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Forms Management

Forms are used to standardize the collection of information within an organization. They define the data needed and provide a consistent layout, which speeds up data entry and processing while reducing errors. Effective form design requires specialized skills to ensure the layout facilitates use and the forms project a professional image for the organization through qualities like clear instructions, adequate spacing and using appropriate paper.

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Jean Carlo Nadera
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97 views

Forms Management

Forms are used to standardize the collection of information within an organization. They define the data needed and provide a consistent layout, which speeds up data entry and processing while reducing errors. Effective form design requires specialized skills to ensure the layout facilitates use and the forms project a professional image for the organization through qualities like clear instructions, adequate spacing and using appropriate paper.

Uploaded by

Jean Carlo Nadera
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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A form is a piece of paper with

fixed data and blank spaces for


variable data. Thus information
that is constant or known in
advance can be made a standard
part of the form. Forms may be
unobtrusive, unimpressive,
unglamorous and even dull.
It is then necessary to fill in only
the information that varies with
each transaction; this information
is labeled specifically and occupies
a standard position on the form,
thus reducing uncertainty and
saving time. Forms are used both
in procedures and as instructions to
employees and managers.
Setting standards, called a style
guide, for all forms used within
an organization. The style guide
covers the research, analysis,
design and format, production,
and distribution of any form
being generated.
purchase forms
sales forms
accounting forms and
correspondence forms.
 1. Single copy forms: Single copy form is
used to save the only one purpose and kept by
the anyone of the office employee.
 2. Multiple copy forms: Multiple copy forms
are prepared in more than two copies but
according to the requirements. For example, if
three copies are prepared; three employees in
various departments or in various sections
keep them.
 1. Outside contact forms: Outside contact
forms means forms used for collection of
information from the outside of office. They
are purchase orders, sales invoices, vouchers
and the like.
 2. Internal office forms: Internal office forms
mean forms used for collection of information
within the organization. They are requisitions,
report forms, accounting forms and the like.
1. They make clear what information
must be gathered and communicated.
2. They provide a specific location for
each item of information needed, thus
speeding data entry, processing, and
reference.
3. They eliminate the need for recopying
standard or repetitive information.
4. They facilitate use of multiple
copies, often greatly simplifying
procedures a a result.
5. They identify records and
facilitate filing and future
reference.
A form designing means
deciding the contents and
layout of forms for the
purpose of collecting and
processing the required
information economically and
efficiently.
 The proper design of an office form
requires specialized knowledge and
skill. The various contributions
coordinated by the one person who is
being held responsible. These
designers are trained and
experienced in this type of work and
are able to prepare satisfactory
suggested design.
QUALITY PAPER
As forms project the image of the
organisation, quality paper must be
used. Frequent handling of paper and
long preservation of records call for
better quality paper.
Elegant type of printing enhances
the appearance of the paper itself.
The typeset used in the form must
be read with ease in natural and
artificial light.
Planning the standard size of forms
will avoid unnecessary wastage of
paper. The size depends on the
purpose for which it is required.
Each form must have a title and
number. It must be short and
simple
It means clear column headings,
adequate space for numbering and
simple language of instructions for
numbering and simple language of
instructions for use.
Itmust be ensured that forms
must allow for punching and
perforating.

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