OFFICE MACHINES

OFFICE MACHINES AND EQUIPMENT

The office machines are devises which are used to simplify work in an office. Although it is possible for office  work to be carried manually without the use of machines the output of this effort would be of poor quality and high cost. They help to save time and improve efficiency of work.

VARIOUS OFFICE EQUIPMENTS

The type of office equipment found in an office depends on the activities performed in such office. Some of the office machines and equipment are:-

1.     Filing equipment:  It consists covers, folders filing cabinets, box files etc. which are used to protect documents against any loses through careless handling, prevention of un- authorized use.

2.        Type writers:  Used for typing documents which may be manual or electric type writer. (types and care of type writer, read OFFICE ORGANISATION AND PRACTICE SIMPLIFIED  BY N.A SALEEMI PAGE 109)

3.     Dictation machine/ Dictaphone: They are used to record human dictation and normally used by executives to record their dictations. The typist can play back the recording and type  on paper.it means the typist types what she hears. (read OFFICE ORGANISATION AND PRACTICE SIMPLIFIED  BY N.A SALEEMI PAGE 112)

4.     Accounting machines:  They handle accounting records such as adding. This involves listing machines, calculator and post accounting machines.( read OFFICE ORGANISATION AND PRACTICE SIMPLIFIED  BY N.A SALEEMI PAGE 109

5.     Computers:   A computer may be defined as the electronic machine which accepts data from input devices perform an arithmetic and logical operation in accordance with predefined programs and finally transfer the processed data to the output devices such as business documents and central report.

Computers are basically used in business for processing of business data to maintain control of the business operations. Data processing is concerned with systematic recording, arranging and filing and processing of business facts and figures.

Computer is very commonly used in the modern offices and the main uses of the computer in an organization are:-

-         preparation of payroll: Computer calculate gross pay, P.A.Y.E, social contribution like NSSF, NHIF, after this deduction the net pay of employee is determined . the payroll calculated by computer gives all relevant details.

-         Stock control: The records of the stock in respect of good purchased and sold are maintained by the computer. The computer contains information regarding the items purchased , sold, price, stock reference and order level. when  the stock of any item falls to re- order level, the computer will print out requisition to purchasing department. It can also print out  the stock list when required.

-      Record of debtors: The computer maintains the record of debtors, these records helps to ensure that debtors pay on time. Any overdue debtor is pin pointed by the computer.

-      Budgetary control: Computer is used to prepare the budget and ensure the proper implementation of this budget.

Each department of an office requires equipment as to activities performed.  For example

A.       The mail room equipment 

These are very useful common types of machines found in mail handling office. These are:-

i.         Stapling machines :   This is used for affixing letters and enclosures on other pages together.

ii.       Letter opener:           This is hand operated device shaped like a knife or automatic device which trims a narrow strip of one edge of envelope.

iii.      Letter or parcel scales: are used to weigh the correspondence to ensure correct postage.

iv.     Stamp moistening device: used for wetting stamps or envelops to affix to seal. It is usually a moistened sponge in a container.

v.       A date stamp:  which is used to record the date on which the letter was received? It also stamps the number on the letter.

vi.     Shredding machine:  This machine destroys secret and confidential materials if no longer required.

vii.    Punch: used to put holes in the document ready for filing.

viii.  Address machine:   used to print names and addresses  of regular customers or correspondents

ix.     Franking machine:  used to print postal stamp impressions on the envelopes. Where arranged can be used to print advertising slogans on envelopes  as it print postal stamp impression.

x.       Guillotine: for cutting and trimming paper to the required size

xi.     Composite machine:  this performs three functions viz. fold the document, insert them in the envelopes, and seal the envelopes

COMMON MACHINES USED IN GENERAL OFFICE.

The following machines are common to any office , for example in the typing pool, accounting section, computer room etc.

-      Punching machines

-      Stapler remover

-      Scissor: used to cut paper.

-      Stapling machine

-      Stenographic or shorthand machine: this is used to take down messages phonetically.  The common practice of this machine is that, The officer is recording the massage using this machine and send it to typist then the typist can here the massage and type it.

-      Folding machine: It is used to fold paper. when a larger number of circular letter or other documents are to be folded for being sent out, such machine work efficient.

-      A date stamp

-      Time recorder: This is the machine used to record the time of arrival and departure of employee.

-      Shredding machine or paper shredder.

FACTORS TO CONSIDER WHEN BUYING OFFICE MACHINES.

A.      Initial capital outlay: The amount required for purchasing them, sophisticated office machines requires large amount of capital.

B.      Operational cost:  Maintenance and running  expenses,

C.      Savings: both in term of effective cost per unit of output and labour time

D.     Purpose: The need for particular feature e.g better presentation or control in frauds etc.

E.      Importance of accuracy:

F.       Side effect: does it need to change some system or stationeries  which are in use before machines are introduced?

G.     Prestige:  the good image to be reflected by an organization you deal with or customers

H.     Adaptability: ability to meet future development eg computer.

I.        Need to train staff ancillary services

J.        How much use can be made of the machine and if there is possibility of renting out spare time by public.

ADVANTAGES OF OFFICE MACHINES AND EQUIPMENT

-   Labour saving : work performed by a machine requires very few staff and thus there is labour saving and reduction of salaries and wages.

-   Speed: machine is much faster, thus save time

-   Accuracy: They are more accurate, though the accuracy is partly contributed by one who feed data into it.

-   Prestige: the product of machine is more presentable.

-   Control: they assist in avoiding error and fraud.

-   Uniformity: Machines produce some uniform work.

-   Economical: cost per unit of job done by machines usually works out to be less than that done manually.

LIMITATION AND DIS ADVANTAGES OF OFFICE MACHINES.

-         Need the operation of human beings: machine cannot think and need staff to operate them or prepare work to be used by them.  A computer uses data prepared by people

-         Costly: machine may be more expensive if the volume of work is small

-         Initial capital:  The introduction of machine in the organization requires sums amount of money.

-         Unemployment: The use of machine in the office contributes to unemployment in some countries where labour is expensive.

-         Obsolescence: Machines are subjected to become out of use due to introduction of new and modern machines. This causes high cost and serious problems to business.

-         Breakdowns: machines are subjected to break- down which affects work and do depreciate.

-         Standard form:  machines use particular stationery and equipment which can cause dissatisfactions among workers.