CHAPTER SEVEN Office forms

CHAPTER SEVEN

Office forms

Objectives of forms control

• To introduce forms which are really necessary and ensure clerical work don’t become confusing due to many forms
• Ensure forms so designed as render best possible use at minimum cost
• To produce forms by the most appropriate and economical method
• To supply copies of forms only to those who are to use them
• To study whether introducing new forms proposed on review of old forms is essential
• To review all forms periodically so as to determine their utility
• To evaluate forms design on the basis of the time required to use forms

Essentials of a good office forms

• The writing surface, the style of print, the paper sequence of information and method of entry should be easy for rapid completion of the form
• Good appearance and balanced arrangement of information of the form
• Adequate space should be provided for the expected information
• Every form should be provided for the expected information
• Every form should have an appropriate title
• Should be cost effective
• It should be easy to reproduce the form
• The quality of papers and color must be appropriate

Advantages of forms control

• It economizes time, paper costs etc. by using the correct forms
• The work is simplified as the only required information is provided
• It helps to reduce errors
• Less frustration to workers as they will be knowing what is required
• It improves the overall efficiency of the office work
• It helps in faster processing because only the relevant information is obtained

What are common faults in forms

• Insufficient horizontal space allowed for the expected information
• Too much printed information such as publicity slogans printed on the form
• Lack of distinction between forms e.g. pro-forma invoices and invoices ,credit and debit notes
• Inadequate margins (at least 25mm) should be allowed at the left hand side of the form, for filling purpose and some space on top and the bottom for insertion into a type writer
• The space for a signature placed too near the bottom edge of the paper