OFFICE MANAGEMENT (Office Secretaryship) Vocational Education Higher Secondary - Second Year A publication under Government of Tamilnadu Distribution of Free Textbook Programme (NOT FOR SALE) Untouchability is a sin Untouchability is a crime Untouchability is inhuman TEXTBOOK CORPORATION COLLEGE ROAD, CHENNAI - 600 006© Government of Tamilnadu First Edition - 2011 CHAIR PERSON Dr. V. SHANTHI Associate Professor & Head, Department of Corporate Secretaryship Ethiraj College for Women Ethiraj Salai, Chennai AUTHORS Mrs. V. SUMATHY Mrs. HEMA MALINI .S Senior Assistant Professor Assistant Professor Department of Corporate Secretaryship Department of Corporate Secretaryship Ethiraj College for Women Ethiraj College for Women Ethiraj Salai, Chennai - 600 008. Ethiraj Salai, Chennai - 600 008. Mrs. D. VAIJAYANTHI Mrs. M.A. ZEHRAJABEEN Vocational Teacher Vocational Teacher Presidency Girls Hr. Sec. School Govt. Hr. Sec. School Egmore MGR Nagar, Chennai - 600 008 Chennai - 600 078. This book has been prepared by The Directorate of School Education on behalf of the Government of Tamilnadu This book has been printed on 60 G.S.M. Paper. 1OFFICE MANAGEMENT Syllabus Higher Secondary - Second year Lesson 1, Concept and role of modern office Introduction - Meaning and Definition - Functions of an office - Importance of an office toa Business Enterprise - Types of Office - Office Manager - Position of the office Manager - Qualities that make a good office manager- Functions and duties of office manager. Lesson 2, Modern office appliances and furniture Introduction - Meaning of mechanisation - Objects of mechanisation - Merits and demerits of Mechanisation - Factors to be considered in selecting office Appliances - Types of Time & Labour saving devices - Furniture - Principles in selecting the furniture - Types of Furniture - Fittings & Accessories. Lesson 3. Office accommodation and layout : Introduction - Accomodation requirements - Factors to be considered while selecting office accomodation - Office space planning or office layout - Importance - Objectives of office space planning or Layout - Principles of office Layout - Systems approach to office layout - Open office -Private office - Office enviornment -Noise - Ventilation - Cleanliness - Fire protection. Lesson 4, Office Stationeries and supplies : Introduction - Need for control of office stationeries and supplies - Factors to be considered for selecting stationery - Organisation and Management of purchases - Purchase procedure - Storage of supplies - Issue of stationery - Forms - Importance - Need - Advantages of using forms - Principles of form Designing - Forms control - Steps in forms control - Factors to considered while designing office forms - Types of form - Form sets - Continuous stationery - Loose leaf ledger. Lesson 5. Filing and indexing Introduction - Types of records - Records Management - Objectives - Principles of maintaining records - Filing - Advantages of Filing - Essentials of good filling system - Organisation of filing - Types of filing classification of files - Indexing - Objects - Essentials of ‘good system of Indexing - Advantages of Indexing system - Types of Indexing system - Selection of suitable Indexing system. Lesson 6, Secretarial practice and Postal services : Meaning of secretary - Definition - Functions of secretary - Qualification of secretary - Office correspondence - Types of correspondence - Business letters - Structure of a Business letter - Kinds of Business letters - Procedure for handling Inward mail & Outward mail - Postal services - Pin code - ISD - PCO - PBX & PABX. m™Lesson 7. Electronic data processing : Introduction - Types of data - Data processing - Objectives of Data processing - Modes of Data processing - Components of Electronic Data Processing - Role of Computer in office - Merits & demerits of Electronic Data Processing - Computer network - Intemet - Requirements for connecting Intemet- Basic intemet terms - Social networking - E-mail. Lesson 8. Office Management systems and its control Introduction - Meaning of procedures - Definition - Benefits and limitations of procedures - Characteristics of a sound procedure - Guidelines for the formation of procedure - Flow of work - advantages of straight line flow of work - Difficulties in the flow of work - Analysis of flow of work - Office manuals - Need for office manuals - Types of office manuals - Principles of office manuals - Steps - Preparation, writing of office manual - Revision and distribution of office manual - Advantages of office manual - Disadvantages of office manual - Personnel management - Job Analysis - Job description - Job specification - Job Evaluation - Importance - Limitations of job evaluation - Work simplification - Advantages, principles & steps - Public relation - Public relation & publicity - Definition of Public relation - Role of Public relation - Functions of Public relation manager - Qualities of Public relation manager - Auditing - Definition - Auditor Definition - Advantages & Limitations of auditing - Qualification of Auditor - Duties of Auditor - Income tax - Present Act - Definition of Assessee, Previous year, Assessment year and gross Total Income.L. No. 1 CONTENTS Concept and role of modern office Modern office appliances and furniture Office accommodation and layout Office Stationeries and supplies Filing and indexing Secretarial practice and Postal services Electronic data processing Office Management systems and its control Page No. 17 39 60 84 108 134 1621. CONCEPT & ROLE OF MODERN OFFICE LEARNING OBJECTIVES : > To understand the concept of modern office through its definition, functions, and its importance. > To gain knowledge of the functions performed by a manager and the qualities required for a manager to be successful. Introduction - Meaning and Definition - Functions of an office - Importance of an office to a Business Enterprise - Types of Office - Office Manager - Position of the office ‘Manager - Qualities that make a good office manager - Functions and duties af office manager. INTRODUCTION Office is described as the nerve centre of the entire organization. The present day office activities have expanded to a wider extent to keep pace with rapid globalization. Further, office by itsolf has become an indispensable part of any business organization. Modem offices arc organized on scientific principles and their management and administration are in the hands of techno-savvy office managers which has paved way for the sustenance of a business amidst cut- throat competition. 1.MEANING & DEFINITION Office is a place for transacting business where clerical and administrative functions are carried out to coordinate and control the activities of the organization. A typical office performs Fig. 1.1 - Modem Office tasks such as framing of business policies, processing and communication of information, record keeping, handling mails, execution of orders and managing receipts and payments. Office can be described as any place where information converges on paper, which is documented, preserved and used for both current and future operations of business. 1DEFINITIONS: The definitions of office may be noted as under: “An office is the place where the control mechanisms for an enterprise are located, where records are initiated for communication, control and efficient operations of the enterprise.” = George R. Terry “The office is the administrative centre of business. The purpose of an office has been defined as the providing of a service of communication and record” ~ Mills and Standingford Office work is not only confined to paper work but also include other activities which are well understood from the following definition : “Office is a unit where relevant records for the purpose of control, planning and management of the organization are prepared, handled and preserved. Office provides facilities for intemal and external communication and co-ordinates activities of different departments of the organization.” ~ Littlefield, Rachel and Caruth DO YOU KNOW Once, long ago, everyone in the world ice-skated. In fact, everyone worked ON the ice. Then, someone came up with the idea of working OFF the ice. Anew word was then formed by combining the words OFF and ICE, That is where the word OFFICE comes from. This is why the majority of people in the world don't ice skate and work in OFFICES." 2. FUNCTIONS OF AN OFFICE Office provides invaluable assistance to the management which involves decision making at every stage. The decisions are based on the validity and completeness of the information provided by the office. Hence the function of the office is to receive, process, tabulate and record the information and communicate it to the proper levels of management for their use in the decision making process. This leads to better performance of an organization. ‘The activities that come within the purview of the term ‘office can be classified as: a. Basicorroutine functions 'b. Supporting or administrative functions. 2.1 Basic functions The basic functions are essential functions of any office which includes receiving, recording, arranging, analyzing and giving (disseminating) information. 1. Receiving & collecting information : Appropriate and timely information is crucial for the smooth functioning of any business. Information can be received from two sources viz. internal and external. Internal sources include inter departmental notes, letters, circulars, orders, enquiries, telephone messages, Short Messaging Service (SMS), electronic mail (e-mail), 2intranet, etc., Exteral sources include suppliers, customers, competitors, government departments, internet etc. 2. Maintaining a record of the information : After receiving and collecting information the next major function of the office is to record the information in written form. The different forms in which records are maintained are correspondence, reports, circulars, statements, list, charts, books, registers etc., Each office determines the form, the number and nature of records to be maintained according to the need of its activities. Written records not only facilitate its communication but also its preservation for future reference. It also helps the management in taking decisions on policy matters and serves as an evidence of proof in case of disputes. 3, Systematic arrangement & analysis of information : The information that is received from various sources has to be arranged systematically in a functional manner. The information is arranged categorically in the form of financial matters, statistical statements, charts, diagrams, sales/purchase reports, etc., This manner of arrangement will enable quick access to the required information by the management to make meaningful decisions. 4. Disseminating information : Information however accurate and complete loses much of its value if it is not provided or is not made available promptly. The information must be communicated to the required persons as and when it is demanded by them. Important policies and guidelines are communicated by the top management to the lower levels of management. The information so communicated can be either routine or special. Routine information includes cash and bank balances, stock position, staff attendance etc., Special information includes amendments in tax and corporate laws, information about promotion etc., 5. Co-ordination : Office also performs the function of co-ordinating the activities of different individuals and departments of the organization. Apart from providing an internal link office helps to connect with other interested parties such as customers, suppliers, creditors, middlemen, ete., 2.2 Supporting functions Supporting functions are inevitable in the administration of a modem office. These functions assistin performing the basic functions effectively. 1. Execution of management funetions : Organization of the office on modern lines is one of its important supporting functions. It involves the management functions of planning, organising, directing, co-ordinating and controlling. The execution of these functions in relation to office activities facilitate the performance of the basic functions of an office in an efficient manner, 2. Development of office systems and routines : For the efficient and economical performance of office operations, each major phase of office work has to be carefully analysed and planned which are interdependent and interrelated. The routine steps for performing each phase of work have to be determined along with furniture, equipment, machines, forms etc. One of the important functions of the office is to plan and set up suitable systems and routines for each major phase of office work.3. Designing of requisite forms : Office work being mostly paper work, suitably designed office forms are of vital importance for the systematic and speedy performance of office work. Use of standardized form simplifies office operations, increases output of work and reduces cost of office management. Modern offices adopt a new approach called “systems approach” which emphasizes on the mechanization of the use, preparation and movement of forms and other records. 4, Procurement of office furniture, equipment & machinery : The efficient and economical performance of office work also requires the provision of suitable and adequate furniture, equipments, machines, etc., for the different departments. Since all these are very expensive, attempt should be made to purchase such machines and equipments which could be put to multiple uses with least discomfort to people at work. 5. Procurement of office stationery & supplies : Several types of stationery are necessary for doing the office operations. It is of utmost importance to purchase right kind of papers, file covers, pens, pencils, erasers, Compact Disc (CD), pen drive etc., which will be used for the collection, compilation and storage of records. It is the function of the office to look after the standardization, selection, and purchase of office stationery and its distribution to different departments, 6. Performance of personnel functions : The office helps the management in the performance of personnel functions. It is the office through which vacancies are notified, employment interviews are conducted, appointment letters are sent and new employees are recruited for various positions. It also provides training for the staff. It maintains personal records of all the employees regarding their training, achievement, appraisal, leave etc. Management of the disbursementoof salaries and incentives is also facilitated by the office. 7. Ensuring safety of assets : The assets of an office building include movable assets such as furniture, office machines, equipments of various types, cash and securities, records, deeds, documents, etc., and immovable assets like air conditioners, water coolers, lighting and ventilation systems, fans, conveyor belt systems, etc. Arrangements should be made for the proper maintenance of these assets against loss or damage by theft, fire or other means, as it may affect adversely the productivity of the office staff. 8 Securing public relations : Modem office focuses on enhanced public relations which necessitate the communication of the objectives, aims and policies of the organization to the public. In turn the changing public opinion and the reactions of the public to certain actions of the organization are communicated to the management. In addition, it also attends to such other activities which would enhance the image of the organization in the eyes of the public. 3.IMPORTANCE OF OFFICE TO A BUSINESS ENTERPRISE “No organization worth its name can exist without an office.” Thus, the office is an important segment in any organization big or small, government or private and contributes to its efficient and economical functioning. The importance of an office to a business organization is 4high because of the variety and complications which a business enterprise is to face owing to competition, legal and statutory restrictions, role of trade unions and a host of other factors. A ‘business enterprise today cannot face these challenges and problems without the assistance of a well organized office. Office is the real brain behind every business activity and the nerve centre of all deliberations. In the words of Dicksce, what office is to business is what the mainspring is to ‘watch. All operations are directed, co-ordinated and controlled through the pivotal point - Office. Awell organized office makes it possible for management to plan its operations intelligently, to execute it effectively, to appraise the results and to co-ordinate all the activities of the business. The importance of office arises duc to the following factors: 1. Office as an information centre : Office can be described as the information centre or data bank of an organization. All kinds of information and figures, whether past or present, are a Fig. 1.2 - Office - an information centre available in the office. The information furnished by the office serves as the basis of forecast, planning and control. 2. Channel of communication : Office is a channel through which communications, especially written communications, move from top to bottom and in reverse order as well. An organization would fail inspite of its best talents, if objectives, policies, orders and results are not communicated in either direction. 3. Aids in co-ordination : Office serves as a co-ordinating link among all the departments of an onganisation. The process of co-ordination is almost impossible without the presence of office. Office provides the necessary information and knowledge for co-ordinating the efforts of different departments such as production, finance, personnel and marketing. 4. Aids in managerial control : Control can be described as the measurement and correction of performance of the subordinates in order to make sure that enterprise objectives and the plans made to achieve them are accomplished, Control is thus a necessary function of management which requires‘* Establishmentofstandards ‘© Measurement of performance against the standards © Correction of deviations from the standards and plans Control cannotbe exercised only with the help and support from the office. Required data is collected, documented and presented for effective control by the office. 5. Importance vis-a-vis workers : Effective human relations requires effective organization. Preparation of wage and salary sheets and their payment are the responsibilities of office. Office is also responsible for operating employee benefit schemes such as pension and provident fund schemes. Office contributes immensely in maintaining good relations between the management and workers. 6. Importance vis-a-vis share holders & creditors : Office serves as the link between the share holders on the one hand and the company on the other. Office helps with the work related to issue of share certificates, dividend warrants and notice of company meetings, share transfer and answering different enquiries of share holders. Office also links the creditors with the organisation and acts as a liaison for them. 7. Importance relation to customers : The importance of office in relation to customers is of great significance. Office acts as a channel that links the business organisation with its customers. Their enquiries, orders and complaints are taken care of by the office through direct personal contact. Print, visual and electronic media are used by the office to inform the customers about the products and their uses. 8, Importance in relation to government & general public : Today, a business organisation is recognized as a social institution. It is required to satisfy government regulations. The office acts a link between different government departments and the organisation. Office is also the link between the general public and the organisation. Office is responsible for building a healthy social image of the organisation in the minds of the people. 4. TYPES OF OFFICE ‘The various types of office are: 1. Front office 2. Middle office 3. Electronic or e-office 4, Virtual office 5. Back office 1. Front office is a business term that refers to a company's departments that come in contact with clients, including the marketing, sales, and service departments. The front office welcomes visitors, meets and greets them and handles their queries. 6Fig. 1.3 - Front Office The middle office comprises departments of financial services that manage position- keeping. These divisions ensure that transactions capture profit flows. The middle office is usually a part of operations division, which is also in-charge of settlement. Due to their critical role, middle office functions along with the front office and is supervised by the back office managers. The electronic office or e-office was a term coined to cover the increasing use of computer-based information technology for office work, especially in the 1980s. It is widely used since all modem offices are electronic offices. E-office reduces most of the paper work and also makes the office communication electronic. E-office requires the use of individual computers loaded with software applications which are interconnected in a Local Area Network (LAN), The virtual office is the combination off-site live communication and address services that allow users to reduce traditional office costs while maintaining business professionalism. Fig. 1.4 - Virtual Office 7The term “Virtual Office” implies space utilization, but a full application includes professional live communications of teleconferencing. DO YOU KNOW ‘The virtual office idea came from the convergence of technological innovation and the Information Age. The concept has roots in the Industrial Revolution, where parallels to current work styles, specifically working from home, have been drawn, The term was first used in a 1983 airline in-flight magazine article about portable computing. The virtual office concept is an evolution of the executive suites industry. However, the inflexibility of an executive suite lease doesn't work for many business models and helped spur the virtual office concept. The first commercial application of a virtual office occurred in 1994, when Ralph Gregory founded “The Virtual Office, Inc" now known as Intelligent Office, in Boulder, Colorado. 5. Back office is a part of most corporations where tasks dedicated to operating the company are performed. The term comes from the building layout of early organisations where the front office would contain the sales and other customer-facing staff and the back office ‘would be those manufacturing or developing the products or involved in administration but without being seen by customers. Although the operations of a back office are usually not givena lotof consideration, their contribution to the business is significant. Examples of Back-office tasks include Accounting, Computerisation of transacts, running (operations architecture), accounting, and human supported by softwares & database. 5.OFFICE MANAGER The office manager is the co-ordinator of the work system. He is the one who gets things done by working with people and other resources to achieve the objectives. The manager is responsible for planning, organising and controlling the clerical aspects of the organisation, including the preparation, communication, coordination and storage of data to support production and other important operations of an industrial establishment. He organizes the activities with direction and leadership and integrates the activities of the department with that of other departments. He monitors the work processes and evaluates their outcome. Some of the functional names associated with an office manager are Manager - Administration, Administrative Manager, Commercial Manager, etc. Thus, an office manager is one who performs the functions of control and direction irrespective functional name of is. 5.1 Position of the office manager The position of the office manager is of great importance. His position vis-i-vis the organisation is summed up below: 1. Implementation of policies : He is a part of the management and is the last link in the chain of command from top management. He is responsible to get the work done in the office and ensures that management policies are properly implemented. 82. Influencing morale : Office manager is the only official with whom the employees come into contact everyday, hence he will directly influence their morale and their willingness to cooperate and work. 3, Neutral link : He occupies an important position of great significance. He has to be neutral and act as link between the management and the workers. 4, Recruitment, selection & training : Recruitment isa process of finding and attracting capable applicants for employment. Recruitment process is concerned with the identification of possible source of human resource supply and tapping those sources, Selection helps to choose the fit candidates and reject the unfit candidates. Training is concerned with imparting and developing specific skills for a particular purpose. It is a process of leaning a sequence of programmed behaviour. Office manager is required to recruit, select and train the personnel. On account of this important function, an office manager occupies a vital position in an organisation 5. Public relations : In a modern organisation, the office manager is also responsible for public relations. He projects the organisation before the public. He gathers information concerning public relation and communicates them to the top management, He also advises the management about changing public opinion. 5.2 Qualities that make a good office manager The office manager, like any other manager in an organisation, must possess certain qualities to be a good manager. They are summed up as follows: 1) Proper education, training and experience : A sound educational background is. great asset of the office manager. Itis essential that he should be able to communicate well both in oral and written form, Besides, he should possess an analytical mind to take care of different situations arising in the office. He should also be well-trained in office management procedures and systems, office machines, equipment and office routines. An awareness about the social and political environment. also an important part of his personal education as this would help him in judging behaviour ofhis subordinates. 2) Ability to delegate work : This quality of the office manager is pre requesate for his effective performance. Delegation helps to distribute the work load of the manager and allows the firm to expand, He should initiate steps to delegate authority, keeping in mind the fundamental principles of delegation. In fact he should go further and train workers to accept delegated work coupled with authority and responsibility. 3) Ability to organize : Office manager should be a good organizer. Since the smooth working of the business enterprise depends upon the office, he should be able to organize the office work meticulously and systematically toachieve the objectives and goals of the enterprise. 4) Leadership : Leadership is required to tackle the problems of indifference, forgetfulness, shortsightedness and apprehensions of people. Field Marshall Montgomery defines leadership as, 9“the capacity and will to rally men and women to acommon purpose”. Leadership is the ability to enthuse, to inspire and guide subordinates and its essence is the ability to get the best out of people as well as the individuals. This quality is common to all managers production, selling, purchasing, personnel or office. 5) Personal qualities : Some of the important personal qualities that an office manager must possess are tact, self-control, enthusiasm, sincerity and adaptability. These personal qualities would stimulate and motivate the subordinates to perform better. It would be proper to say that personal qualities go a long way in making a leader and add to his personality. The strong moral character of a manager would enhance the moral of the office. Thus, personal qualities would help attain objectives with great ease and without much conflict. 5.3FUNCTIONS OF AN OFFICE MANAGER. ‘The functions ofan office manager relate to the following: 1) Recruitment of staff : Office manager is entrusted with the job of selecting staff for his office. He has to determine the type of people required, sources of supply, method of selection, ete. On final selection of acandidate forajob, service agreement is to be prepared. 2) Training of staff : The person selected must be rightly placed in the organisation structure. ‘Necessary training must be given and the selected person mustbe familiarized with the tasks that he may be required to perform. The training programs are to be devised not only for the new recruits, but also for the existing employees as regards latest appliances, techniques and processes of office management. Suitable refresher courses can be devised by the organisation, management institutions or universities for the purpose. 3) Devising methods of work measurement & compensation : Devising methods of work measurement is a difficult task since itis hard to measure, in physical terms, the outputof the staff, Therefore, on the basis of accepted norms for work measurement, methods must be devised for both measurement and compensation to secure efficiency and cooperation of the staff 4) Promotion : Promotion plays a pivotal role in the growth of an organisation. They help in enhancing the effectiveness of the employees. Promotion is a good way to recognize the efficiency and quality work of an office worker. Promotion should on a fair and just basis. The office manager isa key person in deciding promotions. 5) Co-ordinating : Co-ordinating the tasks of various workers in the office is essential for its existence, Office will bea meaningless mass of people without coordination. © Controlling stationery & supplies : He is required to enforce proper control over stationery and supplies in the office. In large offices, there should be a separate store keeper and normal procedure of maintaining stores must be followed. Sources of supply must be determined properly. Where ever procedures are laid down, they should be followed diligently. 7) Accounting & costing : Accounting and costing form a vital part of office administration. The office manager combines the duties of the accountant and his functions include directing the 10accounting procedure. Ifthe costing section is located under his jurisdiction, he will be required to direct its activity too. 8) Seeretarial : Office concerns itself more with the provision of secretarial and other related services. The office manager also plays the role of a secretary in a small organisation. In which case, his duties include the duties of the company secretary. He is responsible for the share management, maintenance of the various books and registers as required by the statute. 5.4 Duties of the office manager The duties of an office manager is summarized under the following headings: In relation to the top management 1) He should support and implement the policies, objectives, budgets, etc. of top management. 2) He should report back since he is the key person for the office function. Staffing problems, arrears of work, or acute work problems must be reported immediately, so that work goes onunhindered. 3) He should cooperate with the outside management consultants. If, they have been employed to study office procedures and systems, In relation to the work 1) He should see that the work is done efficiently as per the schedule laid down and as per the ‘methods and system designed. Any work problems that arise in the course of functioning of the office employees must be solved. 2) He should see to it that the work must go on continuously regardless of sickness, leave, absence, etc. 3) He should ensure continuous control over all the work excersising quality control and production control. 4) He should see that all the office machines are in good working order at all times so that wastages are eliminated. Inrelation to subordinates 1. He is responsible to assess the quality of staffing. He should make recommendations for promotions or pay hike. He should also supervise and train staff. 2, Heisaliaison between the management and the employee, he should understand his duties towards the office staff and recognize the work performed by the staff. He should take personal interest in them and the work they do. 3. His subordinates consider him as the representative of the management. Hence all their grievances must be redressed immediately, if they fall within his power or else it should be immediately communicated for top management's action. In relation to associates. 1. He should cooperate with them fully to fulfill the organizational goals and objectives. He should transfer the staff, if needed, so that work goes on smoothly. nT2. He should aim at systems integration. Office procedures and policies should be common forall departments to avoid conflicting aims of different managers. POINTS TO REMEMBER > ‘Meaning: Office is described as the nerve centre of the entire organisation. Office is the place of transacting business where clerical and administrative functions are carried out to co- ordinate and control the activities of the organisation. Functions ofan office: Basic or routine functions - Receiving, Recording, Arranging, Analyzing and Disseminating information. Supporting or administrative functions - these functions and in the following : Execution of management functions, Development of office systems and routines, Designing of requisite forms, Procurement of office furniture and stationery, Performance of personnel functions, ensuring safety of assets and securing public relations. Importance of office toa business enterprise: Office is an important segment in any organisation- big or small, government or private and contribute toits efficient and economical functioning. Importance of office arises duc to following factors- Its an information centre, channel of communication, aids in co-ordination and managerial control, importance vi workers, shareholders and creditors, importance in relation to customers and government and general public. Types of office: Frontoffice, Middle office, Electronic or e- office, Virtual office, Back office. Office Manager: An office manager is one who performs the function of control and direction of the office. Some of his functional names are- Manager administration, Administrative manager, Commercial manager etc. Position of the office manag Implementation of policies, Influencing morale, neutral link, recruitment, selection and training and publicrelations. Qualities that make a good office manager: Proper education, training and experience, ability to delegate work and organize, leadership and personal qualities. Functions ofan office manager: Recruitment of staff, training of staff, devising methods of work measurement and compensation, promotion, co-ordinating, controlling stationery and supplies , accounting and costing and secretarial functions. 12> — Duties ofoffice manager: The office manager has to perform a number of duties in relation to the top management, the subordinates, and the work associates, QUESTIONS OBJECTIVE TYPE : 1. Choosethe correct answer: 1 helps management in taking decisions on policy matters and serves as an evidence of proofin case of disputes. (a) Written records (b) Oral information (©) Collection of information (A) None ofthe above 2, Systematic arrangement of information in the form of. enables quick access tothe required information and helps in taking meaningful decisions. (a) Statistical statements (b) Sales/ purchase reports (©) Charts and diagrams @ Allofthe above 3. Thenew approach which deals with the mechanisation of use, preparation and movement of forms is knowns. approach. (a) Modern Approach (b) Systems Approach (©) Creative Approach @ Formal Approach 4, The“Middle Office” deals with, (a) Welcoming guests (b) The financial matters (©) Use of computertechnology for office work (@) Tasks pertaining to operating the company 5. Through the office, channels of communication are fostered. (a) Upward communication (b) Downward communication (© Upward and downward communication (@ None ofthe above 6. The ‘management communicates important policies and guidelines. (a) Toplevel (b) Lowerlevel (©) Middle level (@ Alloftheabove 1310. The term implies space utilisation and includes professional live communication. (a) Back office (b) Frontoffice (©) Virtual office @ Electronic office isa process of finding capable applicants for employment. (@) Selection (b) Training (©) Development (@ Recruitment helps distribute workload and allows the firm to expand, (a) Delegation (b) Decentralization (© Centralisation (@ None ofthe above In small organisations, the office manager performs the duties of a in addition to an accountant. (@) Lawyer (b) Company Secretary (©) Chartered accountant @ Alloftheabove Answers: PEN aAwaYNE eRe es (a) Written records @ Alloftheabove (b) Systems Approach (©) The financial matters (©) Upward and downward communication (a) Toplevel (©) Virtual office @ Recruitment (a) Delegation (b) Company Secretary Briefly answer the following questions in one or two words. What isthe other name for basic functions of an office? What are the various management functions? List them. What are the two sources by which one can get information for the business? 14en aas 9. 10, What are the essentials of control? What are the various modes through which personal contact is maintained with customers? Whats the othername for “Electronic Office”? Give two examples of “Back Office” tasks. “What office is to business is what the mainspring is to watch.” What does this imply and who gave this comparison? What is leadership in the words of Field Marshall Montgomery? What is the basis of classification of the duties of an office manager? Answers: eer aAyaAwnn 10, Routine functions Planning, Organising, Directing and Controlling Internal and external sources Setting standards, measuring performance and correcting deviations Prints, visual and electronic media c-office Operations architecture, accounting and human resources Importance of an office, Dicksee Capacity and will to rally men and women to common purpose. Duties in relation to top management, work, subordinates and associates. PART B Ill. Very short answer: Answer in five lines. eer awa YN Define office How does the ability to organise contribute towards being a good office manager? How can information be collected in an office? Explain giving examples. How isan office importantto its shareholders? List the different types of offices? Who isan office manager? Explain the terms selection and training. ‘What are the various personal qualities to be possessed by an effective office manager? Explain the importance of “Promotion”, Why are training programs essential? PART C IV. Short answer. Answer in one page. 1. 2. What are the supporting functions of an office? What are the duties of an office manager towards his superiors and subordinates? 15Explain the various functions that are essential and primary ton office? How do different types of offices co- exist in an organisation? Describe the position of an office manager. What are the qualities that make an effective office manager. raya Howis the office useful to various classes of people (i.e.) workers, shareholders, customers and the Government? 8. Whatare the various functions of an office manager? PART D V. Essay type questions. Answer within three pages. 1. “Noorganisation worth its name can exist without an office”. Explain, 2. The functions and duties of an office manager go hand in hand. Explain in detail. 3. Elaborate the major functions of an office. 162. MODERN OFFICE APPLIANCES & FURNITURE LEARNING OBJECTIVES: > To gain awareness about the concept of mechanization. > To know the various factors to be considered in selecting office appliances, furnitures, filing and accessories. Introduction - Meaning of mechanisation - Objects of mechanisation - Merits and demerits of Mechanisation - Factors to be considered in selecting office Appliances - Types of Time & Labour saving devices - Furniture - Principles in selecting the furniture-Types of Furniture - Fittings & Accessories. 1. INTRODUCTION Office equipment and machines play a vital role in the efficient performance of office work. They are crucial for the accurate and speedy performance of office work by the clerical staff. Office work is mostly indoor desk work, the clerks have to sit in the office for long hours of the day. The work is mostly routine and monotonous in nature. Efficient performance of work is impossible in the absence of the equipment, machines and comfortable working conditions. Appropriate office machines and equipment should be used so that the work can be done efficiently at minimum possible cost. Moreover, better quality equipment not only improves the general efficiency of the office employees but also increases the goodwill of the organization among its visitors. In today's fast paced world, mechanization has come to play a larger role ‘making imperative the selection and use of right type of office machines and equipments. 2. MEANING OF MECHANISATION Office mechanization refers to a process whereby office machines and equipments are introduced in the office with a view to aid administrative process. Office mechanization may take over some of the functions performed by office staff, for example, computer is one such machine which has taken over most of the operations which were earlier performed manually. A systematic and planned effort to introduce suitable machines for doing office work, hitherto done with hands or simple equipments is known as mechanisation. A big office uses highly sophisticated and expensive machines including computers, while a small office uses less expensive machines such as typewriters, duplicating machines, calculators, etc. Thus, machines have become indispensable for performing office work efficiently. Modem offices prefer mechanization to improve performance to achieve saving in time and clerical cost, to ensure accuracy and to provide a safeguard against fraud, Work done by machines is neat, clear and results are quickly obtained. The machines are not installed merely to tackle the volume of work but also to bring distinctive improvements in results. Shifting to machine operations need investments in the form of capital assets like machines, equipments and other accessories. It also calls for additional cost in the form of maintenance and repair of machinery, insurance, premium, the cost of accommodation, 7stationery etc. Machines are to be operated by skilled operators where higher emoluments also add to the cost. Highly sophisticated machines like computer need special accommodation and maintenance which also lead to increase in cost. Therefore, the decision to mechanise office operations should be determined by the cost benefit analysis. 3. OBJECTS OF MECHANIZATION Mechanization in the office refers to a process whereby office machines and equipments are introduced in the office with a view to aid administrative processes. Mechanization in the office has the following objects: 1. Labour saving : Mechanization aims at saving labour, It may either reduce the total wage bill orthe same number of employees may perform a larger volume of work. 2. Time saving : Saving in time is another objective of mechanization. The work that would take hours can be done in no time with the aid of machines. 3. Aceuracy : Ensuring accuracy is one of the prime objective of mechanisation. The use of machines enable completion of work with accuracy. 4, Elimination of monotony : Repetitive processes are monotonous and office machines aim to eliminate the monotony of these repetitive processes. 5. Standardization : Standardization of work procedures is desirable which can be best achieved with the help of machines. 6. Lesser frauds : Mechanisation also minimises the chances of fraud in office work. 7. Storage of facts and data : Machines like computers store large volume of facts and data for future reference. 8. Interpreting facts and data : Machines, like computers interpret facts and data for decision making and control. 4.1 MERITS OFMECHANISATION Mechanization has become an integral part of the modem office administrative process because it offers many advantages : 1, Better quality of work : Machines help to improve the quality of work done in the office. It aids in systematic execution of work. 2. Lower operating cost : Operating cost per hour of work declines with the use of machines. But this requires a large amount of initial capital investment, Long term investment in machines proves to be beneficial in the long-run, 3. Greater efficiency : Machines bring speed and efficiency to all types of office work. The work that may take hours to finish manually may be finished in lesser time. Improved efficiency leads to greater profitability and at the same time creates a good image in the minds of the people associated with the organization, 4, Better accuracy : Machines ensure better accuracy. Chances of errors are eliminated. Thus the work goes on smoothly, bottlenecks and delays are almost reduced. 185. Facility in control : Machines facilitate the managers to exercise better degree of control over their subordinates. For example, access card for entry and exit into an office ensures presence ofa worker during office hours. 6. Facilitates standardization of office routines : Mechanization facilitates standardization of office routines and procedures, This in tun helps in better coordination of work, 7. Relieves monotony : Mechanization reduces the monotony of carrying out repetitive processes which are uninteresting and time-consuming. The office worker is thus relieved from undergoing the same process again and again. 4.2 DEMERITS OF MECHANISATION ‘The demerits of mechanisation are summarized as follows: 1. High cost of installation : Most of the modem office machines require a huge investment, Thus, smaller firms cannot take advantage of many controls. 2. High cost of operating : Operating certain types of machines and equipment involves high cost, 3. High cost of breakdowns : It is very expensive to repair the machinery in the event of its breakdown which in tum affects the flow of work. 4. Problem of monotony : Use of office machine creates a problem of monotony as it is in the case of the production department. The workers are replaced by machines and monotony becomes a problem in the office. The machines may thus restrict initiative and creativeness. 5. Problem of training office workers : Office workers must be trained to work on the office machines. In case of use of sophisticated machines, such training is an additional cost to the company. 6. Hostility of office workers : Workers are hostile to the introduction of certain types of machines like computers, This has been a very common experience in our country. Thus, the industrial peace may be disturbed to the detriment of the organization. 7. Under utilization of machines : Many costly machines are not used everyday but they are used occasionally. Similarly, some machines may be used more continuously during the busy season. However, itis essential that a machine must be used continuously to make ita worthwhile investment. 8. Lesser flexibility of office system : Mechanisation of office leads to less flexibility. For example, mechanization of accounting system demands arrigid structure. 9. Risk of obsolescence : Many machines have a high degree of obsolescence. The machine and its method may become out of date at a rapid pace. In order to avoid this risk machines having universal application should be purchased. 10. Surplus staff : Many machines require trained operators and the absence of them results in accumulation of work. To avoid this situation, training of more than one worker is compulsory. 11. Dominance of machines : Workers in an organisation should not become subordinates to machines. Care should be taken to avoid a situation where machines will become more important than the work itproduces. 195. PRINCIPLES TO BE FOLLOWED IN SELECTING OFFICE APPLIANCES Once the need for a machine for a particular operation (or a set of operations) has been determined, the next task is to select right type of machine for the purpose. Since many machines and equipments are available, it would be desirable to be careful in the selection of the most suitable type of machine. Improper selection of machines may prove to be costly and troublesome. It would be worthwhile to keep the following principles in mind while selecting office machines and equipments: 1. Principle of cost : The machines and equipments concerned should have the least cost in the given circumstance, The cost of a machine has two aspects - initial cost and operating cost. If a machine is expensive and its operating costs are low, it may be preferred without compromising onthe quality. 2, Principle of quality : Machines and equipments must be of good quality so that the quality of work performed is of desired standard. 3. Principle of maximum benefit : It is necessary for the office machine to give maximum benefitkeeping in view the cost. 4, Principle of suitability : Itis important that the office machines are suitable for the process for which they are bought. They should not be opted for as a mere status symbol. 5. Principle of adaptability & multiple use : It would be better to instal machines with multiple uses so that idle time is reduced to the minimum and machines are put to maximum use. Indirectly it means that machines should be light in weight so that they can be easily moved from one place toanother. 6. Principle of standardization : Purchase of equipments and machines should be standardized asit would result in the following benefits to the organisation: Reduced prices due to larger purchases. Lower maintenance costs due to servicing of fewer makes of machines. Operators can be trained more simply and easily. It is easy to purchase and use office forms to fita very few make of machines. Computation of depreciation of machines would be easy. It would assist management in measuring the work output of different personnel in the office. avaene 7. Principle of optimum use : The machines must be put to maximum use. At the time of purchase, the quantum of use in relation to cost mustbe determined. 8. Principle of durability : A machine must be durable. Itshould havea long life and also should be free from frequent breakdowns and repairs. 9. Principle of adequacy : The machines must be bought in adequate numbers so that each department has the desired number of machines. Constant shifting of machine from one department to another would pose many problems. 2010. Principle of least space occupancy : It is essential that the machines should occupy the least floor space, desk and shelf spaces. Large and heavy machines often occupy costly space and thus add to the indirect cost of the organization, 6.TYPES OF TIME & LABOUR SAVING DEVICES ‘The machines used in modern office are too numerous to narrate, These machines are classified into the following categories: 1. Instructional machines - Telephone, mobile phone, inter-communication system and Dictaphone. 2, — Copying and duplicating machines - Typewriters, duplicators, addressing machines and Photostat machine. 3. Accounting, tabulating and computing machines - Adding machine, calculating machine, cash register, billing machine, accounting machine, tabulating machine and computer. 4, — Miscellaneous machines - Franking machine, impression stamp, time recording machine, pay rollmachine, envelope sealing machines, calculators, etc. 6.1. Instructional machines 1. Telephone : Every big business house uses a telephone connecting internally and with other organizations. Telephone has become a necessity for modern business houses. With the help of Fig. 2.1 - Telephone this facility, a firm can have quick and prompt communication with the external world. Big firms employ trained telephone operators to receive phone calls from outsiders and to connect insiders with outsiders and vice versa. 2, Mobile phone : In this rapidly changing world communicating on the move has become a dire necessity. Mobile phones serve this purpose of offering mobility and connectivity to the users, Fig. 2.2 - Mobile Phone 21any time in any part of the world, Further, businesses provide a mobile phone with a Closed User Group (CUG) facility to its employees to enable communication within the group at an economical rate. 3. Inter communication system (Intercom) : Intercom system is generally used when sufficient telephone extensions are not possible. Generally intercom equipment has an automatic switch board which allows the extension users to dial other extension users direct. An executive ‘may need to refer to his staffor they may need to refer to each other frequently and quickly. ‘There are many types of inter-communication equipment which enables contact tobe made ‘at the flick of a switch’. The simplest inter-communication equipment is one-way which allows only the caller to speak. The caller's microphone can be wired to several points within the building. Systems which allow two-way conversation can be as simple as two telephone instruments with buzzer call. Two-way intercom is valuable time-saver because instant consultation is possible without having to travel between various points inthe office. 4, Dictaphone : Generally, dictation is given to the stenographer which requires the simultancous presence of the executive under the stenographer at one place. This may not always be possible Fig. 23 - Dictaphone due to various reasons, Dictaphone enables the executive to dictate on the machine at his own pace and leave the rest of the job to be done by the typist. This machine is later played on by the typist to transcribe the message on the typewriter. 6.2. Copying & duplicating machine 1. Typewriter: ‘Typewriter, one of the oldest forms of office machine is still in use in certain offices. The Fig. 2.4- Typewriter typewriters produce text material on a page similar to print. They are of three types. electric, automatic and electronic. 22a. Electric typewriters : Electric typewriters are standard typewriters which work with an electric moter. The touch of fingers sct the keys in motion and the impressions are uniformly perfect, b, Automatic typewriters : They are power driven machines that help to reproduce identical copies of the original copy at great speed. Fp- ©. Electromle typewriters : Electronic typewriters are based on the sophisticated micro- processor technology, Every electronic computer has a memory which enables it to remember a e_ J — . = Fig, 2.6 - Electronic typewriter large volume of informstion and to type it out automatically atthe press ofa button. 2.Duplicators Duplicating is a process where by a master copy is prepared from which a large number of Fig. 2.7 - Duplicator other copies are obtained with the help of the same duplicator. Its 2 substitute for printing. There are two types of duplicating machines. &. Offset lithograph : Undor this master copy is propared an thin metal shoots and are used for duplicating om the machines of rotary type and are generated by power athigh speed. This process 2Bfareoommended where lng rms of many thouswnds of copics are required forline drawings and reproduction on any kind of paper. 1b Typeeet duptlentor : These duplicstos: are again printing machines which ere very similarto thoee used by profesional printers, The proces: of setting up the type is slow and askilled ons, Ouee the matter to be printed has been actup, eng rans ofigh quality works arc posible. Ein pertioulely suitable for © veylong mas © prinfingon conds © sepeoduction of fascimile type written matter. c. Fhotegraphie dmplicators : Tals method ean also be used whenever an exact copy of any document is required. In this photography of the document is fins taken through s cumere. The produced cuples are vaca developed and drled, which are ready for nse. Phatowat machines are ‘used for photographic reproduction of letiers, maps, deewing, decds, conimoty, anders, invuiccs, ttt in difforantel coe ad coker. DO YOU KNOW? HISTORY OF FAX MACHINE ‘The fire fax machine was irvented by Seottich mechanic and inventor Alemander Bain. In 1843, Alexander Bain reocived « British patent for “improvements in producing and egulating electric currants and iinprovacnents ia timepieces and fa electric printing and signal telegraphs”, in layman'sterm ign frx ranching. machine Itieured for smmch wider range of activities such ax preparstion of invoices, printing ofjob vanda end wage sheets and in any kind of search whare infarmation is repetitive, Addressogrph Fig, 2.8 - Addressing Machine machines may be used for the repetitive printing of the same address, The addresses can be printed ut o tate of 1200 per hour The plates are preserved for future use, @. Photostat machine It is popularty known ex “Kerex” machine taking its name from the compmy itenfactutity this machise, Photocopying machines halp in getting extot copies ofthe original aata very fast speed. The term xerography means dry pictures. The original document is projected on the coated plate through a lens system. Positive charges disappear in areas charged to light. A pattern of charges is left on the coated plate of exactly the same shape as a dark part ofthe original document, After this a negatively charged ink powder is dusted over the place which adheres to Fig. 2.9 - Xerox Machine the positively charged image. The print is made permanent by exposure to heat. Xerography has become very popular because of its speed and versatility. Copies of diagrams, illustrations, drawings, etc can also be obtained, Exact replica of the original is obtained which eliminates the need for checking, 6.3. Accounting tabulating and computing machines 1. Adding machines : Adding machines may be either manually or electrically operated. Most adding machines have a roll of paper on which the figures are typed, and this is known as a “Tally (ee ee Roll”, It is used for addition and also for multiplication, subtraction and division, both electric and manual. Calculating machines : Calculating machines contribute greatly to business efficiency by climinating routine and tiring mental work. They contribute to economy in staffing and also increase clerical efficiency. The essence of a calculating machine is that it can perform ‘multiplication and division as well as addition and subtraction operations. It operates at a very fast speed and does not make any noise, but such machines are usually expensive. ili, Cash register & coin handling machines : Cash register is very usefull where a machine is required to print a receipt, produce posting slip and sales analysis. This type of machine can 25record cash transaction on a tape, produce printed slips and operate the cash drawer. The machine iskey setand electrically operated. Fig. 2.11 - Cash Register Fig. 2.12 - Coin Handling Machine Retail stores and Railway booking offices also use coin handling machines which record, sort, store and return coins of different denominations to the customers, They return the correct amount to the customers and all cash receipts are recorded by the machine. 4, Billing machines Billing machines are used to prepare invoices, bills of lading, cash memo, etc, The machine Fig. 2.13 - Billing Machine makes all calculations of discounts, commission, addition, subtraction, total, etc. Papers and carbons are fed into the machine and set automatically. 5. Accounting machines ‘Accounting and book keeping machines may well be compared with typewriters. These machines are used for, posting in journals, cash book, ledger, etc. preparation of cheques, pay rolls, cash receiptand payment sheet preparation of copies of ledger accounts along with posting calculating and computing figures and drawing ledgers or cash book balances 6.Tabulating machines ‘These are combinations of adding machines and sorting devices and they involve two processes sorting information into classes and adding up the total of cash class, For tabulating statistical information by the machine, the cards are punched using punched card machine, sorted, tabulated and printed on paper in columms and rows. If in an office a large amount of information is tobe handled daily, automatic tabulating and sorting machines can be used. 267.Electronic computer Itis the latest addition to the long list of office machines. Its a general purpose machine with the capability of performing most clerical operations at high speed. It is an electronic device by Sa Fig. 2.14 - Electronic Computer which data is processed electronically at great speed. It can handle whole system of operations; change automatically from one operation to another in a desired sequence and even select altemative courses of action on the basis of the data received and the result of previous operations, An electronic computer is a replica of human brain, It minimizes the chances of error and leads to an integrated. approach for various system of operation in the organization. It may be noted when the computers areused for data processing, the processes is knowns Electronic Data Processing (EDP). There are two kinds of computers; a. analog computer and b. digital computer. Analog computers are used for scientific and research data processing. Digital computers are used for calculating the data in one billionth of asecond. a. Functions ofa computer Acomputer performs the following functions: 1. It receives programmes of instructions, stores them in the memory and uses them when instructed. Itperforms arithmetical calculations. Itserves asa store house of information. Itprovides information when required. Ttarranges information in the desired sequence. Ithelps in evaluating various courses of action. aya en Itapplies checks to the data fed into the computer. It points out inconsistency in the data, if any. b. Advantages of computer 1. Computers can storea large volume of information. 2. Datais processed ata very high speed. 3. Computers relieve clerical staff from the routine and monotonous job. 4, Computers help indirect savings by having its application to inventory control, stock evaluation, ete. 275. Computers help in coordination and assimilation data for the whole business for instance, it can easily reveal stock position of various branches ofan organization. 6. — Computer helps in taking managerial decisions by evaluating various courses of action. ¢. Disadvantages of a computer 1. The installation of a computer often requires preparatory work regarding configuration, number of machines, networking, etc. 2. Itisacostly device to install and maintain. Itcan be used only by big organizations. 3. Trained personnel are required to operate the computer. Thus labour costis increased. 4, Maintenance cost of a computer is very high. Any break down of a computer would completely dislocate the office work. 5. The installation of a computer is generally resisted by the employees because they fee! that itwill lead to replacement of human labour. Computers have gained popularity with big industrial undertakings and govemment departments like railways and police. They are also used in educational institutions, research institutions and airlines. They can be used for the preparation of schedules for controlling traffic, for preparing pay rolls, for carrying on stock control, for keeping up to date records, for making calculations of insurance and for many other jobs. 6.4, Miscellaneous machines 1. Franking machines : Franking machine is used in large offices for affixing postage stamps on ‘envelopes. In offices where thousands of outgoing envelopes have to be stamped each day, these Fig. 2.15 - Franking Machine machines are very useful. The outgoing mail is inserted in the machine and a handle is operated either manually or electrically. Franking machine automatically prints in a franking design ‘comprising the postal charge and the date of posting in brightred ink. Ithas ameter which records theamount and balance on hand, 2, Impression stamps : These include rubber stamps bearing certain impressions like “paid”, “delivered”, “checked”, etc, Stamps bearing date with time and numbering devices also fall under this category.3, Time recording machines : This popular machine is used for recording the accurate time of arrival and departure of the office employees in offices and factories, Fig. 2.16 - Time Reconding Machina 4. Payroll machines: [t ix used for making the pay roll of the employees, caleniating the amount tobepaid toxachemployes, Fig. 2.17 - Pay Roll Mackine 4, Bllde rake : It is a type of scale which is used to make differant calculations rapidly and soourately, 6. Punching machine : This is a small spparatoa which punches holes on papar, The holes arc required to tag aud fasten the papers. It is operated manually, ‘Fig. 2.18 - Punching Machine 7, Stapler ; Htis a qmall machine which hinds together a few papars witha small piece ofthin wire, Tis very commonly used in small offices, I Fig. 2.19 - Stapler cd8. Calculators : A variety of calculators are available in the market. They contribute to efficiency and remove the tediousness of calculation. They are useful for multiplication, division, addition and subtraction, calculation of discount, interest, wages, etc. Calculators help to reduce human labour in arithmetical calculations. 9. Envelope sealing machine : This isa machine which automatically seals the envelopes. It will dampen the gummed flaps of the envelopes; thus sealing of the envelopes becomes very easy. Fig. 2.20 - Envelope sealing machine 7. FURNITURE Office furniture is necessarily a part of total environment in which the employees work. It can be described as a basic facility with which an employee identifies himself. Right kind of furniture must be provided so as to provide maximum comfort to the employee, reduce fatigue and keep health hazards to the minimum. The number and type of furniture to be purchased for any office will depend on the number of departments and office workers, the nature and volume of work to be performed and the office space available for their accommodation. The choice between the wooden furniture and metallic furniture will largely depend upon the following factors 1, Amountofinvestment Mobility Safety against fire Ease of maintenance Design Durability Space occupied, etc, nraYaAYD 7.1. Principles in selecting the furniture Following are the factors to be considered in selecting office furniture: i. Funds : The amount of funds available determines the kind of furniture to be purchased; but at ‘the same time it would be essential to keep in mind the mostsuitable type of furniture ii, Durability : It is an important factor. Steel furniture, which is becoming quite popular in ‘modem offices, is more long lasting than the wooden furniture. iii, Saving in space : Decisions regarding choice of furniture should depend upon the space available in the office and the number of persons working there. 304. Comfort : Furniture offering comfort must be chosen. This adds to speed and better morale of theemployees. 5. Appearance : Good appearance of furniture improve the ambience of the office. Thus furniture should notonly be functional butit should also have a pleasing appearance. 6. Hygiene : The ease of cleaning furniture or space underneath is a problem to be considered at the time of ts choice. 7. Finish : Glossy surfaces should be avoided because they create glares and thus increase the tension. 8 Saving in labour ; Economy in working is an important function of office furniture. Certain furniture has built-in units for storage that save movement and walking about by the employees. Preference should be given for such kind of furniture. 9, Multipurpose or adaptable : The furniture to be selected must be adaptable to different uses in the office, This permits standardisation in the purchase of multipurpose desks and enables office workers to perform more than one type of work with the help of the same kind of furniture 7.2. TYPES OF FURNITURE Every office requires different types of furniture, Furniture can be classified on the basis of its physical appearance like chairs, desk, etc. Another classification is on the basis of the purpose for which it is used e.g. Executive furniture, Special purpose furniture, Built-in furniture and General clerical furniture 1, Desk : The performance of an office employee is very much influenced by the type of desk he uses, Therefore, a suitable type of desk should be provided to the employees. The primary function of any desk is to provide a suitable surface for writing, checking, sorting and examining. ‘As far as possible, the desks selected for office should have a multi-purpose use. There are different types of desks for different persons depending upon the nature of work and status- i) Executive desk ii) General Purpose desk and iii) Computer desk, a. Executive desk: These are designed to suit individual tastes and quite often they are designed as a showpiece of an organisation. Their purpose is also to impress visitors. Fig. 2.21 - Executive Desk Excentive desks are generally double pedestal. Sharp edges and comers are eliminated. Table top is covered with a sheet of glass. 31Db. General purpose desk: It is a general purpose single pedestal desk with less claborate design. Fig. 2,22 - General Purpose Desk Computer desk: Computer desks are generally standard flat-topped, single or double pedestal desk with provision forplacing keyboard. Fig, 2.23 - Computer Desk ‘There are numerous devices which may be incorporated in the desks, The office manager may choose any of the devices depending upon the requirements of the office and convenience of the staff, While placing an order for office desks, the office manager should consider carefully the design of the desk, weight, size, depth, storage space, special needs of the job and the status of the employee whois going touse it. 2, Tables ‘Tables are generally needed for sorting of mail despatch, temporary housing of files, registers and file trays, for holding meeting of committees, etc. However, in some office tablefitted with drawers and other devices are still used by clerks for writing purpose. Mast of these are of conventional dimensions. 3. Chairs ‘The types of the chairs which are in use in modem office are revolving chairs, saddle-seat chairs and computer operator chairs. There is a need for providing the right type of chairs to the Fig. 2.25 - Different kinds of chairs office employees as they spend most part of the day in the office. Ifthe chairs are uncomfortable, they cause physical strain and fatigue to the staff and consequently, reduce their efficiency. The height of the chair, angle of the back rest and the shape of the seat should be such that the person using it should be in a position to sit in a correct posture comfortably without any physical strain ordiscomfort. Chairs meant for computer operators should have adjustable back rest to enable the user to perform their workefficiently. 8. FITTINGSANDACCESSORIES Generally office fittings include desk lamp, telephone stand, waste paper basket, shredding machines, etc. When choosing or selecting such items, their colour may be considered, because the colour of these must not ruin the pleasing atmosphere of the office. Clerks should be provided with certain accessories in order to perform their work efficiently. Such items may be pen holders, sorting trays, boxes, cabinets, etc. POINTS TO REMEMBER: > Introduction: ‘* Office Equipment and machines play a vital role in the efficient performance of office work. ‘* Efficient performance of work is not possible in the absence of the equipment, machines and comfortable working conditions. > Meaning of Mechanisation: * Office Mechanisation refers to a process whereby office machines and equipments are introduced in the office with a view to aid administrative process. ‘© Modem offices prefer Mechanisation to improve performance and to provide safeguard against fraud, 33