Unit 2
Mail and Mailing Procedures
Meaning-
Email, short for "electronic mail," is one of the most widely used features of the Internet, along with the web. It allows you to send and receive messages to and from anyone with an email address, anywhere in the world.
Email uses multiple protocols within the TCP/IP suite. For example, SMTP is used to send messages, while the POP or IMAP protocols are used to retrieve messages from a mail server. When you configure an email account, you must define your email address, password, and the mail servers used to send and receive messages. Fortunately, most webmail services configure your account automatically, so you only need to enter your email address and password. However, if you use an email client like Microsoft Outlook or Apple Mail, you may need to manually configure each account. Besides the email address and password, you may also have to enter the incoming and outgoing mail servers and enter the correct port numbers for each one.
The original email standard only supported plain text messages. Eventually, email evolved to support rich text with custom formatting. Today, email supports HTML, which allows emails to be formatted the same way as websites. HTML email messages can include images, links, and CSS layouts. You can also send files or "email attachments" along with messages. Most mail servers allow you to send multiple attachments with each message, but they limit the total size. In the early days of email, attachments were typically limited to one megabyte, but now many mail servers support email attachments that are 20 megabytes in size or more.
Importance-
1.Business communication can be done easily without any security issues, and it is faster than any other forms of communication. Also, contacts can be saved easily with the help of emails, and the past messages can be checked frequently rather than saving the data in the local server. This helps to save storage space.
2.Most of the emails come with a subject line, and hence it is easy to understand the matter inside the email and categorize them accordingly. This helps in saving time checking for emails. Unwanted emails can be easily ignored and moved to spam folders.
3.An informal communication tool where the language needs not be official as it is made to be simple as in a conversational talk so that the business runs smooth. The emails can be used as a tool to start the conversation as it is fast, and hence the business can be made to run smooth.
4.Email is faster than it can be compared to one-to-one chat. As it can be made as an informational talk and as a serious business talk, email works magic in both ways in terms of speed. No other tool is this faster to send messages.
'Centralisation' of mail handling work means physical concentration of the work in one section or area of the general office. The central mailing section will be responsible for handling all inward and outward mail of the functional or operating departments of the organisation. The main object of centralisation of mail service is to achieve greater efficiency and economy through job sub-division and specialisation. The repeated performance of the same routine operation by the same worker leads to specialisation and greater efficiency. Routinization and.~ standardization of the operations also facilitates mechanization resulting in greater efficiency and accuracy. Centralisation of mailing work also makes it feasible to appoint an expert supervisor to coordinate and control the work of individual workers.
Advantages-
1.Systematization of work: It facilitates setting up of proper systems arid routines in mail handling work. This leads to elimination of duplication of work and unnecessary operations, thereby effecting saving in time and expense.
2) Greater efficiency and accuracy: Each routine operation is informed by the staff having special aptitude and training for such work. This ensures speed, accuracy and efficiency in operation.
3) Better supervision and coordination: In centralised mall, it is feasible to appoint a qualified supervisor to supervise and coordinate the work of individual workers. Proper allocation of work, even distribution of work-load and continuous supervision ensure better performance.
4.Prompt handling of inward mail: Prompt and careful handling of inward mail and their proper distribution to the. Proper departments and individua.is ensures prompt action on the mail. This contributes to greater efficiency of the entire organisation.
5) Saving of clerical labour: Duplication 'of work inherent in departmental' trail service is eliminated leading to saving of clerical labour and office cost.
6) Congestion of mail avoided: Collection and despatch of outward mail from different departments may be so staggered that there will be no congestion or over-load of mail during rush hours.
7) Better control over postage: Wastage and misuse of postage stamps can be avoided. Better control over use of stamps and proper postage accounting ensures economy in postage expenses.
8) Economical use of machines: A large volume of mail handled by central mailing department justifies proper and fullest possible utilisation of mailing machines. This ensures economy in use of office machines.
Handling of Mail is a laborious job. There are so many operations to do. Everyday a large number of postal articles, both incoming and outgoing, have to be handled. The number is very big for a big concern. The number increases as the concern grows in size; and activities are multiplied.
Letters or notices or circulars have to be sent frequently to the same persons and then the same addresses have to be written or typed a number of times
Many pages or enclosures have to be assembled together. All these are tedious jobs but have to be performed accurately. In order to overcome monotony, to ensure speed and accuracy and to avoid thefts, various machines have been introduced which can be used, provided the volume of work is quite big, to make the system economic.
There are many types of equipment used in the mailing and printing industry. The most common are address and envelope printers, tabbers, folder/inserters and pressure sealers.
- Franking Machines
Lick, stick, repeat. Sound familiar? Save your co-workers from the mundane task of stamping with a franking machine.
These electronic pieces of mail equipment mark post according to weight and destination, all with the press of a button. Quite frankly, it’s the easiest way for businesses to send letters.
The benefits of franking machines are:
- Royal Mail discounts
- Professional postal presentation
- Accurate stamping payments
- Easy to record expenses
When it comes to budgeting, franking machines are flexible
2. Vacuum Packaging Machines
Does your business handle fresh goods? Then vacuum packaging machines should provide some food for thought. They’re an essential part of any retail or hospitality business that sends produce, but can also be used for warehouse space management.
The benefits of vacuum packaging machines are:
- Keep produce fresh without additives
- Save warehouse packaging space
- Food retains flavours
- Reduce packing time for employees
For mailrooms, the space-saving benefits of a vacuum packaging machine can help improve the working environment, while saving time on packing, sticking, and labelling.
3. Shrink Wrap Machines
A more environmentally friendly alternative to vacuum packing, shrink wrap is made from recyclable plastic. In terms of protection, these machines can make items more secure, keep produce fresh, and deter the tampering of products.
The benefits of shrink wrap machines are:
- Protects items from moisture and sun damage
- Easy to spot tampering
- Strong and durable
- Recyclable plastic
Shrink wrap machines are more cost effective than most wrapping alternatives because they’re so easy to use. What’s more, the method allows your company to use less packaging materials, which can streamline the whole mailing process.
4. Envelope Printers
Envelope printers are the perfect way to personalise your label printing. Not only can this be a hugely helpful machine for flexible and unique labelling, it can also save your company money by producing its own packaging solutions.
The benefits of envelope printers are:
- Produce unique envelope designs
- Print premium paper envelopes
- Simple promotional feature for your brand
- Personalise envelope for each recipient
Although envelope printing is a relatively simple process, the pricing options are complicated.
5. Folder Inserters
Also known as an envelope stuffer or paper folding machine, the advantages are all the same-you can fill several thousands of folders and envelopes per hour, while making your post look as pristine as possible thanks to the electronic process.
The benefits of folder inserters are:
- Very time effective
- Remove human error when sending post
- Saves money long term
- Neatly packaged mail looks more professional
6. Letter Openers
Even in the age of electronic communication, many companies receive a huge number of letters and rely on efficient mailrooms to keep the business on track. If that sounds like your business, then it’s worth investing in the latest range of letter openers.
The benefits of letter openers are:
- Time saving for staff
- Open documents without damage
- Less mess in the workplace
- Cost effective in the long term
Having transformed into high-tech pieces of equipment, letter openers are no longer stuck in the past.
High quality and durable mailroom sorters, tables, and equipment are perfect for sorting and organizing mail in a flexible and versatile solution that guarantees long-lasting use. Available in a wide variety of styles and configurations including built-in and standalone sorting stations, this equipment is designed specifically for mailroom sorting applications to improve productivity and organization.
A mail sorting rack is provided utilizing a rack structure with a plurality of parallel divider blades between which the postal worker inserts mail pieces for various addresses in order, there being a tray in the instant invention underlying the mail which enables the worker to pull the tray free of the extending blades, eliminating the dividers from the sorted mail so that he may more easily group and band them for delivery.
In busy mailrooms, the manual opening of envelopes can waste time and money, tying up costly staff resources and sometimes causing damage to content. In contrast, our automatic letter openers can process thousands of envelopes per hour, automatically opening a stack of envelopes piled in the feeder tray.
They use innovative cutter technology that prevents mail contents from being damaged, with the blades fully enclosed to protect operators’ fingers. These openers can also process mixed mail of different sizes and thickness without pre-sorting, creating a smooth, feather-edged envelope opening that gives easy access.
Time stamp is a notation that indicates at least the correct date and time of an action and identity of the person or device that sent or received the time list Act!. Time Stamp is a digital signature of a time Stamping Service that establishes the integrity of a reference submitted by subscriber on a specific date and time.
When the date and time of an event is recorded, we say that it is timestamped. A digital camera will record the time and date of a photo being taken, a computer will record the time and date of a document being saved and edited. A social media post may have date and time recorded. These are all examples of a timestamp.
Timestamps are important for keeping records of when information is being exchanged or created or deleted online. In many cases, these records are simply useful for us to know about. But in some cases, a timestamp is more valuable.
A date stamp works like a regular stamp except it has movable bands that adjust for the year, month, and day. They are a quick and easy way to repeatedly mark bills, shipping documents, food packaging, and other paperwork with the date.
Date stamps speed up routine tasks, making them a popular, low-cost tool for the office. These handy stamps are typically made to last at least a decade, so people often forget to check how many dates they have left before needing to reorder. Don’t get caught off guard — make a note to check your date stamp each year and make sure it’s working at its best.
A postal franking machine is a stamping machine intended to stamp impressions of dies of approved design on private and official postal articles in payment of postage and postal fees.
"Postage" franking is the physical application and presence of postage stamps, or any other markings recognized and accepted by the postal system or systems providing service, which indicate the payment of sufficient fees for the class of service which the item of mail is to be or had been afforded. Prior to the introduction to the world's first postage stamps in Britain in 1840 ("Penny Black") and 1841 ("Penny Red"), pre-paid franking was applied exclusively by a manuscript or hand stamped "Paid" marking and the amount of the fee collected. The first US postage stamp was the red brown Five cent Franklin (SC-1) issued in 1847.
In addition to stamps, postage franking can be in the form of printed or stamped impressions made in an authorized format and applied directly by a franking machine, postage meter, computer generated franking labels or other similar methods ("Postage Evidencing Systems"), any form of pre-printed "postage paid" notice authorized by a postal service permit ("Indicia"), or any other marking method accepted by the postal service and specified by its regulations, as proof of the prepayment of the appropriate fees. Postal franking also includes "Postage Due" stamps or markings affixed by a postal service which designate any amount of insufficient or omitted postage fees to be collected on delivery.
Addressing machine or Addressograph machine is used to save time and labour. Besides printing names and addresses on envelopes etc., the machine can also be put to various other uses. Machines fitted with special 'Form feed', 'Listing' and other attachments are now-a-days used for all types of form-filling, listing and billing work. It can be used to prepare lists of customers, wage or pay-roll sheets, invoices and notices etc. Addressing machines happen to be a developed version of duplicating machine. The only difference is that, it is designed to duplicate a number of separate names and addresses once or twice instead of duplicating the same many times. The machine may be hand-operated or electrically operated. In both types, the machine prints names and addresses of customers or other data from 'masters' fed into the machine. Names and addresses are cut on fibre stencils or embossed on metal plates which serve as 'masters'. The stencils or plates are arranged in a particular order, indexed and preserved for repeated use. When fitted with special devices, the machine can automatically select the masters in the desired order or sequence and feed them into the printer. The electrically operated machine can print addresses at the rate of 800 to 1000 per hour.
The advantages of addressing machines may be outlined as follows:
1) It effects great saving in time; labour and cost.
2) It eliminates chances of error in printing addresses and saves time and labour for checking and rechecking required under manual typing of addresses.
3) The work turned out is neat and flawless, which enhances the prestige and goodwill of the concern.
4) The work can be standardised which helps in measuring staff output.
The disadvantages of addressing machines are:
The cost of installing the machine is high which cannot be afforded by small concerns.
2) If the addresses of customers change, frequently, preparation of new stencils or plates may take time which may hold up work.
3) It requires trained staff to operate. In case of temporary absence of the operator, it may be difficult to obtain a substitute.
The primary function of Post Office is collection, processing, transmission and delivery of mail. All postal articles whose contents are in the nature of message can be classified as mail which includes Letters, Postcards, Inland Letter Cards, Packets, Ordinary, Registered, Insured, Value Payable articles and Speed Post.
Mail is further classified as first class and second-class mail. First class mail gets free air transmission within India; whereas second class mail gets air lift only if prepaid with air surcharge.
The mail is collected from 579595 letter boxes by 154979 post offices in the country. This is processed by a network of 389 mail offices and 89 national speed post hub and conveyed by road, rail and airlines all over the country.
Traditionally mails were handled on a regular line or path and their concepts were based upon fundamental rules laid down for its operations causing more disadvantages and dissatisfaction to the customer. To overcome these drawbacks India Post has embarked upon a massive exercise to review and restructure the mail operations starting from booking to delivery of mails.
Automated Mail processing Centre at major locations in the country has been set up to create an Automated Mail grid. Dedicated transport arrangements both road and air are made for expeditious transmission of mails.
The department has undertaken Mail network optimization project to improve the quality of mail processing, transmission and delivery. The project seeks to optimize the existing mail network with a view to streamline core mail operations and to bring in greater standardization and improvement in the operational processes relating to mail processing, transmission and delivery. The visibility of transmission has been enhanced by providing track and trace facility for speed post and registered mail. The customer can track the mail through India Post website by using the unique bar code number.
Project arrow launched in 2008 aims to improve the core operations of a post office which includes the improvement of delivery efficiency for all kinds of articles. About 15000+ post offices have been covered under project arrow.
Courier-
Nowadays, there are many courier companies in India that deliver packages from one location to another location but sending a courier via Indian post office is one of the best options. There are two ways through which you can send a courier, speed post and registered post. Through the speed post tracking feature, you can get the status of your courier.
Before you send a courier, make sure that you have packed your courier properly. As no reputable courier service will take items without packaging because it is a great risk to your item as well as other items being transported.
For example, if u want to post a letter, then here are the steps you need to follow:
Step 1: Buy an envelope from the post office and insert the letter inside the envelope, paste it and write 'speed post' at the top.
Step 2: Mention the receiver's name, postal address and phone number on the left side of the envelope.
Step 3: You need to mention your details also (name address and phone number on the right side of the envelope
Step 4: Hand over the envelope to the counter staff. He/she will calculate the rate according to the weight and destination.
E-Mail-
When you write an email, you'll be using the compose window. This is where you'll add the email address of the recipient(s), the subject, and the body of the email, which is the message itself. You'll also be able to add various types of text formatting, as well as one or more attachments. If you want, you can even create a signature that will be added to the end of every email you send.
To send and receive e-mail messages, you can use an e-mail program, also known as an e-mail client, such as Microsoft Outlook or Mozilla Thunderbird. When using an e-mail client, a server that stores and delivers your messages is used. This server is often hosted by your ISP but can be another Internet company. An e-mail client needs to connect to a server to download new e-mail, whereas e-mail stored online is always available to any Internet-connected device.
Email appending, also known as e-appending, is a marketing practice that involves taking known customer data (first name, last name, and postal address) and matching it against a vendor's database to obtain email addresses. The purpose is to grow one's email subscriber list with the intent of sending customers information via email instead of through traditional mail. Email appending is a controversial practice in the email marketing world, with critics claiming that sending email to people who never explicitly opted-in is against best practices.
An email appending process involves either a business or consumer database made up of contacts including their name, address and company name [for business contacts]. If the company wants to expand into email communication, then they can involve a service provider that has a database of email addresses in order to merge the data and append business or consumer email addresses to their existing file. In this way they can have an updated database with the current email address of individuals on the list. The success of email appending depends on the quality of both databases being merged.
Like other forms of Database marketing, marketing materials sent using e-pending may be considered spam. Mailers using appending by definition do not have consent of the individuals on their lists, since the individuals did not disclose their email addresses to begin with. Mail sent by appending methods therefore is Opt-out instead of Opt-in e-mail.
Receiving-
The first stage in the routine is to receive or collect mail. Mail may be delivered by postmen, collected from the post office, or received through messenger. Ordinary mail is delivered by postmen once or twice a day or more often. Registered letters and money orders are delivered as and when they come. Telegrams and Speed Post letters and parcels are delivered by special messengers without delay. Some organisations hire post box or post bag at the nearest post office. In such a case, the mail is collected from the post office by an employee of the mailing department at regular intervals. This is done to avoid delay in delivery of mail by postmen and also to maintain secrecy of mail. Mail from local organisations is also hand-delivered by messengers to avoid postal delay, particularly when the message is urgent. An employee of the mailing department is assigned the duty of receiving mail delivered by messengers and sign receipts or the peon book in acknowledgement.
Sorting-
After date-stamping and recording, the inward mail has to be sorted out. To ensure correct sorting and distribution, the work should be assigned to an employee who is thoroughly acquainted with the organisation. To facilitate 'sorting separate trays, baskets or pigeon holes are used for each department or individual 'officer. Where the volume of the mail is large, hand or electrically operated Mail Sorter machines may be used. The sorted mail, are sent to the respective departments by messengers.
Opening-
The morning mail is frequently the heaviest. The work of opening the mail and sorting them for distribution to concerned departments should start earlier than normal opening time so that these may receive prompt attention of the dealing staff. Before opening the envelopes, a preliminary sorting of the envelopes and covers is done to segregate urgent mail from ordinary ones. Envelopes may be opened by hand or with the help of machines
Recording-
Some record of the mail received each day has to be kept as evidence of mail actually received and action taken on them. Different methods are used for this purpose. One such method is to record all mail received each day in a register known as 'Inward Mail Register' or 'Letters Received Book'. The mail is recorded chronologically and serially along with the name of the sender, nature, subject matter, department to which referred and action taken. However, this method is time-wasting and expensive and is becoming less common.
Making-
Outward mail handled by the mailing department originate from different functional departments. Before the outgoing mail reach the mail room for handling, they have to pass through three preliminary stages which are performed departmentally. These are: (1) Production of the outgoing letters (2) Signature on the letters and (3) Referencing. Let us discuss them briefly
1)Production: It means drafting of outgoing letters or their dictation to stenographers, after drafting or dictation, the letters are transcribed and typed in proper form. At the same time, addresses of the recipients of the letters are also typed or printed on the respective envelopes.
2)Signature: After typing, the outgoing letters have to be signed by someone authorised to do so. Important letters are signed by heads of departments or responsible officers.
3)Referencing: It means putting a reference number on the letter. The reference number consists. Of letters and numbers which serve as a code or clue for identifying and locating the letter in future.
Distributing
The mail distribution and delivery is the last stage of handling inward mails. At the time of delivery, the messenger should get the signature of the person receiving the mail, on the register.
Folding of Letters Sent-
The letters are properly folded and put in the envelope. They are folded in such a way that the address is visible through transparent window on the envelope or in the cover.
Maintenance of Peon Book-
Before posting the letters, the information related to letters are recorded in the outward mail register. The letters are sent through post office
Dispatching
Finally, the posting and delivery of letters have to be arranged. Ordinary mail is posted at the nearest post box at regular intervals. Special kinds of mail like registered and insured articles etc are separately sent to the post office. Letters to be sent by speed post are to be presented at the counter of a post office meant for it.
Courier Services
There are some private operators who provide mail services to the public. They are known as private couriers. They collect letters and parcels and deliver them at the place of the addressee. Private couriers provide quick service in collection and delivery of letters, parcels, packets etc. No postage is required to be affixed on letters and parcels if sent through couriers. The charges payable for private courier service are generally higher in comparison to post office. Again, these charges are also not uniform. Private couriers are popular in big cities and towns. The main features of private couriers services are as follows: i. It provides a quick means of communication. Ii. It provides facilities for national as well as international communication. Iii. All kinds of articles are handled by it except gold and jewellery. Iv. Besides using railways, roadways and airways for carriage of articles, some agencies use telephone, telex and fax services for transmission of messages. v. It undertakes full responsibility of safe and timely delivery of articles. Vi. It collects articles from the doorstep of senders and delivers them to the receivers.
Central Receipt and Dispatch-
Receipt mail means return-receipt-registered mail, certified mail, express mail, Delivery Service or any other reliable system of delivery, provided that such system provides the sender with written confirmation of receipt by the recipient.
In email, a return receipt is an acknowledgment by the recipient's email client to the sender of receipt of an email message. What acknowledgment, if any, is sent by the recipient to the sender is dependent on the email software of the recipient.
Two notification services are available for email:
Delivery status notifications (DSNs) and message disposition notifications (MDNs). Whether or not such an acknowledgement of receipt is sent depends on the configuration of the recipient’s email software.
In large office this work is done through a despatch section or mailing section. Centralised despatch is advisable because it encourages greater responsibility on various operations like folding, inserting, sealing stamping, recording and sending out.
The outward correspondence or mail involve three stages before despatch like production, signature and control and referencing. Production involves drafting of letters. After production, the letters are signed by the officer and copies are kept in file for future reference. Despatching involves the following steps:
- Collection of outward mail
- Recording in despatch register
- Folding of letters
- Preparing the envelopes
- Sealing and stamping
- Posting the mail.
Collection of mail-
Collection of mail is regarded as the first step in the outgoing mail routine. The mailing department collect letters ready for despatch from different departments through a messenger. Collection of letters are done twice or thrice a day.
Recording in Despatch Register:
To keep a proper record of outgoing mail and accounts of postal expenditure, a despatch register is maintained. This register contains the date, serial no., address of the receiver, contents of letters, the name of the department who has sent and the value of postage stamp. To have a record of the letters delivered locally, a peon book is also maintained. The despatch register is otherwise called as postage book since it reveals the accounts of postal expenditure.
Folding Letters:
Letters should be folded carefully and care should be taken to ensure that letters are not folded haphazardly. An important letter may lose its importance if these are not folded properly. Folding can be done manually or with the help of folding machine.
Preparing the Envelopes:
Before folding and inserting of letters, the envelopes are to be prepared properly. It should be seen that the inside address of the letter should tally with the addresses of the envelopes. To save time and labour on writing addresses on the envelopes, window envelopes are used. Sometimes an address stamp is used to record “From Address”.
Sealing and Stamping:
After inserting letters and enclosures in the envelope, the flap portion is sealed with gum. Sealing work can be done manually or by a sealing machine. After sealing work postage stamps are affixed on the envelopes. In big organisation where correspondences are large, a franking machine is used to affix postage stamps. Before stamping, the letters are weighed in the weighing scale.
Posting the Mail:
The last step in the mailing routine is posting of the mail. The registered letters and VPP are handed over to the postal clerk at the counter and the other types of letters are put into post boxes. The urgent letters are put in G.P. O’s special arrangement scheme or R.M.S. (Railways Mall Service).
Introduction
Today we cannot think of any office which does not use forms of one kind or the other. Indeed, a large variety of forms are used in modern offices e: g. form of application to' claim overtime allowance, form of requisition for stationery, forms to acknowledge receipt of orders, making enquiries, etc., order form, bill form, and the like. In this unit we shall discuss the nature and importance of office forms, design of forms, objectives of forms control, and the usefulness of continuous stationery.
Meaning
An ‘Office form’ may be defined as a printed sheet of paper or card with marked headings for entries to be made in hand or by typing. Forms are the basic tools for all types of office work. It is through the office forms all essential information required for efficient conduct of business can be received, recorded, arranged and transmitted in a systematic manner. Generally, the data may be collected from outside sources through bills, quotations, orders, statistical data, return etc.
The ready-made forms help the employees to collect the data without much difficulty. These forms reduce clerical work and collects only required information instead of writing down the whole matter. Hence, the form is printed or cyclostyled format for future use. Forms may be filled in ink or with a typewriter.
Importance of Forms
It has been estimated that about 68 per cent of the total time spent in office work relates to the handling of forms. Properly designed forms reduce office costs by increasing the volume of work performed. Information required to be collected or instructions to be issued again and 'again instead of being written every time, can be filled in blank columns of a form and considerable labour time saved and mistakes avoided. Use of forms in offices have become so common that they have become an integral part of office systems and routines. Use of forms helps information required for efficient conduct of business, to be received, arranged, recorded and transmitted in a systematic manner. For example, forms are prescribed which students seeking admission to any university are required to fill in providing information in different columns and rows of the form. Had these forms not been there, each student would have written an application by hand, some might have failed to give required information, and some would have given unwanted information. In printed forms, required information can be sought in desired sequence and at desired place, i.e., in specified rows and columns in the form.
The following advantages are derived from the use of forms in the office work.
1) Saving in labour- Routine information can be filled in specified columns of forms and there is no need for detailed narration whereby valuable labour and time can be saved. Thus, for routine application to be made, the narration part can be avoided and only facts and figures have to be filled in relevant columns. To acknowledge receipt of a letter, there may be printed post cards in which only the date of receipt and the addresses are to be written or typed.
2) Mistakes are minimised- The staff using forms have only to fill in the required information in columns and rows. This minimises the chance of any information. Being omitted to be furnished or unwanted information being provided. The chances of errors or mistakes are also considerably reduced in that process.
3) Ease in gathering and analysing information- When forms are used to collect information relevant data is entered in particular rows or columns according to marked headings. The orderly arrangement of information facilitates the work of data classification, processing and analysis. This reader has only to look at appropriate columns for particular items of data collected, and need not scan the entire form.
4) Ease in location of records- Different kinds of forms may be printed in different designs with different headings. Even the size and colour of the paper may be different. This facilitates their location. One can easily find out what information a form contains just by having a look at it. If different categories of information are written in hand, on the similar papers, each form must be read through to know what it is about. For example, with a distinctive form design, the dealing assistant can say that this is medical leave form by just having a look at the form.
5) Forms facilitate adherence to office procedures and routines- Adherence to office procedures and routines is facilitated a great deal with the help of forms. Instructions about routines to be followed can be printed on the form as footnotes, for example, if on the requisition slip it is written "signature of Section Officer Store Keeper", "Folio of stock register" etc. it implies that the form should be signed by the Section Officer or storekeeper and entry has been made in the stock register on the specific folio. Forms also help in fixing responsibility for the work done or the work which has remained undone.
6) Storage of information- Information about various aspects of activities of the firm remain on record indifferent types of forms in a definite order, and everybody in the organisation knows about it. This information can be retrieved whenever required by locating relevant forms and looking at appropriate columns.
7) Better service to customers, shareholders and creditors- All relevant information about customers, shareholders and creditors can be preserved in different files containing the forms. For example, when customer opens an account in a bank, he has to provide complete information about his address, business or profession, referees, in case of need etc. This information can be conveniently found from the forms maintained in files.
8) Helpful in planning. Vital information and data which are put in writing in forms can be used for future planning. For example, when deciding about the number of seats to be provided for different courses in any university, the admission forms of previous years can be looked up to find out what courses attract more and better students.
9) Goodwill- Forms also help a' firm to project respectable image of itself among the general public. For example, those who are issued share certificates in beautifully designed and printed forms are bound to carry a favourable opinion about the standing of the company.
Although there are many advantages of using forms, there are a few disadvantages as well if proper care is not taken with regard to the design and usage of forms. The disadvantages are as follows:
1) Information contained in forms is of a routine nature- Information furnished or required to be given in forms are mostly of a routine nature, which do not serve any purpose in vital matters.
2) Contain only specified information- Only specified information is contained in the [arms. If there is no column for furnishing any other information, the person filling it will not give it, howsoever, important he may be.
3) Possibility of excessive use- Many organisations develop a tendency to use forms for every possible need. For example, if a person wants to avail of casual leave, he may have to write two lines on a piece, but some offices unnecessarily have forms for that purpose. This practice increases the number of forms in use, and the office costs.
4) Possibility of misuse- There is danger of misuse of office forms if unused blanks are not kept in proper custody. For example, if a blank railway pass forms are stolen, they can be used to issue fake passes to other people.
5) Hinders smooth flow of work- It has been observed that if one or the other form is out of stock, employees in the habit of using forms allows work to be held up for non-availability of forms. This may create serious problems where, for instance, collection of debt gets delayed due to non-issue of reminders on account of the relevant forms being out of stock.
Following are the types of forms-
I. Based on the Office Function or Operation for Which They are Used, Viz.
1. Purchase Forms: A purchase form is a commercial document and first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. E.g., Purchase requisition form, Order form
2.Sales Forms: A sales form is an internal document of the company. It is generated by the company itself for selling their goods.
3. Correspondence Forms: Any written or digital communication exchanged by two or more parties. Correspondences may come in the form of letters, emails, text messages, voicemails, notes, or postcards.
4. Accounting Forms: The account form balance sheet is a financial statement format where the assets are reported on the left side and the liabilities are reported on the right side. The account form is kind of a visual representation of the accounting equation.
II. Based on Place of Utilization:
1.Outside Contract Forms: Forms sent to customers, creditors and other persons (outside the office) with whom the firm does business from the office (e.g., cheques, orders, invoices, statements, vouchers, etc.)
2. Internal Office Forms: Forms which are used by the employees of a business internally within the office (e.g., memorandum forms, requisitions, accounting forms, report forms, etc.).
III. Based on the Number of Copies Required:
1.Single Copy Forms: Single copy form is used to serve the only one purpose and kept by any one of the office employees. E.g., Employment application forms.
2. Multiple Copy Forms: These are prepared in duplicate or triplicate-the copies being used to transmit information to other departments or used as additional record ex. Sub type unit, fan or Z arrangement.
IV. Based on Data Processing:
1.EDP Forms: EDP Forms which are used on computers and other data processing machines.
2.Non-EDP Forms: These forms are not used in EDP but are otherwise used on typewriters or to write in hand etc.
The following factors should be kept in view while designing the office forms:
1) Suited to the purpose- While designing a' form its purpose should be carefully defined both in relation to its use and office routines. Due consideration must be given to the nature and type of information of form. There can be no justification for getting a form printed if an ordinary piece of paper can serve the purpose well. Use of the form should expedite work and save time and energy.
2) Convenient to use- The design of the form should be convenient to use, depending on the manner in which it is to be used, i.e., how the form will be filled, whether by hand, by typewriter or by accounting machine. For example, if a form is to be fed into a typewriter it should be so designed that new starting places for the typist are minimum. Similarly, spacing between the lines should according to spacing 'provided in the typewriter. Attention should be given to the arrangement and sequence of items to be recorded on the form. A logical sequence should be followed so that each item can be entered with convenience. Related information should be bunched together. For example, the name and address of a customer should be entered at one place. The user should not have to look for related information at different place in the form.
3) Simple to use- The design should be such that users can easily learn its use. Key information should be put at a prominent place so that sorting can be done by merely having a look at the form. For example, the account number of the customer on the specimen card, should be given at the top so that it can be easily located. The headings of columns should be self-explanatory; abbreviations or symbols should be avoided. If adequate instructions are lengthy, these may be printed at the back of the. Form. The instructions should be clearly worded:
Generally, a form will have three parts: (a) Identification-The first part is for identification, with the name, address, number, etc. of the party/correspondent. The identification information should be at the top of the form. (b) Main information or data-The second part is meant for filling in the data or information. (c) Special instruction=-The third part is left for special instructions. For example, a purchase - order form may contain a column whether the goods are to be sent by road or rail, etc.
4) Heading and code number of the form- For easy identification, every form should bear a heading or a code number. It is easier to refer to forms by the headings, which should be printed at the top of the form. Use of alphabetical codes to identify forms is often preferred. For example, alphabet' A' may stand for accounts section, 'P' for purchase department. 'S' for sales department, etc. Form S-5 may suggest that it is a form used by the sales department. Instead of headings, serial numbers may only be assigned to the forms using the decimal system. For example, no; 3.27 may be. Allotted to a form indicating that relates to the sales department of which the code No. Is 3, the serial number of the form being 27.
5) Proper size- The form should be just large enough to accommodate the matter to be written on it. Paper cut. To standard sizes is available in the market; the size of the form should be such that there is minimum wastage of paper in the process of cutting it again to' the size of the form. The following points should be borne in mind while deciding about the space to be left for filling in information or data in the column or cages of the forms. i) Column should he broad enough to accommodate maximum words/figures likely to be fill ed in it. Ii) Column should be long enough to accommodate a fixed number of entries and if entries are lengthy one column should be capable of accommodating one entry at least. iii) The heading or' each column should be brief and concise but self-explanatory.
6) Proper printing- If forms are printed, the type face should be distinct and clear, and big enough to be readable in natural or artificial light. From the point of view of get up, different kinds of typefaces may be used. While checking proofs of printed forms it should also be ensured that the copy is correctly composed and properly laid out.
7) Selecting paper of appropriate quality- Forms should be printed on paper of appropriate quality, i.e., weight, fineness, colour etc. of the paper. The quality of paper to be used for different forms will depend on the following factors:
i) Durability- The paper used for printing forms should be strong enough to last for a specific period. Some forms like share certificates, academic degrees, insurance policies, etc have to be preserved for long periods and paper used for printing such forms should be durable.
Ii) Handling- Handling refers to repeated use of filled in forms and frequently passing from hand to hand and exposure to wear and tear. Forms likely to be subject to rough handling by different persons should be printed on strong paper. Printing of forms required for temporary use on quality paper is a waste of money.
Iii) Method of filling in the form- The quality of paper should be selected keeping in view whether the form is to be written by hand, or typed or fed into some other type of machine. If carbon copies are required the form should be printed on thin paper. Special type of paper has to be used for gelling cyclostyled copies of the form.
Iv)Appearance- A form intended to be used for communication with outsiders, should be printed on good quality paper (like bond. Paper) so as to make good impression on the receivers. The appearance of share certificate has to be. Good. Forms required temporarily for record only, like a pay-in-slip of a bank, need not be printed on very good quality paper.
8) Use of colours in printing- Unless essential, the forms should not be printed in different colours of ink, because the related costs are likely to be high. However, some forms may be printed in a particular colour of ink, for example, a credit note is conventionally printed in red ink. Sometimes, papers of different colours are use~ for printing different types of forms. For example, the white paper may be used for original copy, pink for the second, and light green for the third copy.
9) Providing space for punching or perforating and scoring- For convenience of use, forms are usually stitched and kept as bound books. In that case, necessary space should be left for stitching. Besides, forms are invariably placed in files for which perforations are required to be made on the left-hand margin. Sufficient margin is, therefore, provided on the forms for that purpose as' well. Some forms are provided with detachable parts. For example, the lower part of share applications form is used for acknowledgement of receipt. To facilitate detachment, perforations are made while printing the forms for which the printer should be given clear instructions.
Scoring means impressing a line on the paper which indicates the place where the forms may be folded and cross-folded. Printer must also be instructed about the exact place on the form where scoring lines are required.
The following principles which provide useful guidelines for designing forms are worth noting:
1) Principle of use - Forms should be easy and simple to use. They should facilitate efficient performance of work rather than become obstacles to smooth flow of work. Forms should be 'used only when it is essential to do so, i.e., when it helps saving time and labour. Use of forms, for example, is essential when certain date has to reported repeatedly.
2) Principle of standardisation - Standard designs for every type of form should be determined and maintained. This implies that forms should always be printed on paper of the same size, quality and colour and using the same type of print so that different forms can be identified easily.
3) Principle of centralised control- Effective control is essential over introduction or new forms, making changes in old forms, and discontinuation of obsolete forms. There should be a central authority designated for the purpose. In the absence of a central authority, introduction of new forms and amendments to the existing forms are likely to be arbitrary and unsystematic.
4) Principle of integration with office systems and procedure- Forms should facilitate adherence to systems and procedures prevalent in the organisation. Use~ forms should not obstruct or delay the flow of work. For example, if a requisition form for stationery has to be signed by assistant manager and the form has a space provided for "signatures of the manager". It may lead to unnecessary conflict and misunderstanding.
5) Principle of multiple use- Efforts should be made to make one form capable of being put to different uses. This helps in restricting the number of forms in use. Existence of a large number of forms hinders work and becomes uneconomical.
To maintain smooth flow of work, performance of office work in accordance with the system is laid down, and to economise on expenditure on forms, control over office forms is essential. Forms control refers to maintaining a check on introduction of newforms, amendments in existing forms and discontinuation of obsolete forms. Without forms control there may not be any end to multiplicity of forms and arbitrary amendments to the existing forms.
Objectives of Forms Control
The primary objectives of forms control are as follows:
1) Retention of necessary forms only. To retain only those forms which are necessary for saving labour and time.
2) Suitable design of forms. To ensure that the forms being used in the organisation are appropriately designed.
3) To produce forms economically. The number of forms to be printed must be in lots which is economical from the point of view of printing cost and possibility of modifications.
4) To prevent misuse of forms. To ensure that forms are, distributed only to the staff who need them and not reach wrong hands.
5) Reviewing existing forms. To periodically review the existing forms to check whether they are still in line with current systems and procedures of work in the office.
6) Introducing new forms or amending old forms. To ensure that new farms are not unnecessarily introduced, and existing forms are not amended without justification.
Introduction
Originally, the term 'stationery' referred to all products sold by a stationer, whose name indicated that his book shop was on a fixed spot. This was usually somewhere near a university, and permanent, while medieval trading was mainly carried on by itinerant peddlers (including chapmen, who sold books) and others (such as farmers and craftsmen) at markets and fairs. It was a unique term used between the 13th and 15th centuries in the manuscript culture. Stationers' shops were places where books were bound, copied, and published. These shops often loaned books to nearby-university students for a fee. The books were loaned out in sections, allowing students to study or copy them, and the only way to get the next part of the book was to return the previous section. In some cases, stationers' shops became the preferred choice for scholars to find books, instead of university libraries due to stationers' shops' wider collection of books. The Stationers' Company formerly held a monopoly over the publishing industry in England and was responsible for copyright regulations.
Types of stationery used in offices
1.Highlighters
Highlighters make it to the top of the list and there is no doubt absolutely as to why it’s on the list. Imagine you are reading a book or newspaper and a word catches your eye, it’s could also be a quote or a line or just a start in general. Highlighters are a perfect way to bring it to light and make the line stand out from others. One must not overuse their highlighter as this would just make the work clumsy.
2. Staplers
It’s no wonder that staplers made the list. They are used to bring up a bunch of papers together, large staplers are used to put up flyers on the board and the staplers themselves act as a pin remover and also as a paperweight.
3. Envelopes
No envelopes are not just used to mail out letters in office. It is used for a lot of other purposes too like sending out formal invitations, business cards, and even flyers. They can also be used to deliver the smallest things which otherwise would require a lot of efforts to be transferred.
4. White papers
Having white papers in handy can be a good solution to your problems. You can write down your thoughts and diagrams or charts on it. One can even note down their creative ideas on this paper which they would otherwise forget, and you can start working from here and will no longer have to brainstorm yourself any further.
5. Pencils
Pencils are not just limited to the juvenile phase of our lives. They are extremely useful in offices as well as they do not require ink and never runs out of it as well. A pencil just needs a sharpener and last much longer than pens in general.
6. Notepads
Keeping a notepad and pencil beside every telephone in your office can be a very essential thing as it helps you to jot down the numbers and names which you would otherwise forget. By keeping these two things beside each other, you won’t have to waste your time looking for them or searching for it.
7. Notebooks
Notebooks are an essential part of the office environment. They are helpful to jot down the important points, draw graphs, write a whole paragraph of content and sketch out maps. They are, in general, a great way to store information.
8. Pens
Pens have innumerable uses in an office. If you are a business professional then you would carry a pen everywhere with you let it be a conference, a meeting or even sales pitches, as you may never know when you might find something important and want to just write it down on a piece of paper.
These items in the list have made their mark in the Stationary market. Without these basic items, our day-to-day work may stop or be delayed. Order these items from an Office stationery supplier in Malaysia and complete your tasks efficiently.
Control over the consumption of stationery has remained rather a neglected aspect of office management, though it is as important as management of machines and personnel. Stationery items are the tools of office workers' if they have to produce the best, they must have good tools too. The cost of stationery has increased tremendously during recent years; it.is, therefore, essential to eliminate waste of stationery through judicious purchasing, efficient storing and proper system of issuing. Need for proper management of stationery arises due to the following reasons:
1) For saving expenditure on stationery: The cost of stationery has increased tremendously during recent years and with passage of time there has been considerable increase in the consumption of stationery also. All this has resulted in heavy increase in office costs. It has, therefore, become essential to maintain effective check on purchase, consumption and storage of office stationery
2)For maintaining control on quality of stationery: Using stationery of inferior quality does not lead to economy. Rather it leads to reduction in efficiency, causes annoyance to office employees and create bad impression on outsiders. Maintaining control on quality of stationery used in the office is, therefore, an important aspect of stationery management.
3)For ensuring uninterrupted availability: For carrying on the office work, stationery has to be made available to office workers at right time and in sufficient quantity. Non availability of stationery can bring the office work to a stand-still: Of "course, stationery should not be procured in such large quantity that it keeps on lying unused for months. Such a situation can lead blocking of funds and cause deterioration in quality.
The first step in purchasing stationery is to decide on the exact specification of stationery to be procured. For example, it has to be decided as to what should be the size of the paper, its quality (expressed in weight of 480 sheets in pounds) and whether it should be of ordinary quality or bond type of paper. Selection of stationery is the process of choosing the right type of supplies which suit the purpose for which they are meant.
Two types of stationery are mainly available in the market:
(i)the standard type, bearing some reputed brand name, and
(ii) non-standardised type which may be less costly but of poor quality.
The standardised items though costly, can be put to use efficiently and make a good impression on outsiders. It is wrong to think that non standardised cheaper stationery is more economical. It may prove more expensive in the long run. However, new products keep coming in the market, which should be tried, it found useful and economical.
If the exact specifications regarding size, dimensions, quality, etc, of the stationery have been decided in advance it will surely enable the purchase officer to place orders for various items in clear and specific terms and the departments using stationery well be sure of the quality. It will also facilitate standardisation of stationery. The basis on which different items of stationery are selected is discussed below:
1) Paper: Paper is the one single item of stationery which exceeds all other items in value. Paper is used for various purposes, e.g., preparing rough drafts of letters, writing notes, printing letter heads, making carbon copies, printing office forms, etc. What type of paper should be acquired for different uses will depend on: a) The period for which it has to be preserved b) Handling it will have to bear c) Copies of the document will be made d) Requirement of paper of different colours e) Paper to be used in machines f) Paper for bound books. It is not advisable to always use the best quality paper. For example, ordinary paper may be quite suitable for scratch pads and also prove more economical, but for letter heads good quality paper is a must.
2) Carbon Paper: Carbon papers are of two types: (i) thick and (ii) thin. Thick carbon papers can be used for longer duration but the impression on the copies is not so sharp and clear. Thin and fine carbon papers give sharp impression but their' life is short. For- typed copies, fine quality carbon paper is generally, preferred.
3) Typewriter Ribbons: A wide variety of typewriter ribbons are available in the market. If the quality of ribbon is not good the impression on paper will not be clear. Single use ribbons give very clear and distinct impression and, the letter typed with such a ribbon looks as if it has been printed. The use of two-colour ribbon, i.e., black and red, should be avoided because very little matter is typed in red colour.
4)Staplers: Stapling machines of different sizes and models have specific uses. There are desk staplers, heavy duty staplers, long-reach staplers, flyer staplers, etc. Only good quality staplers should be purchased. Money spent on cheap staplers goes waste as the staplers become useless after sometime.
5) Pencils and pens: With the advent of ball point pens and high-tech pens the use of pencils and fountain pens has become rare. Pencils are now used by stenographers only for taking dictation. It should be ensured that refills for ball-point pen are of very good quality. Cheap refills get dried up soon and cause frequent irritation to the staff.
6) File Covers: Large number of file covers are required in offices. Superior quality file covers, though costly, are durable while cheap varieties cannot withstand ordinary wear and tear.
7) Other items: A typical problem with glue is that it may spill over the container and dry up. If the requirement in any department is heavy it can be purchased in bottle packs. For other users’ collapsible plastic tubes may be convenient and economical as there is no spill over during use and does not dry up. All pins and paper clips should be purchased in small packings to prevent rusting due to long-exposure to air. Other items like tags, sealing wax, adhesive tapes, rubber bands, etc. should be purchased in small packs and should be of standard quality.
The following essential requirements should be kept in view in setting up a system of dealing with stationery:
1) Efficient buying: Efficient buying' implies buying at competitive rates, from reliable suppliers, availing of maximum discount on purchase and ensuring adequacy of stock keeping in view the rate of consumption and available storage space.
2) Proper storage: Stationery should be stored properly 'so as to minimise the risks of damage, deterioration, and theft, as well as to facilitate periodical checking.
3) The issuing system: Issue of stationery always be against requisitions to be on record so that wasteful consumption and misuse can be prevented,
4)Control by the office management: Office manager should establish a system of control over stationery so that purchases are made according to estimated use of various items of stationery, Proper records are maintained of supplies received and issued to user departments, and there is periodical checking of stock-in hand by physical verification.
Purchasing the right type of stationery, at the right time, in right quantities, at competitive prices, and from reliable sources arc the basic responsibilities of the office manager as regards stationery and supplies. Purchasing being a specialised function, the following principles should be borne in mind to meet the requirements of office work economically.
1) Identifying sources of supply: Before actually placing purchase orders for stationery, alternate sources of supply must be explored. Depending on the quantity and quality of items required, it is necessary to ascertain the capability and reliability of the suppliers. Hence, possible sources of supply may be considered and the terms and conditions of supply negotiated with the parties.
2) Buying at competitive, price: Efforts should be made to purchase stationery of standard quality at competitive prices. Quotations may' be invited for the purpose, which will indicate tile rates, specifications of the items, quantity discounts, if any allowed, the normal credit period, and the delivery time. Samples of particular items may have to be examined to check the exact quality.
3) Buying the right quantity: While placing orders for supply, consumption for a specific period has to be kept in view. The quantity to be purchased at periodical intervals. It is generally determined on the basis of average consumption per month or quarter and the lead time, that is, the time lag between ordering and actual supply. Due provision is also made to guard against the possibility of running out of stock due to failure of supply or increased consumption, which may be unanticipated. Thus, the order quantity depends on the following factors: i) average consumption in a given period ii) time required in procuring fresh supplies - iii) availability of finance. v) risk of deterioration in quality overtime.
4) Buying the right stationery of right quality: "As explained earlier, stationery of good quality should always be preferred while making purchase decisions. However, in respect of items for particular uses, ordinary quality may serve the purpose adequately, as in the case of (say) paper for scratch pads, on other hand in the case of most stationery items, purchase of sub-standard quality may result in inefficiency, delay and generate resentment among the office staff, while expensive items of very high quality may neither be required nor practicable-to buy within the budget approved.
5) Buying at the right time: Timely purchase of stationery and supplies is another basic principle to be followed so as to ensure continuous availability. In practice minimum and maximum levels of stocks are generally predetermined. Order for fresh supplies is placed as soon as the existing stock reaches the minimum level. Some organisations fix the level of stock (known as the re-ordering level) when order for fresh supplies is placed. The ordering level is fixed keeping in view the time which the suppliers may take to deliver the items ordered and the rate of consumption of the same. Both over-buying and under-buying are equally undesirable. Over-buying can lead to shortage of storage space, deterioration in quality, blocking of funds, and loss due to misuse or pilferage, Quality of carbon paper, typewriting ribbons, refills of ball-point pens, erasing fluids etc., are known to dry after a certain period of time.
Whether the stationery is purchased 'centrally or departmentally there must be a procedure laid down for the purpose. Any haphazard method of purchasing can lead to waste of funds and procurement of inferior stationery in wrong quantities. A standard purchase procedure generally involves the following steps:
1) Receipt of requisition: The departmental requirements of stationery are communicated by sending a requisition to the central purchasing section or the agency for the purchase of specific items of stationery.
2) Determining the quantity and quality to be purchased: While deciding about the quantity of particular items to be purchased, the main factors considered are: i) the quantity lying in stock ii) the rate of consumption of that item and. / iii) time required to get the delivery of supplies. Reports about the quality of stationery procured in the past may be obtained from departments using the items. For this purpose, departmental heads maybe contacted and their suggestions given due weight.
3) Determining sources of supply and inquiring about prices: As explained. Earlier, there can be various sources of procuring stationery. A decision has to be made about the reliable sources. Efforts should always be made to identify new and better sources of supply. Prices quoted by various suppliers should be compared and efforts should be made to procure stationery of standard quality at competitive rates.
4) Placing order: After determining the quality and the quantity of stationery to be, procured, the next step is' that of placing order with the suppliers. The order should clearly specify the supplier, the quantity. The quality and complete description' of the items, price discount, 'terms 'regarding transport, time and place of delivery, and, terms of payment. Usually, four copies of the order are. Prepared. One copy is sent: to the supplier, one is sent to the storekeeper, one to the gate-keeper arid one is ' retained in the purchase department for record.
5) Follow up action: After placing the order it has to be ensured that there is no delay in execution of order by suppliers. Follow up enquiries should be made if delivery is not made on time, and depending on the reasons for delay, alternate sources of supply should immediately be explored. Names of unreliable suppliers should be removed from the list to avoid inconvenience in future.
6) Receiving supplies: Upon delivery of the supplies, the items received should be compared with description and quantity in the order: Defective items should be returned forthwith. On receipt of thy supplies’ storekeeper will send, a "Goods Receipt Note'; to the accounts department, which will be the basis of making payment. The storekeeper will make entries in the Stationery Register of the different items on relevant pages. Where any special items have been requisitioned by any department, delivery of the same must immediately be intimated to the department concerned.
Standardisation of office stationery means securing uniformity in the specification of the articles of stationery used in the office. It implies, for example, that the size of the refills should be such as will fit ballpoint pen of standard size. Similarly, the size of paper to be used for typing should conform to the roller of a standard typewriter. As far as possible, there should be predetermined standards regarding size, quality, weight, etc. of all the items of stationery. If there are no standards laid down, stationery of different specifications and of different qualities will be procured at different times. Out of these heterogeneous lots some may not be usable. For example, the width of paper-roll may not fit the calculator in use. Stationery of wrong specification can result in delay of work, lead to inefficiency, and cause annoyance to office employees.
Determining Standards of Stationery –
What should be the standards of various items of stationery depends on the following factors
1) Needs of the user department: What should be the standards of various items of stationery will depend on the needs of the departments using the same. Suggestions should be invited from user departments about the particulars of stationery required like size. Shape. Weight. Fineness-etc.
2) Examining the requirements: After considering the suggestions received from various departments. The purchasing section should examine the requirements of each item and try to reduce the number of types to the minimum.
3) Make inquiries about availability: After assessing the requirements of different departments. Inquiries should be made about availability of those items in the market. The rates of various items should be compared with those of substitutes if any available. It is only after considering these three factors that the purchasing authority should lay down standards for the various items of stationery and supplies to be procured.
References:
- Https://tyrocity.com/topic/importance-of-an-office/
- Https://www.yourarticlelibrary.com/office-management/office-management-and-its-importance/53154
- Https://www.londontfe.com/blog/Concept-and-importance-of-office-management
- Https://www.rcvacademy.com/office-meaning-modern-office-concept/
- Https://www.yourarticlelibrary.com/organization/organization-meaning-definition-concepts-and-characteristics/53217
- Https://www.yourarticlelibrary.com/office-management/organising/organising-meaning-process-principle/69776
- Http://egyankosh.ac.in/bitstream/123456789/33238/1/Unit-1.pdf
- Https://www.yourarticlelibrary.com/organization/departmentalisation/departmentalisation-meaning-need-and-types/70074
- Https://www.iedunote.com/departmentalization
- Https://www.businessmanagementideas.com/notes/management-notes/departmentation-management-notes/notes-on-departmentation-meaning-importance-and-basis-organisation/4979
Unit 2
Mail and Mailing Procedures
Meaning-
Email, short for "electronic mail," is one of the most widely used features of the Internet, along with the web. It allows you to send and receive messages to and from anyone with an email address, anywhere in the world.
Email uses multiple protocols within the TCP/IP suite. For example, SMTP is used to send messages, while the POP or IMAP protocols are used to retrieve messages from a mail server. When you configure an email account, you must define your email address, password, and the mail servers used to send and receive messages. Fortunately, most webmail services configure your account automatically, so you only need to enter your email address and password. However, if you use an email client like Microsoft Outlook or Apple Mail, you may need to manually configure each account. Besides the email address and password, you may also have to enter the incoming and outgoing mail servers and enter the correct port numbers for each one.
The original email standard only supported plain text messages. Eventually, email evolved to support rich text with custom formatting. Today, email supports HTML, which allows emails to be formatted the same way as websites. HTML email messages can include images, links, and CSS layouts. You can also send files or "email attachments" along with messages. Most mail servers allow you to send multiple attachments with each message, but they limit the total size. In the early days of email, attachments were typically limited to one megabyte, but now many mail servers support email attachments that are 20 megabytes in size or more.
Importance-
1.Business communication can be done easily without any security issues, and it is faster than any other forms of communication. Also, contacts can be saved easily with the help of emails, and the past messages can be checked frequently rather than saving the data in the local server. This helps to save storage space.
2.Most of the emails come with a subject line, and hence it is easy to understand the matter inside the email and categorize them accordingly. This helps in saving time checking for emails. Unwanted emails can be easily ignored and moved to spam folders.
3.An informal communication tool where the language needs not be official as it is made to be simple as in a conversational talk so that the business runs smooth. The emails can be used as a tool to start the conversation as it is fast, and hence the business can be made to run smooth.
4.Email is faster than it can be compared to one-to-one chat. As it can be made as an informational talk and as a serious business talk, email works magic in both ways in terms of speed. No other tool is this faster to send messages.
'Centralisation' of mail handling work means physical concentration of the work in one section or area of the general office. The central mailing section will be responsible for handling all inward and outward mail of the functional or operating departments of the organisation. The main object of centralisation of mail service is to achieve greater efficiency and economy through job sub-division and specialisation. The repeated performance of the same routine operation by the same worker leads to specialisation and greater efficiency. Routinization and.~ standardization of the operations also facilitates mechanization resulting in greater efficiency and accuracy. Centralisation of mailing work also makes it feasible to appoint an expert supervisor to coordinate and control the work of individual workers.
Advantages-
1.Systematization of work: It facilitates setting up of proper systems arid routines in mail handling work. This leads to elimination of duplication of work and unnecessary operations, thereby effecting saving in time and expense.
2) Greater efficiency and accuracy: Each routine operation is informed by the staff having special aptitude and training for such work. This ensures speed, accuracy and efficiency in operation.
3) Better supervision and coordination: In centralised mall, it is feasible to appoint a qualified supervisor to supervise and coordinate the work of individual workers. Proper allocation of work, even distribution of work-load and continuous supervision ensure better performance.
4.Prompt handling of inward mail: Prompt and careful handling of inward mail and their proper distribution to the. Proper departments and individua.is ensures prompt action on the mail. This contributes to greater efficiency of the entire organisation.
5) Saving of clerical labour: Duplication 'of work inherent in departmental' trail service is eliminated leading to saving of clerical labour and office cost.
6) Congestion of mail avoided: Collection and despatch of outward mail from different departments may be so staggered that there will be no congestion or over-load of mail during rush hours.
7) Better control over postage: Wastage and misuse of postage stamps can be avoided. Better control over use of stamps and proper postage accounting ensures economy in postage expenses.
8) Economical use of machines: A large volume of mail handled by central mailing department justifies proper and fullest possible utilisation of mailing machines. This ensures economy in use of office machines.
Handling of Mail is a laborious job. There are so many operations to do. Everyday a large number of postal articles, both incoming and outgoing, have to be handled. The number is very big for a big concern. The number increases as the concern grows in size; and activities are multiplied.
Letters or notices or circulars have to be sent frequently to the same persons and then the same addresses have to be written or typed a number of times
Many pages or enclosures have to be assembled together. All these are tedious jobs but have to be performed accurately. In order to overcome monotony, to ensure speed and accuracy and to avoid thefts, various machines have been introduced which can be used, provided the volume of work is quite big, to make the system economic.
There are many types of equipment used in the mailing and printing industry. The most common are address and envelope printers, tabbers, folder/inserters and pressure sealers.
- Franking Machines
Lick, stick, repeat. Sound familiar? Save your co-workers from the mundane task of stamping with a franking machine.
These electronic pieces of mail equipment mark post according to weight and destination, all with the press of a button. Quite frankly, it’s the easiest way for businesses to send letters.
The benefits of franking machines are:
- Royal Mail discounts
- Professional postal presentation
- Accurate stamping payments
- Easy to record expenses
When it comes to budgeting, franking machines are flexible
2. Vacuum Packaging Machines
Does your business handle fresh goods? Then vacuum packaging machines should provide some food for thought. They’re an essential part of any retail or hospitality business that sends produce, but can also be used for warehouse space management.
The benefits of vacuum packaging machines are:
- Keep produce fresh without additives
- Save warehouse packaging space
- Food retains flavours
- Reduce packing time for employees
For mailrooms, the space-saving benefits of a vacuum packaging machine can help improve the working environment, while saving time on packing, sticking, and labelling.
3. Shrink Wrap Machines
A more environmentally friendly alternative to vacuum packing, shrink wrap is made from recyclable plastic. In terms of protection, these machines can make items more secure, keep produce fresh, and deter the tampering of products.
The benefits of shrink wrap machines are:
- Protects items from moisture and sun damage
- Easy to spot tampering
- Strong and durable
- Recyclable plastic
Shrink wrap machines are more cost effective than most wrapping alternatives because they’re so easy to use. What’s more, the method allows your company to use less packaging materials, which can streamline the whole mailing process.
4. Envelope Printers
Envelope printers are the perfect way to personalise your label printing. Not only can this be a hugely helpful machine for flexible and unique labelling, it can also save your company money by producing its own packaging solutions.
The benefits of envelope printers are:
- Produce unique envelope designs
- Print premium paper envelopes
- Simple promotional feature for your brand
- Personalise envelope for each recipient
Although envelope printing is a relatively simple process, the pricing options are complicated.
5. Folder Inserters
Also known as an envelope stuffer or paper folding machine, the advantages are all the same-you can fill several thousands of folders and envelopes per hour, while making your post look as pristine as possible thanks to the electronic process.
The benefits of folder inserters are:
- Very time effective
- Remove human error when sending post
- Saves money long term
- Neatly packaged mail looks more professional
6. Letter Openers
Even in the age of electronic communication, many companies receive a huge number of letters and rely on efficient mailrooms to keep the business on track. If that sounds like your business, then it’s worth investing in the latest range of letter openers.
The benefits of letter openers are:
- Time saving for staff
- Open documents without damage
- Less mess in the workplace
- Cost effective in the long term
Having transformed into high-tech pieces of equipment, letter openers are no longer stuck in the past.
High quality and durable mailroom sorters, tables, and equipment are perfect for sorting and organizing mail in a flexible and versatile solution that guarantees long-lasting use. Available in a wide variety of styles and configurations including built-in and standalone sorting stations, this equipment is designed specifically for mailroom sorting applications to improve productivity and organization.
A mail sorting rack is provided utilizing a rack structure with a plurality of parallel divider blades between which the postal worker inserts mail pieces for various addresses in order, there being a tray in the instant invention underlying the mail which enables the worker to pull the tray free of the extending blades, eliminating the dividers from the sorted mail so that he may more easily group and band them for delivery.
In busy mailrooms, the manual opening of envelopes can waste time and money, tying up costly staff resources and sometimes causing damage to content. In contrast, our automatic letter openers can process thousands of envelopes per hour, automatically opening a stack of envelopes piled in the feeder tray.
They use innovative cutter technology that prevents mail contents from being damaged, with the blades fully enclosed to protect operators’ fingers. These openers can also process mixed mail of different sizes and thickness without pre-sorting, creating a smooth, feather-edged envelope opening that gives easy access.
Time stamp is a notation that indicates at least the correct date and time of an action and identity of the person or device that sent or received the time list Act!. Time Stamp is a digital signature of a time Stamping Service that establishes the integrity of a reference submitted by subscriber on a specific date and time.
When the date and time of an event is recorded, we say that it is timestamped. A digital camera will record the time and date of a photo being taken, a computer will record the time and date of a document being saved and edited. A social media post may have date and time recorded. These are all examples of a timestamp.
Timestamps are important for keeping records of when information is being exchanged or created or deleted online. In many cases, these records are simply useful for us to know about. But in some cases, a timestamp is more valuable.
A date stamp works like a regular stamp except it has movable bands that adjust for the year, month, and day. They are a quick and easy way to repeatedly mark bills, shipping documents, food packaging, and other paperwork with the date.
Date stamps speed up routine tasks, making them a popular, low-cost tool for the office. These handy stamps are typically made to last at least a decade, so people often forget to check how many dates they have left before needing to reorder. Don’t get caught off guard — make a note to check your date stamp each year and make sure it’s working at its best.
A postal franking machine is a stamping machine intended to stamp impressions of dies of approved design on private and official postal articles in payment of postage and postal fees.
"Postage" franking is the physical application and presence of postage stamps, or any other markings recognized and accepted by the postal system or systems providing service, which indicate the payment of sufficient fees for the class of service which the item of mail is to be or had been afforded. Prior to the introduction to the world's first postage stamps in Britain in 1840 ("Penny Black") and 1841 ("Penny Red"), pre-paid franking was applied exclusively by a manuscript or hand stamped "Paid" marking and the amount of the fee collected. The first US postage stamp was the red brown Five cent Franklin (SC-1) issued in 1847.
In addition to stamps, postage franking can be in the form of printed or stamped impressions made in an authorized format and applied directly by a franking machine, postage meter, computer generated franking labels or other similar methods ("Postage Evidencing Systems"), any form of pre-printed "postage paid" notice authorized by a postal service permit ("Indicia"), or any other marking method accepted by the postal service and specified by its regulations, as proof of the prepayment of the appropriate fees. Postal franking also includes "Postage Due" stamps or markings affixed by a postal service which designate any amount of insufficient or omitted postage fees to be collected on delivery.
Addressing machine or Addressograph machine is used to save time and labour. Besides printing names and addresses on envelopes etc., the machine can also be put to various other uses. Machines fitted with special 'Form feed', 'Listing' and other attachments are now-a-days used for all types of form-filling, listing and billing work. It can be used to prepare lists of customers, wage or pay-roll sheets, invoices and notices etc. Addressing machines happen to be a developed version of duplicating machine. The only difference is that, it is designed to duplicate a number of separate names and addresses once or twice instead of duplicating the same many times. The machine may be hand-operated or electrically operated. In both types, the machine prints names and addresses of customers or other data from 'masters' fed into the machine. Names and addresses are cut on fibre stencils or embossed on metal plates which serve as 'masters'. The stencils or plates are arranged in a particular order, indexed and preserved for repeated use. When fitted with special devices, the machine can automatically select the masters in the desired order or sequence and feed them into the printer. The electrically operated machine can print addresses at the rate of 800 to 1000 per hour.
The advantages of addressing machines may be outlined as follows:
1) It effects great saving in time; labour and cost.
2) It eliminates chances of error in printing addresses and saves time and labour for checking and rechecking required under manual typing of addresses.
3) The work turned out is neat and flawless, which enhances the prestige and goodwill of the concern.
4) The work can be standardised which helps in measuring staff output.
The disadvantages of addressing machines are:
The cost of installing the machine is high which cannot be afforded by small concerns.
2) If the addresses of customers change, frequently, preparation of new stencils or plates may take time which may hold up work.
3) It requires trained staff to operate. In case of temporary absence of the operator, it may be difficult to obtain a substitute.
The primary function of Post Office is collection, processing, transmission and delivery of mail. All postal articles whose contents are in the nature of message can be classified as mail which includes Letters, Postcards, Inland Letter Cards, Packets, Ordinary, Registered, Insured, Value Payable articles and Speed Post.
Mail is further classified as first class and second-class mail. First class mail gets free air transmission within India; whereas second class mail gets air lift only if prepaid with air surcharge.
The mail is collected from 579595 letter boxes by 154979 post offices in the country. This is processed by a network of 389 mail offices and 89 national speed post hub and conveyed by road, rail and airlines all over the country.
Traditionally mails were handled on a regular line or path and their concepts were based upon fundamental rules laid down for its operations causing more disadvantages and dissatisfaction to the customer. To overcome these drawbacks India Post has embarked upon a massive exercise to review and restructure the mail operations starting from booking to delivery of mails.
Automated Mail processing Centre at major locations in the country has been set up to create an Automated Mail grid. Dedicated transport arrangements both road and air are made for expeditious transmission of mails.
The department has undertaken Mail network optimization project to improve the quality of mail processing, transmission and delivery. The project seeks to optimize the existing mail network with a view to streamline core mail operations and to bring in greater standardization and improvement in the operational processes relating to mail processing, transmission and delivery. The visibility of transmission has been enhanced by providing track and trace facility for speed post and registered mail. The customer can track the mail through India Post website by using the unique bar code number.
Project arrow launched in 2008 aims to improve the core operations of a post office which includes the improvement of delivery efficiency for all kinds of articles. About 15000+ post offices have been covered under project arrow.
Courier-
Nowadays, there are many courier companies in India that deliver packages from one location to another location but sending a courier via Indian post office is one of the best options. There are two ways through which you can send a courier, speed post and registered post. Through the speed post tracking feature, you can get the status of your courier.
Before you send a courier, make sure that you have packed your courier properly. As no reputable courier service will take items without packaging because it is a great risk to your item as well as other items being transported.
For example, if u want to post a letter, then here are the steps you need to follow:
Step 1: Buy an envelope from the post office and insert the letter inside the envelope, paste it and write 'speed post' at the top.
Step 2: Mention the receiver's name, postal address and phone number on the left side of the envelope.
Step 3: You need to mention your details also (name address and phone number on the right side of the envelope
Step 4: Hand over the envelope to the counter staff. He/she will calculate the rate according to the weight and destination.
E-Mail-
When you write an email, you'll be using the compose window. This is where you'll add the email address of the recipient(s), the subject, and the body of the email, which is the message itself. You'll also be able to add various types of text formatting, as well as one or more attachments. If you want, you can even create a signature that will be added to the end of every email you send.
To send and receive e-mail messages, you can use an e-mail program, also known as an e-mail client, such as Microsoft Outlook or Mozilla Thunderbird. When using an e-mail client, a server that stores and delivers your messages is used. This server is often hosted by your ISP but can be another Internet company. An e-mail client needs to connect to a server to download new e-mail, whereas e-mail stored online is always available to any Internet-connected device.
Email appending, also known as e-appending, is a marketing practice that involves taking known customer data (first name, last name, and postal address) and matching it against a vendor's database to obtain email addresses. The purpose is to grow one's email subscriber list with the intent of sending customers information via email instead of through traditional mail. Email appending is a controversial practice in the email marketing world, with critics claiming that sending email to people who never explicitly opted-in is against best practices.
An email appending process involves either a business or consumer database made up of contacts including their name, address and company name [for business contacts]. If the company wants to expand into email communication, then they can involve a service provider that has a database of email addresses in order to merge the data and append business or consumer email addresses to their existing file. In this way they can have an updated database with the current email address of individuals on the list. The success of email appending depends on the quality of both databases being merged.
Like other forms of Database marketing, marketing materials sent using e-pending may be considered spam. Mailers using appending by definition do not have consent of the individuals on their lists, since the individuals did not disclose their email addresses to begin with. Mail sent by appending methods therefore is Opt-out instead of Opt-in e-mail.
Receiving-
The first stage in the routine is to receive or collect mail. Mail may be delivered by postmen, collected from the post office, or received through messenger. Ordinary mail is delivered by postmen once or twice a day or more often. Registered letters and money orders are delivered as and when they come. Telegrams and Speed Post letters and parcels are delivered by special messengers without delay. Some organisations hire post box or post bag at the nearest post office. In such a case, the mail is collected from the post office by an employee of the mailing department at regular intervals. This is done to avoid delay in delivery of mail by postmen and also to maintain secrecy of mail. Mail from local organisations is also hand-delivered by messengers to avoid postal delay, particularly when the message is urgent. An employee of the mailing department is assigned the duty of receiving mail delivered by messengers and sign receipts or the peon book in acknowledgement.
Sorting-
After date-stamping and recording, the inward mail has to be sorted out. To ensure correct sorting and distribution, the work should be assigned to an employee who is thoroughly acquainted with the organisation. To facilitate 'sorting separate trays, baskets or pigeon holes are used for each department or individual 'officer. Where the volume of the mail is large, hand or electrically operated Mail Sorter machines may be used. The sorted mail, are sent to the respective departments by messengers.
Opening-
The morning mail is frequently the heaviest. The work of opening the mail and sorting them for distribution to concerned departments should start earlier than normal opening time so that these may receive prompt attention of the dealing staff. Before opening the envelopes, a preliminary sorting of the envelopes and covers is done to segregate urgent mail from ordinary ones. Envelopes may be opened by hand or with the help of machines
Recording-
Some record of the mail received each day has to be kept as evidence of mail actually received and action taken on them. Different methods are used for this purpose. One such method is to record all mail received each day in a register known as 'Inward Mail Register' or 'Letters Received Book'. The mail is recorded chronologically and serially along with the name of the sender, nature, subject matter, department to which referred and action taken. However, this method is time-wasting and expensive and is becoming less common.
Making-
Outward mail handled by the mailing department originate from different functional departments. Before the outgoing mail reach the mail room for handling, they have to pass through three preliminary stages which are performed departmentally. These are: (1) Production of the outgoing letters (2) Signature on the letters and (3) Referencing. Let us discuss them briefly
1)Production: It means drafting of outgoing letters or their dictation to stenographers, after drafting or dictation, the letters are transcribed and typed in proper form. At the same time, addresses of the recipients of the letters are also typed or printed on the respective envelopes.
2)Signature: After typing, the outgoing letters have to be signed by someone authorised to do so. Important letters are signed by heads of departments or responsible officers.
3)Referencing: It means putting a reference number on the letter. The reference number consists. Of letters and numbers which serve as a code or clue for identifying and locating the letter in future.
Distributing
The mail distribution and delivery is the last stage of handling inward mails. At the time of delivery, the messenger should get the signature of the person receiving the mail, on the register.
Folding of Letters Sent-
The letters are properly folded and put in the envelope. They are folded in such a way that the address is visible through transparent window on the envelope or in the cover.
Maintenance of Peon Book-
Before posting the letters, the information related to letters are recorded in the outward mail register. The letters are sent through post office
Dispatching
Finally, the posting and delivery of letters have to be arranged. Ordinary mail is posted at the nearest post box at regular intervals. Special kinds of mail like registered and insured articles etc are separately sent to the post office. Letters to be sent by speed post are to be presented at the counter of a post office meant for it.
Courier Services
There are some private operators who provide mail services to the public. They are known as private couriers. They collect letters and parcels and deliver them at the place of the addressee. Private couriers provide quick service in collection and delivery of letters, parcels, packets etc. No postage is required to be affixed on letters and parcels if sent through couriers. The charges payable for private courier service are generally higher in comparison to post office. Again, these charges are also not uniform. Private couriers are popular in big cities and towns. The main features of private couriers services are as follows: i. It provides a quick means of communication. Ii. It provides facilities for national as well as international communication. Iii. All kinds of articles are handled by it except gold and jewellery. Iv. Besides using railways, roadways and airways for carriage of articles, some agencies use telephone, telex and fax services for transmission of messages. v. It undertakes full responsibility of safe and timely delivery of articles. Vi. It collects articles from the doorstep of senders and delivers them to the receivers.
Central Receipt and Dispatch-
Receipt mail means return-receipt-registered mail, certified mail, express mail, Delivery Service or any other reliable system of delivery, provided that such system provides the sender with written confirmation of receipt by the recipient.
In email, a return receipt is an acknowledgment by the recipient's email client to the sender of receipt of an email message. What acknowledgment, if any, is sent by the recipient to the sender is dependent on the email software of the recipient.
Two notification services are available for email:
Delivery status notifications (DSNs) and message disposition notifications (MDNs). Whether or not such an acknowledgement of receipt is sent depends on the configuration of the recipient’s email software.
In large office this work is done through a despatch section or mailing section. Centralised despatch is advisable because it encourages greater responsibility on various operations like folding, inserting, sealing stamping, recording and sending out.
The outward correspondence or mail involve three stages before despatch like production, signature and control and referencing. Production involves drafting of letters. After production, the letters are signed by the officer and copies are kept in file for future reference. Despatching involves the following steps:
- Collection of outward mail
- Recording in despatch register
- Folding of letters
- Preparing the envelopes
- Sealing and stamping
- Posting the mail.
Collection of mail-
Collection of mail is regarded as the first step in the outgoing mail routine. The mailing department collect letters ready for despatch from different departments through a messenger. Collection of letters are done twice or thrice a day.
Recording in Despatch Register:
To keep a proper record of outgoing mail and accounts of postal expenditure, a despatch register is maintained. This register contains the date, serial no., address of the receiver, contents of letters, the name of the department who has sent and the value of postage stamp. To have a record of the letters delivered locally, a peon book is also maintained. The despatch register is otherwise called as postage book since it reveals the accounts of postal expenditure.
Folding Letters:
Letters should be folded carefully and care should be taken to ensure that letters are not folded haphazardly. An important letter may lose its importance if these are not folded properly. Folding can be done manually or with the help of folding machine.
Preparing the Envelopes:
Before folding and inserting of letters, the envelopes are to be prepared properly. It should be seen that the inside address of the letter should tally with the addresses of the envelopes. To save time and labour on writing addresses on the envelopes, window envelopes are used. Sometimes an address stamp is used to record “From Address”.
Sealing and Stamping:
After inserting letters and enclosures in the envelope, the flap portion is sealed with gum. Sealing work can be done manually or by a sealing machine. After sealing work postage stamps are affixed on the envelopes. In big organisation where correspondences are large, a franking machine is used to affix postage stamps. Before stamping, the letters are weighed in the weighing scale.
Posting the Mail:
The last step in the mailing routine is posting of the mail. The registered letters and VPP are handed over to the postal clerk at the counter and the other types of letters are put into post boxes. The urgent letters are put in G.P. O’s special arrangement scheme or R.M.S. (Railways Mall Service).
Introduction
Today we cannot think of any office which does not use forms of one kind or the other. Indeed, a large variety of forms are used in modern offices e: g. form of application to' claim overtime allowance, form of requisition for stationery, forms to acknowledge receipt of orders, making enquiries, etc., order form, bill form, and the like. In this unit we shall discuss the nature and importance of office forms, design of forms, objectives of forms control, and the usefulness of continuous stationery.
Meaning
An ‘Office form’ may be defined as a printed sheet of paper or card with marked headings for entries to be made in hand or by typing. Forms are the basic tools for all types of office work. It is through the office forms all essential information required for efficient conduct of business can be received, recorded, arranged and transmitted in a systematic manner. Generally, the data may be collected from outside sources through bills, quotations, orders, statistical data, return etc.
The ready-made forms help the employees to collect the data without much difficulty. These forms reduce clerical work and collects only required information instead of writing down the whole matter. Hence, the form is printed or cyclostyled format for future use. Forms may be filled in ink or with a typewriter.
Importance of Forms
It has been estimated that about 68 per cent of the total time spent in office work relates to the handling of forms. Properly designed forms reduce office costs by increasing the volume of work performed. Information required to be collected or instructions to be issued again and 'again instead of being written every time, can be filled in blank columns of a form and considerable labour time saved and mistakes avoided. Use of forms in offices have become so common that they have become an integral part of office systems and routines. Use of forms helps information required for efficient conduct of business, to be received, arranged, recorded and transmitted in a systematic manner. For example, forms are prescribed which students seeking admission to any university are required to fill in providing information in different columns and rows of the form. Had these forms not been there, each student would have written an application by hand, some might have failed to give required information, and some would have given unwanted information. In printed forms, required information can be sought in desired sequence and at desired place, i.e., in specified rows and columns in the form.
The following advantages are derived from the use of forms in the office work.
1) Saving in labour- Routine information can be filled in specified columns of forms and there is no need for detailed narration whereby valuable labour and time can be saved. Thus, for routine application to be made, the narration part can be avoided and only facts and figures have to be filled in relevant columns. To acknowledge receipt of a letter, there may be printed post cards in which only the date of receipt and the addresses are to be written or typed.
2) Mistakes are minimised- The staff using forms have only to fill in the required information in columns and rows. This minimises the chance of any information. Being omitted to be furnished or unwanted information being provided. The chances of errors or mistakes are also considerably reduced in that process.
3) Ease in gathering and analysing information- When forms are used to collect information relevant data is entered in particular rows or columns according to marked headings. The orderly arrangement of information facilitates the work of data classification, processing and analysis. This reader has only to look at appropriate columns for particular items of data collected, and need not scan the entire form.
4) Ease in location of records- Different kinds of forms may be printed in different designs with different headings. Even the size and colour of the paper may be different. This facilitates their location. One can easily find out what information a form contains just by having a look at it. If different categories of information are written in hand, on the similar papers, each form must be read through to know what it is about. For example, with a distinctive form design, the dealing assistant can say that this is medical leave form by just having a look at the form.
5) Forms facilitate adherence to office procedures and routines- Adherence to office procedures and routines is facilitated a great deal with the help of forms. Instructions about routines to be followed can be printed on the form as footnotes, for example, if on the requisition slip it is written "signature of Section Officer Store Keeper", "Folio of stock register" etc. it implies that the form should be signed by the Section Officer or storekeeper and entry has been made in the stock register on the specific folio. Forms also help in fixing responsibility for the work done or the work which has remained undone.
6) Storage of information- Information about various aspects of activities of the firm remain on record indifferent types of forms in a definite order, and everybody in the organisation knows about it. This information can be retrieved whenever required by locating relevant forms and looking at appropriate columns.
7) Better service to customers, shareholders and creditors- All relevant information about customers, shareholders and creditors can be preserved in different files containing the forms. For example, when customer opens an account in a bank, he has to provide complete information about his address, business or profession, referees, in case of need etc. This information can be conveniently found from the forms maintained in files.
8) Helpful in planning. Vital information and data which are put in writing in forms can be used for future planning. For example, when deciding about the number of seats to be provided for different courses in any university, the admission forms of previous years can be looked up to find out what courses attract more and better students.
9) Goodwill- Forms also help a' firm to project respectable image of itself among the general public. For example, those who are issued share certificates in beautifully designed and printed forms are bound to carry a favourable opinion about the standing of the company.
Although there are many advantages of using forms, there are a few disadvantages as well if proper care is not taken with regard to the design and usage of forms. The disadvantages are as follows:
1) Information contained in forms is of a routine nature- Information furnished or required to be given in forms are mostly of a routine nature, which do not serve any purpose in vital matters.
2) Contain only specified information- Only specified information is contained in the [arms. If there is no column for furnishing any other information, the person filling it will not give it, howsoever, important he may be.
3) Possibility of excessive use- Many organisations develop a tendency to use forms for every possible need. For example, if a person wants to avail of casual leave, he may have to write two lines on a piece, but some offices unnecessarily have forms for that purpose. This practice increases the number of forms in use, and the office costs.
4) Possibility of misuse- There is danger of misuse of office forms if unused blanks are not kept in proper custody. For example, if a blank railway pass forms are stolen, they can be used to issue fake passes to other people.
5) Hinders smooth flow of work- It has been observed that if one or the other form is out of stock, employees in the habit of using forms allows work to be held up for non-availability of forms. This may create serious problems where, for instance, collection of debt gets delayed due to non-issue of reminders on account of the relevant forms being out of stock.
Following are the types of forms-
I. Based on the Office Function or Operation for Which They are Used, Viz.
1. Purchase Forms: A purchase form is a commercial document and first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. E.g., Purchase requisition form, Order form
2.Sales Forms: A sales form is an internal document of the company. It is generated by the company itself for selling their goods.
3. Correspondence Forms: Any written or digital communication exchanged by two or more parties. Correspondences may come in the form of letters, emails, text messages, voicemails, notes, or postcards.
4. Accounting Forms: The account form balance sheet is a financial statement format where the assets are reported on the left side and the liabilities are reported on the right side. The account form is kind of a visual representation of the accounting equation.
II. Based on Place of Utilization:
1.Outside Contract Forms: Forms sent to customers, creditors and other persons (outside the office) with whom the firm does business from the office (e.g., cheques, orders, invoices, statements, vouchers, etc.)
2. Internal Office Forms: Forms which are used by the employees of a business internally within the office (e.g., memorandum forms, requisitions, accounting forms, report forms, etc.).
III. Based on the Number of Copies Required:
1.Single Copy Forms: Single copy form is used to serve the only one purpose and kept by any one of the office employees. E.g., Employment application forms.
2. Multiple Copy Forms: These are prepared in duplicate or triplicate-the copies being used to transmit information to other departments or used as additional record ex. Sub type unit, fan or Z arrangement.
IV. Based on Data Processing:
1.EDP Forms: EDP Forms which are used on computers and other data processing machines.
2.Non-EDP Forms: These forms are not used in EDP but are otherwise used on typewriters or to write in hand etc.
The following factors should be kept in view while designing the office forms:
1) Suited to the purpose- While designing a' form its purpose should be carefully defined both in relation to its use and office routines. Due consideration must be given to the nature and type of information of form. There can be no justification for getting a form printed if an ordinary piece of paper can serve the purpose well. Use of the form should expedite work and save time and energy.
2) Convenient to use- The design of the form should be convenient to use, depending on the manner in which it is to be used, i.e., how the form will be filled, whether by hand, by typewriter or by accounting machine. For example, if a form is to be fed into a typewriter it should be so designed that new starting places for the typist are minimum. Similarly, spacing between the lines should according to spacing 'provided in the typewriter. Attention should be given to the arrangement and sequence of items to be recorded on the form. A logical sequence should be followed so that each item can be entered with convenience. Related information should be bunched together. For example, the name and address of a customer should be entered at one place. The user should not have to look for related information at different place in the form.
3) Simple to use- The design should be such that users can easily learn its use. Key information should be put at a prominent place so that sorting can be done by merely having a look at the form. For example, the account number of the customer on the specimen card, should be given at the top so that it can be easily located. The headings of columns should be self-explanatory; abbreviations or symbols should be avoided. If adequate instructions are lengthy, these may be printed at the back of the. Form. The instructions should be clearly worded:
Generally, a form will have three parts: (a) Identification-The first part is for identification, with the name, address, number, etc. of the party/correspondent. The identification information should be at the top of the form. (b) Main information or data-The second part is meant for filling in the data or information. (c) Special instruction=-The third part is left for special instructions. For example, a purchase - order form may contain a column whether the goods are to be sent by road or rail, etc.
4) Heading and code number of the form- For easy identification, every form should bear a heading or a code number. It is easier to refer to forms by the headings, which should be printed at the top of the form. Use of alphabetical codes to identify forms is often preferred. For example, alphabet' A' may stand for accounts section, 'P' for purchase department. 'S' for sales department, etc. Form S-5 may suggest that it is a form used by the sales department. Instead of headings, serial numbers may only be assigned to the forms using the decimal system. For example, no; 3.27 may be. Allotted to a form indicating that relates to the sales department of which the code No. Is 3, the serial number of the form being 27.
5) Proper size- The form should be just large enough to accommodate the matter to be written on it. Paper cut. To standard sizes is available in the market; the size of the form should be such that there is minimum wastage of paper in the process of cutting it again to' the size of the form. The following points should be borne in mind while deciding about the space to be left for filling in information or data in the column or cages of the forms. i) Column should he broad enough to accommodate maximum words/figures likely to be fill ed in it. Ii) Column should be long enough to accommodate a fixed number of entries and if entries are lengthy one column should be capable of accommodating one entry at least. iii) The heading or' each column should be brief and concise but self-explanatory.
6) Proper printing- If forms are printed, the type face should be distinct and clear, and big enough to be readable in natural or artificial light. From the point of view of get up, different kinds of typefaces may be used. While checking proofs of printed forms it should also be ensured that the copy is correctly composed and properly laid out.
7) Selecting paper of appropriate quality- Forms should be printed on paper of appropriate quality, i.e., weight, fineness, colour etc. of the paper. The quality of paper to be used for different forms will depend on the following factors:
i) Durability- The paper used for printing forms should be strong enough to last for a specific period. Some forms like share certificates, academic degrees, insurance policies, etc have to be preserved for long periods and paper used for printing such forms should be durable.
Ii) Handling- Handling refers to repeated use of filled in forms and frequently passing from hand to hand and exposure to wear and tear. Forms likely to be subject to rough handling by different persons should be printed on strong paper. Printing of forms required for temporary use on quality paper is a waste of money.
Iii) Method of filling in the form- The quality of paper should be selected keeping in view whether the form is to be written by hand, or typed or fed into some other type of machine. If carbon copies are required the form should be printed on thin paper. Special type of paper has to be used for gelling cyclostyled copies of the form.
Iv)Appearance- A form intended to be used for communication with outsiders, should be printed on good quality paper (like bond. Paper) so as to make good impression on the receivers. The appearance of share certificate has to be. Good. Forms required temporarily for record only, like a pay-in-slip of a bank, need not be printed on very good quality paper.
8) Use of colours in printing- Unless essential, the forms should not be printed in different colours of ink, because the related costs are likely to be high. However, some forms may be printed in a particular colour of ink, for example, a credit note is conventionally printed in red ink. Sometimes, papers of different colours are use~ for printing different types of forms. For example, the white paper may be used for original copy, pink for the second, and light green for the third copy.
9) Providing space for punching or perforating and scoring- For convenience of use, forms are usually stitched and kept as bound books. In that case, necessary space should be left for stitching. Besides, forms are invariably placed in files for which perforations are required to be made on the left-hand margin. Sufficient margin is, therefore, provided on the forms for that purpose as' well. Some forms are provided with detachable parts. For example, the lower part of share applications form is used for acknowledgement of receipt. To facilitate detachment, perforations are made while printing the forms for which the printer should be given clear instructions.
Scoring means impressing a line on the paper which indicates the place where the forms may be folded and cross-folded. Printer must also be instructed about the exact place on the form where scoring lines are required.
The following principles which provide useful guidelines for designing forms are worth noting:
1) Principle of use - Forms should be easy and simple to use. They should facilitate efficient performance of work rather than become obstacles to smooth flow of work. Forms should be 'used only when it is essential to do so, i.e., when it helps saving time and labour. Use of forms, for example, is essential when certain date has to reported repeatedly.
2) Principle of standardisation - Standard designs for every type of form should be determined and maintained. This implies that forms should always be printed on paper of the same size, quality and colour and using the same type of print so that different forms can be identified easily.
3) Principle of centralised control- Effective control is essential over introduction or new forms, making changes in old forms, and discontinuation of obsolete forms. There should be a central authority designated for the purpose. In the absence of a central authority, introduction of new forms and amendments to the existing forms are likely to be arbitrary and unsystematic.
4) Principle of integration with office systems and procedure- Forms should facilitate adherence to systems and procedures prevalent in the organisation. Use~ forms should not obstruct or delay the flow of work. For example, if a requisition form for stationery has to be signed by assistant manager and the form has a space provided for "signatures of the manager". It may lead to unnecessary conflict and misunderstanding.
5) Principle of multiple use- Efforts should be made to make one form capable of being put to different uses. This helps in restricting the number of forms in use. Existence of a large number of forms hinders work and becomes uneconomical.
To maintain smooth flow of work, performance of office work in accordance with the system is laid down, and to economise on expenditure on forms, control over office forms is essential. Forms control refers to maintaining a check on introduction of newforms, amendments in existing forms and discontinuation of obsolete forms. Without forms control there may not be any end to multiplicity of forms and arbitrary amendments to the existing forms.
Objectives of Forms Control
The primary objectives of forms control are as follows:
1) Retention of necessary forms only. To retain only those forms which are necessary for saving labour and time.
2) Suitable design of forms. To ensure that the forms being used in the organisation are appropriately designed.
3) To produce forms economically. The number of forms to be printed must be in lots which is economical from the point of view of printing cost and possibility of modifications.
4) To prevent misuse of forms. To ensure that forms are, distributed only to the staff who need them and not reach wrong hands.
5) Reviewing existing forms. To periodically review the existing forms to check whether they are still in line with current systems and procedures of work in the office.
6) Introducing new forms or amending old forms. To ensure that new farms are not unnecessarily introduced, and existing forms are not amended without justification.
Introduction
Originally, the term 'stationery' referred to all products sold by a stationer, whose name indicated that his book shop was on a fixed spot. This was usually somewhere near a university, and permanent, while medieval trading was mainly carried on by itinerant peddlers (including chapmen, who sold books) and others (such as farmers and craftsmen) at markets and fairs. It was a unique term used between the 13th and 15th centuries in the manuscript culture. Stationers' shops were places where books were bound, copied, and published. These shops often loaned books to nearby-university students for a fee. The books were loaned out in sections, allowing students to study or copy them, and the only way to get the next part of the book was to return the previous section. In some cases, stationers' shops became the preferred choice for scholars to find books, instead of university libraries due to stationers' shops' wider collection of books. The Stationers' Company formerly held a monopoly over the publishing industry in England and was responsible for copyright regulations.
Types of stationery used in offices
1.Highlighters
Highlighters make it to the top of the list and there is no doubt absolutely as to why it’s on the list. Imagine you are reading a book or newspaper and a word catches your eye, it’s could also be a quote or a line or just a start in general. Highlighters are a perfect way to bring it to light and make the line stand out from others. One must not overuse their highlighter as this would just make the work clumsy.
2. Staplers
It’s no wonder that staplers made the list. They are used to bring up a bunch of papers together, large staplers are used to put up flyers on the board and the staplers themselves act as a pin remover and also as a paperweight.
3. Envelopes
No envelopes are not just used to mail out letters in office. It is used for a lot of other purposes too like sending out formal invitations, business cards, and even flyers. They can also be used to deliver the smallest things which otherwise would require a lot of efforts to be transferred.
4. White papers
Having white papers in handy can be a good solution to your problems. You can write down your thoughts and diagrams or charts on it. One can even note down their creative ideas on this paper which they would otherwise forget, and you can start working from here and will no longer have to brainstorm yourself any further.
5. Pencils
Pencils are not just limited to the juvenile phase of our lives. They are extremely useful in offices as well as they do not require ink and never runs out of it as well. A pencil just needs a sharpener and last much longer than pens in general.
6. Notepads
Keeping a notepad and pencil beside every telephone in your office can be a very essential thing as it helps you to jot down the numbers and names which you would otherwise forget. By keeping these two things beside each other, you won’t have to waste your time looking for them or searching for it.
7. Notebooks
Notebooks are an essential part of the office environment. They are helpful to jot down the important points, draw graphs, write a whole paragraph of content and sketch out maps. They are, in general, a great way to store information.
8. Pens
Pens have innumerable uses in an office. If you are a business professional then you would carry a pen everywhere with you let it be a conference, a meeting or even sales pitches, as you may never know when you might find something important and want to just write it down on a piece of paper.
These items in the list have made their mark in the Stationary market. Without these basic items, our day-to-day work may stop or be delayed. Order these items from an Office stationery supplier in Malaysia and complete your tasks efficiently.
Control over the consumption of stationery has remained rather a neglected aspect of office management, though it is as important as management of machines and personnel. Stationery items are the tools of office workers' if they have to produce the best, they must have good tools too. The cost of stationery has increased tremendously during recent years; it.is, therefore, essential to eliminate waste of stationery through judicious purchasing, efficient storing and proper system of issuing. Need for proper management of stationery arises due to the following reasons:
1) For saving expenditure on stationery: The cost of stationery has increased tremendously during recent years and with passage of time there has been considerable increase in the consumption of stationery also. All this has resulted in heavy increase in office costs. It has, therefore, become essential to maintain effective check on purchase, consumption and storage of office stationery
2)For maintaining control on quality of stationery: Using stationery of inferior quality does not lead to economy. Rather it leads to reduction in efficiency, causes annoyance to office employees and create bad impression on outsiders. Maintaining control on quality of stationery used in the office is, therefore, an important aspect of stationery management.
3)For ensuring uninterrupted availability: For carrying on the office work, stationery has to be made available to office workers at right time and in sufficient quantity. Non availability of stationery can bring the office work to a stand-still: Of "course, stationery should not be procured in such large quantity that it keeps on lying unused for months. Such a situation can lead blocking of funds and cause deterioration in quality.
The first step in purchasing stationery is to decide on the exact specification of stationery to be procured. For example, it has to be decided as to what should be the size of the paper, its quality (expressed in weight of 480 sheets in pounds) and whether it should be of ordinary quality or bond type of paper. Selection of stationery is the process of choosing the right type of supplies which suit the purpose for which they are meant.
Two types of stationery are mainly available in the market:
(i)the standard type, bearing some reputed brand name, and
(ii) non-standardised type which may be less costly but of poor quality.
The standardised items though costly, can be put to use efficiently and make a good impression on outsiders. It is wrong to think that non standardised cheaper stationery is more economical. It may prove more expensive in the long run. However, new products keep coming in the market, which should be tried, it found useful and economical.
If the exact specifications regarding size, dimensions, quality, etc, of the stationery have been decided in advance it will surely enable the purchase officer to place orders for various items in clear and specific terms and the departments using stationery well be sure of the quality. It will also facilitate standardisation of stationery. The basis on which different items of stationery are selected is discussed below:
1) Paper: Paper is the one single item of stationery which exceeds all other items in value. Paper is used for various purposes, e.g., preparing rough drafts of letters, writing notes, printing letter heads, making carbon copies, printing office forms, etc. What type of paper should be acquired for different uses will depend on: a) The period for which it has to be preserved b) Handling it will have to bear c) Copies of the document will be made d) Requirement of paper of different colours e) Paper to be used in machines f) Paper for bound books. It is not advisable to always use the best quality paper. For example, ordinary paper may be quite suitable for scratch pads and also prove more economical, but for letter heads good quality paper is a must.
2) Carbon Paper: Carbon papers are of two types: (i) thick and (ii) thin. Thick carbon papers can be used for longer duration but the impression on the copies is not so sharp and clear. Thin and fine carbon papers give sharp impression but their' life is short. For- typed copies, fine quality carbon paper is generally, preferred.
3) Typewriter Ribbons: A wide variety of typewriter ribbons are available in the market. If the quality of ribbon is not good the impression on paper will not be clear. Single use ribbons give very clear and distinct impression and, the letter typed with such a ribbon looks as if it has been printed. The use of two-colour ribbon, i.e., black and red, should be avoided because very little matter is typed in red colour.
4)Staplers: Stapling machines of different sizes and models have specific uses. There are desk staplers, heavy duty staplers, long-reach staplers, flyer staplers, etc. Only good quality staplers should be purchased. Money spent on cheap staplers goes waste as the staplers become useless after sometime.
5) Pencils and pens: With the advent of ball point pens and high-tech pens the use of pencils and fountain pens has become rare. Pencils are now used by stenographers only for taking dictation. It should be ensured that refills for ball-point pen are of very good quality. Cheap refills get dried up soon and cause frequent irritation to the staff.
6) File Covers: Large number of file covers are required in offices. Superior quality file covers, though costly, are durable while cheap varieties cannot withstand ordinary wear and tear.
7) Other items: A typical problem with glue is that it may spill over the container and dry up. If the requirement in any department is heavy it can be purchased in bottle packs. For other users’ collapsible plastic tubes may be convenient and economical as there is no spill over during use and does not dry up. All pins and paper clips should be purchased in small packings to prevent rusting due to long-exposure to air. Other items like tags, sealing wax, adhesive tapes, rubber bands, etc. should be purchased in small packs and should be of standard quality.
The following essential requirements should be kept in view in setting up a system of dealing with stationery:
1) Efficient buying: Efficient buying' implies buying at competitive rates, from reliable suppliers, availing of maximum discount on purchase and ensuring adequacy of stock keeping in view the rate of consumption and available storage space.
2) Proper storage: Stationery should be stored properly 'so as to minimise the risks of damage, deterioration, and theft, as well as to facilitate periodical checking.
3) The issuing system: Issue of stationery always be against requisitions to be on record so that wasteful consumption and misuse can be prevented,
4)Control by the office management: Office manager should establish a system of control over stationery so that purchases are made according to estimated use of various items of stationery, Proper records are maintained of supplies received and issued to user departments, and there is periodical checking of stock-in hand by physical verification.
Purchasing the right type of stationery, at the right time, in right quantities, at competitive prices, and from reliable sources arc the basic responsibilities of the office manager as regards stationery and supplies. Purchasing being a specialised function, the following principles should be borne in mind to meet the requirements of office work economically.
1) Identifying sources of supply: Before actually placing purchase orders for stationery, alternate sources of supply must be explored. Depending on the quantity and quality of items required, it is necessary to ascertain the capability and reliability of the suppliers. Hence, possible sources of supply may be considered and the terms and conditions of supply negotiated with the parties.
2) Buying at competitive, price: Efforts should be made to purchase stationery of standard quality at competitive prices. Quotations may' be invited for the purpose, which will indicate tile rates, specifications of the items, quantity discounts, if any allowed, the normal credit period, and the delivery time. Samples of particular items may have to be examined to check the exact quality.
3) Buying the right quantity: While placing orders for supply, consumption for a specific period has to be kept in view. The quantity to be purchased at periodical intervals. It is generally determined on the basis of average consumption per month or quarter and the lead time, that is, the time lag between ordering and actual supply. Due provision is also made to guard against the possibility of running out of stock due to failure of supply or increased consumption, which may be unanticipated. Thus, the order quantity depends on the following factors: i) average consumption in a given period ii) time required in procuring fresh supplies - iii) availability of finance. v) risk of deterioration in quality overtime.
4) Buying the right stationery of right quality: "As explained earlier, stationery of good quality should always be preferred while making purchase decisions. However, in respect of items for particular uses, ordinary quality may serve the purpose adequately, as in the case of (say) paper for scratch pads, on other hand in the case of most stationery items, purchase of sub-standard quality may result in inefficiency, delay and generate resentment among the office staff, while expensive items of very high quality may neither be required nor practicable-to buy within the budget approved.
5) Buying at the right time: Timely purchase of stationery and supplies is another basic principle to be followed so as to ensure continuous availability. In practice minimum and maximum levels of stocks are generally predetermined. Order for fresh supplies is placed as soon as the existing stock reaches the minimum level. Some organisations fix the level of stock (known as the re-ordering level) when order for fresh supplies is placed. The ordering level is fixed keeping in view the time which the suppliers may take to deliver the items ordered and the rate of consumption of the same. Both over-buying and under-buying are equally undesirable. Over-buying can lead to shortage of storage space, deterioration in quality, blocking of funds, and loss due to misuse or pilferage, Quality of carbon paper, typewriting ribbons, refills of ball-point pens, erasing fluids etc., are known to dry after a certain period of time.
Whether the stationery is purchased 'centrally or departmentally there must be a procedure laid down for the purpose. Any haphazard method of purchasing can lead to waste of funds and procurement of inferior stationery in wrong quantities. A standard purchase procedure generally involves the following steps:
1) Receipt of requisition: The departmental requirements of stationery are communicated by sending a requisition to the central purchasing section or the agency for the purchase of specific items of stationery.
2) Determining the quantity and quality to be purchased: While deciding about the quantity of particular items to be purchased, the main factors considered are: i) the quantity lying in stock ii) the rate of consumption of that item and. / iii) time required to get the delivery of supplies. Reports about the quality of stationery procured in the past may be obtained from departments using the items. For this purpose, departmental heads maybe contacted and their suggestions given due weight.
3) Determining sources of supply and inquiring about prices: As explained. Earlier, there can be various sources of procuring stationery. A decision has to be made about the reliable sources. Efforts should always be made to identify new and better sources of supply. Prices quoted by various suppliers should be compared and efforts should be made to procure stationery of standard quality at competitive rates.
4) Placing order: After determining the quality and the quantity of stationery to be, procured, the next step is' that of placing order with the suppliers. The order should clearly specify the supplier, the quantity. The quality and complete description' of the items, price discount, 'terms 'regarding transport, time and place of delivery, and, terms of payment. Usually, four copies of the order are. Prepared. One copy is sent: to the supplier, one is sent to the storekeeper, one to the gate-keeper arid one is ' retained in the purchase department for record.
5) Follow up action: After placing the order it has to be ensured that there is no delay in execution of order by suppliers. Follow up enquiries should be made if delivery is not made on time, and depending on the reasons for delay, alternate sources of supply should immediately be explored. Names of unreliable suppliers should be removed from the list to avoid inconvenience in future.
6) Receiving supplies: Upon delivery of the supplies, the items received should be compared with description and quantity in the order: Defective items should be returned forthwith. On receipt of thy supplies’ storekeeper will send, a "Goods Receipt Note'; to the accounts department, which will be the basis of making payment. The storekeeper will make entries in the Stationery Register of the different items on relevant pages. Where any special items have been requisitioned by any department, delivery of the same must immediately be intimated to the department concerned.
Standardisation of office stationery means securing uniformity in the specification of the articles of stationery used in the office. It implies, for example, that the size of the refills should be such as will fit ballpoint pen of standard size. Similarly, the size of paper to be used for typing should conform to the roller of a standard typewriter. As far as possible, there should be predetermined standards regarding size, quality, weight, etc. of all the items of stationery. If there are no standards laid down, stationery of different specifications and of different qualities will be procured at different times. Out of these heterogeneous lots some may not be usable. For example, the width of paper-roll may not fit the calculator in use. Stationery of wrong specification can result in delay of work, lead to inefficiency, and cause annoyance to office employees.
Determining Standards of Stationery –
What should be the standards of various items of stationery depends on the following factors
1) Needs of the user department: What should be the standards of various items of stationery will depend on the needs of the departments using the same. Suggestions should be invited from user departments about the particulars of stationery required like size. Shape. Weight. Fineness-etc.
2) Examining the requirements: After considering the suggestions received from various departments. The purchasing section should examine the requirements of each item and try to reduce the number of types to the minimum.
3) Make inquiries about availability: After assessing the requirements of different departments. Inquiries should be made about availability of those items in the market. The rates of various items should be compared with those of substitutes if any available. It is only after considering these three factors that the purchasing authority should lay down standards for the various items of stationery and supplies to be procured.
References:
- Https://tyrocity.com/topic/importance-of-an-office/
- Https://www.yourarticlelibrary.com/office-management/office-management-and-its-importance/53154
- Https://www.londontfe.com/blog/Concept-and-importance-of-office-management
- Https://www.rcvacademy.com/office-meaning-modern-office-concept/
- Https://www.yourarticlelibrary.com/organization/organization-meaning-definition-concepts-and-characteristics/53217
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