Office Management | Meaning and Definition | Elements

Meaning of Office Management

Office management refers to the process of planning, organizing, guiding,
communicating, directing, coordinating and controlling the activities of a group of people
who are working to achieve business objectives efficiently and economically.

Image: Office Management – Meaning and Definition, Elements.

Office management is not only necessary to business organization but also essential to
non-business organization. In modern internet society also, there is a need of direction to
the individual efforts towards common purpose or objective. The direction is given from
a place i.e. office.
The process can be treated as office management. A business is carried on by businessman
with the help of group of persons. This group of persons has different interest, talent and
motto. So, it is the function of office management to organize, guide and control the
activities of such group of persons to achieve business objectives.
Definition of Office Management:
Office management can been defined as the art of guiding, directing coordinating and
controlling the salaried people of an organization in order to achieve specified objective
within a time schedule.
Elements of Office Management
Elements of office management are termed as pillars of a building. If pillar is strong,
certainly, the building is also strong. Hence, efficient functioning of office management is
based on the elements of office management. Following are the essential elements of
office management.
1. Personnel
Office personnel are actually performing the office work. Generally, the selection and
placement of office personnel is carried on by the office manager in small organization. In
large organization, staffing is carried on by the human resource management department.
In both the case, the office work is to be performed by allocating the work to each
individual according to their efficiency, guide the personnel to do the work with the help
of means available in an office within a specified time and control the activities of office
personnel. The office manager has to do all these activities.
2. Means
Means refers to tools used to perform the office work. Means include pen, pencil, eraser,
paper, ink, office forms, typewriter, computer, printer, calculator and the like. Adequate
tools have been supplied in an office and put them to the most efficient and economical
use for achieving objectives.
3. Environment
The nature of business determines the environment of an office. The various office works
have to be carried on under a particular condition or environment. A working
environment is created and maintained for the smooth performance of office work. It is
the duty and responsibility of an office manager to bring suitable environment by
adopting various procedures and practice.
4. Purpose
The office personnel must be aware of the purpose for which a particular work is carried
on and the impact of such work on others’ performance. The office manager teaches the
purpose to office personal. If not so, the performance of office work does not bring the
most efficient and economical use of office resources and achieve the objectives.

Important Functions or Role of an Office Manager

Since the office work is basically a service function, office manager performs a significant
role in the performance of office work. The main functions of an office manager are
explained below.

Role or Functions of an Office Manager

1. Staffing
An office manager is requested to recruit and select the office staff by the top
management. For this purpose, he determines the number of staff required, their
qualification and experience if any, decide the sources of recruitment, receiving
applications, conduct the interviews and tests and finally select the right personnel.
2. Leadership
He has complete control over the work done in an office. An office manager is necessary
for smooth, efficient and performance of office work economically in an organization.
Being a leader of office, he is in charge of public relations and helps other departments to
achieve their goals set forth.
3. Training
The need of training has been decided by office manager. Besides, the training programmes
are also devised and imparted to the new recruits as well as existing staff. Orientation
training programme has been provided to new staff and refresher course programme is
provided to existing staff.
4. Coordination
The various activities of office staff are coordinate by the office manager. He has to
bring coordination between the top management and the workers. He must please both the
parties.
5. Work Measurement
An office manager devices methods of work measurement in terms of the output of the
staff. It is a difficult task. The reason is that the office work cannot be measured in physical
terms. Hence, it is the duty of office manager to decide the accepted norms of work
measurement.
6. Motivation
The efficiency of staff is increased by providing proper motivation. The type of motivation
can be decided by the office manager. The right type of motivation ensures effective and
economical performance of work and lead to the promotion of the staff.
7. Discipline
The implementation of rules and regulation of office is in the hands of office manager.
There should not be personal bias while implementing rules and regulations. He also
attends to the grievances of office staff. In this way discipline is maintained.
8. Accounting
He has thorough knowledge on accounting. Every figure should be kept in finger tips.
9. Stationery Control
Office manager has to exercise proper control on stationery purchase and issue. For this
purpose, he has to frame clear cut procedure for the purchase, for the issue and storage of
office stationery.
10. Secretarial Services
All the accounts books are kept under the custody of office manager. An officer manager
is responsible to conduct meetings, drafts reports and minutes etc. on behalf of secretary.
In this way, he does the functions of secretary.
11. Costing
In small organization, an office manager is responsible to maintain costing records and
do the costing work.
12. Organizer
The office work has been assessed and assigned to office staff according to their
knowledge, ability, experience, qualification and the like by the office manager.
13. Supervisor
An office manager is head of office. Hence, it is the duty of office manager to supervise
the office correspondences, procedures, policy implementation, record maintenance, filing,
indexing and the like.
There is no hard and fast rule for determining the functions of office manager. Generally,
the type and size of an organization are the deciding factors of functions of office manager.
The functions of office manager vary from time to time and from office to office. The office
manager is expected to perform his functions within the limit of authority and
responsibility entrusted to him by the employer.
Administrative Management Functions of Modern Office
The office has to perform several secondary i.e. administrative management functions.

Image: Administrative management functions of modern office

The performance of secondary functions has no way connected with the performance of
primary functions i.e. basic functions. But, the operating efficiency of an office can be
maintained by performing administrative management functions.
Some of the administrative management functions are discussed below.
1. Carrying out the Management Processes
The management processes should be properly carried out for effective performance of
primary office functions. There are three main management processes. They are planning,
organizing and controlling. Office can plan the work according to objectives and policies
of management. The planned work can be properly organized for effective performance.
The office can control the performance through proper direction and by various
coordinating activities.
2. Office Systems and Procedures
A well planned office systems and procedures are necessary for the efficient and
economical performance of office operations. Each part of the work should be carefully
analyzed for planning systems and procedures.
3. Purchase of Office Forms and Stationery
Office forms and stationery are the basic needs of an office. So, quality and suitably
designed forms and stationery should be purchased for the systematic and speedy
performance of office work. It is the function of the office to look after the standardization,
selection and purchase of office stationery and its distribution to various departments as
and when required.
4. Purchase of Fixed Assets
The term fixed assets refers furniture and fixtures, equipment, plant and machinery,
typewriter, computer and the like. There is a need of adequate fixed assets for the efficient
and economical performance of office work for the different departments.
A standard procedure has to be followed for the selection and purchase of right type of
fixed assets separately. If so, the office work can be carried on uninterruptedly. Then, the
purchased fixed assets should be properly assigned to various departments and
employees to ensure their fullest utilization and maintenance of such assets.
5. Staffing
The term staffing refers selection, training, placement and remuneration of personnel.
Efficient and economical performance of office work depends upon proper staffing. The
staffing function is not an easy job. In external staffingand internal staffing, qualified and
experienced employees have to be selected and trained before placement.
Employees discipline has to be watched and gives adequate encouragement to them. The
office has to retain the interest of employees and loyalty in the organization and maintain
cordial relationship among the employees.
6. Safeguarding of Assets
The assets of an organization have to be safeguarded from misuse, loss or damage by theft
and fire or any other means. Assets are considered essential for the proper functioning of
the organization. Proper records should be maintained for every type of assets.
7. Public Relations
An office can receive public such as customers, suppliers, employees, share holders,
government department officials and the like. The interests of these persons are different
in nature. It may be noted that these interests have been fulfilled by the office. In nutshell,
the office is not merely the eyes and ears of an organization but extend its hands for the
organization by providing warmth and courtesy to the public.
Basic functions of a Modern Office
The functions of a modern office can be divided into two. They are basic functions and
administrative management functions. These functions are common to every business
unit whatever may be the nature of business. This article discusses some of the basic
functions of modern office briefly.
 Image: Basic functions of Modern Office
Basic Functions of a Modern office
Basic functions are differed from administrative management functions. Basic functions
may be termed as primary functions. Here, the primary or basic functions are presented
below.
1. Receiving Information
The information may be received from within the organization or outside the
organization. If information is received from various departments and executives of the
organization, it is termed as information received within organization.
If information is received from outsiders say customers, government departments, share
holders, suppliers, they are termed as information received from the outside organization.
2. Collecting Information
Collecting information is differing from receiving information. If an office gets
information voluntarily, it is receiving information. If an office gets information after an
enquiry or demands, it is collecting information. Enquiry or demands may be made
through letters and/or telephone calls.
Managers or departmental executives can visit other offices to collect information.
Information may be received or collected if it helps the management in taking decisions.
3. Recording Information
Both received and collected information should be properly recorded in suitable form. An
office determines the form, number and nature of records to be maintained according to
the needs. Some forms are specified in the respective statutes.
For example, Indian Companies Act requires the companies to maintain books and
registers in a specified way.
4. Creating Records
The information should be converted into according to the needs and prepare financial
and cost accounts, production details, sales particulars, man hours worked, price list and
the like. These records are used as a reference library of the management.
5. Processing or Arranging Information
The received and collected information have to be arranged in a systematic way. If not so,
there is no use of such received and collected information. Financial statements and
statistical statements are examples of arranged information.
6. Computation and Statistical Work
Calculations have to the made for preparing statistical charts and / or diagrams. Cost
Sheet, Production Budget, Sales Budget, Purchase Budget, Master Budget, Fund Flow
Statement and Cash Flow Statements are also prepared.
7. Analyzing Information
One has to analyze the information to find a truth. The hidden fact has to be highlighted
through proper analysis. Reports are also drawn up out of analysis. Market analysis,
Production Report, Financial Report and Employees Report are also prepared.
8. Maintenance of Records
Created records should be maintained in a proper way. The future reference will be very
easy through proper maintenance of records.
9. Retention of Records
Records may be classified into two types i.e. necessary records and outdated records. The
necessary records should be preserved under the control and supervision of office
manager. The outdated records can be destroyed.
10. Communication of Information
The office supplies information from its records as and when required by management
for taking decisions. The information may be supplied verbally or in writing. Normally,
the urgent information is supplied verbally.
The validity of the information depends upon the promptness with which the office
supplies information. The giving information should be precious, specific, accurate and
complete. Irrelevant information should not be supplied to anybody.
Administrative or Management Functions of an Office
It is not enough for any office to carry on its basic functions only. In addition to these
basic functions, the office has to perform several auxiliary functions of vital importance.
The auxiliary functions are more important than primary functions. It is only the auxiliary
functions, which ensure the very existence and purpose of an office. These functions, in
fact, help in the performance of the basic functions of an office.

Administrative or Management Functions of an Office

1. Organizing the Office
Organizing the office on modem lines involves performing the management functions of
planning, organizing, directing and controlling. In other words, the office work must be
properly planned, organized and then executed according to the plan.
A proper control must be exercised over the office activities and also over the affairs of
different employees and departments. Besides them, activities must be effectively
coordinated.
2. Laying down Office Routines and Systems
For steady and undisturbed performance of the office work, the office should develop
definite Routine Systems and Procedures. Since all the jobs in the office are
interdependent and interrelated, there should be proper sequencing of routine for each
type of work. This is possible only when proper systems etc. are laid down.
3. Form Designing and Control
A form is a standardized record, which is used to accumulate and transact information for
reference purposes. These forms serve as a storehouse of Information. Since the office
work is largely paper work, the forms used should be properly designed so as to furnish
the required information in an appropriate manner. It is the duty of the office
management to design the forms that can be used in various departments.
4. Procurement and Supply of Stationery
It is stated already that office work is mostly paper work. To carry on the office work,
stationery of suitable quality should be supplied to the clerical staff and others in required
quantities. The office should arrange for the procurement of the necessary stationery and
issue them to all departments on the basis of their need.
5. Selection and Purchase of Office Appliances and Equipment
In every office, the management should provide suitable furniture to its staffso that they can
perform their work conveniently. Besides, modem devices like telephone, calculators,
typewriters, Dictaphones etc. are extensively used now-a-days.
Labour saving devices have become popular in all modern offices. The office manager
should procure the right type of equipment and also maintain them in good working
conditions. Since modem equipment is very costly, proper care is needed for preserving
them.
6. Public Relations Functions
Public understanding and acceptance are essential for any growing organization. This
calls for constant touch with the public i.e. public relations. The purpose of public
relations is to make the enterprise look good to all actions.
According to M. C. Shukla, the functions of public relations are:
1. To keep the managers at all levels well informed about the current status and changes
in the opinions of the public — both internal and external. Internal public include the key
policy makers, supervisory personnel, employees and the shareholders.
2. To warn about the unfavorable reaction of others to the action of the company and to
suggest a suitable modification in the company’s action to avoid such unfavorable
reaction.
3. To communicate the company’s policies and actions to the public by all established
media.
Every organization has to deal with a number of external public. Therefore, every
organization has to make proper arrangements for the reception of visitors and to attend
them promptly and courteously.
Usually, the task of receiving the visitors is entrusted to the office personnel. The warm
reception given to the visitor and a fair deal to him shall directly contribute to the building
up of the image of the company.
In most established organizations, one receptionist is usually employed in the office. Even
when there is no receptionist, the office must make sure that the visitors are attended by
some responsible person.
7. Personnel Functions
We know that the office work can be performed only by trained and experienced office
personnel. To procure suitable personnel, an office performs certain personnel functions
also. It recruits, selects and trains the clerical personnel and places them on various jobs
in the office.
Sometimes, particularly in large undertakings their work is delegated to the Personnel
Department. But the office manager must assist the Personnel Officer in the matter of
selection. The office manager should also-provide them proper working environment in
the office and motivate them for peak performance.
8. Controlling Office Cost
Clerical expenditure on office cost is yet another factor, which needs control. By adopting
scientific methods like mechanization of the office, adopting labor saving devices, using
proper forms and periodically analyzing and reviewing the existing systems and
procedures, the office cost can be controlled effectively and reduced substantially.
Who is an Office Manager?
Basically, an office provides service to all the departments of an organization and to the
management executives also. An office can collect, receive, record, process and
communicate the information with the help of group of people. These office activities are
to be organized and controlled by a responsible person who is called office manager.

Image: Office Manager – Responsibilities, Qualification, Qualities

Responsibilities of an office manager
An Office Manager has to perform the work efficiently and economically. He helps the
management in the area of selection, training, placement and remuneration of personnel.
He employs the personnel with proper means of work. He maintains proper balance
among the elements of office management by keeping in mind with the requirements of
the organization. The requirements of an office will vary with the size and nature of
activities.
Office manager has authority and responsibility on par with other department manager.
The reason is that the office manager has some staff working under him. Today, office
work is a highly specialized function and requires a specialist to organize and control
office activities.
An office manager is expected to play a dual role. One role is staff executiveand another
role is line executive. As a staff executive, an office manager performs advisory function.
Some of the clerical works have to be performed in the functional departments themselves
by the departmental employees. With regard to these activities, the office manager
performs an advisory functions
An office manager has no direct command or control over the departmental employee’s
or their activities as a staff executive. On the other hand, total office activities of an
organization can be centralized and performed more economically, efficiently and
promptly. In this sphere, the office manager performs the service function and plays the
role of a line executive. As a line executive, the office manager has exercised direct
command and controls the activities of office employees.
The exact and extent of duty of an office manager can not be clearly defined. The duties
of an office manager are very flexible and vary from one office to another. Size of the
business, nature of office, authority vested with office manager and responsibility
entrusted to him by the employer are the deciding factors of exact duties of an office
manager.
Qualification of Office Manager
There is no hard and fast rule for qualification of office manager. Even though, an office
manager should have a sound educational background. The sound educational
background means proficient in English and be able to communicate effectively both
writing and orally. This is minimum expectation.
Moreover, an office manager must be well aware of office organization, business
administration, accounting and accountancy knowledge, nature of business and business
environment. Office manager should also be well trained in office systems and
procedures, office machines and equipment and data processing methods.
Qualities of an Office Manager
The qualities of an office manager are presented below.
1. The office manager must be able to plan the office work, organize the work among office
staff according to their ability and aptitude, direct and motivate staff to perform the work
efficiently and economically and to maintain discipline and harmony among the staff
fairly and firmly.
2. A good office manager should have as wide and varied a business experience as
possible.
3. Office manager must have a good command of language.
4. He must be a model leader to his office staff.
5. He must be deal with the problems more confidently and firmly.
6. He must be a good organizer.
7. He must be able to take sound and firmly decision but there is no hasty decision.
8. He must be well aware of office work and the purpose of doing such work.
9. He must have an ability to give clear direction to others. In other words, the listener
should understand what the office manager means.
10. He must be a common man to every office staff.
11. He must be a pioneer in doing the office work.
12. He must be sincere to do his duties.
13. He must understand the feelings of office staff and human nature.
14. He must present the office before the office hour and available throughout the office
hour.
15. He must be able to create team spirit among office staff.
16. He should have self confidence and self control
17. He should not get angry at any cost
18. He must be constantly in touch with the new facts and methods of office work in order
to increase the efficiency of office staff.
19. Most of above mentioned qualities are inherent or inborn, although some of these
qualities can be acquired or improved through practice and training.
Understanding Filing
Filing is a form of record keeping. Documents are filed in such away that they may be
available whenever required. This is the main purpose of record keeping.
A large number of records can not be preserved and handled without proper arrangement.
Such proper arrangement is called filing. The top executives can plan on the basis of past
performance and records. Hence, a systematic preservation of various types of
information for various purposes is made possible only by a good filing system.
Filling is a means of preservation of documents relating to business transactions.
Filing is defined as systematic arrangements of business documentsand papers in such way
that will be highly convenient in locating and delivering such documents and papers when
needed for future reference to the needy persons.
Objectives of Filing
The main objectives of filing are presented below.
1. Proper arrangement of records.
2. Proper sorting and storing of records.
3. Easy availability of records.
Functions of Filing
The process of filing is not only concerned with the proper sorting and storing of records
but also concerned with systematic arrangements of records so that they can be easily
found and transacted when required for. In this way, the filing performs the following
functions.
1. Library Function: It is the process of sorting and arranging the records for future
reference
2. Administrative Function: It is the process of maintaining and supplying the various
documents for framing business policies.
3. Information Function: It is the process of protecting the various types of relevant
information for various purposes.
4. Historical Function: It is the process of preservation of information in a systematic
manner in such a way that will disclose the business organization.
Basic or Routine Functions of an Office
Collecting, processing, storing and distributing information are the basic functions of an
office. These basic functions are the essential features of any office and have to be
performed by every office. The Companies Act also provides that every company should
maintain certain registers and books as а part of fulfillment of the legal requirements.
These basic functions, in а sense, are the legal requirements to certain forms of
organization. However, for other forms of organization also these primary functions are
essential for the successful conduct of their business. Besides, they must be done in time.

Basic or Routine Functions of an Office

Тhе basic function is classified by G.Mills and О.Standingford into five sub-functions,
which are as follows:
1. Receiving Information.
2. Recording Information.
3. Arranging Information.
4. Giving Information.
5. Safeguarding Assets.
1. Receiving Information
Information may be received from various sources such as internal and external sources.
Internal sources include the various sections, departments or division of the organization
and also various levels of management. The external sources include visitors, dealers or
distributors, customer etc.
Information is normally received in the form of letters, telephone calls, orders, invoices
and reports on the various activities of the business. Thus it is clear that much of the
information is in а routine form and comes on paper. Though information can be received
through oral message, it should be converted into а written message for referring the
matter to the person concerned.
2. Recording Information
After receiving the information, the office has to take steps to record such information
and preserve it for future reference. Maintenance of records, in fact, is the most basic
function of any office.
The object of keeping records is to enable information to be made readily available to the
management whenever recovered. These records are essential for the management
in planning and controlling the business affairs. Besides these, the provisions of law require
the keeping of some records.
This function of an office mау be compared to the function of human memory. Records
help the organization and the management in the following ways:
1. The records are very useful for future reference and in taking policy decision.
2. Thеу are very helpful as а proof in case of disputes with outsiders or other organizations
on certain matters.
3. The records serve as the history of the organization on which future decisions can be
based.
Thus, the records serve as а reference library for future use.
3. Arranging Information
The information received from various sources does not serve any useful purpose in their
original form, because such information comes in а raw form. Such information can be
compared to the raw materials, which are to be further processed, fed into the machine to
convert it into finished products.
Likewise, the facts and figures collected from various sources should be arranged and
organized in а form, which will be of direct use to the management. This will naturally call
for the employment of trained staff. Examples of arranging and organizing information
are preparing invoices, costing and statistical statements, financial statements, reports
etc.
4. Giving Information
The ultimate object of preserving and arranging information is to supply them to the
management in times of need. Some of the information given out is of а routine nature;
some is of а special nature and it may be given verbally or in writing. Likewise, the office
should communicate the promptness with which right information is made available at
the right time to the right person.
5. Safeguarding Assets
The office has to safeguard, the assets of the organization which may be fixed assets like
building, plant and machinery, office equipment, fixtures etc. as well as movable assets
like furniture, typewriters, accounting machines.
Vital records such as title deeds, major contracts and agreements with third parties etc.
should be properly protected against damage, dust and insects. Cash should be held either in
the safe or deposited into the bank.
While keeping the records, the office should also observe the affairs of the business as
reflected in the records and if any deficiency is found out, it should give out an alarm
signal to the management. This will enable the management to initiate corrective
measures in time.
Some authors call this function as maintenance function of office. Some authors consider
this as an administrative function of an office.
Introduction to Office Layout
When a management decides to establish an office, it has to carefully define its plan for
systematic and scientific segmentation of various departments and equipment for the
office.
The reason is that the systematic arrangement of office equipmentleads to availing of
maximum benefit from the space available. The office layout is based on the principle of
division of labor. If the principle of division of labor is applied, every job of an office can
be divided into many sections. All the sections may not be possible to accommodate in
one room or on the same floor. Hence, office layout ensures fully utilization of office space
and the efficiency of operation is high.

Image: Office Layout Meaning, Definition, Objectives

Meaning of Office Layout
Office layout means the systematic arrangement of office equipment, machines and
furniture and providing adequate space to office personnel for regular performance of
work with efficiency. can function at maximum efficiency”.
Therefore, the main task of office manager is the proper allocation of space to each section
by considering the interlinking of other sections, so that the activities of different sections
can be coordinated and controlled easily. Faulty or improper arrangement of furniture,
equipment and space for employees leads to unnecessary wastage of time and energy and
increase in the cost of office operations.
Objectives of Office Layout
The main objectives of office layout are as follows
1. Effective utilization of available floor space and smooth flow of work.
2. Both power and telephone service is made available whenever necessary.
3. Office supervision is made more easy and convenient.
4. Good working conditions should be provided to each employee
5. The reception room should be very near to the main gate or entrance so that the visitors
may feel easy and convenient.
6. A sense of belonging and loyalty should be made in the minds of office employees.
7. Employee’s satisfaction should be the outcome of proper office layout.
8. There should be a free flow of communication among employees.
9. All the sections cannot work independently. Hence, the office layout ensues
the interlinking of each sections according to their needs.
10. There must be an adequate space between desks, tables and chairs for free movement
of employees.
11. Noise and disturbing operations should be segregated within the office.
12. Some sections require privacy. The sections may be interview section and inquiry
section. Interview section is dealing with recruitment of staff and inquiry section is
dealing with progress and performance of the existing staff.
13. Frequent mutual consultation and interference between clerks should be avoided.
14. The room of the manager should be arranged in such a manner that he can easily
observe the activities of staff for exercising control on them.
15. The external noise and disturbance should be avoided by fixing double glazed windows
and doors.
16. Changes may be made in the office layout if the volume of work is increased in future
and requires facilities.
17. Staff doing confidential work should be provided adequate privacy.
18. There must be sufficient, natural or artificial light.
19. Adequate safety of valuable documents and records should be ensured.
How to design an efficient office layout?
An efficient layout of an office can be designed only by the manager. When, the office
manager should consider the following matters.
 Space available.
 Number of workers.
 Volume of work.
 Nature of work.
 Number of workers in designation wise.
  Types of machine and equipment used.
 Flow of work.
 Physical appearance.
The shape of an office is an important consideration. The building or office space may be
square, rectangular, long and narrow or L or U shaped. Generally, square or rectangular
space is better than long or narrow space. The reason is that the latter requires much
floor crossing.
Advantages of an Efficient office Layout
The following advantages can be derived by having planned layout.
1. No waste of time and energy of office personnel.
2. Promotes efficiency of staff.
3. Proper utilization of floor space.
4. Easy supervision.
5. Speed in inter – communication.
6. Better use of office machines and equipment.
Types of Office Layout
Office layout may be classified into two categories, They are
1. Process Layout: In process layout, both equipment and employees are arranged
according to the sequence of operations. For example, the filing section may be located
next to the despatch section and so on.
2. Group Layout: In group layout, employees are placed in a separate partition where
similar activities are carried on and office machines are fitted with another section. For
example, all computers are fitted in separate room i.e, computer room.
Office Forms | Meaning | Importance | Types | Objectives
 Image: Office forms – Meaning, Importance, Types, Objectives
Introduction to Office Forms
The required data were collected and brought together for office use with the help of office forms.
The collected data have been processed and supplied in a systematic way. Generally, the date may
be collected from outside the office at the maximum, say, bills, quotations, orders, statistical data,
return etc.
The ready-made forms help the employees to collect the data without much difficulty. It means
that clerical work is reduced and collects only required information briefly instead of writing down
the whole matter. Hence, the form is printed or cyclostyled for future use. Forms may be filled in
ink or with a typewriter.
Meaning of Office Form
A form is printed or cyclostyled piece of paper containing some information with blanks spaces
left for the entry of required information briefly by the persons using it.
Definition of Office Formriesually made against marked headings”.
Office form may be defined as a vehicle by which the required information is collected briefly for
the effective and economical function of an office.
Importance of Office Forms
An office can work very easily and economically with the help of receiving information through
form. Time required to perform a work is reduced and the energy of the employee is saved.
Therefore, the applications of printed forms have become an essential part of the office procedure.
Types of Office forms
Forms can be classified based on their utilization. They are
 purchase forms
 sales forms
 accounting forms and
 correspondence forms.
Then, the forms can be classified based on the number of copies required. They are
1. Single copy forms: Single copy form is used to save the only one purpose and kept by the
anyone of the office employee.
2. Multiple copy forms: Multiple copy forms are prepared in more than two copies but according
to the requirements. For example, if three copies are prepared; three employees in various
departments or in various sections keep them.
Again, office forms are classified based on place of utilization. They are
1. Outside contact forms: Outside contact forms means forms used for collection of information
from the outside of office. They are purchase orders, sales invoices, vouchers and the like.
2. Internal office forms: Internal office forms mean forms used for collection of information
within the organization. They are requisitions, report forms, accounting forms and the like.
Objects or Purpose of Office Forms
1. Only the required information is alone received and supplied. Thus irrelevant and unnecessary
are eliminated.
2. No piece of information is held up and misrepresented.
3. More clerical work is saved.
4. More information is supplied quickly in a meaningful way.
5. The collection of information is very easily done.
6. There is a possibility of increasing clerical efficiency and output.
7. Quick and clear understanding of information is possible
Office organization | Meaning | Characteristics | Steps involved

Image: Office organization – Meaning, Definition, Characteristics, Steps Involved

Introduction to Office Organization

As size of the office is either small or large, it becomes necessary to organize the works or activities
in order to achieve the specified objective effectively with minimum cost. Hence, the entire
activities of the concern should be divided into many operations or functions (called departments).
A proper arrangement of an organization along with office appliances will facilitate a speedy
performance of office work. In this way, office organization is based on the organized routine and
procedures and continuous flow of work.
Meaning of Office Organization
Office organization is a process of defining and grouping of office activities into main heads of
functions, select suitable personnel, assign jobs to them and delegate authority to them for
performing the jobs, coordinate the activities of different individuals and provide necessary
facilities like forms, stationery, equipment, machines and suitable working environment to enable
the persons to perform their work efficiently.
Definition of Office Organization
Office organization is defined as a process of defining and grouping the office activities and
establishing the authority relationship among the employees who are working in an office so that
they can be executed assigned activities effectively and economically.
Characteristics of Office Organization
The characteristics of an office organization are listed below:
1. Fixing of responsibility on each office employee.
2. Assigning of work on the basis of competency of an office employee.
3. Avoiding the delay in doing the office work.
4. Completion of work as per the predetermined system and procedure.
5. Proper and adequate delegation of authority for doing work.
6. Providing adequate supervision for each work.
7. Exercise proper control over the office employees.
8. Proper supply of necessary forms and stationery for doing the work.
9. Effective utilization of available equipment and machines in an office.
10. Creating suitable working environment.
Steps involved in Office Organization
The following steps are involved in an office organization.
1. The first step is that an identification of office activities which are to be performed in order to
achieve main objectives of the business organization.
2 Such identified activities are classified for facilitate the grouping of activities.
3. Then, all the identified activities are grouped on any one of the basis. The selection of basis is
based on the nature of business organization. If the activities are grouped on functional basis, the
departments or divisions are created on functional basis. For example, Production, Sales, Finance,
Accounts, Personnel and the like.
4. The grouped activities are assigned to an individual or a group. Generally, production activities
are assigned to production manager and production department. In this way, other grouped
activities are assigned to each individual and a department. The responsibility is fixed at each level
of all the departments.
5. Whenever, responsibility is fixed, there is a need of authority to perform the work. Hence,
adequate authority is delegated to every manager for their respective department.
6. A proper organization structure is created in order to facilitate effective coordination of grouped
activities both horizontally and vertically. Moreover, structural relationship is also clearly defined.

Principles of Office Organization

Image: 19 Principles of Office Organization

Principles of Office Organization
Nobody is able to identify the activities of office organization. The activities are changing
according to the changes in the situation and the requirements of business organization. There is
no tailor made way of organizing the office to meet all situations. Some principles are used as
guidelines for organizing the office. These principles are briefly explained below:
1. Objectives and Purpose
The very purpose of any office organization is to avoid waste of time and duplication of work. At
the same time, it aims at maximum coordination among all the departments. In this way, an office
organization takes all efforts to achieve the common objectives with the unity of all departments.
2. Division of Work or Specialization
The activities of the office should be divided according to functions and assigned to persons
according to their specialization.
3. Principle of Efficiency
The office activities are assigned to an employee on the basis of talent or skill or efficiency what
he possess. An effective and economical way of attaining the objectives are possible through
applying principle of efficiency.
4. Unity of Command
Each subordinate or an employee should know who is his/her superior, to whom he/she is
answerable and whose orders he/she has to obey for smooth functioning of an office. More than
one superior to an employee or subordinate creates confusion and disorder in the office
organization.
5. Principle of Definiteness
Each job in the business organization should be well defined. If so, the specified job can be easily
distributed or assigned to an employee. Besides, every employee must definitely know of his/her
position in the business organization and purpose thereof.
6. Scalar Principle
This principle is also known as Chain of Authority or Chain of Command. There should be a clear
cut and well defined line of authority in the office organization. If so, everybody knows to whom
he/she is responsible and to whom he / she is not answerable.
7. Principle of Span of Management
This principle is also known as span of supervision. There is a limit to supervise the number of
subordinate effectively by an executive i.e. span of supervision. This principle is taken into
consideration while allocating activities to departments, divisions, sections etc.
8. Principle of Authority
An authority is a tool by which an executive do the work in order to achieve the desired objectives
in an office. Hence, the authority of each position in an office should be clearly defined.
9. Delegation of Authority
A subordinate gets his/her authority from his/her immediate superior in the same line of hierarchy.
Therefore, authority always flows downward.
10. Responsibility
A superior is held responsible for whatever the acts of his/her subordinates. It means that a superior
should not be allowed to avoid responsibility by delegating authority to his/her subordinates.
Authority can be delegated but the responsibility cannot be delegated at any cost by the superior.
11. Principle of Authority Level for Decision-Making
Decisions are taken according to the level of authority vested with the employees in an office. It
should be noted that decision making process starts from bottom to upwards. If a decision is not
taken or fails to take a decision at lower level, high level authority personnel is going to take a
decision. At the same time, if high level authority personnel is not taken a decision or fails to take
a decision, a lower level authority personnel is not able to take a decision;
12. Simplicity
The level of authority should be minimum in number. If so, organization structure is simple in
nature. A simple organization structure is highly responsible for effective performance of work
instead of creating problems and confusion for effective communication and coordination.
13. Coordination
Coordination is essential to bring unity of action in an office organization. The organization
structure should establish relationship among the employees to secure coordination.
14. Flexible
The organization structure should be flexible in nature. If so, it is adoptable at any time according
to the changing circumstances and permit expansion.
15. Principle of Parity of Authority and Responsibility
Authority is delegated according to the nature of work. At the same time, responsibility is fixed
according to the level of authority vested with the employee who is going to perform the work. It
means that an employee must have sufficient authority to discharge the responsibility entrusted to
him/her.
16. Balance
The identified activities are grouped on anyone of the basis. Now, the grouping of activities has
the equal weightage in all the departments. It means that no department or division or section has
more activities than any other department or division or section. There should be a balance among
all the departments while grouping of activities.
17. Continuity
An organization structure should be designed in such a way that ensures the existence of a business
organization in the long run and must permit the growth and expansion of an office organization
in the days to come.
18. Personal Ability
A selected office staff must be trained to get talent according to the nature and volume of work
assigned to him/her. If so, an office organization is in a position to achieve the specified objectives
without any delay.
19. Principle of Leadership Facilitation
An organization structure should be designed for the growth of leadership position in the different
levels of management.
Forms designing – Meaning | Importance | Principles
The efficient and economic operation of an office is based on the forms designing. Likewise, the
form should be in such a way that it can be easily filled up and processed. For that the office
forms should be designed properly. Hence, it is the duty and responsibility of Forms Control
Officer or Form Control Department to design the form properly and spend much of his or their
time in forms designing.
Meaning of forms designing
A form designing means deciding the contents and layout of forms for the purpose of collecting
and processing the required information economically and efficiently.
Importance of Forms Designing
The importance of forms designing can be understood because of the following points.
1. Forms are used to collect record and communicate the required information according to the
expectations of the needy persons. Therefore, forms are treated as tools of office work. If the forms
are badly designed, it reduces the speed of operation of office work.
2. The forms create psychological impact on the people who use it. The people may be frustrated
and get tired if the forms are not designed properly.
3. The badly designed forms results in more number of mistakes in clerical work. Hence, there is
a need of well-designed forms to avoid mistakes in clerical work.
4. Sometimes, the designed form may project a poor image in the minds of the customers. This
may adversely affect the good will of the company.
5. System is the basis for form design. Hence, forms are designed according to the needs of the
system. If forms are badly designed, they can ruin a whole system.
6. The well-designed forms contribute much to the efficiency of employees of an organization and
efficiency of the system.
7. The cost of forms is less than the cost of completing office forms, transporting and filling of
office forms. The ratio will be greater if the forms are badly designed.
Principles of form designing
Only a well-designed office forms serve the purpose of office. Therefore, some principles have to
be followed in designing office forms.
A brief explanation of such principles is given below.
1. Principle of Use: A form may be designed based on need aroused. Need for a firm is aroused
due to some reasons. The reasons may be recording of data in a systematic way and/or avoiding
of recording of data repeatedly and/or fix the responsibility for the work done.
2. Principle of Standardization: A standard form is not only reducing cost but also eliminates
chances of confusion. A form may be standardized in respect of,
 Paper Quality
 Number of prints
 Paper colour
 Method used to produce forms, etc.
3. Principle of Centralized Control: The office manager should nominate a person who is
responsible for the designing of forms, use and replacement. If not so, numbers of new forms are
added with existing forms and old and/or outdated forms are remaining in use resulting in
confusion.
4. Principle of Systems integration: The design of the forms are decided in such a way that they
are easily adjusted with systems design. If so, information are not obtained or given in duplicate.
5. Principle of Ease of Entry of Data: A form is to be designed in such away that facilitate the
entry of data without much difficulty. This depends largely on the printing style, surface on which
written, entry method, sequence of information etc.
6. Principle of Multiple Uses: A form can be designed for multipurpose. Such forms helps reduce
space, which in turn facilitates better control on preparation of forms and printing them.
7. Principle of Identification: Designs of forms should be in such a way that they are easily
identifiable without much difficulty. Different colors, papers and ink for printing are used by the
office manager in order to differentiate the purpose for which the forms are used.
Office Mail Service | Types | Handling | Benefits | Components
What is a Mail?
Mail may be described as any written communication which passes through the messenger, courier
or the post office. There is need of continuous contacts with the customers, suppliers, branches,
departments, banks, financial institutions, government agencies, non — government organization,
and the like.

Office mail service – Types, Handling, Benefits, Components

The type of communication is varied on the basis of counterpart of communication. Therefore,
every business office receives and sends out a large volume of correspondence on every day.
Types of Mail Service
Business mail is of three distinct types. They are listed below.
1. Incoming or inward mail.
2. Outgoing or outward mail and
3. Inter — departmental mail.
The form of these types of mails are letters, documents. packets, parcels, telegrams, orders,
remittances etc. Prompt and correct handling of mail is necessary for achieving purpose of mail.
Moreover, proper handling of mail increases the goodwill of the business office.
Handling of Mail Service
The existing relationship of business office with outsiders is strengthened through efficient
operation or handling of mail service. Thus handling of mail is an important supplement to other
office operations, viz., making original records, typing and duplicating etc. The mailing service
should be planned and organized properly to ensure prompt and correct handling of mail.
Benefits of Office Mail Service
In the modern globalized business world, mail service is an integral part of office work. Hence,
adequate facilities should be provided for efficient and successful performance of mail service. An
efficient mailing service offers the following benefits.
1. It ensures continuous contacts with outsiders.
2. A good impression is created in the minds of outsiders and thereby improves the goodwill of
the business.
3. The interdepartmental co-operation is also improved with the help of efficient mail service.
4. It helps the business office in the creation of correspondence and record keeping of all the
departments.
5. It helps to reduce the cost of the mailing service.
6. The new employee of business office gets training very easily and makes them familiar with the
organizational set up, work routine, authority and responsibility, organization structure and the
like of the firm.
Components of Mail Service
The mailing service should be planned and organized properly in order to ensure prompt and
efficient handling of mailing service. The following elements are included in the efficient mailing
service
1. Adequate facilities are provided for the mail service.
2. Creation and organization of mailing department correctly.
3. Arrangements made with post office.
4. Establishing inward and outward mail procedure.
5. Mechanization of mail service.
6. Supervision of mail service.

Different Types of Office Typewriters

The typewriter is one of the machines, which is used in all business office. A neat and legible
writing of information are possible through typewriter. Different types of typewriter are briefly
explained as follows.

Types of Typewriters used in Office

Types of Typewriters used in Office
The following are the some of the types of typewriters.
1. Standard Typewriter

Standard typewriter
Standard type writers are in specific and standard sizes, viz, foolscap, brief and policy size.
Foolscap size is commonly used in every office. Continuous stationery device is attached to the
standard typewriter, which facilitates neatly performance of any paper work. Front feed device is
attached to the standard typewriter for preparing cheques, invoices and the like. Number of copies
can be taken out with out carbon paper if carbon — ribbon attachment is fitted to it. Card holding
attachment is fixed to standard typewriter for preparing staff cards.
2. Portable Typewriter

Portable Typewriter
This type of typewriter is highly useful for individual purpose. It has less weight so that it can be
carried to any place. It is only three or four inches height. It can be kept at any place since it
requires less space. It can be put in brief case during travels.
Most of the professional people used this type of typewriter in past. Now, these people have
towards Computer Diary.
3. Noiseless Typewriter

Noiseless Typewriter
A special type of bar is used to reduce the noise of the impact of the type bar upon the page. This
type of typewriter is used if many typists are working together in a business office. The cost of this
typewriter is slightly higher than the cost of ordinary typewriter. It is not good for multicopy work.
4. Electric Typewriter

Electric Typewriter
The electric power is used to operate this type of typewriter. An electric motor is attached to the
standard typewriter. Mere touching a key is enough to operate the typewriter. This typewriter
requires only one-fourth energy of typist for operation. The main advantages of electric typewriter
are
1. It saves energy of the typist and the typist will not feel tired.
2. Quality typing is also possible even though the fingers of the typist are erratic.
3. More number of copies is obtained than from the standard typewriter.
4. Stencil cutting and preparation of office documents will be easy and qualitative
5. Variable Typewriter

Variable Typewriter
A single typewriter has variety of style and size of letters. These style and size of letters are
adjusted according to the requirements. The type of letters may be italic, small size, big size etc.
If the correspondence is little, big size letters are used and vice versa. This is useful particularly in
preparing reports where different styles of types can be used to distinguish one set from another.
6. Automatic Typewriter
 Automatic Typewriter
This typewriter automatically types a standard matter from a previously punched or stenciled
master. The non — standard matter of names and communication address may be inserted at
appropriate places by a selective device. One hundred fifty words per minute can be typed with
the help of this typewriter. Power is used to operate this typewriter. It saves time and energy of
typist. A single typewriter can do the work of three typists. The cost of the typewriter is high.
An automatic typewriter is particularly suitable when letters or circulars carrying routine message
have to be reproduced in large numbers. A personal touch on the customers and suppliers is
possible through this type of standard letters.
7. Electronic Typewriter

Electronic Typewriter
The invention of electronic typewriter is a revolution in the typing history. The reliability of this
typewriter is achieved by the attachment of microprocessor technology. In this way, this typewriter
is a thinking machine. It is completely automatic and obeys commands relating to typing work.
The command key, when pressed, does the work like space adjustment, alignment of paper,
centering etc, automatically.
An errorless typescript can be taken out quickly from this typewriter. Hence, the typist has a
pleasure to do a work in this typewriter. The typing error can be corrected without much difficulty.
Electronic typewriter has memory system also. Nearly 500,000 characters can be stored in the
memory system. Each letter is called a character. These characters can be displayed on demand.
This system facilitates the editing of typed matter quickly. Electronic typewriter has “Front Wheel”
also. This wheel contains varieties of fronts (letter types) and the typescript can be brought out in
an attractive manner with varied fonts a single sheet.
8. Typewriter with Additional Attachments
Some attachments have been introduced for special typing jobs. Continuous stationery may be
attached for typing the matters continuously. A front feed may be attached to prepare cheques,
receipts, order, quotation and the like. The card holding attachment enables the typist to insert stiff
labels and cards in the typewriter and type them with ease. Carbon roller equipment may be
attached to type the copies without the use of carbons
9. Special Purpose Typewriter
Tabulation typing, scientific formulae, statistical reports etc are prepared with the help of special
purpose typewriter. Tables, formulae, formats etc, are typed by using dual unit typewriter. The
hectograph carbon role typewriter is used to produce master sheets for hectograph duplicating
machine. The flat bed typewriter is used for typing directly into found books.
Choice of Selection of a Typewriter
A typewriter can be selected by considering the following points.
1. The volume of work is to be typed.
2. The noise produced by the machine.
3. Working conditions in a typing place.
4. Method of operation of a typewriter.
5. The cost of the typewriter.
6. The space required by a typewriter.
7. Nature of office work
8. The maintenance of the typewriter.

Guidelines for Designing a good Office Lighting System

Factors to be considered in designing a good office lighting system
There is no specific lighting system which is suitable for all offices. The following factors should
be considered in designing a proper system of lighting in office.

Guidelines for designing good office lighting system

1. The required intensity and quality of illumination.
2. The arrangement and location of lighting.
3. The selection of right kind of lighting equipments.
4. The cost of lighting equipments.
5. The extent of natural light available.
6. Dimensions and the height of office rooms.
7. Colour of ceiling, walls and window panes.
8. Position of work tables, equipment like typewriters, office machines etc, and employees.
9. Running costs of lighting.
10. The appearance of light fittings.
11. Maintenance costs of lighting.
Advantages of Good Lighting in Office
Good lighting has the following advantages from the point of view of efficiency of office staff.
1. Increased Output: A change from poor lighting conditions to good lighting conditions results
higher output of the employees.
2. Better Quality: Proper lighting reduces errors and delays in clerical work. Good lighting helps
the employees to concentrate their mind in work.
3. Reduction of Fatigue: Poor lighting causes eye strain if the employees are working for longer
period. Besides, eye sight defects are increased due to poor lighting.
4. Better Employee Morale: Good lighting system creates a pleasant working atmosphere
which improves morale among the office employees.
5. Higher Prestige: An attractive and efficient lighting system creates a favorable impression on
visitors in the office. It increases the prestige of the office and business firm
Harry R. Moon and Rollie Cox list out the advantages of good lighting system as detailed
below:
1. Improved quality control
2. Reduced absenteeism
3. Improved safety and security
4. More favorable first impression of the business.
5. Enhanced company image
6. Better employee morale
7. Increased space usage.
8. Reduction of exposure to legal liabilities and better space marketability for owner.
Effects of Poor lighting system in office
The effects or demerits of poor lighting system are presented below.
1. Employees may get irritated.
2. Higher rate of errors and mistakes.
3. Lower utilization of efficiency and lower productivity of employees.
4. Eye strain and eye-defects made to employees.
5. Higher absenteeism
6. High labour turnover
7. Less safety and security
8. Decrease the image of the office and business unit.
9. Low morale among the employees.
10. More fatigue to employees.
Use of colours in office lighting system
Use of light colours on office walls and ceilings helps in the maximum utilization of lighting, both
natural and artificial. Light colours reflect more light and increase the intensity of lighting. The
reason is that light colours reflect rays and absorb less light than dark colours do.
Therefore, office floors, carpets, furniture, walls, ceilings, table fans and equipment should be of
light colours to get more light at less cost. It is well established that the nature of colour affects
human emotions, senses and thought process of employees.
A good colour combination in office can increase the intensity of lighting, reduce glare and
improve vision without incurring any additional investment in lighting. Effect of colour upon one’s
blood pressure and disposition to relax is also well known to everybody.
Usually colours in the range of yellow, orange and red are regarded as “warm” and have the
psychological effect of encouraging warmth and cheer. But, cool colours like blue, violet, dark
green etc. generally produce a subduing effect of restraint and calmness.
Cleanliness and Lighting system in office
Dust should not be allowed to cover the lamps, bulbs, tubes, reflectors, walls, ceilings, windows,
lamp shades etc. Dust may absorb as much as 50% or more of light. If not so, the light may be
reflected on the working surface.
Therefore, bulbs, tubes, walls, ceilings, lamp shades, reflectors, windows etc, should be cleaned at
regular intervals to maximize the intensity of lighting system. Lamps, bulbs and tubes should be
replaced as soon as their working life is over.
Means of saving electricity with office lighting system
According to Dartnell, the following precautions should be taken to save 25% to 30% of electricity
consumption in office.
1. Office staff should be educated to switch off unnecessary lights.
2. Fluorescent lighting system requires less cost for installation and produces less heat. The reason
is that a 40-watt fluorescent tube has 10 times the surface area of a 40 watt incandescent lamp.
3. Researches show that old bulbs give less light. Therefore, all bulbs and tubes in office should
be periodically tested and replaced as per schedule.
4. Adequate wattage and voltage consistent with the type of work and the need for illumination
should be provided.
5. Auxiliary lighting is wasteful and should be avoided if proper illumination is provided.
6. Fixtures and bulbs in office should be kept clean. Dirty bulbs and fixtures can cut down
illumination by about 25%.
7. A proper ceiling colour should be used for indirect lighting.
8. Electrical connections in office should be switched off properly at night or after normal working
hours.
Emergency lighting in office
The emergency lighting system should be provided to avoid work stoppages during power cut and
power failure. There are various means available to provide emergency lighting system. This
includes installing a private stand by generator. Battery operated lamps, inverters, oil or gas lamps
may also be considered as economical means of emergency lighting.
Miscellaneous Reports | Meaning | Types | Contents | Explanation
What are Miscellaneous Reports?
The reports are classified as per any one of the basis which are discussed in this article: Types of
Business reports in Business Communication. Some reports does not come under any basis such
as

Miscellaneous Reports – Meaning, Types, Contents

1. Privileged Report,
2. Commercial Traveler’s (or) Agent’s Report,
3. Market Report,
4. Progress Report,
5. Press Report,
6. Report of a Specialist,
7. Feasibility (or) Possibility Report,
8. Survey Report,
9. Auditor’s Report, etc.
Such reports are briefly explained below.
1. Privileged Report
Some statements are included in the report which may be considered as defamatory by some person
or persons. Such report is termed as privileged report. This report is based on the speeches made
by an individual in a public meeting. At the same time, press reports of speeches made in private
meetings, such as company meetings and containing defamatory statements, will have no
“privilege”.
2. Commercial Traveler’s (or) Agent’s Report
The agents are asked to visit many places for personal contact of customers and collects the dues
from them. Therefore, the agents send the report to principal within one or two days of visit. The
following information are included in the agent’s report.
 1. The place and date of report.
2. Serial Number.
3. The name of the agent with code or identification number.
4. Details since the last report sent.
5. Total amount collected with date-wise.
6. Total amount collected with customer wise.
7. Unpaid party’s name so as to check further flow of goods to such customer.
8. Credit worthiness or financial status of new customer who is seeking supply of goods on
credit basis.
9. Agent’s own views over the general prospects of business.
3. Market Reports
The market condition in any one of the area or the market condition of any one of the product
throughout the country is presented in a report i.e. market report. The market report may either be
a daily or a weekly one or may be for a longer period. The market report is not only useful to the
sellers but also highly useful to the buyers, manufacturers, traders, speculators. The reason is that
the market report indicates the trends of market condition and prospects for the product(s).
Contents of a Market Report
The followings are the contents of the market report.
1. Headline of the report i.e. subject matter.
2. Date of the report.
3. Basic information of the product(s) or background of the area along with current movement
of the market.
4. Demand and supply of the product and price movement by considering demand and supply.
5. Consumer behavior or preferences of the product(s).
6. Expectation of the Consumers.
7. Causes for the price changes other than demand and supply.
8. Prospects of future market with a conclusion.
4. Progress Report
The growth of a business is presented in a report form by comparing two different periods i.e.
Progress Report. Based on the progress, the top management can take a quality decision for faster
growth in the days to come.
5. Press Report
The performance of the company for a particular period is presented in the annual general meeting.
Such a presentation is to be published in a press by way of preparing a report i.e. Press Report.
The main aim of the press report is to convey the activities of the company among the public. Press
report will in the nature of an essay.
The followings are the contents of the press report:
1. The head line.
2. The place and date of report.
3. Brief introduction about the main contents of the subject matter.
4. Important matters are given in paragraph-wise.
5. Concluding paragraph.
6. Report of a Specialist
A report is prepared and submitted by a specialist like Consulting Engineer, Management
Consultant, Marketing Researcher etc. before the top management. In this report, the specialist
first refers to the appointing authority, the date of appointment and the nature of the problem
involved. Besides, the report contains the causes of the problems, findings and recommendations.
7. Feasibility (or) Possibility Report
A company can open a new branch or introduce a new type of product or introduce new technology
in the production process, it needs a feasibility report. The report contains the information like
population details, behavior, attitude and culture of the area people, existing business environment,
expectation of the prospective customers etc in the case of opening a new branch.
8. Survey Report
A fire may be occurred in the factory premises. Most of the companies are taking fire insurance
policy claim towards loss of stock and loss of profit. In this case, the insurance company appoints
a qualified and licensed surveyor when the intimation of fire accident is received from the business
organization.
When, the surveyor visits the fire accident place and inspects the property, studies the terms of the
policies, assess the damages and suggests the compensation payable in his report. This report is
called survey report. The same type of practice is followed in the case of marine insurance
policy also.
9. Auditor’s Report
The financial transactions of a company are verified and a report on this is submitted by the auditor
at the end of accounting year as per the provisions of Indian Companies Act 1956. Auditor(s)
express his/their views over the working of the company and financial implications in a report.
Such a report is termed as Auditor’s Report.
A copy of Auditor’s report is sent to the shareholders and other interested parties of the company
before conducting annual general meeting along with Profit and Loss Account and Balance Sheet.

Indexing of Office Files | Meaning | Objectives | Essentials

What is an Index?
Index is a ready-made guide, which is used to locate the required file. Therefore, an index indicates
or points out the exact place of keeping a document or file. Indexing is the process of determining
the name, subject, or some other caption under which the documents are to be filed.

Indexing of Office Files – Meaning, Objectives, Essentials of Good Indexing System

Index is not only necessary to large office but also necessary to small office. When a large number
of files are maintained, the necessity of maintaining index is increased. Indexing increases the
utility of filing by providing an easy reference to the files. The very purpose of maintaining index
is that easy and quickly location of filing.
Meaning of Indexing
Indexing means an arranged system through which the required documents and papers are easily
located for the speedy disposal of urgent and/or ordinary matters.
The various files are maintained for different departments on various topics. Therefore, an
indicator (index) is necessary to locate the files.
Objectives of Indexing
The objects of indexing are presented below.
1. To assist filing so that the filed documents are located easily and quickly whenever they are
needed.
2. To increase the efficiency of the filing method.
3. To improve the efficiency of the office operation.
4. To state the key information regarding any subject in a condensed form.
The right system of indexing must be chosen in order to achieve the objectives of indexing.
Indexing is not required if files are arranged in an alphabetical order.
Essentials of a Good Indexing System
The following are the essential features of a good system of indexing.
1. Simplicity: An indexing system should be simple to understand and operate. It should not
involve unnecessary complex in operation.
2. Economy: It should be economical in terms of money, space, and effort. The purchase of
indexing equipment requires heavy investment during initial period. Therefore, proper attention
should be devoted to ensure economical use in the end.
3. Flexibility: The selected index system should have sufficient scope for expansion. A single
system may be used for several purposes. For example, the location of file, supply of important
information and the like.
4. Efficiency: Any index system should ensure speed in operation and requires minimum time for
operation.
5. Safety: The index system should protect the records against dust, fire, water, rats, insects, water
etc. The safety should be equipped with lock facility to prevent pilferage of records.
6. Conformity with Filing System: The selection of index method depends upon the nature and
type of filing system adopted in an organization. Hence, there must be a correlation between the
filing system and index method.
7. Cross Reference: There should be Cross reference under the head under which a document
could be filed but has not been filed.
8. Signaling: A tab or slip should be attached at the edge of the card or file. The tab or slip contains
facts of the document briefly. This is used to draw the attention of the needy persons of files.