The efficient and economic operation of an office is based on the forms designing. Likewise, the form should be in such a way that it can be easily filled up and processed. For that the office forms should be designed properly. Hence, it is the duty and responsibility of Forms Control Officer or Form Control Department to design the form properly and spend much of his or their time in forms designing.
Meaning of forms designing
A form designing means deciding the contents and layout of forms for the purpose of collecting and processing the required information economically and efficiently.
Importance of Forms Designing
The importance of forms designing can be understood because of the following points.
1. Forms are used to collect record and communicate the required information according to the expectations of the needy persons. Therefore, forms are treated as tools of office work. If the forms are badly designed, it reduces the speed of operation of office work.
2. The forms create psychological impact on the people who use it. The people may be frustrated and get tired if the forms are not designed properly.
3. The badly designed forms results in more number of mistakes in clerical work. Hence, there is a need of well-designed forms to avoid mistakes in clerical work.
4. Sometimes, the designed form may project a poor image in the minds of the customers. This may adversely affect the good will of the company.
5. System is the basis for form design. Hence, forms are designed according to the needs of the system. If forms are badly designed, they can ruin a whole system.
6. The well-designed forms contribute much to the efficiency of employees of an organization and efficiency of the system.
7. The cost of forms is less than the cost of completing office forms, transporting and filling of office forms. The ratio will be greater if the forms are badly designed.
Principles of form designing
Only a well-designed office forms serve the purpose of office. Therefore, some principles have to be followed in designing office forms.
A brief explanation of such principles is given below.
1. Principle of Use: A form may be designed based on need aroused. Need for a firm is aroused due to some reasons. The reasons may be recording of data in a systematic way and/or avoiding of recording of data repeatedly and/or fix the responsibility for the work done.
2. Principle of Standardization: A standard form is not only reducing cost but also eliminates chances of confusion. A form may be standardized in respect of,
- Paper Quality
- Number of prints
- Paper colour
- Method used to produce forms, etc.
3. Principle of Centralized Control: The office manager should nominate a person who is responsible for the designing of forms, use and replacement. If not so, numbers of new forms are added with existing forms and old and/or outdated forms are remaining in use resulting in confusion.
4. Principle of Systems integration: The design of the forms are decided in such a way that they are easily adjusted with systems design. If so, information are not obtained or given in duplicate.
5. Principle of Ease of Entry of Data: A form is to be designed in such away that facilitate the entry of data without much difficulty. This depends largely on the printing style, surface on which written, entry method, sequence of information etc.
6. Principle of Multiple Uses: A form can be designed for multipurpose. Such forms helps reduce space, which in turn facilitates better control on preparation of forms and printing them.
7. Principle of Identification: Designs of forms should be in such a way that they are easily identifiable without much difficulty. Different colors, papers and ink for printing are used by the office manager in order to differentiate the purpose for which the forms are used.