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Unit 10 Office Equipment and Machines-I UNIT 10 OFFICE EQUIPMENT AND MACHINES-I Structure 10.0 Objectives 10.1 Introduction 10.2 Meaning 'and Importance of Office Mechanisation 10J Objectives of Office Mechanisation 10.4 Advantages of Office Mechanisation 10.5 Disadvantages of Office Mechanisation 10.6 Factors Determining Office Mechanisation 10.7 Kinds of Office Machines 10.8 Typewriters 10.9 Duplicating Machmes 10.10 Photocopying Machines 10.11 Let Us Sum Up 10.12 Key Words . 10.13 Answers to Check Your Progress 10.14 Terminal Questions 10.0 OBJECTIVES After studying (his unit, you should be able to: • define office mechanisation • explain the importance and objectives of office mechanisation • outline the factors determining mechanisation of oJfice work • classify various types of office machines • describe·the uses of duplicators, photocopiers and different kinds of typewriters. 10.1 INTRODUCTION Office machines and equipments happen to be the integral parts of the modern office. They are very often considered as time and labour saving 'devices'. A variety of machines and equipments are available for different operations in the office. In this unit, you will study the definition, objectives and importance of office mechanisation, factors governing the decision relating to office mechanisation and broad categories of office machines. You will also study the uses of different kinds of typewriters, duplicating machines and photocopiers. 10.2 MEANING AND IMPORTANCE OF OFFICE MECHANISATION Office mechanisation refers to theprocess of introducing the useof machines and equipment in place of manual operation of office work with a view to increase efficiency and output, and reduce office cost. It means the replacement of normal operations wherever possible and where useful. Mechanisation of office is preferred mainly to improve efficiency of work, save time, reduce clerical cost, ensure accuracy, relieve the staff from' monotony and to provide a safeguard .against fraud. Work done by machines is neat and clear, and results in greater output. Machines are installed not only to facilitate quick handling of work "", but also to improve efficiency. Thus, the importance of mechanisation lies in the benefits which may be expected from it. 5 Ollke Maddne. and ' However, office mechanisation has significant financial implications. Capital is Data Proceuinl required for purchasing machines, equipments, accessories, etc. It also involves additional cost in the form of insurance premium, cost of accommodation, stationery, maintenance and repairs, etc. Machines are to be operated by skilled operators whose salaries also add to the cost su bstantially. Highly sophisticated machines like computers need special accommodation which also leads to increase in cost. .Therefore, the decision to mechanise office operation should be based on cost ,considerations. 10.3 OBJECTIVES OF OFFICE MECHANISATION The major objectives of introducing machines and equipment in the office are as follows: I) To increase efficiency: Machines speed up office work and save time which can be utilised for some other operations in the office, Thus, efficiency of office worl is increased', 2) To save labour time: Machines are installed to save labour time and clerical costs. To arrive at such decision, the cost of a machine 'should be compared with the estimated savings in labour costs over the life of that machine. However, economy in labour cost is not always the deciding criterion. Sometimes, machines are introduced to get better quality of work and also to minimise mistakes and fraud. 3) To achieve accuracy: M istakes are quite common when office operations are performed manually. Mechanisation helps in promoting accuracy and minimising mistakes. Many offices use calculating and accounting machines to provide a check over manual work because benefits obtained from accurate work are far more valuable than the cost of such machines. 4) To minimise chances of fraud: Office machines may be installed to reduce the chances of fraud in the organisation. For instance, a cheque writing machine may be introduced to minimise chances of fraud even though the number of 'cheques to be issued, everyday may~be small. 5) To increase employee morale: Office activities which are repetitive and monotonous in nature, if carried out manually, will amount to drudgery. Use of machines in such cases eliminates monotony of work. This, improves the morale of employees because machine operations provide considerable relief to them by elirninitlrig manual efforts in repetitive jobs. Check Your fr9gres~ A I)' Define the term 'Offlce Mechanisation ~ ", ' " . 2) _ List out the objectives of office mechanisation. / I ' 3) Which of the following statements are True and which are False? , I i) Office mechanisat'i~n does not require additional space in the office; ii) Machine work is introduced in the office just to give it a modem look. iii) Office mechanisation requires investment of additional capital. iv) Speed of work is not the only objectives of introducing office machines. v) Use of some office machines may be-beneficial even when the volume of 6 work is not large.' ' omce Equlpmer 10.4 ADV ANT AGES OF OFFICE MECHANISATION MacbJnes-1 The following advantages may be derived by mechanising the office operations: ') I) Improves quality of.wQrk:- Machines do the work neatly and systematically. Thus mechanisation improves the quality of work done in the office. 2) Economy in operations: Operating costs per hour of work decline with the use of machines. With the help of machines, employees can do their work with greater speed. This leads to saving in salaries paid to employees. Moreover, some - machines can perform a number of operations simultaneously which may also reduce the cost. 3) Increases efficiency: The speed of work is greatly increased with the help of machines. The work that may take hours to finish with manual labour may be completed in no time with the help of machines. Improved efficiency leads to _ greater profitability and at the same time creates a good image in the minds of the people who deal with the organisation. 4) G~ter accuracy:Machines ensure greater accuracy. Chances of errors are almost eliminated. 'Thus, bottlenecks and delays are minimised and the work goes on smoothly. 5) Standardisation of routines: Mechanisation helps to facilitate standardisation of office routines and procedures. Ultimately it results in better coordination of work. 6) Facilitates control: Machines help the managers in exercising greater degree ot - control over their subordinates. For instance, time recording machines ensure presence of staff. Accounting machines minimise fraud and fix responsibility for various accounting operations. I 7) Relieves monotony: Repetitive work is normally boring and time-consuming. Mechanisation reduces the monotony of doing repetitive work. As a result, the employees engaged in performing repetitive jobs are somewhat more contented then they would be if machines were not used. 10.5 DISADV ANT AGES OF OFFICE MECHANISATION As you know, machines do -ensure speedy and accurate performance of office work and thereby affect saving in clerical cost. But this may not always be possible due to the following disadvantagesor limitations: I) High installation costs: Procurement of a machine for the office needs. funds which may Hot be possible for small firms. For example, duplicators, computers, addressing machines, etc., are quite cosily. Only the big offices can buy such expensive machines. Moreover, the operation costs of certain machines are also high. Computer is an example in this regard. Small offices may not be able to bear the cost of installation and operation of such equipment and machines. 2) Breakdown cost Breakdown of an office machine may incur heavy losses to the firm. With the breakdown of a machine, the work will be heldup in the office. This may also lead to dislocation of work in many departments. "The real cost of breakdown of a machine is much higher than the cost incurred on its repairs. I 3) Under utilisation: The office devices may not be used to the fullest possible capacity because alternative uses may not be possible. It may prove uneconomical to use such machines. 4) Inflexibility of office systems: Use of office machines tends to make the office systems inflexible. Some machines require special skill for their operation. If the operator is absent or not available. the machine will remain idle and thework will suffer. - 7 Office Machines and 5) Training. of staff: Office workers need training to operate office machines. Where Data Procesainl sophisticated machines are involved, the training period may be long and costly which may not be justified by the use to which such machines may .be put. 6) Employees reshrlstance: Mechanisation reduces the need of labour. It may create unemployment problem. For this reason employees' unions always resist mechanisation of office operations. Unless' thesurpluslabour can be given alternative employment, it is not advisable to introduce mechanisation. 7) Risk of obsolescence: Many machines have a high degree of obsolescence. They may become out of date before the expected utility is derived out of them. In order to avoid this risk, it is advisable to use only such machines which have multiple uses. 8) Miscellaneous problems: Some machines like calculators. typewriters. etc., are mobile, while other like duplicators, photocopiers and computers cannot be easily taken from one department to another. Some machines require more space for their operation.
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