Pangasinan State University

INSTITUTE OF ARTS, SCIENCES AND TECHNOLOGY

BAYAMBANG CAMPUS
Bayambang, Pangasinan











Submitted by:
GISELLE ANNE TUAZON





Submitted to:
DR. ZOSIMA SISON
Professor





TYPES
OF
OFFICE MACHINES AND
EQUIPMENTS










TYPES
OF
BUSINESS COMMUNICATIONS

















TYPES
OF
FILING SYSTEMS















KINDS OF FILING SYSTEMS

Alphabetical Filing
This is the most popular way to file, mainly because people tend to be
comfortable thinking about names. The file name can be based on a client, business
name, surname, geographical or any other word based information. An index label
should then also be attached to the tab to display a full description of the file's
name/contents.

Numeric Filing
This is the perfect system if you have thousands of files in sequential order, as it
makes file retrieval faster. Its easier to find numbers compared to names. To make this
system truly effective, a file reference or index label will need to be added to each file.
There are two types of numeric labels/types of filing; single and double numbers.

Subject or Admin Filing System
This is the arranging of documents be given subjects. It is the filing by descriptive
features instead of by name or number. Such filing involves choosing a word or phrase
to indicate the subject matter or refer to one phase of it.
Subject keyword filing as it is sometimes known is simply a matter of filing based
on the subject matter, what the file relates to e.g. Staffing, Plant, Advertising, Banking,
Legal, Tax etc. These could well be subject headings or keywords, which form the basis
of the system. These files essentially become miscellaneous files within which areas are
assigned a sub-category or sub division. It is recommended that a file manual is
created, detailing the breakdown of categories and files.

Geographical Filing
Geographical filing systems operate generally by province or country, and then
alphabetically or numerically by account name or number. Reasons for this type of filing
can be several. Countries have different laws and licenses; a commercial enterprise
may have to consider these constraints as of primary importance.
Chronological Filing
Chronological filing is the filing by date. Usually you will find this used for bills of
lading, copies of freight bills, cancelled cheques, also in some banks or as a reserve
file. It is normally used only where there is little or no reference made to the record once
the transaction is complete.

Color Coding
During the past few years color-coding has become extremely popular. It
converts the number or alphabets to colors.






















TYPES OF BUSINESS COMMUNICATIONS

Business communication is a dialogue that focuses on the exchange of ideas,
thoughts and opinions, and serves to disseminate information and elicit feedback, both
internally and externally. In the context of economics, types of business communication
are generally categorized as internal communications and external communications.
Generally, there are six techniques of communication commonly utilized, employed
through a variety of different channels and tools to accomplish intended objectives. It is
important to note that effective communication is often cited as a common predictor of
business performance. As such, almost all types of business communication are most
effective when well thought-out and deliberately deployed.

Internal communication focuses on communicating messages within an
organization. Effective internal communication seeks uniformity throughout the
organization and covers a broad range of topics and concerns. These may include
business policy, marketing and sales messages, employee relations, disclosure and
confidentiality, and communicating business objectives across the organization. Within
the classification of internal communication, there are usually two types in the typical
company: bottom-up communication and top-down communications. Bottom-up usually,
but not always, consists of feedback communication, while top-down is consistently
utilized to disseminate information and elicit feedback.

External communication, on the other hand, most commonly refers to
communication with those outside the organization. Such communication happens with
a number of factors to include the media, general public, vendors, customers, regulators
and others who may potentially have a stake in, or concern with, the organization. For
example, effective dissemination of marketing and sales messages is a common
objective of external communication, with the intent of eliciting feedback to improve
upon products or services offered, while simultaneously driving profitability of the
organization.

Consideration of the different types of business communication also needs to
take into account the main techniques involved. Those techniques are verbal, non-
verbal, written, employment and electronic communications. Verbal communication
emphasis the spoken word, while non-verbal consists of body language and other
physical cues for communicating. Written communication is concerned with preserving
communication for repeated usage and exposure, while employment communication
often addresses the human capital concerns and includes interacting with the public.
Electronic communication employs some techniques, or all the above, to effectively
disseminate information regarding the company.

Understanding the different types of business communication can help business
communicators select the right techniques to use in any given situation and determine
the appropriate tool to use. Businesses use a variety of channels and tools to
communicate both internally and externally. Those tools include email, memos,
advertisements, letters, physical meetings, reports and presentations, for example.
Channels of communication include broadcasting, video conferencing, social media,
electronic media and print media, among others. Selecting the right types of business
communication and using the right techniques deployed through the most efficient
medium often impacts the success of the message itself, just as much as the content of
the message.