The Mechanical Side

Forms.

Most office work is performed by writing upon some kind of blank form, whether they be detached or loose-leaf forms. The quality of paper selected for any form should be governed by the use to which it is put. If it is to be written upon with pencil it' is wasteful to use a high-grade paper designed for writing with ink. When forms have a temporary value only, the paper should be of a cheaper quality than that of forms to be kept for a number of years. Selecting standard qualities of paper for these various purposes requires considerable study. A large variety of colours should not be used, as many of them—particularly the reds and blues with their varying shades—are difficult to read under artificial light. Not more than nine standard sizes of forms are usually needed.

Salary Standards.

In most offices salaries vary widely and often unreasonably, clerks doing similar work frequently receiv ing widely different salaries. Some of the best-managed organi zations have made a careful gradation of salaries, with a maxi mum and minimum for each class of worker. The minimum is that salary which a clerk is entitled to as soon as he is assigned his position, and the maximum the highest salary which the company can afford to pay for that type of work. Such grada tion eliminates gross inequalities, gives more equitable payment for results and minimizes dissatisfaction among the office force.

Office management is highly complicated, and requires a spe cialist—a manager of high order who at the same time thoroughly understands clerical work. The scientific approach to the factors of office management may be briefly defined. First it is necessary to define thoroughly the purpose of any work about to be under taken, for if this is neglected the path of the subsequent investi gation is likely to follow incorrect lines. Then the problem should be carefully analysed by dividing it into its factors. These preliminary steps, though simple in a statement, are by no means so simple in fact. The next step involves a careful search for all the facts in the situation which govern each and every factor in the analysis. It is a very common oversight to gather an abun

dance of facts on one part of a problem, and ignore or minimize other parts. To infer, without investigating, is a most prolific source of error, the method of actual test being by far the best. These three steps are precisely those of experimental science, and may be called the scientific method of thinking out a problem. By its use, the office manager can correctly approach each prob lem and devise the right method, otherwise known in manage ment as "the one best way." With the best method secured, it is then necessary to select the person best fitted to perform it, for all cannot be equally proficient in the same things. The person best fitted for any particular task will invariably produce better results than the so-called "average" person. When found, it then becomes necessary to teach the person who has been thus selected.

These six steps constitute the basic procedure in any form of scientific management and lead up to the seventh, which is planning. Without careful planning, all the scientifically designed work which has gone before will be wasted. Finally, to secure the best results it is vitally important to win the co-operation of the workers. An office force labouring without interest or enthusiasm will accomplish some results, but certainly not of the type de sired by a competent office manager. The management which does not and cannot secure co-operation is necessarily defective. These eight steps cover the basic principles of scientific manage ment in all activities.

There is also a considerable tendency toward the simplification of office methods and the entire elimination of much that has been done in the past, on the ground that it is either superfluous or not worth the effort expended. These tendencies are continuously accelerated by economic conditions. Scientific management will be the principal means of reducing the numerical growth of office workers. (W. H. LE.)