Topic 8 - Office Stationery and Forms and Office Appliances

Every modern Office whether big or small requires a large variety of stationery as well as other materials that may be needed for office work. Stationery is a very important requirement for without it, office work cannot be performed. The importance of stationery articles is recognized only when they are not available in time. Want of office supplies will reduce efficiency.

Significance

According to Robert H A Davis, a realm of your letter head stationery represent 500 contracts. Your stationery is to you your customers and business associates. Select it with much consideration as you would use to decorate your reception office or select your business attire.

Remember that you have a great influence over the effect, the letters have on your company’s clients. Like office machines and furniture, stationery and supplies are valuable and enable staff to perform their work efficiently and effectively. Selection of stationery items depends upon the financial positions and status of the firms. The main points are as follows:

·         Cheaper quality can be used only a few times. Items of superior quality will be cheaper in the long run because of their recurring use

Selection and Quality of Items

1.      When letters are sent out to customers, they are to be printed in three colours, the original (white) goes to the customer, the copy (pink/gold/) for the office file and another copy (green) for the Running file. The paper used for the original must be of the best quality so to be attractive to the customer.

2.      Cost of the article must also be considered when selecting stationery.

3.      The office workers need to be satisfied with the best stationery items in order to provide the best work. 

Control of Office Stationery

Management of Office Supplies - To achieve efficiency and effectiveness in office operation; proper management of supplies is a must. Over-stocking and under- stocking of supplies have their consequences.

Demerits are:

·         bigger amount of capital is blocked

·         extra storage space is needed and

·         risk of obsolescence

JC Denyer’s essential requirements for a good system of dealing stationery is as follows:

1.      Efficient buying in the right quantity.

2.      The maintenance of as little stock as possible, but sufficient to ensure economic buying.

3.      The storing of stationery should be in the best way possible so as to prevent deterioration, and to save space, lighting and heating charges.

4.      The issuing system should be so planned that wasteful consumption is checked.

5.      Office management to exercise a proper control and use of stationery.

The essential requirements of a good system of controlling office stationery and supplies are:

1.      Selection of supplies.

2.      Purchase of Stationery.

3.      Storage of supplies.

4.      Issue of Supplies.

5.      Control over use of supplies.

Selection is the process of choosing the right type of supplies which suit the purpose for which they are meant. Selection is depend upon the type of business and the financial position.

1.      Attention must be paid to its quality.

2.      The difference would be in quality.

Paper

Generally used in an office work than any other single item. Keep in mind the following points:

1.      how long it can be kept.

2.      how often will it be referred to after filing.

3.      how many copies needed.

4.      are stock of different colours necessary.

5.      what kind of machine operations are involved.

6.      how papers will be filed.

7.      What is the annual consumption.

8.      All other items need must be of best and durable quality.

For small firms, the manager will purchase the stationery supplies but if there is a separate department for purchases then all the stationery will be purchased by it. Large firm usually adopt the following way:

Upon seeing the advertisement, suppliers will quote the prices, sometimes will include a sample of the item. After receiving the tenders, the concern person opens them and compare prices of the different suppliers and usually accepts the lowest tender.

·         Fraudulent practices are minimized. 

Purchasing Systems in Firms

Different departments of the firm intimate their requisition to the purchasing officer. The purchasing officer goes through the requirements and makes out a complete list of items to be purchased. He will keep constant touch with departmental heads to know the opinion about the stationery issued to them. If the report is favorable, he proceeds further. He makes out a list of all items required and invite tenders or quotations. Specification of items will be given to the suppliers. A few days later the prices are known and the firm accepts the lowest quotation by taking into account the quality required. If the terms and conditions are agreed upon, order may be placed with the firm, stipulating the method of delivery period and payment. On receipt of all articles at the store, entries are made into the register.

·         Centralized versus Decentralized.

·         Purchase Procedure.

·         Standardization of Office Supplies.

The process of standardization involves laying down the actual size, dimension, quality and other specifications relating to each item of supply to be required. Procurement of various items of office supplies involves a consideration of the purpose of which they are to be used. 

·         Storage of Supplies.

·         Proper store keeping. 

1.      All stationery items will be handled carefully and kept in a dry place.

2.      All stores will be arranged in an orderly and systematic way to avoid piling up.

3.      Location of the store house should be as far as possible within the easy reach of departments so that no time is lost in getting the items.

4.      Proper storing will facilitates easy stock taking, prompt supply, and prompt purchase.

5.      Each and every item should be carefully classified, and kept in separate places on the shelf.

6.      All packages of items should be marked with identification mark or a sample should be fixed in the front.

7.      Similar materials should be placed together or in nearby places.

8.      Articles carelessly sorted, will cause many in conveniences land much loss.

9.      A balance is also drawn up at every receipt or issue of store, so that the balance at any time can be readily seen. The card is kept by the storekeeper who is responsible for any differences. 

Sample of bin card

·         Bill No.

·         Code No.

·         Store-ledger folio.

·         Max

·         Min

·         Recorder level

1. Only the quantity of both stationery is entered quantity and value are entered.

2. Each transaction is summarized or individually poste periodical postings may be done.

3. Bin card is kept within stores ledger may be the store kept outside the store. 

Stock Verification

Stationery Stock in the store may be verified by comparing bin card from time to time and that stock in hand must always balance. Old stock/damaged stock must be written off by the officer in charge.

·         Control of Consumption.

·         There are many items of stationery that can be put to personal use as well as overstocking items. Under these circumstances the following measures should be done.

·         The responsibility of proper use must be with the person who signs the requisition.

·         Department wise cost of the stationery consumed be maintained and comparison may be made with other department.

·         Small items of stationery may be kept packed in small quantities.

·         Requisition slip will be accepted for issue on confirmation that the issued stationery has been exhausted.

·         An office forms bears fixed or constant data and provide spaces for variable data or information. Information already available on the form is fixed or static data. The fixed information is printed on the form. The person filling the form should not write the fixed information again.

·         The use of forms reduced the monotony of repeatedly writing various items that are already written.

·         This can be avoided by adopting printed form, with necessary queries.

·         Collection and compilation of statistical data becomes easier to study from information form than from letter.

·         In a printed form, the writer has to fill in all the columns, so as to furnish information without suppression.

·         The writer can be at ease in filling the forms in the appropriate place, by writing a few words.

·         Understanding and transmission of information from the forms are quick and clear.

·         They help to identify records and facilitate easy filing for future reference.

·         Data entry, processing and reference becomes easy.

·         They facilitate rapid processing of data since information appears in a standard form and at fixed places.

Forms

·         Forms are helpful to fix the responsibility of work done. They are duly signed by the writer.

·         Transmission of information, which is based on the form will also be accurate.

·         Forms make for uniformity in appearance and format. They facilitate identification of records and simplify filing and sorting operations.

·         Forms made clear what information to be gathered. Office forms simplify office systems and routine.

·         Since forms preserve records, they aids the organization in better planning.

·         Forms may be classified on the basis of operation or functions performed by the form, e.g.; purchase requisition form.

·         On the basis of single copy form, which are complete in themselves and often becomes the source documents.

·         Multiple copy forms are made of duplicate of more copies which may be used to transmit information or serve as the function if providing additional records.

 Principles of Form designing

1.      Principles of purpose – to make clerical work easier, faster and accurate.

2.      Principles of standardization – to reduce cost and avoid confusion as standardization effects mainly the physical arrangements, size, color, quality of paper used and printing style.

Principles of Centralized Control

The process of designing, use, replacement,   etc. of the form should be centrally   controlled. It will help to achieve proper co-ordination and efficiency in form management.

Principle of Economy – The size of the form, the quality of paper used, the number of copies printed and the method of producing forms should be so chosen that there is economy in procurement of forms. Forms should be designed that their handling cost are also minimum.            

Guidelines in form designed

Forms are printed on ordinary sheets or thick sheets or paper to collect information. Collection of information is being done through the forms. Then the filled in forms are sent to those who will compile the information. The information is now preserve and use for management purpose of which it is intended. The following points may be kept in mind when designing forms

·         Purpose – the purpose for which it may be used.

·         Size – the form is to the size of the file, or cabinet, standardized for all mechanical appliances used in the office.

·         Simplicity – easy to use, easy to fill in, name and number of the form to be easily available to read and identify.

·         Name and Number – every form and name must have a number. Name is easier to remember than the numbers.

·         Appearance – based upon the quality of paper. Good quality paper brings goodwill and respect.

·         Proper quality of paper – Ink should not spread while writing on paper. Quality paper must be used. Different coloured paper can be used. 

Forms can be designed in the following ways;

1.      Name of the Form (at the top of the form) will be self-explanatory.

2.      Number is to be given to the form.

3.      The matter is printed in the proper order.

4.      Sufficient space is provided for the writer, who has to give the information.

5.      Introduction or guidance to the writer may be in different colour print

6.      Wording in the forms must be clear, so as to raise no doubts in the minds of the informant.

7.      Rule lines may be provided to fill in if written by hand.

8.      The matter may be printed in the proper font.

9.      The sequence should be in such an order that the question asked must have connection with each other.

10.  Longer the preservation period and more frequent handling of forms require better quality paper to be used to print. 

Source:

Office Management by Pilai, R.S.N, Bagavathi. S.Chand & Company Ltd. Ram Nagar, New Delhi-110055, 2003.