outcome 3. mail received in the organisation must be dealt with promptly so that others in the...
TRANSCRIPT
Outcome 3
Mail received in the organisation must be
dealt with promptly so that others in the
organisation are able to start their day’s
work
Mail room staff often begin work earlier
that others
If mail is not received early enough by
using normal mail delivery by postman,
the organisation may rent a post-office
box
This allows the organisation to uplift their
mail at any time during the day
Open mail (not private, personal or confidential)
Remove contents
Date-stamp mail (do not cover anything important)
Make copies of documents to be seen by more than one person or use a circulation slip
Check and attach enclosures
Sort mail into departments
Mail is then collected by departments (at certain times)
How do we deal with incoming mail?
or Delivered to individual departments
Main equipment in an incoming mail area Letter opener
Date stamp
Photocopier
Mail trolley for delivering to departments
Shredder
Pigeon holes/trays for each person/department
How do we deal with Outgoing Mail?
Collect mail from departments
or
Staff deliver mail to mail room by a specified time
Check that enclosures have been included, that the letter is signed and that the address on the envelope matches the inside address on the letter
How do we deal with Outgoing Mail (2)? Fold and insert letters into their
envelopes
Seal envelopes
Weigh letters or parcels
Stamp or frank envelopes/parcels
Record value of postageSort mail into First Class, Second Class and Special Delivery
Special Category Mail
Branch Direct
Business Collection
Business Reply
Cash on Delivery
Certificate of Posting
Freepost
Special Category Mail (2)
Post Office box
Recorded Signed For
Redirection Service
Sameday
Special Delivery
Main equipment in an outgoing mail area Folding and inserting
machine
Letter and parcel Scales (manual or electric)
Franking machine
Sundries eg stapler, punch, string, tape and scissors
FILING
Information must be:
Kept Tidy
Kept Safe
Stored in an accessible place
Able to be found easily and quickly when needed
Quick and simple to use
Does not take up too much space
Able to meet future needs
Located in a convenient place
Documents should be safe and tidy
The method of filing used will depend on the type of The method of filing used will depend on the type of organisation and the type of document to be filed.organisation and the type of document to be filed.
Methods include:Methods include:
•AlphabeticalAlphabetical – most common method – most common method•NumericalNumerical – Banks file by customer account – Banks file by customer account numbernumber•GeographicalGeographical – British Gas/Scottish Power may – British Gas/Scottish Power may file file records by area records by area•SubjectSubject – Libraries and Book Shops – Libraries and Book Shops
Methods of Filing
• Release SymbolRelease Symbol• Cross-reference cardsCross-reference cards• Out cardsOut cards• Miscellaneous FileMiscellaneous File• Pending PapersPending Papers
Filing Terms
• Check staff out trays for documents Check staff out trays for documents bearing a release markbearing a release mark
• File regularlyFile regularly• Pre-sort the documents for filingPre-sort the documents for filing• Take each section in turn, place the Take each section in turn, place the
documents in the appropriate filedocuments in the appropriate file• File papers in File papers in chronologicalchronological orderorder
Filing Procedures
Customer, supplier and employee details can be held electronically on a database such as MS Access
Improved presentation
Easy to amend
Sort order
Improved accuracy
Interrogation
Space saving
Saving paper
Integration
In offices many different types of documents have to be copied
This is called REPROGRAPHICS
Making copies of letters, reports, catalogues, posters brochures and booklets
Collating and binding pages together
Laminating – covering pages of booklets and posters to make them hard wearing
Reprographic Tasks:
Photocopier
Collator
Laminator
Binder
Scanner
Printer
REPROGRAPHICS EQUIPMENT
Provides exact copy of a document
Copies are produced quickly
Copies can be made onto card, paper, OHP transparencies
Documents can be fed in quickly
Features of a Photocopier
Copies can be made in various sizes A4, A3
Copies can be made back-to-back
Documents can be collated
Original can be enlarged or reduced
Features of a Photocopier cont.
Some photocopiers can staple documents
Can be adjusted for light/dark copies
Can produce colour copies using a colour copier
Some photocopiers require an ID code before use
Features of a Photocopier cont.
Puts together pages of a multi-page document
Often linked to a photocopier so that pages of a long document can be printed off, stacked, then collated into order ready for stapling or binding
Collator
A machine used to heat seal documents inside a plastic coating
Useful for producing posters, Staff ID’s
Laminator
A binder is a machine which holds the pages of a book together
A Comb Binder puts a plastic spine on the book
A Thermal Binder uses heat to fasten an adhesive spine to the book
Binder
A scanner produces an exact copy of a document or graphic for storage on a computer
2 types - Hand-held and a flatbed scanner
Scanner
Used to print off copies of documents held electronically
Used to print one master copy which would then be photocopied to produce multiple copies
Toner cartridges can be expensive
Printer
Keyboarding
Answering the telephone
Filing
Handling Mail
Pleasant and polite
Neat and well presented
Knowledgeable about the organisation
Patient, calm and able to cope under pressure
Able to get on well with people at different levels
Good communication skills
Check the appointments book
Contact the member of staff the visitor wishes to see
If available, direct to the appropriate member of staff/office
If delayed, ask the visitor to take a seat/refreshment
Ask visitor to sign the Visitors’ Book
Issue visitor with a security pass
In either case:
Names of expected callers (in chronological order)
Time they are due to arrive
With whom they have an appointment
Reason for the visit eg interview
Visitor’s pass number
The Appointment’s Book is prepared in advance and will contain the following details:
Contact the member of staff the visitor wishes to see
To arrange another appointment If another member of staff could help
If unavailable ask them:
Issue a visitor security pass Direct to the appropriate member of staff/office
If available:
Since this visitor is not in the Appointments Book he/she must be recorded in the Register of Callers/Visitors’ Book
The Register of Callers/Visitors’ Book will contain the following:
Date
Name of caller, company address and telephone number
Who they are visiting
Time they arrived
Time they left
Visitor’s pass number
Car registration number (if applicable)
An organisation chart shows visitors and staff the relationships between individuals eg
The chain of command
The span of control
Who is responsible to whom
Employee Names
Job Titles
Room Numbers
Groupings within the organisation
Photographs
Telephone Numbers
Employees can see an overall picture of the organisation.
The position of the employees within the organisation.
Lines of communication flowing up and down the organisation.
Lines of authority - managing director to departmental manager.
Lines of responsibility - sales director in charge of the work of the sales manager.
Board of Directors
Managing Director
Sales Director
Sales Manager
Organisations must communicate information efficiently.
Information should flow up and down the organisation.
The more levels the more chance of information breaking down.
Line relationships in an organisation show those employees who are in charge of the work of other members of staff.
Chief Executive -Finance Director
Finance Director -Cost Accountant
Cost Accountant -Senior Accounts Assistant
Senior Accounts Assistant - Accounts Assistant
This section of chart shows the following line relationships
Line Relationship
Lateral relationships exist in organisations where members of staff are directly responsible to the same immediate supervisor or manager.
The Chief Executive is directly responsible for 3 members of staff.
The lateral relationship exists between the Finance Director, Marketing Director and Human Resources Director.
All have the same level of responsibility.
Lateral Relationship
• Finds appropriate slots for Finds appropriate slots for appointments automaticallyappointments automatically
• Sets reminders for regularly Sets reminders for regularly occurring meetings or occurring meetings or important appointmentsimportant appointments
• Can access several diaries at Can access several diaries at once to schedule a time for once to schedule a time for appointmentsappointments
• Files can be directly linked to Files can be directly linked to database files to provide more database files to provide more information quicklyinformation quickly
Features:
• The receptionist is able to access others’ diaries The receptionist is able to access others’ diaries to check for expected callersto check for expected callers
• If appointments overrun or are changed, If appointments overrun or are changed, amendments can be easily made by any user, amendments can be easily made by any user, thereby keeping the receptionist informed of thereby keeping the receptionist informed of the changes automaticallythe changes automatically
• Maintaining the diary is much quicker than Maintaining the diary is much quicker than manually skimming through the pages of a manually skimming through the pages of a paper-based diary to find an available paper-based diary to find an available appointment for an unexpected visitorappointment for an unexpected visitor
Advantages: