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Office Forms 1

Office forms are essential tools for efficient office work. They simplify procedures, reduce costs by limiting manual writing, and ensure only relevant information is received and provided. Effective form design includes including all necessary data, easy to understand information, reducing errors, and low printing costs. The principles of scientific office management aim to increase production, quality control, and cost reduction through standardized tools, research, and rational planning. It emphasizes making decisions based on accurate information rather than intuition and continuously improving systems, routines, and procedures.

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Sakshi kulkarni
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0% found this document useful (0 votes)
486 views18 pages

Office Forms 1

Office forms are essential tools for efficient office work. They simplify procedures, reduce costs by limiting manual writing, and ensure only relevant information is received and provided. Effective form design includes including all necessary data, easy to understand information, reducing errors, and low printing costs. The principles of scientific office management aim to increase production, quality control, and cost reduction through standardized tools, research, and rational planning. It emphasizes making decisions based on accurate information rather than intuition and continuously improving systems, routines, and procedures.

Uploaded by

Sakshi kulkarni
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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OFFICE

FORMS:
PRESENTED BY: ELIZABETH EAPEN,
OFFICE MANAGEMENT PAPER 2.
OFFICE FORMS:
 An Office Form maybe defined as printed sheets 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.
 Itis through Office Forms all essential information required
for efficient conduct of business can be received, recorded,
arranged and transmitted in a systematic manner.
OFFICE FORMS:
 GEORGE TEERY:

• “Office Forms are the raw materials of the office”.


• Example: Sales Forms , Purchase Forms, Accounting Forms,
Leave Application Forms, Merit Rating Forms.
ADVANTAGES OF OFFICE
FORM:
1. SIMPLIFIES OFFICE METHODS AND PROCEDURES.
2. REDUCES COST OF OFFICE OPERATIONS BY
REDUCING THE AMOUNT OF MANUAL WRITING
THEREBY INCREASING THE OUTPUT OF EACH
WORKER.
IMPORTANCE OF OFFICE
FORMS:
 An Office can work very easily and economically with the help of
Office Forms.
 Time required to perform a work is reduced and saves time and
energy of the employees.
 Only required and relevant information is received and supplied.
 Information not misinterpreted.
 More information supplied quickly in a meaningful way.
 The collection of information is very easily done.
 Increases clerical efficiency and output.
DESIGNING AN ECONOMICAL
AND EFFECTIVE FORM:
 The efficient and economical operation of an Office is based
on the design of the forms used in the organization.
 Itis the responsibility of forms control unit/officer to design
an efficient form.
 BADLY DESIGNED FORMS: Reduces the speed of office
work. May have a psychological effect on the people who use
them. Poorly designed form may adversely affect the image
of the company.
PRINCIPLES OF EFFECTIVE
FORM DESIGN:
1. INCLUSIVE OF ALL NECESSARY DATA.
2. INFORMATION: Easy to understand.
3. AN EFFECTIVE DESIGN HELP REDUCE ERRORS.
4. AN EFFECTIVE FORM DESIGN REDUCES ITSELF
TO LOW PRINTING COSTS.
5. EASY IDENTIFICATION AND HANDLING.
PHYSICAL CONSIDERATION
OF FORM PLANNING:
 Theprinting, typing or writing desired will determine the
quality of paper suited for the purpose.
 The
appearance of the forms as regards color, weight etc.
makes an appeal to the person to whom they are addressed.
 Adequate provisions for punching and perforating the
forms.
FUNCTIONAL
CONSIDERATION OF FORM
PLANNING:
 The readymade forms help the employees to collect data without
much difficulty.
 Forms are needed to preserve information for present and future
use.
 Processing and reference becomes easy.
 Ease in clerical operation.
 Ifall the factors are considered, then the users will have a clear
understanding and can fill up the forms easily and the office can
easily get important information they are looking for.
MERIT CONSIDERATION OF
FORM PLANNING:
 Forms reduce the volume of work.
 Reduces mistake.
 Proper Preservation of forms help for better planning, better human
relations, reduces cost of operation.
 Employees should have the following merits:
1. SUITABLE FOR PURPOSE.
2. EASE IN USE.
3. SIMPLE DESIGN.
4. SIZE OF THE FORM/TITLE.
5. QUALITY OF PAPER.
MERIT CONSIDERATION OF
FORM PLANNING:
 Thedesign of your forms will impact the overall user
experience.
 Forms are a key tool. Therefore, creating forms that are easy
to use and creating a smooth journey for the user is crucial.
SCIENTIFIC
OFFICE
MANAGEMENT:
PRESENTED BY:ELIZABETH EAPEN,
OFFICE MANAGEMENT PAPER 2.
SCIENTIFIC OFFICE
MANAGEMENT:
 F.W Taylor is
said to be the father of ‘Scientific
Management’.
 Itmeans the application of scientific methods for the
solution of the problems of management.
 It aims at replacement of traditional techniques by
scientific techniques.
 THE AIMS
OF SCIENTIFIC MANAGEMENT ARE AS
FOLLOWS:
SCIENTIFIC OFFICE
MANAGEMENT:
1. INCREASED PRODUCTION: Increased rate of production
by use of standardized tools, equipment and methods.
2. QUALITY CONTROL: Improvement in the quality of
output by research, quality control and inspection devices.
3. COST REDUCTION: Reduction in the cost of production
by rational planning and regulation and cost control
techniques.
4. ELIMINATION OF WASTES: Elimination of wastes in the
use of resources and methods of manufacturing.
SCIENTIFIC OFFICE
MANAGEMENT:
5. RIGHT MEN FOR RIGHT WORK: Placement of right
person on the right job through scientific selection and
training.
6. INCENTIVE WAGES: Relating wage payments to
efficiency of the workers.
IMPORTANT PRINCIPLES OF
SCIENTIFIC MANAGEMENT:
1. DECISIONS SHOULD BE BASED ON ACCURATE
INFORMATION AND NOT ON INTUITION OR RULE
OF THUMB.
2. TIME STUDIES, WORK SIMPLIFICATION AND WORK
MEASUREMENT SHOULD FORM A PART OF OFFICE
MANAGEMENT.
3. THERE MUST BE CONTINUOUS APPRAISAL OF
OFFICE SYSTEMS, ROUTINES AND PROCEDURES TO
MAKE THEM EFFICIENT AND EFFECTIVE.
IMPORTANT PRINCIPLES OF
SCIENTIFIC MANAGEMENT:
4. IMPROVED RECORDS MANAGEMENT SHOULD BE DEVELOPED.
THIS WILL INCLUDE DISPOSAL OF OBSOLETE RECORDS AND
DESIGNING OF IMPROVED OFFICE FORMS.
5. OFFICE LAYOUT MUST BE SCIENTIFICALLY PLANNED TO
ELIMINATE UNFUNCTIONAL MOTIONS, DELAYS ETC.
6. THERE SHOULD BE SCIENTIFIC SELECTION AND TRAINING OF
OFFICE PERSONNEL.
7. QUANTITY AND QUALITY STANDARDS OF OFFICE WORK
SHOULD BE DEVELOPED AND USED.
8. DEVELOP COST CONSCIOUSNESS AMONG EMPLOYEES.
SCIENTIFIC OFFICE
MANAGEMENT:
 Under SM each element(component) of work and the
motions required to perform it are scientifically analyzed to
determine the standard time and the standard methods of
doing it with maximum efficiency.

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