The benefits of word processing

Press, 25 May 1977, Page 11

The benefits of word processing

By

DAVID ELIASEN,

1.8. M. office products manager

Controlling the great river of correspondence flowing in and out of offices today, and controlling it while enhancing at the same time the relationship between customer and client and employer and employee is now one of the most nagging problems facing management everywhere. Traditional methods of handling correspondence have often involved staff in a dismaying amount of drudgery and repetition, especially when handling large numbers of letters with often identical content. Basically, word processing involves the elimination of dictating and typing recurring correspondence. It means streamlining the whole system by using magnetic cards. This means that most letters are typed automatically and the typist only has to include the variable words. At the same time it has meant that correspondence has become briefer, and the message has become clearer.

For example, one company for which we instituted a full word processing system, Commercial Union Assurance Company, surveyed all its correspondence to ensure that it was written in a crisp personal style that recognised the policyholder as an individual. In many ways the introduction of word processing is almost as significant as the introduction of the typewriter itself. It will release many women from typing duties, and will open up new career paths for them. It will mean that women, especially in commerce, will find a much greater outlet for their decision-making skills. Because of the streamlining effect of word processing, it will mean that those who wish to remain typists will be able to specialise without the numerous interruptions during the working day that tend

to plague so many secretary-typists. The objective of word processing is, of course, to bring down the cost of all typing. For one client, we have been successful in bringing the cost of the average 150-word letter from $3.19 to $1.55. Before we make any recommendations for a client, we first conduct a detailed work measurement analysis of the entire correspondence and typing system. Among the benefits that word processing gives users:— Service: Typing handled on a four hour turnaround; Management control, involving the more effective planning of workloads, deadlines, and staffing; Personnel: More effective and rewarding use of staff time through the reduction of time involved in originating and typing routine correspondence; Morale: Staff morale is boosted because staff perform to measurable job objectives. Career paths are defined.