380

Suggested Further Reading

Professional Masters: Office Administration is intended to be a self-contained work. However, for those who may like to extend their reading a few titles for further study are given below. This list is, of course, by no means exhaustive. It is advisable in all cases to obtain the latest editions.

Attwood, Margaret, Professional Masters: Personnel Management, (London: Macmillan)

Bailey, Paul, Mastering Office Practice (London: Macmillan) Bingham, J. E., Professional Masters: Data Processing (London:

Macmillan) Brech, E. F. L., Principles and Practice of Management (Harlow:

Longman) Eyre, E. C., Business Communication Made Simple (London:

Heinemann) Eyre, E. C., Mastering Basic Management (London: Macmillan) Harvey, Mike, Office Administration and Management (Cambridge:

ICSA Publishing) Hoskins, Tony, The Electronic Office (London: Pitman) Lucy, T., Management Information Systems (Winchester: DP

Publishing) Mills, G. and Standingford, 0., Modern Office Management (London:

Pitman) Oldcorn, Roger, Professional Masters: Management (London:

Macmillan) Oliver, E. C. and Chapman, R. J., Data Processing (Winchester:

D P Publishing) Post Office, The Post Office Guide, (London: HMSO) Salmon, G., The Working Office (London: The Design Council) Thomason, G. F., A Textbook of Personnel Management (London:

Institute of Personnel Management)

Index

A accommodation 43-4

building layout 48 building regulations 46-7 leasing 46 legal aspects 46-7 purchase 44-5 space 43-4 Town and Country Planning

Act 46 accountability 13, 21, 28 acoustic booth 69 addressing machines 126-7

applications of 127 metal plates 127 spirit 127 stencils 127

administration 12 air conditioning 71 arson, prevention of 363-4 assets, security of 4-5, 353-63 attitude surveys 216-7 audit, internal 18, 330, 358-9 authority 13, 14, 20, 21, 23, 24,

25, 26, 34 automatic typewriters 97, 126

B backing storage, computer 162-5

data cells 165 diskettes 165, 170, 171 flexible discs 165, 170, 171 floppy discs 165, 170, 171 magnetic card files 165 magnetic discs 163-5, 170 magnetic drums 165 magnetic tape 163 magnetic tape cassettes 165,

170, 171 bar codes 156 batch processing 144 binary 152

381

budgetary control 336-41 budget review statements 339 budgeting, advantages of 339 budgeting, disadvantages of 340 determining allowable

expenditure 336-7 budgets 336-41

administrative 337 definition of 336 fixed 337 flexible 338-9 preparing 336-7

built-in furniture 64 Biirolandschaft 54-5

c capital and labour 12 central processing unit 151-2

arithmetic unit 153 control unit 153

centralisation 28-9 centralised dictation 120---2

multi-bank 121 tandem 121-2

chairs 62-3 charts, organisation 31 check, internal 5, 18, 330, 354-8 chief executive 13-4 cleaning 72-3 clerical work, control of see

control of clerical work clerical work study 324-7

work measurement 324-5 work measurement, methods

of 326-7 command 13-4

unity of 13-4 committee organisation 26-8 communication 3, 6, 16, 17, 18,

246-57, 258-78 creating an internal system 254 difficulties in horizontal 253-4

382 Index

communication (cant) difficulties in vertical 250--2 distortion 253 document conveyance 269-71,

conveyor belts 270 document lifts 270 electric trucks 271 gravity chutes 270 pneumatic tubes 269-70

factors in 246-7, 258-9 attitude 247 language 247, 252, 253-4 medium, the 247 staff appreciation 248 staff attitudes 248, 253, 255 staff reprimands 248 timing 246 willingness 247

forms of 258 horizontal 252-4 human relations and 248-9 instructions 248, 254 lines of 254-5 management and worker 247-9,

250--3, 254-7 mechanical 265-9:

fax (facsimile telegraphy) 267-8

teleprinter 265, 266-7 teletex 267 teletext 267 telewriting 268-9 telex 265--6

methods: committees 255--6 house magazines 257 joint consultative committees

256 meetings 256 suggestion schemes 256-7; telephone see telephone

organisation pattern and 254-5 quasi-vertical 250 staff location 271-3 two-way 249-50 verbal 260--1 vertical 249-52 written 264-5:

external 264 internal 264-5 letters, see correspondence postal services 264

computer, the 137-48, 149-75 application of 142-47

feasibility study 143 preliminary survey 143 stages 142-44

arithmetic unit 153 backing storage, see backing

storage, computer binary notation 152 central processing unit 151-2 control unit 153 core storage 152-3 criteria for using 143 data transmission 145--6 hardware 144 facilities, obtaining 171-4

bureaux 172 leasing 172 purchase 171-2 renting 172 time sharing 172-3

files 165--6 fraud 364 input 153--60 input devices 153--60:

key-to-disc system 159 magnetic ink character

readers 158 magnetic tape

encoders 158-9 optical character

readers 157 optical mark readers 156-7 punched cards

readers 153-4 punched paper tape

readers 154--6 terminals 159--60 visual display units 159--60

installing 144 languages 166-8:

high level 167 low level 167 machine 166-7

main storage 152-3 MOS 153 memory 152-3 output 160--5 output devices 160--2:

COM 162 electrostatic printers 161

electro-thermal printers 161 laser printers 162 line printers 160-1 matrix printers 161 terminals 162 VDUs 162

parity check 155 processing methods 144-6

batch processing 144 distributed data

processing 145 on-line processing 144-5 real-time processing 145

programming 166-8 software 144, 168--9

application packages 168 multi-programming 169 systems software 168 virtual memory 169

staff 141-2 operator 142 programmer 142 systems analyst 141-2 systems designer 141-2

systems definition 144 computers

management and 140 micro 169, 170-1 mini 169-70 office procedures and 140-1 office staff and 140-1

continuous stationery 100-2 copying in 101 types of 101

control 18, 30 budgetary, see budgetary control clerical work, of 329-41 excessive work loads 334-6 quality, see quality control quantity, see quantity control work scheduling 332-4

cooperation 5, 18, 22 coordination 6, 17-18, 22 correspondence 279-93

following-up 281-2 inward mail 283-8 letter writing 279-81 memoranda 283 outward mail 288--93 quality control in 282-3 speeding 280-1

D

Index 383

form letter 280 simplified letter 281 standard paragraphs 280-1

data 137-8 bank 147 base systems 146-7 information and 137-8 processing 137-48

check digit 139 control 139 document count 139 GIGO 139 input 138 output 138 pre-list 139 source documents 138--9 stages in 138

processing methods 144-6 batch 144 distributed 145--6 integrated 147 on-line 144-5 real-time 145

processing quality 146 programmers and 146 systems analysts and 146 user departments and 146

processing staff, see computer staff

security 147-8: falsification 147-8 physical 147 privacy 148

transmission 145--6 decentralisation 30 decisions 6 decorations 72-73 delegation 14-17

difficulties in 16-17 departmentalisation 30 desks 60-1, 63 dictating machines 117-120

selecting a machine 119-20 uses of 118--9

dictation centralised 120-2

multi-bank 121 tandem 121-2

hints for giving 122-3

384 Index

direction 13-14 distributed data processing 145-6 document retention 235-6 duplicating 125-7

offset-litho 126 spirit 125 stencil 125-6

duties 20, 21, 22

E electronic data processing 137-48 electronic mail 268 environment, office 8, 51-64 equipment 7-8, 81-9 espionage, commercial and

industrial 361 excessive work loads, dealing

with 334-6 overtime 334 part-time help 335-6 re-arranging work 334 roving staff 336 service bureaux 336 staff interchange 334

executive

F

chief 13-4 senior 14-4

facsimile telegraphy 267-8 files, computer 165-6 filing 227-41

centralised 239-41 control 234-6 classifications 228-9 contracting out 245 departmental 240--1 document retention 235-6 equipment 229-34

box files 233 lateral 232-3 lever arch files 233-4 microfilm, see microfilming pocket suspension 231-2 special equipment 233-4 suspension 231 vertical 231

planning the system 227-8 flexible working hours 218-22

rules for 219-20 forecasting 12-3

forms 342-8 completion, means of 345-6 contents 344-5 control 348 design: practical

considerations 343-4 principles of 342-3

layout 346-7 purpose of 342 questions, putting the 345

export 347 fraud 253-64

cash: safegurading payments 356-7

safeguarding receipts 355-6 checking staff 353 chief areas of 353 computer 364 internal audit, see internal audit internal check, see internal check wages, safeguarding payment

of 357-8 functional organisation 22-4 furniture, office 60-4

G GIGO 139

H Health and Safety at Work Act,

1974 66 heating 70--1 horizontal communication 252-3

difficulties in 253-4 who may communicate in 254

I incentives 209-10 indexing 241-5

applications 244-5 classifications 241

indexing equipment 241-4 card indexes 241 index books 243-4 loose-leaf books 243 staggered vertical card 242 strip indexes 244 vertical visible card 242 visible card 241-2 visible loose-leaf 243 wheel indexes 243

induction 197-9 group 198 programme for 198--9

industrial espionage 361 informal organisation 31-3 information 3, 4, 6, 137, 138

business 176 data and 137 informal 177 management 176 outputs 178 processing 108--9 quality of 146 reports 178--9 storage and retrieval of 112-3 systems 176--84

business information 176 computer and 176 definition of 177 management

information 176--7 outputs 178--9

input computer 15~0 bar coding 156 key-to-disc 159 magnetic ink character

readers 158 magnetic tape encoding 158--9 optical character readers 157 optical mark readers 156--7 punched cards 153-4 punched paper tape 154-6 terminals 15~0 VDUs 159-60

Institute of Administrative Management 202, 203, 205

insulation, themal 71 insurance 366--77

accident 370-7 alternatives to, see Risk

management average 372-3 brokers 367-8 companies 367 consequential loss 374 cover to take 370 fire 371--4 kinds of 370 Lloyds 367 principles of 368--70

contribution 369

Index 385

indemnity 369 insurable interest 368 proximate cause 369-70 subrogation 369 uberrima fides 368--9

reducing costs of 377 underwriters 367 values to insure 371-2

internal audit 18, 330, 358--9

establishing an 359 auditor 359

external auditor and 359 check 5, 18, 330, 354-8

principles of 354-5 communication 249-57

creating a system for 254 organisation pattern

and 254-5 who may communicate 254

written communication 264-5 transmission of 265-9

J job

L

description 190 enlargement 211 enrichment 211 evaluation 202 grading 202--4 satisfaction 211 specification 190

labour, capital and 12 landscaped office 54-6 layout

building 48 office 56--9 planning 59-60

leasing equipment 88 lighting 66--7

artificial 67 natural 66--7

line organisation 21-2 line and staff organisation 24-6 location of the office 39--49

access to business 41 city offices 42-3 labour supply 39 local facilities 41

386 Index

location of the office (cont) out of town offices 42-3 outside: eating 41

services 40--1

M

parking facilities 40 transport 39-40

machine obsolescence 84 machines, office 81-5 see office

machines Maltron keyboard 114 management 11-18

decisions 6 elements of 12 information 176--7 office and 5-6 responsibilities 5-6 scientific 7

manager, office 7-8 managing director 13 manpower, office 6--7 mechanisation 81-9 merit rating 204-6 methods, office 8 micro-computers 170--1 microfilming 131-2, 236--8

applications of 238 equipment 236 microfiche 238

micro-processors 170 mini-computers 169-70 modular furniture 63-4 monitoring 18 motivation 209-11

N noise 47, 53, 55, 67-70

communal 53, 70 external 47, 68 internal 53, 55, 58, 68-70

noisy machines 58, 68-9 telephones 69

notice boards 73

0 office

administration 7-8, 11 environment 51-64 furniture:

built-in 64 chairs 62-3

desks 60--2 modular 63-4 status 63

general management 5-6 layout 56--9 machines 81-9

leasing 88 maintenance 86, 89 obsolescence 84 procurement selection 85-7

manager 7 manpower 6--7 procedures 303-9

advantages of 305-6 computers and 140--1 defining 304-5 operations 306--7 planning 308-9 written 305

role of the 5 staff, the computer and 140--1 supervisor 8-9 systems 303-9

aspects of a system 303-4 cost of 309 elements in 303 periodic reviews 309 planning 308-9

offices open 49-53 panoramic 54-6 private 53-4

Offices, Shops and Railway Premises Act, 1963 43, 57, 66,76

offset-litho duplicator 126 on-line processing 144-5 optical discs 239 organic planning 54 organisation 13, 20--34

charts 31 committee 26--8 functional 22-4 line 21-2 line and staff 24-6 types of 21-8

organisation and method 311-27 assignment 315-8

carrying out an 320--7 charts 318-20 costing an assignment 313-4 function of 311

method and 314-5 organisation and 314 work study, see clerical work

study output, computer, see computer

output devices

p panoramic office 54-6 parity check 155, 158 parking 40 personnel 7, 189-222

attitude surveys 216-7 employment life cycle 217 Employment Protection

(Consolidation) Act, 1978 197

incentives 209-11 induction 197-9

group 198 programme, a

specimen 198-9 job: description 190

enlargement 211 enrichment 211 evaluation 202 grading 202--4 specification 190

merit rating 204-6 motivation 209-11 person specification 190 promotion 212--4 recruitment 189-96, 212 salary scales 207-8 service contracts 196-7 staff: appraisal 206-7

discipline 214 dismissal 214-5 handbook 196, 197 selection interviews 193---6 turnover 215-6 welfare 211

training 199-200 working hours, flexible 218-22

photocopying 129-31 applications 132-33 dry copying 129 dual spectrum 129-30 dyeline 129 electrostatic 13-1 infra-red 129 photographic methods 129

Index 387

selecting a machine 132 Xerox 130, 132

photostat 131-2 physical conditions 66-75

air conditioning 71 cleaning 72-3 decorations 72-3 heating 70--1 lighting 66-7 noise 67-70 safety 74-5 thermal insulation 71 ventilation 72

planning 12-13 private offices 53-4 programming, computer, see

computer punched cards punched paper tape 153-4

Q quality control, clerical 329-31

errors, causes of 331 discovery of 330--1

spot checks 329-30 statistical quality control 330 total check 329

quantity control 331-6 work scheduling 332--4

R real-time processing 145 record 4 recruitment 189-93, 212

sources of 190--2 advertisements 190 official employment

centres 191 personal recommendation 192 private employment

bureaux 191 professional bodies 191 schools and colleges 191-2 staff 192

relationships 33-4 direct 33 indirect 33-4 lateral 34 staff 34

removing office 48-9

388 Index

reports 295-9 kinds of 295 planning 297-8 rules in writing 295-8 specimen report, a 298--9

reprography 125-33 see duplicating and photocopying

resources 11 responsibility 6, 13, 14-15, 20, 21,

22, 23, 24, 25, 26, 28 risk management 36~78

s

control of losses 377 identification and analysis 377 insurance, see insurance own insurance company 378 reducing risk 377 self-insurance 377

safety 74-5 salary scales 207-8

determining 207-8 increments 208

security 359--64 arson, prevention of 363-4 breaking and entering 361-2 data, of 147-8 electronic access devices 362 espionage, commercial and

industrial 361 hold-ups 360 insurance 360 keys, control of 359-60 machine aids 361 petty pilfering 360 safeguarding cash 359-60 safes and strongrooms 363 storerooms and 360 unauthorised access 363 vandalism 361

service contracts 19~7 enterprises 6

software, see computer software space

floor 57 requirements 43-4 working 57-8

span of control 15-16 specialisation 29, 307-8 spirit duplicator 125

staff appraisal 2~ 7 discipline 214 dismissal 214-5 handbook 196, 197 location systems 271-3

light signals 271 personal paging 271-2 public address systems 271 radiopaging 272-3 two-way radio 273

promotion 212-4 selection, see personnel training, see training turnover 215-6 welfare 211

standards 18, 325 status furniture 63 stencil duplicators 125-6 supervision 57 supervisor

office 8--9 training 218

system furniture 63-4 systems 179-86

concept 180--1

T

control 182, 183, 184-6 elements in 184 feedback and 185-6

information, see information systems

office, see office systems objectives 181-2 optimisation of objectives 181 sub-optimisation 181-2 types of 182-4

closed loop 183 cybernetic 183-4 deterministic 182 open loop 183-4 probabilistic 182

telephone 261-4 cellular 262-3 external 261-3 internal 263 key systems 262 PABX 262-3 PAX 263 PMBX 262

radio 262-3 traffic volume, internal 263

teleprinter 265, 266 teletex 267 teletext 268 telewriting 268-9 telex 265-6 text

editing typewriter 104 processor 104 retrieval 104

theft, see fraud thermal insulation 71 training 199-200

schemes 199-200 external 200 internal 199

supervisory 218 transport 39-40 typing

function, speeding the 99-102 pools 99-100 speeds defined 104

typewriters 91-99 automatic 97-126 carbon copies 9~ carriage 91 daisy wheel 95-6 electric 94-6 electronic 96--7 golf ball 95 interchangeable type 98 keyboards 92-3 print wheel 95-6 selecting 98-9 special features of 94 standard 91-4

u

tabulators 93 type styles 91-2

Index 389

unity of command 13-14

v ventilation 72 vertical communication 249-52

difficulties in 250--2 visual display units 75-6, 159-60,

162 voice messaging 26~

w word processing 103-115

applications of 110--12 functions of 109-10 text: processors 104

retrieval 104, 112 word processors 104-6

applications of 110--13 as information files 112-3 functions of 109-10 Maltron keyboard 114 selection of 114--5 shared: logic 106--7

resources 105-6 stand alone 105

Work flow 57 study, clerical, see clerical work

study written communication 264--5

X Xerox 130, 132

390

Also available in the Macmillan Professional Masters series.

JOHN ALDER Constitutional and Administrative Law is a clear and readable account of the basic principles of UK constitutional law. It will be an invaluable introduction to the subject for first-year law-degree students and a self-contained text for 'A'-level and Part One professional examinations, as well as for the interested general reader.

JOHN BINGHAM Data Processing is a self-contained and up-to-date book, ideal for the relevant business and accounting courses or anyone in business who wishes to improve existing knowledge and skills.

MARISE CREMONA Criminal Law provides a short but thorough overview of the fundamentals of English criminal law as required for degree courses and professional examinations. It will also prove invaluable reading for magistrates, police officers, social workers and others who need an introduction to the key features of this subject.

KATE GREEN Land Law provides a clear and straightforward introduction to basic English land-law rules. It will be an invaluable text for first-year undergraduates and those studying for professional examinations in both law and other subjects where an understanding of land law is essential.

ROGER HUSSEY Cost and Management Accounting is a clear explanatory text covering the principles and techniques of the subject. It will prove invaluable for students in further and higher education, particularly those studying on accounting foundation, 'A'-level and BTEC courses. It will also suit practising managers who wish to improve their existing skills.

ROGER OLDCORN Management is a clear accessible text which will appeal as a self-contained text to students on BTEC, SCOTVEC, Diploma in Management Studies and Institute of Personnel Management courses and as introductory reading for higher-level courses. It will also prove invaluable reading for practising or aspiring managers.

KATE WILLIAMS Study Skills offers students practical, step-by-step suggestions and

391

strategies to use in their studies, whether these are academic, professional or vocational in nature.

All these books are available at your local bookshop or, in case of difficulty, from John Darvill, Globe Education, Houndmills, Basingstoke, Hampshire RG21 2XS (Tel: 0256 29242).