is the addressing machine, which is used for addressing envelopes,
cards, and other matter, to a large list of names. These machines
are especially well adapted for the names to which communications
are addressed at regular intervals. Brokers and commission men use
them for addressing daily market letters to permanent lists of
correspondents; business houses in all lines find them convenient for
monthly statements, using the machine both for addressing the envelopes
and filling in the names on the statements. An office boy can fill
in addresses on statements for all accounts in the sales ledger, and
address the envelopes, saving about one-half the time of the bookkeeper.
In the advertising and sales department, the addressing machine is used
to excellent advantage for addressing follow-up letters, booklets,
circulars, and catalogs. Its use makes it easy to send advertising
literature to all customers at frequent intervals. The machine is not
recommended for a prospective customer's follow-up list, unless a large
number of follow-ups are to be sent; but when a man becomes a customer,
it may be safely assumed that the name is permanent.
Of the machines now on the market, one of the best known is the
_addressograph_. This machine is made with both card addresses and
chain addresses. The card machine, which is shown in Fig. 21, is the
most practical for the uses to which the machine is put in the average
office. With this machine, metal frames the size of an index card
are used. These frames are made in two styles, one of which has a
metal printing plate, while with the other, the name and address are
set in rubber type. With the first style, the printing plate is made
by stamping the letters on a sheet of metal. This makes a permanent
address, which cannot be changed without making a new plate.
[Illustration: Fig. 21. The Addressograph Addressing Machine
_Addressograph Co._]
Fig. 22 shows the rubber type frame. The name and address are set up
in the type frame, and can be changed at will. Type taken from old
addresses can be used over and over again. When an address is set, a
proof is printed on a card, which is placed in the upper half of the
frame. This card is large enough for notations, and can be arranged for
recording any information desired.
The metal frames are provided with tabs printed with letters, names of
towns, numbers, or other special information, and are filed in card
drawers, as shown in Fig. 23. They may be filed in any of the usual
ways adapted for card systems; a customers' list may be filed according
to states and towns, and the names in a certain town addressed without
disturbing the balance of the list.
[Illustration: Fig. 22. Metal Frames for Rubber Type _The Addressograph
Co._]
To operate the machine, the address plates are first transferred to
the magazine on top of the machine. The contents of a drawer can be
transferred without handling. The plates are automatically fed to the
printing point of the machine, from which they are returned to the
drawer, which is placed under the machine, in the exact order in which
they were filed. When the address frame reaches the printing point, the
address is plainly visible on the card, so that any name can be skipped.
With an addressograph it is claimed that 3000 addresses an hour can
easily be made. This takes the place of several girls, and reduces the
cost to a minimum.
[Illustration: Fig. 23. Addressing Card File. _Addressograph Co._]
=Folding Machines.= One of the most practical labor-saving devices for
the mailing room is the folding machine. Direct advertising, by means
of circular or form letters, and printed circulars, is becoming more
and more popular. Where such communications were formerly mailed in
hundreds, they are now mailed in thousands; it is not uncommon for a
concern using this form of advertising to mail a million circulars or
letters on one proposition in a single season.
[Illustration: Fig. 24. Folding Machine Operated by Electric Motor. _A.
B. Dick Co._]
To fold these letters and circulars in the ordinary way is an expensive
task. Not only is the labor cost involved, but the question of space,
which in many offices is of even greater importance. While a plant
occupying buildings owned by the company may be in a position to
provide plenty of space for offices, the great majority of businesses
are conducted in cramped office quarters; the modern office building
with its high rents tends to reduce office space to a minimum. As a
result, many a business, lacking room in which to work a large force
of folders, has been obliged to hire its extensive circularizing done
outside of the office.
These difficulties have to a great extent been overcome by the folding
machine. For many years printers have made use of machines for folding,
but it was not until a comparatively recent date that a machine adapted
to office use was perfected. Now there are several practical machines
on the market.
One of these machines will fold from 4000 to 7000 letters or circulars
an hour, depending on the size and weight of the paper, and the number
of folds. This is equal to eight persons folding by hand, and the
machine and operator occupy no more space than one hand folder.
The best machines are so made that they can be operated by hand or
electric power. Wherever electric lights are available, the power
machine can be used. Including the cost of power, the maximum cost of
folding with one of the machines is from 3 cents to 5 cents a thousand.
One of the well-known types, with motor attached, is shown in Fig. 24.
=Mailing Machines.= To a concern mailing large quantities of circular
matter, an envelope sealer or mailing machine is indispensable.
Envelope sealers which worked in a more or less satisfactory manner
have been on the market for several years. These machines have been
improved, and their best features combined with new ideas, until now
machines are to be had which work perfectly.
Several of the machines seal envelopes only; one both seals the
envelopes and attaches the stamp. The combination sealing and stamping
machine seals, stamps, and counts envelopes at an average rate of 8000
an hour, doing the work of from eight to ten clerks.
When sealed by the machine, the flaps of the envelopes are folded
tightly and securely sealed. The moistening device is so constructed
that the amount of moisture passing under each flap is regulated to
a nicety, preventing envelopes sticking together on account of too
much water being applied. Coincident with the sealing of an envelope,
the stamp is applied. Every envelope passing through the machine is
stamped; as a result, none are returned from the postoffice for lack of
postage.
[Illustration: Fig. 25. The Mailometer Mailing Machine _Mailometer Co._]
A special counting device automatically counts the stamps as applied,
the counter being in full view of the operator. This means an absolute
check on the postage account. The stamps are locked in a glass case
and, by moving a lever, the stamp mechanism can be thrown out of
operation. It can only be made to apply stamps again by unlocking the
case, which places the stamps absolutely under the control of one
person.
After being sealed and counted, the envelopes pass to a stacker, all
facing one way so that they can be tied in bundles for sending to the
postoffice. This is a point worthy of consideration where dispatch in
getting mail out is of importance. Envelopes of any size up to twelve
inches are handled, and by throwing off the sealing device, mailing
cards can be stamped.
The machine referred to is shown in Fig. 25. In operation, the mail
is gathered and placed on the rack shown at the top of the machine,
with the flap of each envelope overlapping the one next to it. The
operator, taking a bunch of about twenty-five envelopes from the rack,
holds them lightly against the feed rolls at the left of the machine.
The automatic feed separates the envelopes, permitting only one at a
time to pass its flap over a metal disc which revolves in water. As the
envelope is advanced, the stamps are fed forward, cut off, moistened,
and rolled upon the passing envelope. The stamps used in the machine
are put up in continuous-ribbon form, wound on a reel, there being 3000
stamps on a reel. Until the government supplies stamps in this form,
they are being supplied by the manufacturers, who have arranged with
the government to make them to their order.
=Letter-Printing Machines.= The present extensive use of circular or
form letters is made possible by the use of letter-printing machines.
To write all of the letters on a typewriter is out of the question,
owing to the cost. Consequently, concerns doing any considerable
circularizing have resorted to imitation typewritten letters.
[Illustration: Fig. 26. The Multigraph Cylinder Printing Machine
_American Multigraph Sales Co._]
For many purposes letters bring better results than printed circulars,
but without the personal touch--unless the recipient is made to feel
that the letter was written to him--a letter loses its force. This fact
makes the ordinary printed letter ineffective. An imitation typewritten
letter makes the personal appeal possible; if it is printed from
typewriter type in a color that matches the ribbon of the machine, the
name and address can we filled in, and it will look like a typewritten
letter.
Many printers have learned to produce satisfactory letters of this
character and, within the last few years, several printing machines,
designed for office use, have been put on the market. These machines
are adaptations of the printing-press idea. Letters are set up as they
would be for a printing press, typewriter type being used; but instead
of printing from ink applied directly to the type, the letters are
printed through a large typewriter ribbon. Ribbons of the same kind
are used on the typewriter for filling in names and addresses, which
insures a perfect match. One of these machines will print from 1000 to
2500 letters an hour.
[Illustration: Fig. 27. Multi-Copy Typewriter. _Multi-Copy Typewriter
Co._]
There are two distinct types of machines, the cylinder machine and the
flat-bed machine. A well-known machine of the cylinder type is shown
in Fig. 26. The machine has two cylinders, one for type storage and
one for printing. The type is held in slots in which it moves freely.
To set up a letter on the printing cylinder, the storage cylinder
is revolved until the pointer at the top of the machine reaches the
desired letter, when a slight pressure of the finger on the small lever
in the center moves the type into the slot on the printing cylinder.
This is continued until the line is set, when the printing cylinder is
moved into position for the next line. To distribute the type to the
storage cylinder, this operation is reversed.
After the letter is set, a ribbon is drawn around the printing
cylinder, and the machine is ready to print. The paper is fed, printing
side up, underneath the cylinder. A turn of the crank draws the paper
through, prints it, and discharges it at the back of the machine.
Special power attachments can be put on which operate both the machine
itself and an automatic feed, which greatly increases the speed.
[Illustration: Fig. 28. The Writerpress Printing Machine. _The
Writerpress Co._]
Machines of the flat-bed type are shown in Figs. 27 and 28. With these
machines the type is kept in cases, the compartments of which are
arranged in the same order as the keys on a typewriter. The type is set
up and locked in a chase, just as it is by a printer, and the chase
placed on the flat bed of the machine.
The ribbon is stretched tightly over the type, the printing being done
by moving an impression roller over the ribbon. Paper is fed, one sheet
at a time, against the paper guide, and the roller, passing over,
produces the desired printing impression. When the roller is returned,
the sheet is automatically ejected and counted. The pressure and shade
of the printing are regulated by the adjustment of impression screws.
An advantage claimed for this type of machine is that electrotypes
and zinc etchings can be used, or regular printers' job type can
be substituted for printing small circulars and office forms. If a
letter or form is used frequently, it can be electrotyped and held
permanently, releasing the type.
[Illustration: A WELL-ARRANGED OFFICE OF A BANKING HOUSE Peabody,
Houghteling & Co., Chicago, Ill.]
REVIEW QUESTIONS.
PRACTICAL TEST QUESTIONS.
In the foregoing sections of this Cyclopedia numerous illustrative
examples are worked out in detail in order to show the application of
the various methods and principles. Accompanying these are examples for
practice which will aid the reader in fixing the principles in mind.
In the following pages are given a large number of test questions
and problems which afford a valuable means of testing the reader's
knowledge of the subjects treated. They will be found excellent
practice for those preparing for Civil Service Examinations. In some
cases numerical answers are given as a further aid in this work.
REVIEW QUESTIONS
ON THE SUBJECT OF
ADMINISTRATIVE AND INDUSTRIAL ORGANIZATION
1. If called on to perfect the organization of a business enterprise,
what would be your first steps in making your investigation?
2. In creating responsibilities, how would you regard the individuals
conducting the enterprise?
3. Explain, in your own terms, the objects of organization. What are
the principal components of a business organization?
4. What is the function of the executive committee? Over what
divisions does the _general manager_ have authority, and to whom is he
responsible?
5. Into what sections do the commercial and manufacturing divisions
divide?
6. Make a chart of an industrial organization, showing the principal
components and their relationship, one to the other.
7. Who are the immediate assistants of the general manager? Explain the
nature and responsibilities of their positions.
8. Make and explain a chart showing the subdivisions of the commercial
and manufacturing divisions over which the two assistants of the
general manager have authority.
9. Explain how these principles of organization are applied to the
small corporation.
10. In a corporation organized to conduct a trading business, how does
the organization differ from that of a manufacturing enterprise?
11. What are the specific duties of the comptroller? Over what
departments does he have absolute authority, and who are his immediate
assistants, in charge of those departments?
12. What are the functions of the _sales division_? Who are the
department heads in control of the sales division, and what are their
specific duties?
13. To what departments does the authority of the superintendent extend?
14. Who are the immediate assistants of the superintendent, and what
are their duties?
15. Describe, briefly, the duties of the purchasing agent.
16. What general rules should be made in respect to a definition of
duties and authorities?
17. Illustrate by means of a chart, with necessary explanations, the
proper distribution of salaries and wages in a manufacturing enterprise.
18. Prepare an expense distribution chart, showing amounts for a
business selected by yourself.
19. Illustrate the location of the departments in a manufacturing
enterprise with which you are familiar, and suggest how the plan might
be improved.
20. What general plan should be followed in arranging an office.
Illustrate a model office plan for a business of your own selection.
21. What is meant by the _committee system_?
22. Name the usual committees which consider questions affecting the
operation of the manufacturing division. How are these committees made
up, and what questions do each consider?
23. What committees consider questions affecting the commercial
division? What questions are considered by these committees?
24. Explain the suggestion plan and its operation.
25. Suppose the sales manager wishes to send out a sample which must be
made in the factory. How should he proceed to secure the sample?
REVIEW QUESTIONS
ON THE SUBJECT OF
ADVERTISING AND SALES ORGANIZATION
1. Describe and illustrate a practical system for the preservation of
advertising information in the form of clippings and memoranda.
2. Describe and illustrate a complete system for filing and keeping a
record of drawing and engravings.
3. Discuss the advisability of having all printing ordered by one man,
or allowing each department head to place his own orders.
4. Explain how you would provide for proper records of printing, from
the time the order is placed to the issue from stock. Illustrate the
necessary forms.
5. If you were placing advertising in 100 periodicals, how would you
keep a record of their advertising rates?
6. An advertiser in a large city uses 32 magazines of national
circulation. How would you suggest keying his ads to identify the
inquiries?
7. What form of record would you keep of the inquiries received from a
given publication?
8. How would you suggest obtaining a record of results of retail
advertising? Name some of the factors which might influence the sale of
an advertised article on a certain day?
9. What special conditions, in your opinion, should exist before a
manufacturer of a food product starts an outdoor advertising campaign
in Cleveland, Ohio?
10. Name at least three necessary qualifications of a successful sales
manager.
11. What is meant by the mail order branch of the sales department? How
are sales made by the mail order branch?
12. What, in your opinion, is the most satisfactory method of keying
form letters?
13. Illustrate the necessary forms for records of form letters,
including records of results.
14. State your understanding of the follow-up system, and the manner of
its use.
15. Explain four methods of bringing a name to notice at a given date,
illustrating the forms you would use in each case.
16. What objects are attained by maintaining a customers' list separate
from the ledger and the follow-up list?
17. Name two or more reasons for classifying a mailing list. Name some
of the usual classifications.
18. Explain how a card list can be made to automatically indicate the
business and the position or occupation of each man.
19. Explain how a customers' list can be made to show the class of
purchases of each customer.
20. Explain the map and tack system of routing salesmen, and name some
of the advantages of its use.
21. What benefit does the salesman derive from reports of his calls
which he makes to the house?
22. Illustrate a suitable form for a salesman's report of calls, and
explain how it is to be used.
23. Explain and illustrate a system for following up dealers on
inquiries referred to them.
24. Suggest a form for a salesman's expense account.
25. Illustrate suitable forms for daily and monthly sales reports.
REVIEW QUESTIONS
ON THE SUBJECT OF
THE CREDIT ORGANIZATION
1. In respect to the general classes of information required by the
credit man, how would you divide the subject?
2. Name the two factors which govern the credit risk, and state in what
respects these factors are of importance.
3. Analyze at least three of the items which make up the statement
shown in Fig. 1.
4. Discuss the character of the information about his customers
required by the city and country retailer.
5. What are the principal sources of credit information?
6. How would you suggest obtaining information through local sources?
Show form of report you would expect from a local correspondent.
7. To what extent can the salesman be expected to supply credit
information about his customers? What form of report would you expect
him to submit?
8. What do you consider the best method of filing credit information in
a wholesale house having two thousand customers in six states?
9. Illustrate a suitable card form for a transcript of credit
information for the above-mentioned wholesale house.
10. Describe a system of handling credits for a corporation whose goods
are sold through branch houses, illustrating the necessary forms.
11. Describe a system for following up collections by means of
duplicate invoices.
12. Explain how a card collection system can be arranged to indicate
the names, the cards being filed according to due dates. If filed by
name, how can the due dates be shown?
13. Illustrate a form of collection card suitable for a business of
your own choosing.
14. Describe a system for handling the local collections of a wholesale
house, illustrating the necessary forms.
15. How can collections be followed up directly from the ledger
accounts?
16. Describe a system for keeping the accounts and handling the
collections in a house selling furniture on the installment plan,
illustrating all necessary forms.
17. Discuss the special factors to be considered in handling
installment collections by mail.
18. What general ledger controlling accounts of the installment ledger
are necessary? Explain the sources of entry to these accounts.
19. Describe a collection system to be used by an attorney,
illustrating the necessary forms.
REVIEW QUESTIONS
ON THE SUBJECT OF
THE SHIPPING DEPARTMENT
1. Discuss, in a general way, the duties and responsibilities of the
shipping clerk.
2. What is your understanding of the term _classifications_, as applied
to shipping?
3. Explain how the manner of packing and the description given affect
the classification of an article.
4. What is your understanding of _class rates_?
5. What are _commodity rates_, and what factors usually govern the
establishment of a commodity rate?
6. By whom are rates prepared, and by what body must they be approved
before they become effective?
7. Explain how the routing of a shipment may be influenced by the
existence of a commodity rate.
8. If called upon to organize a shipping department for a manufacturing
concern in Dayton, Ohio, whose product is shipped to all parts of the
United States, what steps would you take to secure freight tariffs?
9. Outline a system for filing these tariffs.
10. What index would be required?
11. If shipments were confined to cities of 10,000 population, or over,
in two states, how would you arrange a rate file covering these towns
only?
12. How would you keep a record of the classifications of the goods
shipped by your house?
13. Describe the method you would use for recording commodity rates
applying to your product.
14. What is your understanding of the term _basing point_, and why is a
knowledge of basing points necessary to the successful shipping clerk?
15. Discuss the proper method of filling orders to insure promptness.
16. How should shortages be taken care of?
17. Discuss the question of checking shipments, including a method that
will insure against errors in delivery.
18. Describe a system for handling freight claims, illustrating the
forms you would use.
19. How should claims be handled from an accounting standpoint?
20. Describe the necessary routine in entering and filling orders in a
mail-order house shipping all goods by express.
21. Describe a simple system of handling deliveries in a city retail
store.
22. Suggest a method that will insure against goods being sent to the
wrong section of the city.
23. How would you handle a delivery when the driver fails to find the
customer at home?
24. What special precautions are necessary in handling C.O.D.
deliveries?
25. If a customer asks to have goods delivered to him at a railway
station before train time, what special provision should be made to
insure delivery?
REVIEW QUESTIONS
ON THE SUBJECT OF
CORRESPONDENCE AND FILING
1. What are the usual duties of the incoming mail clerk?
2. Make such suggestions as you deem advisable relative to the handling
of correspondence after it reaches the department for which it is
intended.
3. Suggest a method of handling interdepartment correspondence to
insure promptness.
4. Discuss short cut methods which will aid in the handling of
correspondence.
5. What method of obtaining copies of correspondence would you
recommend for a house having an average of 300 letters a day? Give
reasons for your recommendations.
6. Discuss the advantages of having all stenographers in a large house
in one department, in charge of a chief stenographer.
7. Describe and illustrate the forms for the necessary records of the
stenographic department.