Chapter 2

MODERN OFFICE APPLIANCES AND FURNITURE

I. LEARNING OBJECTIVES
➢ To gain awareness about the concept of mechanization.
➢ To know the various factors to be considered in selecting office appliances, furniture’s,
filing and accessories.

Introduction- Meaning of mechanization- Objects of mechanization- Merits and Demerits of

Mechanization- Factors to be considered in selecting office Appliances - Types of Time
& Labor saving devices- Furniture- Principles in selecting the furniture- Types of
Furniture- Fitting & Accessories.

II. . INTRODUCTION
Office equipment and machines play a vital role in the efficient performance of the office
work. They are crucial for the accurate and speedy performance of office work by the clerical
staff. Office work is mostly indoor desk work, the clerks have to sit in the office for long hours
of the day. Efficient performance of work is impossible in the absence of the equipment,
machines and comfortable working conditions. Appropriate office machines and equipment
should be used so that the work can be done efficiently at minimum possible cost. In today's fast
paced world, mechanization has come to play a larger role making imperative the selection and
use of right type office machines and equipment.
The main purpose of an office environment is to support its occupants in performing their job.
Work spaces in an office are typically used for conventional office activities such as reading,
writing and computer work.

III. DISCUSSIONS

2. MEANING OF MECHANIZATION
Office mechanization refers to process whereby office machines and equipment’s are
introduced in the office with a view to aid administrative process.
Office mechanization may take over some of the functions performed by office staff, for
example, a computer is one such machine which is taken over most of the operations
Modern office prefer mechanization to improve performance to achieve saving in time and
clerical cost, to ensure accuracy and to provide a safeguard against fraud. Work done by
machines is neat, clear, and results are quickly obtained. The machines are not installed merely
to tackle the volume of work but also to bring distinctive improvements in results. Shifting to
machine operations need investments in the form of capital assets like machines, equipment and
other accessories? It also calls for additional cost in the form of maintenance and repair of
machinery, insurance, premium, the cost of accommodation, stationery, etc. Machines are to be
operated by skilled operators where higher emoluments also add to the cost. Mechanization helps
in saving of time, which results in establishing the efficiency of the organization. It enables in
saving of labor and as such, office machines are regarded as labor-saving devices. The chances
of errors and frauds are reduced to minimum because of introduction of machines. Every
machine is constructed for the purpose of performing certain mechanical operations, each of
which supposes the existence of two other things besides the machine in question, namely, a
moving power, and an object subject to the operation, which may be termed the work to be done.
Machines, in fact, are interposed between the power and the work, for the purpose of adapting
the one to the other.

3. OBJECTS OF MECHANIZATION
Mechanization in the office refers to a process whereby office machines and equipment
are introduced in the office with a view to aid administrative processes. Mechanization in the
office has the following objects:
1. LABOUR SAVING: Mechanization aims at saving labor. It may either reduce the total wage
bill or the same number of employees may perform a larger volume of work.

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2.TIME SAVING: Saving in time is another objective of mechanization. The work that would
take hours can be done in no time with the aid of machines.
3. ACCURACY: Ensuring accuracy is one of the prime objective of mechanization. The use of
machines enable completion of work with accuracy.
4. ELIMINATION OF MONOTONY: Repetitive processes are monotonous and office
machines aim to eliminate the monotony of these repetitive processes.
5. STANDARDIZATION: Standardization of work procedures is desirable which can be best
achieved with the help of the machines.
6. LESS FRAUDS: Mechanization also minimizes the chances of frauds in office work.
7.STORAGE OF FACTS AND DATA: Machines like computers store large volumes of facts
and data for future reference.
8. INTERPRETING FACTS AND DATA: Machines, like computers interpret facts and data
for decision making and control.
Office work is brainwork and involves repetitive in character. The repetitive nature of
office work creates monotony. The relieve of office workers from monotony can be done by
providing comfortable sitting arrangement, working conditions and suitable furniture and
machines. Office machines and equipment’s have become an integral part of a modern office.
Mechanization means the process by which machines and equipment’s are introduced with a
view to speeding up the administrative process. Office cost is reduced substantially by the
introduction of machines. The introduction of mechanization leads to saving in time and reduced
operational costs. The following are the broad objectives of mechanization.
(a) It enables in saving of labor and as such, office machines are regarded as labor-saving
devices.
(b) Mechanization helps in saving of time, which results in establishing the efficiency of the
organization.
(c) It ensures accuracy in work of operation.(d) The chances of errors and frauds are reduced to
minimum because of introduction of machines.
(e) It helps in reduction of monotony in work.
Objectives of Mechanization in the Office
Mechanization in the office has the following objectives:
1. Interpretation of Data: Machines like computers interpret and keep in memory the facts and
data for decision-making and control.
2. Labor Saving: Mechanization aims at saving labor in one of two ways—either it may reduce
the total wage bill or the same member of employees carry on a larger volume of work.
3. Lesser Frauds:Machines minimize fraud in office work.
4. Time Saving: Saving of time is another objective of mechanization. The work that would take
hours can be done in little time with machine.
5. Accuracy: The work done by a machine is far more accurate and, hence, one major objective
might be to enhance accuracy.
6. Standardisation: A standard work can be achieved only when the machines are operated at
best efficiency.
7. Elimination of Boredom and Monotony: Repetitive processes are monotonous and office
machine aims to eliminate the monotony of these repetitive processes.

4.1 MERITS OF MECHANIZATION

Mechanization and machine helps in improving the quality of the work done in the office. Not
only the work will be neat but it will be more systematic. Mechanization has become an integral
part of the modern office administrative process because it offers many advantages:

1. BETTER QUALITY OF WORK: Machines help to improve the quality of work done in
the office. It aids in systematic execution of work. It is an accepted fact that the office work
performed through labor-saving devices is done at a greater speed than the same work done by
clerks.
2. LOWER OPERATING COST: Operating cost per hour of work declines with the use of the
machines. But this requires a large amount of initial capital investment. The initial cost to
introduce machines may be high. But in the long run the machine work will prove to be cheaper.

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3. GREATER EFFICIENCY: Machines bring speed and efficiency to all types of office work.
The work that may take hours to finish manually may be finished in lesser time.
4. BETTER ACCURACY: Machines ensure better accuracy. Chances of errors are eliminated.
Thus the work goes on smoothly, bottlenecks and delays are almost reduced. It is also seen that
not only speedy work is possible, but also greater accuracy with more economy.
5. FACILITY IN CONTROL: Machines facilitates the managers to exercise better degree of
control over their subordinates. For example, access card for entry and exit into an office ensures
presence of a worker during office hours.
6. FACILITATES STANDARDIZATION OF OFFICE ROUTINES: Mechanization
facilitates standardization of office routines and procedures. This in turn helps better
coordination of work.
7. RELIEVES MONOTONY: Mechanization reduces the monotony of carrying out repetitive
processes which are uninteresting and time consuming. The office worker is thus relieved from
undergoing the same process again and again.
4.1 MERITS OF MECHANIZATION
Mechanization and machine helps in improving the quality of the work done in the office. Not
only the work will be neat but it will be more systematic. Mechanization has become an integral
part of the modern office administrative process because it offers many advantages:
1. BETTER QUALITY OF WORK: Machines help to improve the quality of work done in the
office. It aids in systematic execution of work.It is an accepted fact that the office work
performed through labor-saving devices is done at a greater speed than the same work done by
clerks.
2. LOWER OPERATING COST: Operating cost per hour of work declines with the use of the
machines. But this requires a large amount of initial capital investment. The initial cost to
introduce machines may be high. But in the long run the machine work will prove to be cheaper.
3. GREATER EFFICIENCY: Machines bring speed and efficiency to all types of office work.
The work that may take hours to finish manually may be finished in lesser time.
4. BETTER ACCURACY: Machines ensure better accuracy. Chances of errors are eliminated.
Thus the work goes on smoothly, bottlenecks and delays are almost reduced. It is also seen that
not only speedy work is possible, but also greater accuracy with more economy.
5. FACILITY IN CONTROL: Machines facilitates the managers to exercise better degree of
control over their subordinates. For example, access card for entry and exit into an office ensures
presence of a worker during office hours.
6. FACILITATES STANDARDIZATION OF OFFICE ROUTINES: Mechanization
facilitates standardization of office routines and procedures. This in turn helps better
coordination of work.
7. RELIEVES MONOTONY: Mechanization reduces the monotony of carrying out repetitive
processes which are uninteresting and time consuming. The office worker is thus relieved from
undergoing the same process again and again.
4.2 DEMERITS OF MECHANISATION
1. HIGH COST OF INSTALLATION: Most of the modern office machines require a huge
investment. Thus, smaller firms cannot take advantage of many controls. The initial cost of a
machine is high. An idle machine is a waste. This wastage is greater, if the machine is costly.
2. HIGH COST OF OPERATING: Operating certain types of machines and equipment
involves high cost.
3. HIGH COST OF BREAKDOWNS: It is very expensive to repair the machinery in the event
of breakdown which in turns affects the flow of work. Machines are subject to break-down and
lie idle when electricity fails (if it is electrically operated).
4. PROBLEM OF MONOTONY: Use of machines creates a problem of monotony as it is in
the case of production department. The induction of the machine may reduce the interest of the
worker as well as it can kill the enthusiasm and the creativity of the worker.
5. PROBLEM OF TRAINING OFFICE WORKERS: Office workers must be trained to work
in the office machines. Training is an additional cost to the company.
6. HOSTILITY OF OFFICE WORKERS: Workers are hostile to the introduction of certain
types of machines like computers. Sometimes the attitude of the worker becomes very hostile
when a new machine is installed in the office. Some think that because of the advent of the ma-
chine in the office, they would stand to lose their job.

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7. UNDER UTILIZATION OF MACHINES: Many costly machines are not used every day
but they are used occasionally . However, it is essential that a machines must be used more
continuously to make it a worthwhile investment.
8. LESSER FLEXIBILITY OF OFFICE SYSTEM: Mechanization of office leads to less
flexibility. For example, mechanization of accounting system demands a rigid structure.
9. RISK OF OBSOLESCENCE: Many machines have a higher degree if obsolescence. In
order to avoid this risk machines having universal application should be purchased.
10. SURPLUS STAFF: Many machines require trained operators and the absence of them
results in accumulation of work. To avoid this situation, training of more than one worker is
compulsory.
11. DOMINANCE OF MACHINES: Workers in an organization should not become
subordinates to machines. Care should be taken to avoid situation where machines will become
more important than the work it produces.
5. PRINCIPLES TO BE FOLLOWED IN SELECTING OFFICE APPLIANCES
Once the need for a machine for a particular operation has been determined, the next task is
to select right type of machine for the purpose. Improper selection of machines may be proved to
be costly and troublesome. It would be worthwhile to keep the following principles in mind
while selecting office machines and equipment:
1. PRINCIPLE OF COST: The machines and equipment’s concerned should have the least cost
in the given circumstance. If a machine is expensive and its operating cost are low, it may be
preferred without compromising on the quality.
2. PRINCIPLE OF QUALITY: Machines and equipment’s must ne of good quality so that the
quality of work performed is of desired standard.
3. PRINCIPLE OFMAXIMUM BENEFIT: It is necessary for the office machine to give
maxim benefit keeping in view the cost.
4. PRINCIPLE OF SUITABILITY: It is important that the office machines are suitable for the
job which they are bought. They should not be opted for as a mere status symbol.
5. PRINCIPLE OF ADAPTIBILITY &MULITIPLE USE: It would be better to install
machines with multiple uses so that idle time is reduced to the minimum and machines are put to
maximum use. The machines should be light in weight so that it can be easily moved from one
place to another
DEMERITS OF MECHANISATION
1. The initial cost of a machine is high. An idle machine is a waste. This wastage is greater, if the
machine is costly.
2. Adoption of certain machines will lead to unemployment.
3. If the operator, who works on the machine, is not an expert, then its result will be useless. In
the same way, if he has been trained to operate it and if he is absent, the machine will lie idle and
any substitution of hand will cause additional expenses. Thus there is an increase in cost.
4. Clerks can more easily be trained in new methods and systems. In case of machines for
specialized jobs, if the systems are changed, it is difficult to make use of them in the new system.
5. Machines are subject to break-down and lie idle when electricity fails (if it is electrically
operated).
6. Depreciation charges are high; this will reduce the profit.
7. Certain types of machines may become obsolete within a short span of time.

6. PRINCIPLE OF STANDARDIZATION: Purchase of equipment and machines should be

standardized as it would result in the following benefits to the organization:
1. Reduces prices due to larger purchases.
2. Lower maintenance cost due to servicing of fewer make of machines.
3. Operators can be trained more simple and easily.
4. It is easy to purchase and use office forms to fit a very few make of machines.
5. Computation of depreciation of machines would be easy.
6. It would assist management in measuring the work output of different personnel in the
office.
7. PRINCIPLE OF OPTIMUM USE: The machines must be put to maximum in use. At the
time of purchase, the quantum of use in relation to cost must be determined.

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8. PRINCIPLE OF DURABILITY: A machine must be durable. It should have a long life and
also should be free from frequent breakdowns and repairs.
9. PRINCIPLE OF ADEQUACY: The machines must be bought in adequate numbers so that
each department has the desired number of machines.
10. PRINCIPLE OF LEAST SPACE OCCUPANCY: It is essential that the machines should
occupy the least floor space, desk and shelf space.
6. TYPES OF TIME & LABOUR SAVING DEVICES
The machines used in modern office are too numerous to narrate. These machines are
classified into the following categories:
1. INSTRUCTIONAL MACHINES: Telephone, mobile phone, inter-communication system
and Dictaphone.
2. COPYING AND DUPLICATING MACHINES: Typewriters, duplicators, addressing
machines and Photostat machine.
3. ACCOUNTING, TABULATING AND COMPUTING MACHINES: Adding machine,
calculating machine, cash register, billing machine, accounting machine, tabulating machine, and
computer.
4. MISCELLANEOUS MACHINES: Franking machine, impression stamp, time recording
machine, pay roll machine, envelope sealing machines, calculators, etc.

6.1 INSTRUCTIONAL MACHINES

1. TELEPHONE: Every big business houses uses a telephone connecting internally and with
other organization. Businesses have other options, such as digital communication through email,
texting and social media. Telephone communication may be slower than its new-media
counterparts, but it still has benefits in an increasingly impersonal world. The telephone call,
which connects a caller with a human voice, is still an important business component.
2. MOBILE PHONE: In this rapidly changing world communicating on the move has become a
dire necessity.
. Today's technically advanced cell phones are capable of not only receiving and placing phone
calls, but storing data, taking pictures, and can even be used as walkie talkies, to name just a few
of the available options. However, the importance of cell phones goes way beyond personal
safety.

Telephone Mobile Phone

3. INTER COMMUNICATION SYSTEM (INTERCOM): Intercom system is generally used

when sufficient telephone extensions are not possible. Generally intercom equipment has an
automatic switch board which allows extensions users to dial other extension users direct. One of
the number one uses for intercoms is in access control. Most complexes and business will utilize
intercoms if their access gate is too far away for them to be able to see who is trying to get in.
Furthermore, intercoms are handy with regards to that they can be specialized in such a way that
numbers can be dialed on the initial keypad which will lead only to certain receivers on the other
end. This is especially popular in businesses and complexes.

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Extensions users to dial other extension users direct. One of the number one uses for intercoms is
in access control. Most complexes and business will utilize intercoms if their access gate is too
far away for them to be able to see who is trying to get in. Furthermore, intercoms are handy
with regards to that they can be specialized in such a way that numbers can be dialed on the
initial
Keypad which will lead only to certain receivers on the other end. This is especially popular in
businesses and complexes.

4. DICTAPHONE: Generally, dictation is given to the stenographer which requires the

simultaneous presence of the executive under the stenographer at one place. This may not always
be possible due to various reasons. Dictaphone enables the executive to dictate on the machine at
his own pace and leave the rest of the job to be done by the typist. This machine is later played
on by the typist to transcribe the message on the typewriter.

DICTAPHONE

Dictaphone was an American company founded by Alexander Graham Bell that

produced dictation machines. It is now a division of Nuance Communications based in
Burlington, Massachusetts. Although the name "Dictaphone" is a trademark, it has become
genericized as a means to refer to any dictation machine.

COPYING & DUPLICATING MACHINE

1. TYPEWRITER: One of the oldest forms of office machine is still in use in certain offices.
The typewriters produce text material on a page similar to print. People still use typewriters
because they still work. They offer a distraction-free alternative to the modern day methods for
producing a document. They challenge the user to be more efficient and see their errors on paper

TYPEWRITER

A typewriter is a mechanical or electromechanical machine for writing in characters

similar to those produced by printer's movable type by means of keyboard-operated types
striking a ribbon to transfer ink or carbon impressions onto paper. Typically one character is
printed on each key press. The machine prints characters by making ink impressions of type
elements similar to the sorts used in movable type letterpress printing.

MISCELLANEOUS MACHINES
1. FRANKING MACHINE: It is used in large offices for affixing postage stamps on envelopes.
In offices where thousands of outgoing envelopes have to be stamped each day, these machines
are very useful. The outgoing mail is inserted in the machine and a handle is operated either
manually or electrically.

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 FRANKING MACHINE

Franking machines are used by all sizes of companies - from large corporations to sole traders.
There are no restrictions on minimum or maximum postage volumes and postage discounts
for mail are applied to each single item so you receive discounts regardless of how much post
you send.

2. IMPRESSION STAMPS: These includes rubber stamps bearing certain impressions like
"paid" , "delivered", "checked", etc.

3. TIME RECORDING MACHINES: This popular machine is used for recording the accurate
of arrival and departure of the office.

TIME RECORDING MACHINE

Time is of the essence in the work force and the management is always looking at your
late records and absences. In the conventional work format, time is crucial since you are paid by
the hour. Overtime pay and night differential are calculated by how much time you spend in the
office working. This is why time recording tools are very vital for the office. A time recorder is a
device that resembles a clock, but does more than just tell time. It also serves as a small memory
device that keeps track of the ins and outs of the employee either by biometric scans or through
barcode assessment.
The most conventional kind of time recorder would have to be the punch card encoder. A card is
placed on the clock telling that the person has already arrived at work. At the end of the day, the
card is punched again signifying the end of a work day. A biometric scanning device uses
fingerprints to remove the need for punch cards. This uses digital technology to mark that a
person bearing those fingerprints have already arrived or left work at that specific time. These
innovations make office work a lot more organized and in favor of employees who spend over
times and deserve night differentials.
4. PAY ROLL MACHINES: It is used for making the payroll of the employees, calculating the
amount to be paid to each employee.
5. PUNCHING MACHINE: This is a small apparatus which punches holes on papers.

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Punch presses are developed for high flexibility and efficient processing of metal stampings. The
main areas of application are for small and medium runs. Those machines are typically equipped
with a linear die carrier (tool carrier) and quick change tools. Today the method is used where
the application of lasers are inefficient or technically impractical.

6. SLIDE RULE: It is a type of scale which is used to make different calculations rapidly and
accurately.

Slide Rule

The slide rule, also known colloquially in the United States as a slipstick mechanical analog
computer. The slide rule is used primarily for multiplication and division, and also for functions
such as roots, logarithms and trigonometry, but is not normally used for addition or subtraction.
Though similar in name and appearance to a standard ruler, the slide rule is not ordinarily used
for measuring length or drawing straight lines. Slide rules exist in a diverse range of styles and
generally appear in a linear or circular form with a standardized set of markings (scales) essential
to performing mathematical computations. Slide rules manufactured for specialized fields such
as aviation or finance typically feature additional scales that aid in calculations common to those
fields.
7. STAPLER: It is a small machine which binds together a few papers with a small piece of thin
wire. It is commonly used in small offices. No office is complete without a stapler nearby.
Whether employees need to staple reports before handing them in to supervisors or workers just
want to keep their reference materials neat and orderly, staplers are necessary tools to have. Keep
a variety of staples on hand to make sure you never run out and make sure you're prepared for
any task with scissors and other basic supplies.

1. Electric Staplers
Enjoy easy, automatic stapling with electric staplers, which sense when paper has been inserted
into the stapling area. An electric stapler that is battery-powered allows convenient on-the-go
use, while an electric stapler that's powered via an AC adapter must be kept close to a wall
outlet.

2. Heavy-Duty Staplers
For tasks that require a bit more power than ordinary staplers, heavy-duty staplers come in
handy, using all-metal working components to drive staples through a variety of materials.

3. Reduced-Effort and Basic Staplers

A basic stapler is a necessary part of any office environment. Keep a standard stapler on your
desk for quick access and consider a reduced-effort stapler, so you can easily staple items using
less force.

4. Specialty Staplers
Choose a staple gun for tacking projects around the office or pick up a long-reach stapler for
placing staples in the middle of documents. Consider a staple-less stapler for securing just a
handful of pages.

5. Staple Removers
It's easy to remove staples from documents with staple removers featuring many different
designs to suit your preferences. Choose a basic staple remover that uses steel jaws that squeeze
together around staples or select a pen-style remover that uses a curved blade tip that inserts
underneath staples and pops them up.

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 6. Staples
Available in many different lengths, there are staples that are designed to pierce through just 20
sheets of paper or even 180 sheets of paper to handle heavy, large booklets.

8. CALCULATORS: They contribute to efficiency and remove the tediousness of calculation.

9. ENVELOPE SEALING MACHINE: A machine that automatically seals the envelope. It

will dampen the grummed flaps of the envelopes; thus sealing of the envelopes becomes very
easy.

FURNITURE
Office furniture is necessarily a part of total environment in which the employees work. It
can be described as a basic facility with which an employee identifies himself. If the office is
involved in binding operations, then they will require a good office equipment for binding
because all the customers demand perfect binding for their documents. This shows that every
office has its own needs and requirements and if the proper office equipment is not available in
order to carry out that operation, then the entire task will not be completed successfully. Every
office requires furniture for their employees that they can use in order to finish their tasks and
duties. However, these are just the general needs of any office. Office equipment is the main
factor that every office needs for the successful finishing of any project or job and this may not
be same for every office and varies with respect to the nature of the business and the requirement
of the office.
The choice between the wooden furniture and metallic furniture will largely depend upon the
following factors
1. Amount of investment
2. Mobility
3. Safety against fire
4. Ease of maintenance
5. Design
6. Durability
7. Space occupied,etc

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7.1 PRINCIPLES IN SELECTING THE FURNITURE
After deciding the office environment, the office manager has to decide about the types of
furniture required and their numbers. The type of furniture is decided only on the basis of nature
of work performed by the employee and his/her designation. Mostly office work is indoor desk
work. Therefore, adequate and suitable furniture should be provided in order to ensure efficient
performance of work at the maximum speed.
Following are the factors to be considered in selecting office furniture:
FUNDS: The amount of funds available determines the kind of furniture to be purchased; but at
the same time it would be essential to keep in mind the most suitable type of furniture.
DURABILITY: It is an important factor. Steel furniture, which is becoming quite popular in
modern offices, is more long lasting than the wooden furniture.
SAVING IN SPACE: Decisions regarding choice of furniture, which is becoming quite popular
in modern offices, is more long lasting than the wooden furniture.
COMFORT: Furniture offering comfort must be chosen.
APPEARANCE: Good appearance of furniture improve the ambience of the office. It should
have a pleasing appearance.
HYGIENE: The ease of cleaning furniture or space underneath is a problem to be considered at
the time of its choice.FINISH: Glossy surfaces should be avoided because they create glares and
thus increase thetensionSAVING IN LABOUR: Certain furniture has built in units for storage
that save movement and walking about by the employees.
MULTIPURPOSE OR ADAPTABLE: The furniture to be selected must be adaptable to
different uses in the office.
PRINCIPLES IN SELECTING THE FURNITURE
1. Suitability: The selected furniture must be suitable for the job. The working area of the table
should be sufficient. It must also have space to keep files (incoming and outgoing), stationery,
etc.
2. Comfort: The seat of the workers, shape of the chairs and tables must be so designed that the
workers would not feel any fatigue while doing their jobs. This will result in efficiency, in turn,
more output. The equipment, forms, stationery, etc., must be within easy reach. Those items
frequently used, should be placed at hand.

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3. Design: Prior to purchase, one must have an idea of the size, height and design of the
furniture. For example, the size, height, design, number of drawers of the table should be decided
on the basis of work done on it.
There are many designs of tables available in the market. One must decide whether the top of the
table should be of polished wood or glass plate or laminate surface. The decision regarding the
choice of the furniture, say table, desk, chairs, etc. as to its size and design depends on the officer
who uses it.
4. Durability: Metal furniture is more costly than wooden furniture. But the maintenance
charges of wooden furniture are more than those of the metal furniture. Nowadays, metal i.e.,
steel furniture is more popular, because it is more durable than wooden furniture. Moreover, steel
furniture is safe against fire, burglary etc.
5. Weight As the business expands, the size of the office also increases. The existing layout of
the furniture has to be rearranged according to the required comfort. It may become often
necessary to move the furniture from one place to another. Therefore, it is better to have light
weight furniture. If the furniture is light, there will be less breakage and wear and tear when the
furniture is shifted.
6. Space saving Furniture which would occupy minimum space should be selected. The decision
regarding the design of the furniture should depend upon the space available in the office and the
number of persons who work there.
7. Cost The cost of the furniture should not be neglected when selecting it. It should be kept
within the financial limit.
8. Hygiene
The outlay of the furniture should be so made that it will be easy to clean the furniture as well as
the floor underneath it.
9. Usefulness The furniture should be selected according to the nature of the particular job.
When it is not needed for the department, it can be easily transferred to another department,
where it may be useful.
10. Appearance Furniture should have a good appearance and be pleasing to the eyes. This will
impress the workers and visitors. Wooden furniture looks attractive. Furniture of high quality
wood is durable. It has a warm look and gives comfort to the users. Many varieties and designs
of furniture can easily be made.
11. Multi-purpose uses Furniture should be adaptable to multi-purpose uses, wherever possible.
This permits standardization in the purchase of multi-purpose desks and enables office workers
to perform more than one type of work with the help of the same kind of furniture.
Factors:
In selecting the furniture and other equipment to be used for a specific job, the following six
questions should be considered.
1. Is the working area adequate?
2. Can the clerk work comfortably?
3. Can the clerk use both hands?
4. Can the job be supervised?
5. Is the work adequately protected against dust, loss or damage?
6. Is there suitable provision for the clerk's personal effects?
Generally, in a modern office, desks, tables, chairs, filing rack, cupboards, cabinets, safe, etc.,
are used. Every table should have sufficient top space to keep the incoming files and outgoing
files and to keep necessary forms and stationery. Apart from the top of the table it must have
enough space to work comfortably.
If the clerk is to be provided with a telephone, it must be placed on the left-hand side of the table.
The writing pad will be placed on the right-hand side, so that while he is working with his right-
hand, he can easily take the receiver with his left-hand. In the same way the stationery articles,
should be kept on the top of the table, within easy reach.
Completed files should be placed on the right-hand side and incomplete files should be placed on
the left-hand side. This will enable the supervisor to check the work done by the clerk, by a look
from his seat.
The work table, machines, stationery, etc., on it should be kept free from dust. Certain files of a
confidential nature should be safely placed in steel cabinets, after the work.

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The clerks who come to the office may bring personal belongings, such as money purse, rain
coat, lunch packets, hand-bags, etc. The clerk's table should have provision to keep the personal
belongings under lock. This will be an additional advantage.

7.2 TYPES OF FURNITURE

Every office requires different types of furniture. Furniture can be classified on the basis of
its physical appearance like chairs, desk, etc.

1. DESK: The performance of an office employee is very much influences by the type of desk he
uses. A suitable type of desk should be provided to the employees. The desk selected for office
should have a multi-purpose use
A. Executive desk: These are design to suit individual taste and quite often they are designed as
a showpiece of an organization. Their purpose is to impress visitors.
B. General Purpose Desk: It is a general purpose single pedest desk with less elaborate design.
C. Computer desk: These are generally standard flat-topped, single or double pedest desk with
provision for placing keyboard.
2. TABLES: Tables are generally needed for sorting of mail dispatch, temporary housing of
files, registers and file trays, for holding meeting of committees, etc.
3. CHAIRS: The types of chairs use in modern office are revolving chairs, saddle seat chairs and
computer operator chairs. There is a need for providing the right type of chairs to the office
employees as they spend most part of the day in the office.
4. FITTING AND ACCESSORIES: Generally office fittings include desk lamp, telephone
stand, waste paper basket, shredding machines,etc. Clerks should be provided with certain
accessories in order to perform their work efficiently.

OTHER TYPES OF FURNITURE

Office furniture may be of different types, the usual types are as follows:
1. Executive furniture
High officials have different tastes for furniture. Therefore, executive furniture is purchased
according to their tastes. This is mainly to impress the visitors, and it should add to the prestige
of the person using it and the prestige of the firm.
The term 'executive' is applied to those persons who are responsible for making decisions and
policies. Generally, executives included section managers and officers above them. Therefore,
different executives will prefer different types of furniture to suit their job and status.
The following factors which should be considered before acquiring new furniture.
1. Design:
It is related to size of top, height, number of drawers etc.
2. Capital outlay:
An obvious factor when buying any equipment.
3. Durability:
Metal furniture probably last longer than ordinary wooden furniture.
4. Saving in space:
Some furniture is specially designed to save office space.
5. Fire risk:
Again metal furniture is a better fire risk than wooden.
6. Weight:
If furniture has to be moved around, as it often does in a large office, then light weight is
preferable.
7. Hygiene:
How easy it is to clean, and to clean the floor underneath it.
8. Appearance:
Furniture which is not only pleasing to the eye, but appears workman like, is quite an important
factor.
9. Comfort of office work:
This means that more work is likely to be performed and with less distraction.
10. Safety:

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Plate glass topped furniture may not be safe in use.
11. Finish:
If there is too high a glass, it can cause glare and distraction from work.
12. Saving in Labor:
Some furniture has built-in file units, which can save movement and walking about the clerks.
13. Supervision:
To work being done in office should not be overlooked due to structure of furniture.
2. Desks:
The desk is the work-bench of the office worker. Most of office work is handled on a desk, over
a desk, through a desk or across a desk.
The primary function of any desk is to provide a suitable surface for writing, checking, sorting,
examining and conferring; for these purposes a table top is just as good as a desk top; tables also
have other advantages over desks.
As far as possible, the desks selected for office should multi-purpose in use. There are different
types of desks for different persons depending upon the nature of work and status.
3. Executive Desk:
These are designed to suit individual tastes and quite often they are designed as a show piece of
an organization. Their purpose is also to impress visitors with the prestige and importance of
persons using them. Executive desks are generally double pedestal. Sharp edges and corners are
eliminated. Table top is covered with a sheet of glass.
Some executives use full top glass while others prefer to cover writing area only. General
purpose desk are of less elaborate design being single pedestal with less desk space. Typist desk
may be fitted with either a fixed sunken well for the typewritten or a collapsible well into which
the typewriter is fixed.
4. Table:
In many government and other offices, tables still serve as clerical desks and this they may be
fitted with one or two drawers. Tables are ordinarily needed for sorting of mail, housing of files,
file-tray, holding meetings etc. Most of the tables follow the conventional dimensions for their
sizes.
5. Chairs:
Chairs are perhaps the most important item of furniture from the point of view of the worker
since he sits in them all through the day in office. Comfortable sitting in the office not only
reduces fatigue but also maintains the health of the employee, thus benefitting the firm by less
absenteeism, few errors and large volume of work.
The back of the chair should be such which gives support to the back and sufficient relaxation. It
will be better if the back is adjustable. Seat should be sufficiently large, properly designed and
thinly padded. A revolving chair may be ideal in most cases since it allows for movement
without getting into ground.

IV. END MODULE TEST

I. Mention True/False in respect of the following

1. Mechanization improves quality of work
2. Tax advantage makes leasing attractive
3. Duplication is a process of obtainng a number of copies of a master impression.
4. Voice Mail is a questioning machine
5. Duplicating and photocopying are same
6. Duplicating proces is a substitute for printing
II. Review questions
1. Computers are giant monsters-Explain\
2. Classify office machiniers-explain
3. What are the various types of printers used in an office? State the points to be
considered before choosing a printer
4. Write a short notes on
a. Voice mail
b. E-mail
c. Electronic Computers

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 d. Google Meet and Zoom
5. Explain the advantages and disadvantages of availing leasing of office
equipments.

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