Office Management and Office Procedure

Numerical filing is a system of arranging and storing documents, letters, vouchers and records in files or folders according to numbers assigned to each account, customer or subject. Each file is given a fixed number, and documents are placed in the file bearing that number. For example, customer number 101 is kept in file number 101. The numbers are entered in an index register so that the required file can be traced easily.

Advantages of numerical filing:

1. Simple and easy to operate: Files are arranged in serial order of numbers, so any file can be located quickly without much training.
2. Unlimited expansion: New numbers can be added at the end as the business grows, so there is no problem of running out of space in the sequence.
3. Greater accuracy: Since each file has a distinct number, there is very little chance of misplacing a document in the wrong file.
4. Useful for large organisations: It suits offices having a large number of accounts, customers or employees, and it can be easily linked with computers and accounting records.

Disadvantages of numerical filing:

1. Need for an index: A separate index register or list must be maintained to know which number belongs to which name; if the index is lost, the whole system fails.
2. Costly and time-consuming: Preparing numbers, maintaining the index and writing the number on every document takes extra time and money.
3. Chances of error in numbers: Wrongly written or wrongly read numbers (for example, 61 for 16) may lead to misfiling.
4. Unsuitable for small offices: Where the number of files is small, this system is unnecessarily complicated and expensive.

Alphabetical filing is a method of keeping records, documents or files in a cabinet or drawer arranged in the order of the letters of the alphabet (A to Z), according to the name of the person, firm or subject concerned. For example, the file of "Bhandari" is placed before "Chaudhary", and "Chaudhary" before "Dhakal".

Advantages of alphabetical filing:

1. Simple and easy to understand: It needs no special training or numbering skill, so any staff member can file and find documents easily.
2. Direct reference: A document can be located directly by the name of the party, without first consulting an index or register.
3. Suitable for personal and business names: It is very convenient for filing correspondence with customers, suppliers and employees, since names are easy to remember.
4. Low cost and less space: It requires only guide cards and folders, and no separate index or numbering equipment, so it is cheap and saves space.

Disadvantages of alphabetical filing:

1. Difficult when names are similar: Files of parties with the same or similar names (e.g., Ram Prasad Sharma and Ram Prakash Sharma) may be mixed up, causing wrong filing.
2. Problem of spelling and sequence: A small mistake in spelling or in placing a letter in the wrong order makes the document very hard to trace.
3. Not suitable for large organisations: When the number of files is very large, searching by name becomes slow and tiring.
4. No secrecy and no subject grouping: All files are open to everyone, so secrecy cannot be maintained, and documents on the same subject but different names are scattered in different places.

Horizontal filing is a method in which documents or files are placed flat, one above the other, in drawers, trays or on shelves, with the latest paper usually on top.

Four advantages:

1. It is simple and inexpensive, needing only trays or boxes.
2. It needs little space and is suitable for a small number of papers.
3. Papers are easy to place, and the latest paper is on top.
4. Papers are protected from folding and tearing since they lie flat.

Four disadvantages:

1. Finding a paper in the middle or bottom of a pile is slow and troublesome.
2. Taking out one paper disturbs the others in the stack.
3. It is unsuitable for a large number of documents.
4. Papers may be damaged or lost when the pile is handled often, and expansion is difficult.

While preparing a memo (tippani), the following five points should be considered:

1. Clear title and subject — The memo should carry the name of the office or firm, the word "Memo" or "Tippani", the date, and a clear subject line so that the reader knows at once what the note deals with.

2. Brief and complete facts — Only the necessary facts and figures relating to the matter should be written. The contents must be short, simple and to the point, avoiding unnecessary details and long explanations.

3. Correct figures and references — All amounts, dates, voucher numbers, page numbers and supporting documents must be checked and quoted correctly, because the memo is used as evidence for later decisions and entries.

4. Reason and recommendation — The memo should state clearly the reason for writing it and, where required, the writer's opinion or recommendation, so that the authority can take a decision without asking further questions.

5. Signature and date — The memo must be signed by the person writing it, with his designation and the date, to make it valid and to fix responsibility. It should also be written neatly, in polite and simple language.

It helps in the efficient achievement of organisational objectives and ensures optimum utilisation of available resources.
(b) It maintains coordination among different departments and increases the efficiency and productivity of office work.

Proposal (also called an offer) is the first step of a contract. It is a statement made by one person to another, showing a clear willingness to do or not to do something, with the aim of getting the other person's approval. The person who makes the proposal is the offeror, and the person to whom it is made is the offeree.

Types of proposal:

1. Express proposal — A proposal made in words, either spoken or written.
   Example: Ram says to Shyam, "Will you buy my bicycle for Rs 8,000?" or sends the same offer by letter.

2. Implied proposal – A proposal made by conduct or circumstances, without words.
   Example: A bus plying on a fixed route implies an offer to carry passengers who board it. Similarly, a shopkeeper displaying goods with price tags makes an implied offer to sell.

3. Specific proposal — A proposal made to a particular person or persons. Only that person can accept it.
   Example: Sita offers to sell her mobile to Gita only. Gita alone can accept it.

4. General proposal — A proposal made to the public at large. Anyone who fulfils the stated conditions can accept it.
   Example: A company advertises a reward of Rs 5,000 for anyone who finds its lost dog. Any person who finds the dog can claim the reward.

5. Cross proposal — When two parties make similar proposals to each other without knowing the other's proposal.
   Example: A offers to sell his cow to B for Rs 50,000, and at the same time B offers to buy A's cow for Rs 50,000, neither knowing the other's offer. These are cross proposals and neither becomes a binding contract by itself.

6. Counter proposal — When the offeree changes the terms of the original proposal and offers back new terms. It cancels the original proposal.
   Example: A offers to sell his car for Rs 10 lakh; B replies, "I will buy it for Rs 9 lakh." This is a counter proposal.

Report — A report is a written, systematic statement of facts, findings and suggestions about a matter, prepared after investigation and submitted to the concerned authority for information or decision.

Four types of report:

1. Routine report — Prepared regularly at fixed intervals, such as daily, weekly or monthly sales or attendance reports.
2. Special report — Prepared on a particular, non-routine matter, such as an enquiry into an accident or a loss.
3. Informative report — Gives only facts and information without recommendations, so that the reader is kept informed.
4. Analytical (interpretative) report — Gives facts together with analysis, conclusions and recommendations to help the reader take a decision.

Other types are formal and informal reports, and committee reports.

Alphabetical Filing

Alphabetical filing is a method of filing documents in which papers, letters and records are arranged and stored according to the letters of the alphabet (A to Z), according to the name of the person, firm or subject concerned. For example, the file of "Ram Shrestha" is kept under the letter "R" and that of "Nepal Trading House" under "N". It is one of the oldest and most commonly used methods of filing, and is often used in offices along with a ready-made index or guide card to locate documents quickly.

Four Advantages

1. Simple and easy to operate: This method is very simple and needs no special training. Any staff member who knows the alphabet can file and find documents easily.
2. Direct reference by name: Documents can be traced directly by the name of the party, so there is no need to remember a number or code as in numerical filing.
3. Suitable for small offices: It is cheap and convenient for small offices and business houses where the number of correspondents is limited.
4. Elastic and expandable: New files can be added at any place in the sequence without disturbing the existing arrangement, so the system grows easily with the business.

Four Disadvantages

1. Unsuitable when names are large in number: If there are many parties with similar names (e.g., many "Sharma" or "Singh"), a large number of files fall under one letter and tracing becomes difficult.
2. Problem of common names and spellings: The same name may be spelt in different ways, and common surnames create confusion in deciding the correct place of filing.
3. Need for cross-reference: A document relating to more than one name or subject cannot be filed at one place only, so cross-reference slips have to be used, which increases work.
4. Not suitable for big organisations: In large offices with a huge volume of records, this method becomes slow and inefficient, and mistakes in arrangement are common.

Report — A report is a systematic, written presentation of facts, findings, or information about a particular subject, event, or activity, prepared after proper investigation or observation, and submitted to the concerned person or authority for decision-making.

Four points to be considered while preparing a report:

1. Clarity and simplicity — The language should be simple, clear, and free from ambiguity so that every reader can understand it easily.
2. Completeness of facts — All necessary facts, figures, and details related to the subject should be included; no important information should be left out.
3. Objectivity — The report should be based on facts and evidence only, without personal bias, favour, or prejudice.
4. Proper structure and order — It should be well organised with a proper title, introduction, body, conclusion, and signature of the preparer, presented in a logical sequence.

Differences between Alphabetical Filing Method and Numerical Filing Method

(Any five points may be written.)

Office management refers to the process of planning, organising, directing, coordinating and controlling the activities of an office to achieve its objectives efficiently and effectively.

Filing is the systematic arrangement and preservation of business documents, letters, vouchers, invoices and other records in a proper order so that they can be located easily and safely whenever needed. It keeps records safe from loss, dust, insects and fire, and helps in quick reference, audit and future decision-making.

Four methods of filing:

1. Horizontal filing – Documents are kept flat one above the other in folders, files or drawers. Papers are punched and tied or clipped inside the file. It is simple and safe, but locating a paper takes time and it needs more space.

2. Vertical filing – Documents are kept upright in a cabinet or drawer, one behind the other, in separate folders. Each folder is labelled. It saves space, gives quick reference and protects papers well, so it is widely used in offices.

3. Suspension filing – Folders are hung from rails inside a cabinet or drawer so that they hang vertically without touching the bottom. The folders can be moved easily and are labelled for quick location. It saves space and keeps papers neat and safe.

4. Box filing – Documents are kept in a strong box or almirah with separate compartments or small boxes for each subject. It is cheap and portable, but only a limited number of papers can be kept and searching may take time.

Other methods include pocket filing, expanding file, card filing and electronic (computer) filing.

Two main types of resolution are:

1. Ordinary resolution – passed by a simple majority of votes (more than 50%) of the members present and voting.
2. Special resolution – passed by at least a two-thirds majority (or the higher majority required by law), used for important matters such as changing the articles of association.

Memo (Tippani)

A memo or tippani is a short written note prepared in an office on a matter that needs a decision or approval. It sets out the background of the issue, the relevant facts and figures, and the writer's opinion or recommendation, and is passed to the higher authority, who writes the decision on it. It is used for internal communication within an office.

Four aspects to be considered while preparing a memo:

1. Subject and reference: The date, the reference number and a clear subject line should be written so that the matter is identified at once.
2. Brief and relevant facts: Only the necessary facts, figures and past records should be given, in simple and concise language.
3. Opinion or recommendation: The writer should state a clear opinion or suggestion so that the authority can decide quickly.
4. Signature and designation: The memo should be signed by the writer with name, designation and date, and space should be left for the authority's decision.

Two objectives of office layout are:

1. To make the best use of available office space.
2. To provide a safe and comfortable working environment for employees.

Filing is the systematic arrangement and keeping of office documents and records in a proper order so that they can be found quickly whenever needed.

Eight needs of filing:

1. To keep documents safe from loss, damage and misuse.
2. To find any record quickly when it is required.
3. To save time and effort of staff.
4. To provide evidence and proof for legal, tax and audit purposes.
5. To give information for decision-making by management.
6. To keep a continuous history of the organisation's transactions for future reference.
7. To keep the office neat and tidy by avoiding scattered papers.
8. To maintain secrecy and confidentiality of important documents.

Filing is the systematic arrangement and storage of documents and records in a proper order so that they can be located quickly when required.

Why filing is necessary in an office:

1. Safety of records — Important documents are kept safe from loss, theft, damage and misplacing.
2. Quick reference — Papers can be found in a short time, so office work is not delayed.
3. Evidence — Filed records serve as proof in legal disputes, audits and tax matters.
4. Basis for decisions — Past information helps management to plan and decide properly.
5. Continuity of work — Records are available even when staff change, so work continues smoothly.
6. Efficiency and tidiness — It saves space, time and effort, and keeps the office neat.
7. Secrecy — Confidential papers can be kept under control and protected from unauthorised persons.

An annual report is prepared to inform shareholders, the government and the public about the work and financial position of an organisation for the year. Two objectives:

1. To present the yearly progress, achievements and financial position of the organisation to its owners and stakeholders.
2. To help management and others evaluate performance and take decisions for the coming year.

Open-shelf filing is a method of keeping files, folders or documents on open shelves or racks so that they are visible and can be taken out directly without opening a drawer or cabinet. It is quick and easy to use, and is common in offices with many files that are referred to often.

Four types of open-shelf filing:

1. Lateral (side-tab) filing — Files are placed side by side on open shelves with their tabs facing outward, so the name or number can be read from the front.
2. Rotary filing — Files are kept on a revolving (rotating) stand or wheel, which can be turned to bring the required file to hand, saving space and movement.
3. Box filing — Documents are kept in open-fronted boxes or box files placed on shelves; each box holds the papers of one subject or party.
4. Pigeon-hole (compartment) filing — The shelf is divided into small compartments, each marked with a label, and papers are placed in the relevant compartment.

Indexing is the process of preparing a systematic list or guide of the files and documents kept in the filing system, showing the name, subject or number of each file and where it is located, so that any file can be found quickly.

Purposes of preparing an index:

1. Quick location — It lets staff find the required file or paper in the shortest time without searching through every file.
2. Saves time and effort — Searching is avoided, so office work becomes faster and more efficient.
3. Cross-reference — A document that belongs to more than one subject can be traced through different headings.
4. Easy retrieval for all staff — Even a new employee can find a file by using the index, so work does not depend on one person's memory.
5. Safety and control — It shows whether a file is in place or has been taken out, which reduces loss or misplacing of records.
6. Supports expansion — New files can be added and recorded in the index without disturbing the existing arrangement.

Two qualities of a good filing system:

1. Simplicity — It is easy to understand and operate, so any staff member can file and find papers without difficulty.
2. Quick accessibility — Any required document can be found and produced in the shortest time.

Resolution — A resolution is a decision formally passed by the members of a company (or other body) at a meeting, by voting on a proposal moved before it.

Similarities between ordinary and special resolution:

1. Both are passed at a meeting of the members by voting.
2. Both become binding on the company and all its members once passed.

Differences:

Office management is the art of planning, organising, directing, coordinating and controlling the activities of an office so that its work is done efficiently and the objectives of the organisation are achieved.

Four scopes of office management:

1. Office organisation — Deciding the structure of the office, dividing work, fixing authority and responsibility, and grouping staff into sections.
2. Office staffing — Recruiting, selecting, training, promoting and motivating suitable people for the office.
3. Office layout and environment — Arranging the building, furniture, equipment, lighting, ventilation and cleanliness so that work is carried out comfortably and smoothly.
4. Office records and communication — Receiving, keeping, filing and giving out documents and information, including correspondence, mail and filing of records.

Office supplies and equipment, cost control and office security also fall within its scope.

Office procedures related to decision making include:

1. Meeting procedure – holding board or management meetings to discuss matters and pass resolutions.
2. Reporting procedure – preparing and submitting reports (financial, progress, or performance reports) to the concerned authority for taking decisions.

While preparing a report, the following aspects should be considered:

1. Objective and purpose: The report must have a clear objective. The writer should first decide why the report is being prepared and what it aims to achieve, so that all content stays relevant to that purpose.

2. Audience (target readers): The report should be written keeping the readers in mind. The language, depth of detail and technical terms should suit the knowledge level of the persons who will read it.

3. Subject matter and accuracy: The information included must be complete, accurate and based on reliable facts, figures and records. Wrong or incomplete data makes the report misleading.

4. Organisation and structure: The report should be arranged in a proper order — title, introduction, main body (findings/analysis) and conclusion or recommendation. Headings and sub-headings should be used to make it easy to follow.

5. Clarity and simplicity of language: The language should be simple, clear, direct and free from ambiguity. Long and complicated sentences should be avoided.

6. Conciseness: Only necessary and relevant matters should be included. Unnecessary details and repetition should be avoided so that the report remains brief and readable.

7. Accuracy of presentation: Figures, tables, charts and calculations should be correct, well-labelled and properly presented with units and dates.

8. Objectivity and neutrality: Facts should be presented without personal bias, favour or prejudice, so that the report remains fair and trustworthy.

9. Timeliness: The report should be prepared and submitted within the required time, as a delayed report loses much of its usefulness for decision-making.

10. Attractive and neat format: Proper paper, margins, spacing, numbering and a neat layout add to the readability and impression of the report.

11. Recommendation and conclusion: A good report ends with a clear conclusion and, where required, practical suggestions or recommendations for action.

12. Confidentiality and verification: Confidential matters should be kept secret, and the report should be checked and verified before final submission to remove errors.