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
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