Unit II
Typing
Typing: Meaning
Communications drafted or dictated by executives (letters, circulations, reports, etc.) are sent to typing personnel before they are ready for typing or duplication. Typing or duplication can be done by department or centralized in a pool.
Generally, you need to enter at least two copies of each document. A typical standard typewriter can use carbon paper to make up to 10 easy-to-read copies. Electric typewriters can make up to 30 readable copies on carbon paper. If you need many copies of the same document, a duplicator is used. The duplicator can make up to 200 suitable copies from the same original or master. For even more copies, some form of printing press may be used to increase economics.
There are two ways to organize your typing work in a large organization.
(A) Decentralized or departmental input. (B) Central pool for input. Let's elaborate on them.
a) Department typing: Typing work for each department within a department is performed by a unique set of typists which is called Departmental typing.This arrangement has the following advantages and disadvantages:
Advantage:
1) Typists are familiar with the nature of departmental work, so they can work efficiently.
2) Typists can easily query and correct draft discrepancies and errors, saving time.
3) You can give priority to entering emergency letters as needed. Therefore, the delay is eliminated.
4) Department typists foster loyalty to improve morale and efficiency.
Cons: Disadvantages:
1) The workload is unevenly distributed in the office. Typists in some departments can be overloaded with work, while typists in some other departments may not have enough work.
2) Department typing is uneconomical because it requires more typists to be appointed than justified by the total workload of the office.
3) The noise generated by typing interferes with the work of other staff in the department.
b) Centralized typing pool: In this arrangement, all typists in the office are gathered in a "pool" and housed in a separate department or space. Input work for all departments is sent to the pool. A qualified supervisor or senior typist is responsible for assigning and verifying the work of the pool typist. Once entered, the entered document will be returned to the relevant department for signature.
Advantage. : centralized pool placement has the following advantages:
1) Distribute the workload evenly and evenly among the typists.
2) It brings an overall economy of office costs.
3) Guarantee better supervision by qualified supervisors.
4) The pool typists are housed in a separate room, so noise does not interfere with the work of the department.
Disadvantages: Pool placement also has the following disadvantages:
1) "l001 typists have nothing to do with department staff or work." "As a result, they lose their personal interest in work and can affect morale and efficiency.
2) If the work is of a too technical or professional nature, pool typists may face difficulties in dealing with the work. Work is often delayed because typists need to contact the department to correct draft errors and discrepancies.
Mechanical assistance for transfer work
Transcription of communications, or typing and replication, is done with the help of various types of machinery. Improved types of typewriters and duplicators have been developed to speed up transfer operations at low cost. Some of the more important devices are described below.
Typewriter
A typewriter is the most commonly used machine for entering all types of correspondence. There are four main types of typewriters used. i) Portable typewriter
ii) Standard manual typewriter iii) Standard electric typewriter iv) Automatic typewriter.
i) A portable typewriter is a small, lightweight and compact machine. They incorporate the main features of a standard typewriter, except for facility fatigue. These are commonly used by executives to enter personal or confidential characters.
External communication
ii) The Standard manual typewriter is a larger size with different length carriages for doing different types of work. Keyboards typically have 45 keys that give 90 letters, both alphabetic and numeric. There is an aggregation function required to enter invoices, statistics, etc. As the name implies, the input is done manually. This machine can make up to 10 original copies using carbon paper. A variation of a regular standard typewriter is a variable typewriter. You can type in different styles and sizes
Typeface. Instead of the type carried by a fixed rod, this machine
Interchangeable circular blocks (known as "golf balls") in different sizes and styles. These machines are used to enter sales.
An electric typewriter is a standard machine that runs on electricity. Enter manually to activate the key. The keys are fast and evenly produce the perfect impression. Carriage movement and margin settings are controlled automatically. With carbon paper, you can make up to 30 original copies. It has the advantage of high-speed typing that minimizes typist fatigue.
Automatic typewriters can automatically fill in documents from punched or recorded issues. Same principle is applied as a player piano. The master is prepared by punching the coded text of the characters into a stencil recorded on paper tape or magnetic tape or disc. When you put the master on the machine and turn it on, the characters are automatically entered on the paper at high speed. Entering fast can save labor and costs.
Decentralization means the spread of authority. Decentralization is the process of decentralizing decision-making authority among lower-level managers. Decentralization of authority is that the basic phase of delegation, and therefore the extent to which authority isn't delegated is named centralization.
What does decentralization mean?
Everything needed to increase the importance of the role of a subordinate is called decentralization.
Decentralization of offices means the decentralization of office services and activities. The need for decentralized office services arises when official activities are carried out at the functional department level.
Therefore, decentralization of offices may include division of activities. If the authority is decentralized, then decentralization exists.
The need for decentralization is felt when the scale of business expands and office activities need to be diversified.
Decentralization policies affect all areas of management and can be seen as an integral part of the management system. Without decentralization, it is true that managers, at their discretion, cannot cope with the ever-present and ever-changing situations they face.
Importance of decentralization
The main importance of decentralization is as follows.
Decentralization of authority frees executives from business details and day-to-day operations, freeing them to focus on the more important functions of policy creation, coordination, and control.
Decentralization is needed as companies grow out of the reach of CEOs. By delegating management decision-making authority, top management can extend their initiative to large enterprises.
2. Faster and better decisions
Decentralization enables faster and more accurate decisions because decisions are made by people who are fully aware of the reality of the situation. Decisions can be made near the point of action without consulting higher levels or waiting for executive approval.
3. Growth and diversification
Decentralization drives the growth and diversification of products and markets. Under decentralization, each product line is treated as a separate division, allowing it to respond quickly to changing demands in special markets.
The self-contained product division enjoys considerable independence, allowing the appropriate focus on each product line under the overall coordination and control of top management.
4. Better communication
Decentralization improves the lower level of authority improves communication and efficiency in your organization. The problem of bureaucratic formalism and bureaucratic delays is alleviated.
5. Training of executives
a) Decentralization provides an opportunity for subordinate managers to take the initiative and acquire leadership qualities. Lower-level executives learn to manage by exercising delegated authority.
b) Promote manager reservoirs will be available to help simplify management inheritance and ensure management continuity.
c) Decentralization promotes subordinate autonomy, initiative and creativity.
d) Decentralization brings stability and continuity to the enterprise, as the success and survival of an organization does not depend on the few top individuals.
6. Increased motivation and morale
Decentralization improves the work satisfaction, motivation, and morale of subordinates. Opportunities to make decisions provide a sense of belonging and meet the needs of power, fame, status, and independence.
A climate of competition is born. High motivation and morale can help improve productivity and work relationships. You can better utilize lower levels of talent.
7. Effective supervision and management
Lower-level managers have full authority to change work assignments, take disciplinary action, recommend promotions, and change production schedules, providing more effective oversight for decentralization. It will be realized.
Factors that determine the degree of decentralization
Factors Affecting Decentralization
Environmental impact: Includes powers such as government control, national fiscal policy, trade unions, and government purchases.
No organization can be fully centralized or decentralized. Top management always has specific authority.
Therefore, the main question is not whether decentralization should be implemented, but how much it should be adopted, what authority should be assigned to subordinates, and what authority should be left to executives.
Meaning of centralization:
The office is not set up for itself. The company needs an office. Every company has its own object, either trading or non-trading. Depending on the nature of the object, the organization needs to perform several functions, each with its own department. The function cannot be performed in vacuum. Every feature requires some service and a place to work.
The office meets both needs. Services consist of communications, calculations, and records. There is centralization of office services when all common services are jointly provided by the same person in all departments. For example, telephones are needed in all departments.
When there is one telephone line with an internal branch to P.B.X. Or the P.A.X. system that's enough. There is no need to have a separate telephone connection for each department. That part of the office where centralized functions are performed is called the General Bureau, which is usually handled by the secretary. Another good example is the cash sector.
There are cases of decentralization when office services are separated and each functional department such as production and marketing has its own office services. For example, each department has its own typist, not a pool of typists. All files can be stored centrally in one place.
Need for centralization:
Centralization and decentralization are trends. Whether to follow the former system or the latter system is a matter of policy. In fact, there is little room to choose between the two. Certain services need to be centralized for convenience and economy, but certain services can be more decentralized.
Centralization has great advantages, but decentralization is not entirely bad. There may be a pool of typists for entering letters from different departments, but at the same time, secretaries need the typist's exclusive service to allow them to enter confidential information.
It is not possible to store all files centrally so that anyone can look them up. It is desirable to have an ideal combination of both centralization and decentralization. Centralization has several advantages, but more or less the disadvantages of decentralization, and vice versa.
Benefits of centralization:
Centralization has many advantages. (They are the disadvantages of decentralization). they are:
(A) Specialty:
Each employee repeats a particular type of work, making them specialists and more efficient, even in different departments.
(B) No duplication of work:
With decentralization, all departments must perform the same type of function, but with centralization, groups of employees perform the same type of work for all departments. If each department has a typewriter, each department will incur costs such as paying a typist's salary, refuelling and cleaning the typewriter.
(C) Economy:
There is also an economy, avoiding duplication of work. If you have four departments, you need to hire four typists under decentralization. But if you have centralization and you have a pool of typists, maybe two or up to three typists will suffice. You buy fewer machines, pay less salaries, and require less capital.
(D) Balanced distribution of work:
The amount of the same type of service to all departments is not the same. Some departments may have to prepare more letters than others. Therefore, in the presence of decentralization, typists in one sector must spend more effort than in the other. However, if you have a pool of typists, you can distribute your work almost evenly among the typists. There is no undue pressure on one typist and one machine, and no idle capacity on the other.
(E) Standardization and mechanization:
You can standardize and simplify your work because you have to repeat the same work over and over again. The simpler it is, the more likely you are to use the machine.
(F) Better supervision and management:
Supervision and management can be more effective and economical for the following reasons:
(G) Equipment reduction: By reducing the number of equipment required, especially furniture and machinery, you can reduce (mainly capital) spending and space demand.
Disadvantages of centralization:
Centralization has some drawbacks. (These are the benefits of decentralization.) They are:
(A) Waste of time:
It takes a lot of time because you have to get the help of all the services of the General Office steed. A letter will be sent to the typist's pool for typing. This only happens when it is in the hands of the typist.
(B) Loss of secret:
The work of the department loses confidentiality as the various steps are processed in a typical office.
(C) Interfered technical work:
Some actions in a particular department require some skills that may not be available in a typical office. For example, a typist in a pool of typists may not be able to enter the complex financial statements required by the finance department.
(D) Lack of loyalty:
No department can have its own loyal employees who provide office services. The staff of the General Office have no special attachment to any department. It is difficult to do urgent work. Many benefits can be lost if the office is not properly coordinated and managed.
On the other hand, many of the disadvantages can be overcome with proper coordination and control. In fact, centralization helps maintain, adjust, and control. Everything depends on the capabilities of the office chief, office manager or secretary. All of today's major concerns are the ideal combination of both centralization and decentralization.
Key takeaways:
Duplicate is an alternative to printing. This has the advantage of making multiple copies of the text quickly and economically.
Various types of replication processes and .machines are commonly used in modem offices. The two main types of replication process are:
i) Stencil duplication. Other types of copying processes and machines used include multigraphs, typographic duplicators, and offset lithography. The spirit replication and stencil replication process are described below.
ii) Spiritual duplication: This process is also known as the Hectographed process. This is a cheap and fast process that can be used by staff with little training. In this process, the master is prepared by typing or writing on a sheet of glossy paper lined with Hectographed carbon. This reverses the impression of the text on the back of the paper. When the master comes in pressure with a spirit-moistened replica par, the impression of carbon is
The master melts and leaves a mark on the paper. You can get 300-450 copies from one master.
Hectographed duplicators are usually rotary, but flatbeds are also possible. On rotary machines, secure the master to the drum or cylinder so that the carbon impression is on the outside. As the drum spins, the paper is automatically fed, giving it a lively, moist and impressed copy paper. The machine can be operated manually or electrically. You can make 60 to 150 copies per minute. In the flatbed process, the original text is written on paper with Hectographed ink or entered with Hectographed ribbon or carbon. The paper is then pressed against a flat gelatin surface that impresses and becomes the master. Press a sheet of mentally moistened copy paper against the gelatin beo get a copy.
iii) Stencil replication: In this process, the master is cut on the stencil by hand using a typewriter (with the ribbon removed) or a steel pen. The stencil is made of a fibrous material coated with plastic. The stencil is placed on the machine's inked drum. When the drum rotates, copy paper is sent to and from the drum. I get the impression of the pressure roller. One master stencil is suitable for making 500 to thousands of copies. You can also save it for future use. The stencil duplicator or mimeograph can be operated manually or electrically. Equipped with a self-inking device, the paper is fed automatically. Can produce 60-200 good copies per minute, depending on the type of machine.
Meaning of office stationery:
Stationery, or more precisely office stationery, is a group of products that are used or required to perform office work to complete office work, according to requirements and specifications.
All offices need to maintain specific records, both in the form of filing and in the way and method of information. These records must be submitted for a long period of time and must be entered and stored for a long period of time. This creates or creates the need for office stationery. Office templates can be broadly divided into three categories.
Office stationery
As is clear from the chart, items with specific examples fall into the category of durable consumables and adhesives.
Here, a brief survey and introduction is needed to distinguish between durable goods and consumables. Items such as pins and clips are consumables and will be consumed immediately, but it is unknown when and when the entire packet of purchased clips will be consumed.
Therefore, it remains in the consumables category until the moment it is not consumed. The definition will make the understanding of the subject very clear.
Consumables are items that are used very quickly and in a very short time in the office and cannot be reused.
Durable goods are items that are used all the time and have a very long-lasting shape, shape, and size. These items can be reused, or they are used frequently.
Glue is an item used to paste, paste, or modify something. These items are usually chemicals or are made of chemicals that are used on a particular surface to attach, fix or attach the item.
Therefore, the definitions and descriptions clarify the types of office stationery used in the office on a daily basis.
Office stationery types and formats:
Now that we've covered the three categories of stationery above, let's look at the types of stationery and the various types of stationery.
For example, take a piece of paper. The types of treatises are as follows.
1. A4
2. A3
3. B4
4. B3
The following four types of paper are mainly used in all offices. A4 is smaller than A3 and A3 is smaller than A2 size paper. B4 is smaller than B3 and B3 is smaller than B2.
A4 and A3 papers are used primarily in all offices in India. These papers are manufactured and supplied by Gesteter (I) Ltd, JK Papers, Birla Papers and others.
These papers are specially used by the government sector for typing and more. A3 paper is used for typing large documents such as statement charts.
B3 and B4 paper is slightly longer and wider than A4 and A3 paper. These are thicker and slightly denser than A3 and A4 paper. These are basically used for purposes such as Xerox and duplication.
Stencil:
There are two types of stencils:
(A) Back cover stencil
(B) Front cover without stencil paper
There is a cover on the back of the back cover stencil. There is a main paper with certain dimensions engraved on the cover, and the center is supported by carbon paper. If you need to duplicate something, insert the stencil into the typewriter and type. If you make a mistake in a word while typing, you can correct it with correction fluid, and you can easily correct the spelling or word.
After entering the whole thing, remove the back cover and insert or insert the stencil into the duplicator to get a duplicate copy. Another type of stencil paper is a coverless stencil. In this case, there is no front cover and carbon paper is attached to the back cover.
Insert it into a scanning machine to scan for duplicates and make them visible on paper. After scanning, insert the carbon paper into the duplicator and pick up the duplicate. The back cover here is peeled off before inserting the paper into the duplicator.
Carbon:
These are basically black or blue paper on one side and silver screen cambium on the other. The silver screen side of the paper is inserted into the typewriter facing the typewriter text, along with the paper that gives the impression and print of the typewriter.
The typewriter character and the impression formed of carbon are printed on the screen. India's carbon is GESTETNER, J, to name a few. K. Manufactured by PAPERS, CAMLIN (I) LTD.
Erasers
Erasers are obtained in two formats.
1. Liquid for correctio
2. Whitener to cover spellings and words.
A fluid is a liquid made of a chemical that is sprayed onto a stencil when you enter a problem into the stencil that replicates
The liquid used for spelling or mistyped words forms a very thin layer of the screen, which is microscopic. This is invisible to the normal eye.
After the liquid dries, the screens used in the words and the misspelled spellings also dry. Then enter the correct word on the screen. This is how fluid helps fix stencil paper.
Whitener is commonly known as "Erax". These come with thinner used to fluidize the whitener if it solidifies when in contact with air.
Whitener spreads and dries mistyped characters or mistyped spellings. Once dry, the typewriter will reset the same spaces to retype the word or letter correctly.
Durable consumer goods:
For durable consumer goods, there is no need to explain or introduce products such as staplers, punching machines, and paperweights.
These products, once seen, are enough to understand what they are and what the mechanism is.
These products are known as durable consumer goods because they are stored, used and maintained for a very long time.
Adhesive:
Glue is an item such as tape or quick fix. These are also made of chemicals and are used in the office to secure certain envelopes, parcels, etc. that must go out of the office.
Purchasing office stationery:
Stationery purchases are generally made in two ways.
(1) Centralized purchase or
(2) Distributed purchase.
Now suppose your company's headquarters, for example TOMCO, is in Mumbai. We purchase stationery from our headquarters in Mumbai and supply these stationeries to all offices in the Zone Office and the Area Offices below the Zone Office.
This system of purchasing stationery from the headquarters alone and across the offices below it and supplying it to the various offices below it is called centralized purchase.
This purchasing system is not very popular for purchasing stationery and other items. Therefore, the headquarters, also known as the headquarters, authorizes the zone offices and the area offices below the zone offices to make purchases. Stationery is below a certain amount, called the "upper limit", as needed.
The maximum amount is the amount set by the head office, and the purchaser will not buy anything beyond the amount set to spend on a particular head of a particular item. This purchasing method is known as a "distributed" purchasing system when the head office has certain restrictions on the purchase of certain products or merchandise used by the office below.
Generally, stationery purchases nationwide are made through a decentralized purchasing system.
Types of office stationery purchases:
Stationery purchases in the office or organization are made in the following ways:
1. Purchase by price contract.
2. Purchase by DGS & D system.
Office stationery issues:
Stationery items can basically be issued in two different ways.
Stationery problems
In the requisition department, the department head issues a circulation to all employees working in the department to provide a list of the number or units of stationery that each employee needs.
Stationery requirements by all employees are sent to the issuing department. One specific employee in each department is responsible for stationery from the department head and is responsible for keeping a record of stationery issuance.
The second method is Jobs-Individuals.
This method requires each employee to submit a monthly statement of stationery to use. The list is collected by the stationery issuers and records are maintained by them for the stationery issued by them.
Key takeaways:
References: