimize the possibility of risk to

business properly. It protects office assets in safe manner.

4. Maintain safety and security: There might be different types of accidents in business

which may cause risks to our health and life of employees. It safeguards the property of

the office as well.

5. Effective supervision and control: Employee are to be regular guided and controlled.

The scientific office layout provides facilities for effective supervision of the employee

and they are provide guidance and assistance to improve their current performances

6. Provide facilities to employee and customer: Employee and customer need different

facilities such as water, health care, canteen, rest room etc.The good office layout is

easily escapable to all these facilities. It arrange different facilities required in a

systematic manner.

Principle of office layout

2. Principle of flow of work:

It is the layout which helps for smooth and effective flow of office works. Simple, easy and

prompt work flow and essential for work progress

3. Principle of free movement and observation:

Office layout should allow the free movement of employees. There should also be proper

supervision and observation of works of movement too

3. Principle of effective supervision:

There should be free supervision of flow of works, movement of personnel, cost, wastage,

balance of budget, quality of office works etc.

4. Principle of departmental relationships:

For the office layout related departments are inter related and those inter related departments

should be placed side by side.

5. Principle of flexibility:

Office should be flexible enough to facilitate the expansion in the future.

6. Principle of maximum utilization:

As the time flows, there is increase in cost of everything as per the situation of the economy if

the country and the area where office is established. There are very les cases of deflation

basically in developing countries. Therefore, when office is set up then there must be maximum

utilization of employees, materials, space, machines and resources. There should be reduction of

wastage.

7. Principle of pleasing appearance:

Interior design, lighting, ventilation and cleanliness should be maintained. Office must be well

furnished and pleasing enough to make it attractive to all the customers and visitors

8. Principle of good ventilation:

Office must have enough doors, windows, and ventilation for constant supply of fresh air.

9. Principle of good lighting:

Office should try to provide natural light that is sunlight. Dark places should be avoided for

establishment of office.

10. Principle of safety:

An office layout must be based on the safety. It should reduce office accidents like theft,

fire, damage and so on .office machine must be implemented properly

11. Principle of service facilities:

There must be provisions of good canteen, lights, lifts, telephone, and toilets.

12. Principle of providing private offices:

In a office. Separate rooms should be provided to some important employees. If the work is

confidential in nature then private room should be provided. it is better to use movable partition

to provide privacy

Steps in designing office layout:

1. Securing the blue print of the organization

It is the first step to secure the blue print of office building to know about the space available

of office works. It should be secured from top management. It blue print is not available then

the space should be measured and the sketch of building should be made

2. Assessing the need of the organization

Need of all department should be identified. Managers should consult the department heads to

access space requirement. Number of employees, method and nature of works , equipment and

machines. Present and future requirement should be determined. It is the second step of

designing the layout.

3. Arranging templates:

It is the third step in designing the office layout. The manager should prepare model known as

template. Templates are thin plates of board or metal that represents actual space with

decorations. They provide tentative design of office space. Several adjustments, change might

me made before final model is finalized.

4. Indicating the electric wiring:

While designing the office layout, electric wiring should be properly managed. The location

should be properly wired to avoid the risk of short circuits and fluctuation of voltage.

5. Submitting the plan to top management for approval:

After making plans and policies, it is submitted to the various departments. The plans must be

discussed with the departmental heads and supervisors. They check the plans and finally approve

it. Then only the plans are ready to be implemented

Unit-3

Office Accommodation and Environment # Lighting:

Importance:

Office work is mostly concerned with reading and writing and so proper lighting is a

predominant factor for creating favourable working conditions. There must be adequate light but

no glare. Over-lighting and under-lighting both are bad because both cause strains on the eyes

and on the brain, hampering efficiency of work. Strain on the eyes causes irritation and on the

brain causes mental fatigue.

Characteristics of Lighting

(i) Sufficient quantity: Sufficient quantity of light should be provided. The foot candle

is the unit measure of light and represents the amount of direct light obtained from a

distance of one foot form the standard candle.

(ii) Intensity : The light should provide the right degree of intensity and brightness. The

light should be well diffused over the work place and should not cast any shadows. It

should also be spread uniformly over all parts of the working surface.

(iii) No Glare : An efficient lighting system should not cause any surface glare. Direct

glare which results from sunlight or ceiling light can be prevented by the use of

shadows or light fixtures.

(iv) No contrasts : Abrupt contrast in lighting of work surface and remainder area should

be avoided.

Types of lighting:

There are broadly speaking two types of lighting:

Natural and Artificial

(1) Natural light means the daylight. It depends on:

(a) The position of the office building. South and east facing buildings get more daylight than

north facing ones. West facing buildings get good daylight but also suffer from more heat during

the afternoon.

(b) The number of windows. Modern office buildings, made of concrete pillars, do not require

much wail and so the number of windows is greater. Modern windows (made of metals and

glass) allow more natural light and air and disallows sun’s rays and rain water.

(c) The colouring of the wall. Deep distempering absorbs daylight and reduces light.

(d) The number of partitions. Too many partitions obstruct light. Open type of office lay-out with

light partitions of less than ceiling height allow more light inside.

(e) The area of the floor space. If the floor space is big then areas away from the windows suffer

from less light.

(2) Artificial Light:

Artificial light is equally important with natural light in an office because throughout the office

hours natural light supply cannot be uniform. Work may be carried out in the evening time.

Natural light cannot be sufficient in cloudy days. If the floor space is big natural light cannot be

uniform at all corners. Extra light, directly focused on the papers, may be necessary in case of

doing intricate figure works. This is called individual desk lighting.

Therefore, as far as possible natural light is utilised, supplemented by artificial light as and when

necessary. (The artificial light has no certainty on account of load shedding. But the office may

have own generating set which is costly.)

Varieties of Artificial Lighting:

Artificial lighting can be done in many ways:

(1) General or Open Lighting:

Allowing the electric lamps to hang from the ceiling or fixing them on the walls, without using

shades. Light comes out from the bulbs and spread out to all directions. The open lamps are

visible and may cause glare or dazzle on the eyes.

Hanging lamps must be below or at the same level with the ceiling fans. If the lamps are above

the fans, shades of blades will be created on tables. For general or open type of lighting,

fluorescent tubes are preferable to incandescent lamps or bulbs because the tubes make better

diffusion of light and cause less glare. They can be fitted with various kinds of shades and

alcoves or screens to help better diffusion of light.

Tubes are also economic as the current consumption is comparatively less but initially the

installation cost is higher. Tubes are costly and so maintenance cost is high. Incandescent lamps

may be covered up by global shades by which light is reduced.

(2) Direct Lighting:

Under this system, the hanging lamps are fitted with opaque (through which light does not pass)

shades on the top of the lamp. As a result no light goes out towards the ceiling but light is

directly focused downward on the table. The ceiling remains dark but the floor is illuminated by

such direct lighting.

(3) Semi-Direct Lighting:

The shades, as in above, are of translucent (some light passes through it) type. As a result some

light goes out from the top, hits the ceiling and is reflected back on the table and the major part

of the light is directly focused on the table.

(4) Indirect Lighting:

Under this system the hanging lamps are covered by shades at the bottom which are opaque. The

entire light is thrown upward to the ceiling and then reflected back on the table. Both the ceiling

and the floor are illuminated. But the intensity of light on the floor is weak.

(5) Semi-Indirect Lighting:

The shades, as above, are of translucent type. As a result, some light passes through the shade

downward to the table but the major part of light moves upward to the ceiling and reflected back

on the table. The intensity of light on the floor is stronger.

(6) Concealed Lighting:

The lamps, either bulbs or tubes, are concealed and cannot be seen but the rays of light come out

to illuminate. It causes mellow light and is suitable in show houses or restaurants and not in

office as such.

Office Accommodation and Environment # Ventilation:

Importance:

Ventilation is a two-way traffic. It means a continuous flowing in of fresh air and moving out of

stale air. It is absolutely necessary in a work place like an office where a large number of persons

sit for a long time and work. If there is obstruction to ventilation then it causes strains on body

and mind, headache, fatigue, stuffiness etc. resulting into slowing down of work. Ventilation is

essential for physical and mental fitness.

How to Maintain it:

Allowing the stale air to move out of the office is not a big problem. Exhaust fans are installed

for the purpose if skylights are not enough. It is a big problem how to maintain incoming of fresh

air. Air also needs circulation inside the office. Too much blowing in of air causes irritation and

disturbance as papers are ruffled. Moreover, hot air in a hot country or cold air in cold country is

never welcome.

The following methods are generally used to maintain proper

ventilation

(i) Natural ventilation : Natural ventilation may be obtained by providing enough doors,

windows and ventilators of the right type at the right places. They would ensure a regular flow of

fresh air from the outside and of stale air from the inside. Natural ventilation can be increased by

providing roof ventilators and internal tube ventilators.

(ii) Artificial ventilators : Artificial ventilators may be achieved by use of electric fans, exhaust

fans, air-coolers, air filters etc.

Types of Artificial Ventilators

(i) Electric fans : Electric fans are used to circulate air because aircirculation is much

better than stagnant air.

(ii) (ii) Exhaust fans : These fans expel the stagnant air from the room.

They are very effective measure o ventilation.

(iii) Air coolers : Air coolers have also become very popular in

offices.They draw in the air which passes through water and

becomes cool.

(iv) Room heaters : Room heaters may be provided during the winter

to keep the temperature of the work place above the atmospheric

temperature.

(v) Air conditioning : Air-conditioning is usually the most suitable form

of ventilation. It contributes to mental activity and boosts the efficiency

of employees. It is a costly system, but it eliminates the problem of

cleanliness, heat and ventilation.

Apart from providing good atmospheric conditions, air conditioning offers

the following advantages.

(a) It helps maintain employees efficiency.

(b) It helps safeguard their health.

(c) It helps to keep production cost low and.

(d) It helps to protect the product or equipment in the plan.

Office Accommodation and Environment # Temperature and Humidity:

Importance:

A proper level of and uniform temperature and humidity have to be maintained inside an office.

Fluctuation of temperature and humidity affects the efficiency of work. Too much hot or cold

atmosphere as well as too high or too low percentage of humidity in the air does not create

favourable physical atmosphere for efficient office work.

Artificial Devices:

There are various types of artificial devices to maintain standard levels of temperature and

humidity. In hot countries air-conditioning plant is installed or air-coolers are used while in a

cold country heating arrangements are made.

There are centrally-heated or air-conditioned buildings used by different occupants. Electric fans

are commonly used in all types of offices in hot countries. The temperature and humidity vary

seasonally and- accordingly adjustments have to be made. By using air-conditioning or room-

heating machines, the uniformity of the temperature, whether high or low can be maintained.

Office Accommodation and Environment # Freedom from Noise and Dust:

Importance:

Noise and dust create disturbance and irritation respectively. Noise is a strain on the mind while

dust is on the body. Dust is unhealthy too. An office, therefore, must be free from noise and dust.

Office work is primarily mental which needs concentration of mind which is disturbed by noise.

It leads to various kinds of mistakes and stoppage of work. And so both the quality and the

quantity of work suffer.

Noise may be continuous or sporadic or sudden. Continuous noise is not as harmful as people

become accustomed to it. Noise may be pleasant (of a tune) or unpleasant (horn of a motor car)

and both may be disturbing to work. Dust may be deposited on articles or may float in the air.

Both cause irritation and hamper flow of work.

Sources:

The sources of both, noise and dust, are internal and external.

(1) Internal:

Inside an office sound or noise may be caused in various ways like operation of machines (like a

typewriter, a duplicating machine, etc.). If there is decentralization of typing function, noise will

arise from all the corners of the office.

Noise is created by talking of the people to one another (and the topic may be connected with the

work or otherwise), by movement of furniture from one place to another, movement of the

people along the corridor or gangway or noise coming out of the shoes while walking, etc. Inside

an office dust may be accumulated on the furniture, fixtures, walls etc. because of lack of

cleaning arrangements and also non-use.

(2) External:

Noise, caused outside, may enter inside. This is mainly because of faulty selection of site. Noise

comes from the market, railway station, heavy-traffic roads, factories etc. Dust from outside also

come for more or less the same reasons. Dust may be blown in by storm.

Protection:

Protection from internal noise can be achieved in the following manners:

(a) By keeping the machines at one corner or in a separate sound-proof machine room.

(b) By using carpets or mattings or linoleums on the floor or by fixing rubber caps at the ‘feet’ of

all furniture.

(c) By having strict control and supervision over the staff by which noise out of talking can be

prevented.

If there is pressure of work, there is little time for gossip. External noise can be avoided by

making proper selection of site. Internal dust can be removed through proper arrangement of

cleaning, dusting, and maintenance as a whole. There are different kinds of cleaning machines

for keeping the floor clean. Carpets, etc., facilitate easy dusting and cleaning.

External dust can largely be avoided by making proper selection of site and by shutting the doors

and windows at appropriate time. Modern windows and doors are made of such designs which

prevent external noise and dust. Air-conditioning is also helpful as doors and windows are kept

closed.

Office Accommodation and Environment # Safety and Sanitary Arrangements:

Importance:

Safety and sanitation are completely different matters. The former is directly concerned with the

body while the latter is concerned with health. Arrangements for both are necessary in the

interest of the office and the office staff.

Safety:

Safety means careful and planned avoidance of accidents.

Accidents may occur on account of various reasons:

(a) A small accident by cuts or bruises owing to careless use of a knife or pulling of a piece of

furniture or instrument, etc. Such accidents may be avoided by being a little careful.

(b) Big injuries may occur owing to (i) a fall while climbing up to use upper shelves of a high

almirah or cabinet, or (ii) toppling down being obstructed by a trailing telephone cable on the

floor, or (iii) suffering from electric, shocks out of expose d wires, leaking switch or any

apparatus, etc.

All these can be avoided (i) by using ladders or (ii) by removing all hazards (Ref. 3.18), standing

in the way of proper lay-out or by keeping the switches off at proper time or constantly making

checks and repairs, etc.

For factories there are elaborate rules for safety measures but there are no such rules for offices.

But general precautions against fire are taken in every good office by providing fire

extinguishers. Fire policy is taken to be indemnified from fire loss.

Chances of catching fire in an office are great as the office consists of inflammable goods and

smoking inside the office is a common affair. Therefore, precautionary measures against fire are

essential. The office-manager’s duty is to keep First-Aid Box in the office for emergency.

Sanitation:

A large number of people, the members of the staff and outsiders, come to office daily, spend a

lot of time there and use the floor space, equipment, toilet etc. It is quite natural that dust and dirt

will pile up. Waste paper and other waste materials regularly accumulate.

All these create uncleanliness, and unhealthy conditions and infection of many types may spread.

It is, therefore, essential that regular cleaning of the office floor space using insecticides,

disinfectants, deodorizers etc. shall take place daily at regular intervals. There are agency houses

who take the responsibility of cleaning on contracts. Apart from the general cleaning of the

office premises, regular cleaning and dusting of office furniture, machines and appliances is also

necessary for their better maintenance and durability.

All the interior decoration will lose its glamour if there is no proper cleaning and maintenance.

Generally, a caretaker is appointed for every office whose duty is that the office is maintained

neat and clean. The walls must not be disfigured by hanging unnecessary calendars or pictures.

The notice boards must be cleaned regularly not allowing old and stale notices continuing to be

affixed.

Office Accommodation and Environment # Colour Conditioning:

Importance:

Different colours are used for the walls, partitions, furniture, screens, carpets or matting’s,

uniforms for the menial staff; etc. Colour has great physical and psychological effects. Effects

may be favourable and unfavorable. Colour may be pleasant, soothing, exciting, irritating,

absorbing, reflecting, impressive or unimpressive. Use of colour requires various considerations,

both physical and psychological.

Importance of colour can be well realised when we think about furniture and lighting. Different

colours should be used for different articles and for different purposes. Use of colour is

considered today a special branch of knowledge called “psychometrics’.

Colour Conditioning:

Colour can be used for developing motivation to work and thereby increasing productivity.

Pleasant colours rouse cheerfulness and willingness to work. A dull or repulsive colour may

depress the mind. A suitable colour reflects more light to make it congenial for efficient work.

Colour also has effect on warmth or temperature inside the office.

Inside the same office one may find different shades of colour in different departments—bright,

attractive, and pleasant colours in the Reception Room while sober colour in the Board Room,

reflective colour in the general office hall, durable colour in the canteen etc.

Colour shall be matching with the lighting arrangement. A combination of colours can be used,

as in the case of furniture. Now-a-days colorful sun-mica is used on table tops, wooden colour

steel is a fashion. There is no end of variety of colour used for curtains, screens, upholstery or

carpets and linoleum.

The combination of colours must be artistically and tastefully made. There shall not be loud

contrasts. Colour conditioning means use of colours most effectively so that the working people

are placed in a favourable psychological condition.

Unit- 4

Office Correspondence:

4.1 Meaning of Office Correspondence:

A lot of communication that takes place in an organisation is in writing. Correspondence thus is

defined as ‘communication in writing on subject of mutual interest either within the organisation

or with an outsider’.

Correspondence within the organisation lends a meaning of definiteness to corporate policies and

practice, promotes understanding between the members and departments the organisation.

Correspondences with the outsider promotes image of the organisation, clarifies its policies,

keeps its legal entities intact and keeps its operations going.

Importances of Office Correspondence:

1. Serving a notice to the office personnel.

2. Serving a notice to the individual person.

3. Serving an order either to the entire department or to the individual employee in the office.

4. Serving an instruction either to the department or to an individual working in the department.

Serving an instruction or a notice to the office situated outside the office premises. There can be

many other reasons to execute and serve an instruction which is a part of office correspondence,

however, the nature of the correspondence depends upon the situation that arises in the office for

which a notice has to be served.

Maintenance of Official Correspondence:

Maintenance of the office correspondence starts either with receiving the official letter and filing

them in the proper file, or sending a letter out of office, or sending a letter to some other

department, and maintaining a copy of it in the file.

This is best explained thus:

Incoming letters are also known as incoming mails and the outward letters are known as

outgoing mails. We shall discuss the procedure of handling inward mails and outward mails.

4.2 Procedure for Handling Inward Mails in Office Correspondence:

Inward mail forms the basis on which the organisation works and exists. Much of the efficiency

of the organisation is reflected through a proper handling of inward mail.

Listed is the procedure of handling an inward mail:

1. Receiving and Collecting the Mails:

An ordinary ‘dak’ or ‘mail’ is brought to the office either by a courier or by a post-man once or

twice in a day in most of our cities in India. At once, the number of letter received should be

counted. An office, as it is, will receive about 25 to 30 letters in a day and may be 10 to 12 letters

at a time.

All such letters after receiving should be stamped. A proper example of stamp is shown:

Here the stamp reflects the name of the office. It is office at Kolkata. The stamp reflects other

information as letter number, date of receipt, and the direction of the letter to whom it has to be

handed. Suppose this is the 10th letter that the office has received on 10/10/10, then the figure 10

and the date 10/10/10 should be posted at the appropriate place.

Lastly, if the letter is marked to the accounts department, then “accounts” should be written in

the appropriate place. However, this step will take place only after opening the mail.

2. Opening Mail:

Letters may be opened either by hand or by letter opening machines. Opening letters by hand

with the help of a paper knife is the most common method of opening letters even in a very large

organisation.

After opening the letter it should be noted whether the contents of the letter written are in a

single page, or more than a page. If it is more than one page, the entire pages should be

numbered.

After numbering the pages, the contents of the letter should be read and a greater importance

should be laid on the subject matter of the letter.

It is the subject matter which, at a glance, tells us about the entire contents.

Now it is here that the ‘letter referred to’ comes into foreplay as inscribed on the stamp. Once the

entire letter is read, one would come to know about the department where the letter has to be

directed. It should be written on the space provided.

3. Recording of the Mail:

Most of the organisations like to keep a permanent record for all inward mail. For this purpose,

the “inward mail register”, ‘dak received register’ or ‘letter received book’ is maintained. This

register records all the particulars of letter received. It is better to have such a register in almost

all offices to check the records of the letter received and also check whether a letter has been

returned for filing.

4. Sorting and Distribution of Inward Mail:

Once the entire stamping and entire recording is over, the letters should be sorted out. For

example, all letters to be directed to accounts must be separated and grouped together so that

every letter belonging to the Accounts Department are sent to Accounts.

Similarly every letter directed to Administration may be send to Administration Department.

Thus process of putting all the letters belonging to the Accounts Department are sent to the

accounts. Similarly every letter directed to Administration may be sent to Administration.

This process of putting all the letters to one department, in series and directing it to the

concerned department for action is known as “sorting”. Once the letters are sorted and recorded,

the letters are sent to the respective departments to receive. This process is known as distribution.

5. Follow Up:

Efficient reply back to incoming correspondence is the index of the efficiency of the organisation

and to improve its image. The executives and the various departmental heads should see to it that

letters received during the days are attended to on the same day and replies are prepared on the

same day, and then the duplicate copies of it are filed properly.

The original letters should be given the file name and should be dispatched properly.

4.3 Outgoing or Outward Mail in Office Correspondence :

Mails are sent outside by every department, by every organisation.

There is a procedure of sending the mail out:

Read the entire contents of the letter which has to be sent out.

2. Take out the file in which the second copy of the letter will be filed. The file will have a file

number. This file number has to be given to the letter.

3. See in the outward register what the serial number of the last letter is. The next number will be

the serial number of this letter.

4. Put the date of despatch on the letter. The same date will have to be put on the letter.

5. After making all the entries of the letter in the outward dak register, send the letters to the

despatch section. The despatch section will affix the stamps etc., will write the address on the

envelope and then post the letter making an entry in the register maintained by them. This is the

simplest and easiest method of dispatching a letter from the office.

4.4 Classification or Types of Correspondence

1. Internal Correspondence: Internal correspondence refers to correspondence between the

individuals, departments, sections and branches of the same organization.

2. External Correspondence: It refers to correspondence made with outsiders of the

organization who are individuals, customers, suppliers, banks, financial institutions, money

lenders, government departments, educational institutions, charitable trust and the like.

3. Routine Correspondence: Routine correspondence refers to correspondence on routine

matters like inquiries, acknowledgements, replies, orders, invitations and appointment letters.

4. Sales Correspondence: It refers to correspondence relating to sales. They are sales letters,

sales reports, invoices, offer and discount letters, statement of accounts, confirmation of order,

collection letters, delivery letters, debit and credit notes letters and the like.

5. Personalized Correspondence: Emotional factors are responsible for personalized

correspondence. The letters relating to requesting, granting or refusing co — operation, favour,

letters intimating gratefulness, appreciation, congratulation or commendation, letter of

introduction or recommendation of an individual, letters of sympathy or censure and the like are

termed as personalized correspondence.

6. Circulars: A common matter is communicated to a large number of persons or firms. They

treated as circulars and/or notices change of address, change of telephone numbers, opening of a

new branch, introduction of a new product and product line, notices regarding meetings to share

holders, debenture holders, depositors, financial institutions and the like are the example of

circulars. These are cyclostyled, duplicated or printed.

Definition of Speed Post

The ‘Speed Post’ service was started by the Indian Department of Posts way back in 1986, to

provide time bound delivery of posts. The service offers ‘one rate’delivery pricing in all the

places of India, with faster and secure delivery (normally 2-3 days, within India). It also provides

an excellent delivery network across the different parts of the world (including the remote areas).

As the delivery is made at the address of the receiver, full name and signature of the person

taking delivery and the number of articles delivered is recorded the delivery slip.

The main feature that distinguishes this service from all others is its faster delivery system.

Speed Post also provides a facility to track the status of posts through an online portal.

Definition of Registered Post

‘Registered post’ is an Indian Postal Department service, similar to an ordinary post, providing

additional facilities like safe delivery, the signature of the recipient at the time of delivery, extra

cover (insurance) and proof of delivery.

As the service is similar to an ordinary post, the parcel normally takes 2-5 days to reach its

destination. Identification is given to the article and recorded simultaneously at each handling

stage. In this way, the proper record of the posts and parcel is maintained till the delivery point,

with tracking details available to the recipient at each point. In general, the service is used to

deliver credit cards, or property documents etc.

Key Differences Between Speed Post and Registered Post

1. The major difference between a speed post and the registered post is that speed post is

address-specific service, in essence, the delivery of the article can be taken by the

addressee or any other person also, at the address, such as the family members of the

addressee while registered post is addressee-specific, i.e. only the addressee is allowed to

take the delivery of the article.

2. The second difference lies in the time they take to deliver a message. Speed Post is a

high-speed postal service that offers time bound delivery of the post. As far as timely

delivery of Registered post is concerned, it is like an ordinary post in which the parcel

gets registered and safe custody of the parcel is maintained from the source to

destination.

Advantages of Speed Post

• Affordable Prices

• Fast Delivery

• Status Check

• Guaranteed Delivery

• Safe and Reliable

Advantages of Registered Post

• Status Check

• Certainty in Delivery

• Proper record keeping

• Extra Cover

• Safe and Secure custody

• Courier Services

• There are some private operators who provide mail services to the public. They are

known as private couriers. They collect letters and parcels and deliver them at the place

of the addressee. Private couriers provide quick service in collection and delivery of

letters, parcels, packets etc. No postage is required to be affixed on letters and parcels if

sent through couriers. The charges payable for private courier service are generally

higher in comparison to post office. Again these charges are also not uniform. Private

couriers are popular in big cities and towns. OVERNITE EXPRESS, DHL, BLUE DART

EXPRESS are some of the private carriers operating in our country. The main features of

private couriers services are as follows: i. It provides a quick means of communication. ii.

It provides facilities for national as well as international communication. iii. All kinds of

articles are handled by it except gold and jewellery. iv. Besides using railways, roadways

and airways for carriage of articles, some agencies use telephone, telex and fax services

for transmission of messages. v. It undertakes full responsibility of safe and timely

delivery of articles. vi. It collects articles from the doorstep of senders and delivers them

to the receive

• Parcel Post

Suppose you want to send a book to your friend who is staying in the nearby town. Can

you send it through post? Yes, it can be sent through the parcel service of Post office. Let

us learn about it. The postal facility through which articles can be sent in the form of

parcels is known as Parcel Post. It provides reliable and economical parcel delivery

service. Under parcel post services, parcels of specified size and weight can be sent

across the country as well as outside the country. Postal charges vary according to the

weight of the parcel. Separate postage is to be paid for inland and foreign parcel post.

• Email

Email is the modern way to send letters – you can send a message to the other side of the

world and get a reply in minutes! Email is short for electronic mail. An email is a letter

that is sent over a computer network instead of being sent through the post. You can

attach documents and photos to emails, just like you can include a photo or a document

with a letter. You can also attach computer files, such as programs and spreadsheets.

Sending and receiving email is generally free, and you can actually send an email to as

many people as you like. Each person on email has a unique email address, which is how

you direct an email address to a specific person. You can even send emails to yourself.

This sounds kind of silly, but people do this to send themselves reminders and also to

transfer files from one place to another. All your emails come into your Inbox, which is

like your virtual letter box. Later in this session, we’ll talk about how you set up your

own Inbox. Email has its own writing conventions, which may take a little getting used

to. Not many people start an email with Dear sir, or end it with Regards. It’s a lot less

formal than that. There’s nothing wrong

An email address always has an @ symbol (pronounced at). Australian email addresses

often finish with .com.au – although if you use a web mail service like Hotmail or Gmail

(which we’ll be walking you through later), you can also end up with a .com address. If

you get confused between email addresses and website addresses, remember that website

addresses begin with www. An example of an email address is mary@domain.com. au. It

would be read aloud as mary at domain dot com dot au. Every person’s email address is

completely unique. If you email a person who works at a company, you’ll probably see

that their email address ends with the company name. For example, a person named Joe

who works at Telstra might have an email address

• Airmail

It is the system of sending letters, parcels, and goods by air....an airmail letter.

Airmail (or air mail) is a mail transport service branded and sold on the basis of at least

one leg of its journey being by air. Airmail items typically arrive more quickly than

surface mail, and usually cost more to send. ... Thus even "regular" mail may make part

of its journey on an aircraft.

Airmail is a mail transport service branded and sold on the basis of being airborne. Airmail

items typically arrive more quickly than surface mail, and usually cost more to send. Airmail

may be the only option for sending mail to some destinations, such as overseas, if the mail

cannot wait the time it would take to arrive by ship, sometimes weeks. The Universal Postal

Union adopted comprehensive rules for airmail at its 1929 Postal Union Congress in London.

Since the official language of the Universal Postal Union is French, airmail items world-wide are

often marked Par avion, literally: "by airplane". For about the first half century of its existence,

transportation of mail via aircraft was usually categorized and sold as a separate service from

surface mail. Today it is often the case that mail service is categorized and sold according to

transit time alone, with mode of transport being decided on the back end in dynamic intermodal

combinations. Thus even "regular" mail may make part of its journey on an aircraft. Such "air-

speeded" mail is different from nominal airmail in its branding, price, and priority of service.

Unit-5

Filling

5.1-Meaning and Importance

Filing is a form of record-keeping. Documents are filed in order that they may be available for

use at some future data, which is the precise purpose of making records. Filing providers a mean

of preserving records of business transaction. According to Leffing well:”filing is the process of

so arranging and sorting original records, or copies of them, that they can be readily located

when required.

5.2 Classification of Files

Classification can be defined as the process of selecting headings under which documents are

grouped or classified on the basis of certain common characteristics before filing takes place.

The problem is not in filing records, but in finding them. The object of classification is to enable

the managers to select any one paper from among all the papers stored in the office, without loss

of time and at the least cost.

In order to make files promptly available, it c is necessary that they should be given proper titles

and classified or grouped according to some fixed basis.

Direct and Indirect Classification of files

Classification systems may be either direct or indirect. Direct filing means that the documents

can be stored or retrieved without reference to an index. In an indirect system, index is

necessary.

Direct classification of files

The files can be arranged on any one or more of the following basis.

1. Alphabetical classification.

2. Numerical classification.

3. Geographical classification.

4. Subject-wise classification.

5. Chronological classification.

1. Alphabetical Classification of Filing

Alphabetical filing is the most widely used method. In this system of classification the papers or

records are classified in accordance with the first letter of the name in alphabetical order. The

Telephone Directory is a good example of such a classification.

The main divisions of the alphabet can be further sub-divided and colour coding can be

employed to facilitate selection and replacement of files. Alphabetical classification can be either

by name or by subject or by geographical location.

Advantages of Alphabetical Filing

1. Most people are familiar with alphabetical filing. Hence, it is easy and simple to understand

and operate.

2. It is self-indexing. No separate index is needed for alphabetical filing.

3. Chances for misfiling are minimized.

4. There are useful provisions for miscellaneous papers.

Disadvantages of Alphabetical Classification

1. Alphabetical classification of filing is not always the fastest system i.e. it takes a long time to

find papers in large organizations.

2. Difficulties may arise through the misspelling of names.

3. Dead files removed from the system leave gaps, which cannot be filled except by

correspondence bearing the same or a very similar name.

4. If the number of records increases, extensive rearrangements of guide cards and files became

necessary.

In spite of these limitations, it is the most suitable method of filing inward and outward letters

and other documents, Generally, there is a separate file for each letter in alphabet. However, in

small organizations two or three files are sufficient for all the 26 letters.

2. Numerical Classification of Files

Under this method, each folder or record is given a number and the files are arranged in the

numerical order i.e. each customer or subject is allotted a number. All papers relating to a

particular customer or supplier or subject are placed in one folder bearing its distinctive number.

Folders are arranged in the cabinet numerical sequence and guide cards are used to divide them

into suitable groups of 10 or 20. Thus, if a customer, is allotted the number 14, all papers and

documents connected with him will be found in folder number 14.

Types of Numerical Classification

Numerical classification can be further divided into various categories. Of them the following

three are worth mentioning viz.,

1. Consecutive Classification System.

2. Dewey Decimal System.

3. Terminal Digit System.

1. Consecutive Classification System

In this classification, folders or files are arranged in a strict numerical order from one onward.

Each folder is numbered and titled by subject or name and placed at the rear (back) of the

existing folders.

2. Dewey Decimal System

This system is very popular in libraries. Under this method, each digit stands for a sub-

classification.

3. Terminal Digit System

Under this method, file numbers are in groups of two or three read from right to left each group

representing a particular location or some other coding.

Advantages of Numerical Classification

1. Greater accuracy in filing is ensured. Hence, chances for misfiling are reduced to the

minimum.

2. This system is highly flexible because it has unlimited scope for expansion.

3. There is no need for keeping miscellaneous files as in the case of alphabetical system.

4. Replacement of files shall be quicker and more certain.

Disadvantages of Numerical Classification

1. This system will operate efficiently only when there is an index. The index must be carefully

managed and kept up-to-date.

2. Index should be referred before ascertaining the location of a file. This will cause delay in

locating the files.

3. Since no miscellaneous files are kept it is not easy to arrange files for miscellaneous papers.

4. Errors in filing will result due to transposition of figures.

3. Geographical Classification

Under this system, files are arranged according to the location or addresses of the persons or

parties to whom they relate.

The classification can be street-wise, town-wise, district-wise, state-wise or country-wise. This

system will operate efficiently only when it is combined with either numerical system or

alphabetical system.

This system of classification is generally followed in organizations engaged in export trade or

doing business over a wide geographical area. Mail order houses, banks, insurance companies

etc. also adopt this system of classification. This system is also suitable in those concerns where

records are required according to the sales territory.

Advantages of Geographical Classification

1. Speedy location of files is possible.

2. It is simple to adopt.

3. Direct filing is possible.

Disadvantages of Geographical Classification

1. This system will work only when combined with alphabetical classification. Hence, it is not an

independent system.

2. An index should be prepared, without index this system shall become inoperative.

Errors may result if the geographical knowledge of the filing clerk is poor. Hence, chances for

misfiling will be more.

4. Proper training must be given to filing clerks. Otherwise, errors shall become frequent.

4. Subject-Wise Classification

Under this system, all documents concerned with a particular subject are brought together in one

file. Such document may have come from different sources and from different people.

This system is adopted only when the subject or content of a letter is more important than the

name of the correspondent. Each subject matter is kept in a separate file. These files may then be

arranged alphabetically, numerically or on some other basis.

For instance, separate files may be maintained for purchase quotations, purchase orders, income

tax returns, traveling allowance bills and so on.

Advantages of Subject-Wise Classification

1. Once the subject is known, it is very easy to trace out the required information.

2. Each subject file gives complete particulars and information on that subject.

3. There is scope for unlimited expansion.

Disadvantages of subject-wise Classification

1. This system is not suitable for filing miscellaneous papers.

2. Its greatest drawback is that it is difficult to classify.

3. If the subject classification is not understood properly, it will become difficult to locate a

document.

4. If the number of subjects is more, an elaborate index is necessary. This will make the system

costly.

5. Chronological Classification

Under this arrangement, records are filed in strict date order. Records like vouchers, invoices,

bills etc. mostly connected with accounts are filed in this fashion. However, this system cannot

be adopted independently.

The records must be classified according to their subject and may then be placed in date order

inside the file related to that subject.

Merits of Chronological Filing System

Chronological filing system is good for overall classification because records may be separated

month-wise. In particular, this system has the following points to its merit.

1. Speedy location of records is possible.

2. Simple to operate.

3. Less expensive because ordinary files are sufficient to preserve the records under this system.

Demerits of Chronological Filing System

1. This system is suitable only for small business enterprises.

2. This system is not useful when exact dates are not known.

3. Incoming letters are separated from outgoing replies. Hence the history of particular

transaction cannot be ascertained at a glance.

5.3 Methods of filing

Various methods of filing are based on the different types of equipment in use. These methods

may be classified in two broad categories.

(1) Conventional methods.

(2) Modern methods.

Conventional methods

The old methods of filing are still in common use in most offices. However they are being

gradually replaced by modern methods. The most important

conventional filing methods.

(1) Methods holders.

(2) Bound books(guard books).

(3) Spike or pillar-and-post filing.

(4) Expanding pockets.

(5) Concertina file.

(6) Box files.

(7) Pigeon-hole method(docketing).

Modern filing methods

The conventional filing methods and equipments are obsolete and useless

from the standpoint of large-scale organization. This equipment was useful when the number of

record was very small. Many sophisticated, improved and new filing equipment have been

developed to meet the filing requirements of a modern business and these may be classified as.

(a) Horizontal filing.

(b)Vertical filing.

(a) Horizontal filing

Horizontal filing indicates the horizontal positions of files. Under this methods, papers, folders,

other containers are placed in a horizontal or flat position” one on the top of another on shelves

or in shallow drawers.” The paper are filed in a chronological order (date-wise). These files

come in a variety of folders. some of these are.

(1) Flat files : these are covers of cardboard or thick papers, fitted with metal hinges with which

to fasten the papers together. A separate cover(file) is allotted to each customer or subject, and

all the correspondence and document relating to the customer or subject is placed in that cover in

a chronological order.

(2) Arch files : these are strong cardboard folders containing strong metal arches, which can be

operated by leaves. If a paper is to be filed , it is punched with holes with the help of a punching

machine ; the lever is then moved upward which opens the springs or metal arches.

(b) Vertical filing : vertical filing indicates the vertical position of the files. Under this method,

paper folders or files are kept in upright or standing position. This system is an improvement on

the horizontal filing system in which a great deal of time is consumed in locating a paper or

document.

• Folders : folders are the basis of vertical filing. They are made of manila paper or some other

strong paper and are used to hold papers and documents.

• Cabinets : for general office use vertical filing cabinets made of wood or steel are fitted with

four drawers. The drawers in these cabinets run on ball bearings, and are deep enough to hold the

folders in a standing position.

• Suspension filing.

• Lateral filing.

• Open-shelf filing.

• Visible filing(card filing).

5.4 Indexing

An indexing is anything that points out or indicates. It is a ready guide to the location of the

required file or records. It is a process of determine the documents which are to be filed. It is an

important aid to filing and finding because, when a large number of files are maintained for

various purposes, they can be located are indicated by some sort of a guide which is known as

index.

Types of Indexing

The various types of indexing is also known as methods of systems of indexing. Some of the

important types of indexes are given below:

(i) Page Index : An ordinary page index consists of a page for each letter of the alphabet, fitted

with a tab showing the letters, and on each page is written the names beginning with that letter

and quoting the relevant page number. This type of index may take the following forms:

(a) Bound Book Index.

(b) Loose Leaf Index.

(c) Vowel Index.

(ii) Loose or Vertical Card Index : A loose card index is used to overcome the difficulties

(limitations) of an ordinary page index. It consists of a number cards of small size (12cms x

7cms), each concerned with one item of the index. The references heading is written along the

top edge of a card, and the remaining space is used to indicating the place where the

corresponding record may be found.

(iii) Visible card Index : Under this system, the cards are laid flat in transparent covers in a

shallow tray or in a metal frame. Each card is fitted into metal hinge so that it overlaps the one

before it in such a way that a narrow strip at the bottom, containing the name or title, remains

visible.

(iv)Strip Index : In every office, whatever the organisation, a list of the names, addresses and

telephone numbers, etc., of the correspondents has to be maintained.

UNIT-7

OFFICE FORMS

Meaning

A form is printed or cyclostyled piece of paper containing some information with blanks spaces

left for the entry of required information briefly by the persons using it. In another words An

‘Office form’ may be defined as a printed sheet of paper or card with marked headings for

entries to be made in hand or by typing. Forms are the basic tools for all types of office work. It

is through the office forms all essential information required for efficient conduct of business can

be received, recorded, arranged and transmitted in a systematic manner. Generally, the data may

be collected from outside sources through bills, quotations, orders, statistical data, return etc.

Definition of Office Form

J.C.Denyer,

Office form may be defined as a vehicle by which the required information is collected briefly

for the effective and economical function of an office.

George R. Terry says that, “Office forms are the raw materials of the office”.

Need for Office Forms:

Modern business depends much upon record. “A record is any written data that is made for

possible future use.” Forms are needed together and preserve information for present and future

use. Need for office forms arise as they serve the following purposes:

a. Gathering and Communicating Information: They collect the needed data and then

communicate the same to perform different tasks.

b. Providing Specific Location: They provide a specific location for each item of

information needed and thus the work of data entry, processing and reference becomes easy.

c. Elimination of Recopying: As forms used to collect regular and standard information

are prepared in duplicate and triplicate they eliminate the need for recopying repetitive or

standard information, thus saving much time and money.

d. Identification of Records: They help to identify records and facilitate filing for future

reference.

Following are the factors to be considered while designing office forms:

1. Forms must be designed according to the purpose of their use: The general purpose of a

form is to make clerical work easier than what it would be if a blank paper was used.

2. Forms should be easy to use: The manner in which a form will be used must be kept in view

while designing the forms and choosing the quality of paper for its printing. A form which is to

be used on a typewriter or on a book-keeping machine should be so designed that it may have

minimum number of starting places for the typist.

3. The design of forms should be simple and facilitate the use: A simple design generally

makes the form more convenient to use. The design should enable the placing of matter to be

easily done.

4. Each type of form should bear a title and number: To use a form, one must refer to it by a

title or number. The title of the form should be standardised and printed at the top. It should be

clearly descriptive but short. The form title is more easily remembered by the clerks than the

serial number.

5. The size of the form should be decided in accordance with the purpose in view: There is

no hard and fast rule regarding the exact size of a form.

6. The type face for printing forms should be clear and distinct for purposes of

reading: The form designer has to keep in view the type- face for printing so as to make the

printed form neat and compact.

7. The right type of paper should be selected for every form: The printing, typing or writing

impression desired will determine the quality of paper suited for the purpose. The appearance of

the forms as regards finish colour, weight, etc., makes an appeal to the person to whom they are

addressed.

8. Adequate provision should be made for punching, scoring and perforating the forms: If

forms are required to be punched for binders, it should be arranged by specifying standard

measurements from centre to centre of the holes. Scoring means impressing a line on the form

which crease the paper so that time of printing. Perforation of certain forms may be required or a

series of short dash(--) marks which cut partially through the paper.

IMPORTANCE OF OFFICE FORMS

An office can work very easily and economically with the help of receiving information through

form. Time required to perform a work is reduced and the energy of the employee is saved.

Therefore, the applications of printed forms have become an essential part of the office

procedure.

TYPES OF OFFICE FORMS

Forms can be classified based on their utilization. They are

▪ purchase forms

▪ sales forms

▪ accounting forms and

▪ correspondence forms.

Then, the forms can be classified based on the number of copies required. They are

1. Single copy forms: Single copy form is used to save the only one purpose and kept by the

anyone of the office employee.

2. Multiple copy forms: Multiple copy forms are prepared in more than two copies but

according to the requirements. For example, if three copies are prepared; three employees in

various departments or in various sections keep them.

Again, office forms are classified based on place of utilization. They are

1. Outside contact forms: Outside contact forms means forms used for collection of information

from the outside of office. They are purchase orders, sales invoices, vouchers and the like.

2. Internal office forms: Internal office forms mean forms used for collection of information

within the organization. They are requisitions, report forms, accounting forms and the like.

Unit -8

Moderen Office Machine

Modern day office is furnished with so many different types of office equipment that it might be

hard for some people to understand what is going on. Luckily, we have an article on types of

office equipment and their uses, which might help some clueless souls understand things better.

Read more The definition of office equipment is pretty straightforward: it is an umbrella term for

the machinery, supplies and other paraphernalia that can be found in an office. This includes

everything, from various electronics to mops and thumbtacks

Factors in Selecting Office Machines

(1) Ease of operation : Faster operation, less fatigue, and fewer errors go with ease of

operations. Here are some contributory factors; indexing the amounts, operating the control keys

etc.

(2) Flexibility : Unless there is enough work to keep a highly specialized machine busy, it is

better to select one which can be used for different types of work. In absence of the flexibility the

purchase of the machine is not at all justified.

(3) Durability : A machine is used by different people under varying conditions. Unless,

therefore, it is strong and durable, it would be a poor investment.

(4) Portability : A machine is frequently moved from user to user or from one place to another

place in the same work area. Compactness and ease of handling saves time and energy and

increase the use of the machine. Modern machine have been reduced in size and weight without

the sacrifice of the quality.

(5) Adaptability : If a machine can be used without disrupting an existing system, it would be

better to do so than go in for one which necessitates a considerable rearrangement of the forms

and records involved, of extensive recopying of information, and of adjustments in procedures.

(6) Service : Reliable and continuous performance demands quick repairs and proper

maintenance. The machine which can be serviced promptly has advantage over one which cannot

be so serviced.

(7) Operating cost : This includes such things as supplies, the space occupied, the special

equipment and forms required, repairs, etc.

(8) Reputation of the Supplier : Few people have the expertise to judge the mechanical

qualities of a machine; one has therefore, to depend upon the integrity of the manufacturer and

dealer to furnish a good machine and to backup claims and guarantees.

Types of Office Machines

A wide variety of machines has come into use in modern offices. There are machines which give

print-like impression and can write many times faster than the most expert penman. There are

machines which can produce multiple copies of a document. Machines are available for

accounting, calculating and counting cash. Electronic computers can read, store, analyse and

interpret information quickly. In mail room, letters can be opened, sealed, folded, franked,

weighed and addressed automatically with the help of mailing machines. Messages can be sent

from one place to another within no time through teleprinter, fax and telephone. Some important

machines are discussed as under

Duplicator

Duplicating is a process whereby a number of copies are obtained with the help of a master copy.

When multiple copies of a letter or document have to be prepared, it is necessary to make use of

the duplicating machine. A duplicator can produce copies of a notice or report in quantities

ranging from less than a hundred to thousands. A wide range of duplicators are available. The

main types of duplicators are described below.

Electronic Mail (E-mail)

This machine provides a system of mail without using the postal services. It is a new device for

transmitting text or data directly from a computer or word processor. It is an international

electronic communications network specially designed for use with automated text processing

machines. It is known as TELEX. It is fifty times faster than telex or teleprinter. TELETEX can

also be linked with telex so that the user can communicate with every terminal on the

international telex network.

Printers

Any office that runs even one PC needs a printer to create hard copies of electronic documents

and files. Despite the promises of paperless offices in the future, that era has not yet arrived. All

sorts of business documentation needs to be printed, whether the business is a product- or

service-oriented industry. Examples of common office documents include invoices, packing

slips, flyers, and letters. Printers can be used not just to generate transfer electronic files to paper

but also to create composite documents containing digital information and scanned images.