4. office procedure

8/15/2019 4. Office Procedure

1/22

ACCOUNTS ACCOUNTS

&& ADMINISTRATION ADMINISTRATION

HANDOUT NO.4HANDOUT NO.4


2/22


3/22

OFFICE - PROCEDRE

OFFICE IS A PLACE WHERE PEOPLE WORK

AN OFFICE CAN BE OF MORE THAN ONE KIND AS BELOW:

OFFICE WORK RELATED

Fixed Office --------- S!i"#e$%

M"i'e Office --------- M"(i#)-C!$* +!#, ec.

C! Office --------- Te"$!$% "ffice

He!d "ffice --------- M!i# "ffice

B$!#c/ "ffice --------- S0,idi!$% " M!i# "ffice

1"(. "ffice --------- 1"(. f0#ci"#!$ie,

B0,i#e,, "ffice --------- W/e$e 0,i#e,, i, c!$$ied "0

W"$2 "ffice --------- W/e$e 3"$2,/" i, i# "e$!i"#,

!$c/iec,* '!3%e$,* d"c"$, ec.S0 "ffice --------- Exe#,i"# "f "ffice

P$i(!e "ffice --------- 3/e$e 3"$2 i, d"#e i# $i(!c% ,0c/ !,/"e

P0'ic "ffice --------- W/e$e 0'ic i, !e#ded "

I# !'' "ffice, /0!#, 3"$2


4/22

OFFICE - PROCEDRE

He#ce:5 Office i, ! '!ce 3/e$e e"'e )e ")e/e$ " i#e$!c 3i/i#

/e,e'(e, 6"$)!#i7!i"#8 !#d 3i/ e"'e f$" "0,ide 60'ic8

" )e#e$!e 3"$2 60,i#e,,8 !ci(i%9 Office c"#,i,, "f:

H0!# ei#),

F0$#i0$e & Fix0$e

S!ce i, 0i'i7!i"#

B0i'di#) 6S$0c0$e8

He#ce LA;OUT ARRAN1EMENT #eed, " e d"#e.


5/22

OFFICE - PROCEDRE

OFFICE LA; INFLUENCES:;"0$ !i0de

;"0$ 3"$2 'ife

;"0$ efficie#c%

;"0$ "00

;"0$ "i(!i"#;"0$ $i(!c%

;"0$ ,!fe%

;"0$ c$e!i(i%

;"0$ c"#$"'

;"0$ ,$e,,;"0$ e$f"$!#ce

T/e$ef"$e f"$ ee$ $e,0', f$" ! )i(e# "$)!#i7!i"#* "ffice '!%"0#eed, )""d !#d iedi!e !e#i"# % i$"(i#) ,"ci!' ,$0c0$e "$i#) !"0 "(e$!'' efficie#c% &"00 "f i, i#/!i!#, 63"$2e$,8


6/22

OFFICE - PROCEDRE

Office i, 3/e$e %"0:

T/i#2 P$"d0ce

1e#e$!e

U,e %"0$ !i'iie,

Office i, 3/e$e %"0 e$f"$ !# !ci(i%.

Office i, 3/e$e %"0 !$e ", ex",ed " e"'e.

Office i, ! '!ce 3/ic/ /!,:

Exi,e#ce 6/%,ic!'8

Si7e 6i) "$ ,!''8

Ec"#"ic, 6"0)/ "$ $e#ed8

T%e 60i'di#) < "i'e (!#8

De,i)# 6'!%"0* i#e$i"$8F!ci'iie, 6F=f* M!c/i#e,8

I!)e 63e''-d"#e* ,i'e ec8

H%)ie#e 6(e#i'!i"# > "/e$ /i#),8

C"#(e#ie#ce 6C"f"$!'e > !$"$i!e8

6Office /!, !# e#(i$"#e#8


7/22

OFFICE - PROCEDRE

CONCEPT OF 5PRO?EMICS9

M!#@, 0,e "f ,!ce !, !# !,ec "f c0'0$e@

PRO?EMICS i, de$i(ed f$" 3" 3"$d,:

P$"xii% ------ #e!$#e,,* c'",e#e,,* "#d#e,,*

0#de$,!#di#) Mix ------ I#e$!ci"#* $e'!i"#,/i* c"0#ic!i"#

M"de$# "$)!#i7!i"#, = "ffice, !$e c0'0$e, ------

H!i,* $!dii"#,* (!'0e,* $0'e, $e)0'!i"#,* $i#ci'e,* c"de, &e/ic,@

S"* Office /!, !# e#(i$"#e# > c0'0$e


8/22

OFFICE PROCEDURE

Office $"ced0$e i, '!id d"3# i# T&T M!#0!'

+"'.II

Sec$e!$i! i#,$0ci"#, !'," " f"''"3ed i#/i, $e)!$d.

E'ec$"#ic !i' ,%,e i, !'," i#$"d0ced 0-

" ,"e exe#* 3/ic/ /!, c/!#)ed /e

$"ced0$e ei#) 0,ed i# !#0!' ,%,e.


9/22

OFFICE PROCEDURET&T M#'. +"'.II C/.?I Mi,c. R0'e,

", i# "$)!#i,!i"# c"#,i, "f Duties &

Responsibilities.

E'"%ee, /!(e " e$f"$ ,"e " e$ed !,

Duties

" 3/ic/ /!(e " e d"#e i#di$ec'% e$ed !,

Responsibility.

S0fficie# 2#"3'ed)e "f R0'e, !#d Re)0'!i"#, i,$e0i$ed " $0# !# "$)!#i,!i"#="ffice ,""/'%.


10/22

OFFICE PROCEDURE

T/e Office=C'e$ic!' 3"$2 ,/"0'd e i# !cc"$d!#ce 3i//e $"ced0$e

RECEIPT AND DISTRIBUTION OF MAIL=DOK B% ce#$!'=)e#e$!' ,eci"# !, e$ d0ie, di,$i0i"#.

B% #!e c"(e$, " e de'i(e$ed 0#"e#ed. E(e$% i#c"i#) 'ee$ " e "ffice ,!ed 3i/ d!e. Rec"$d "f $e)i,e$ed c"(e$,* d!! !#d ,e#de$, #!e. Lee$ e#e$ed "# $e)i,e$* de'i(e$ed " ,eci"#, !#d $"e$

de!'i#) "ffici!',.

I"$!# 'ee$,* f!x*e'e)$!, #"ed ,e!$!e'% !#d $"0)/i#" /e #"ice "f c"#ce$#ed "ffice$ ! "#ce.

Di,",!', "f /e 'ee$, ,/"0'd e $". Rei#de$, !fe$ d!%, if #" $e,"#,e /e /i)/e$ "ffice$ i,

i#f"$ed f"$ ,ee2i#) /i, !d(ice.


11/22

OFFICE PROCEDURE

NEW FILES: Ne3 fi'e, !$e "e#ed ,eci"#-3i,e !#d ,0ec-3i,e.

I#dex $e)i,e$ i, !i#!i#ed 3i/ $ief ,0ec.

Fi'e #0e$ ,/"0'd c'e!$'% i#dic!e U#i=Office= Seci"# #!e W/e# ! fi'e i, i# "(ee# !#d !# i"$!# =0$)e# c!,e i,

$e0i$ed " e ,0ied /e# ! #e3 fi'e e!$i#) /e ,!e

#0e$ 3i/ 5KW9 " i#dic!e /e #!0$e "f /e c!,e.


12/22

OFFICE PROCEDURE

FILES TO SENIOR OFFICERS

C!,e i, ,0ied i# $"e$ fi'e i#dic!i#) !'' /e

$e'e(!# !e$, d0'% f'!))ed i# fi'e "!$d "f !#d.

D$!f 'ee$, !$e ,0ied !, D.F.A.

If #ece,,!$% e f'!))ed !, 5Iedi!e9 5P$i"$i%9 "$

5I"$!#9" i#dic!e /e #!0$e "f /e c!,e.

Fi'e 0, e $"0ed /$"0)/ "(ee# $e)i,e$.

S"e ie /e !e$ i, $e0i$ed " e di,c0,,ed 3i/i# ,e(e$!' c"#ce$#ed $!#c/e,=,eci"#, !#d /e#

de!' 3i/ % /e $"e$ ,eci"#=$!#c/.


13/22

OFFICE PROCEDURE

DISPOSAL OF LETTERS

R"0i#e c"$$e,"#de#ce i, di,",ed "ff % /e c"#ce$#ed"ffice$.

T/e "'ic% !e$, $e'!i#) " Adi#i,$!i(e "3e$, &

Fi#!#ci!' "3e$, !$e de!' 3i/ % /e A0/"$iie, /e,e'(e,

"$ % /e A0/"$i,ed Office$,. N"e, ,/"0'd c"#!i# f!c,* $ief /i,"$% "f /e c!,e* $e'e(!#

$0'e,=$efe$e#ce, !#d $"e$ "i#,=,0))e,i"#, f"$ f!ci'i!i#)

/e deci,i"#.

T/e d$!f i, !$"(ed % /e "ffice$ if $efe$$ed "#3!$d " /e#ex /i)/e$ "ffice$ f"$ /i, i#f"$!i"# !#d !$"(!'.

T/e e$,"#!' fi'e, !#d "/e$ i"$!# fi'e, !$e !'3!%, 2e

0#de$ '"c2 !#d 2e% % /e $e,"#,i'e "ffice$,.


14/22

OFFICE PROCEDURESome abbreviations & descriptions to be used inofce PUC

F.R U.O

D.O

S.N

K.

!.F DF"

#E#O

O.#.

P.P

O.O.

END$

O.C

P!e$ U#de$ C"#,ide$!i"#

F$e,/ Recei U#-"ffici!' Lee$

Dei-"ffici!' Lee$

Se#i!' N0e$

Kee Wi/ 6Fi'e8

Li#2 Fi'e

D$!f F"$ A$"(!'

Me"$!#d0

Office Me"$!#d0

P$e(i"0, P!e$

Office O$de$

E#d"$,ee#

Office C"%


15/22

OFFICE PROCEDURE

Different Forms/kinds of officil communiction:

Lee$ Office Me"$!#d0 6O.M8

Me"$!#d0

Dei-"ffici!' Lee$. 6D.O8

U#-"ffici!' N"e. 6U.O8 E#d"$,ee#.

N"ific!i"#.

Re,"'0i"#.

P$e,, c"0#i0 =N"e Office O$de$.

C"$$i)e#d0.

E!c/ "f /e !"(e f"$, i, e!# f"$ diffe$e# 0$",e !#d i,,0ed "#

diffe$e# "cc!,i"#,. T/ei$ ,%'e !#d '!#)0!)e !'," (!$% f$" e!c/ "/e$.


16/22


17/22

OFFICE PROCEDURE

SECURIT; DON@T,: D"#@ !'2 !"0 %"0$ 3"$2* ei/e$ ! /"e "$ i# "ffice,* exce

%"0 /!(e ". A("id /e e!i"# " !'2 !"0 /e ,ec$e, 3i/3/ic/ %"0 de!'.

D"#@ 'e!(e %"0$ $"" 3i/ ,ec$e !e$, '%i#) "# %"0$ de,2.

L"c2 /e 0 ef"$e 'e!(i#). D"#@ ,i)# $ecei, f"$ ,ec$e !e$, 3i/"0 ! /"$"0)/

c/ec2.L""2 /$"0)/ /e fi'e, !#d c"0# /e !e$,. D"#@ 2ee d$!f,* $"0)/ #"e,* ,!$e c"ie, !#d "/e$ "dd

!e$ 3/ic/ !$e #" '"#)e$ #eeded i# fi'e, /!(i#) ,ec0$i%c'!,,ific!i"#.

D"#@ f"$)e " ,ee /! ! ,ec$e !e$ i, di!$i,ed iedi!e'%"# $ecei !#d ef"$e de,!c/.

Cont%d..


18/22

OFFICE PROCEDURE

D"#@ !'2 "# ,ec$e !e$, "# /e e'e/"#e.

Te'e/"#e, !$e #" ,!fe.

D"#@ ,e#d ,ec$e !e$, '"",e % /!#d.

Reee$ " d"0'e c/ec2 %"0$ 2e%,* ,!fe, !#d$e,,e,.

Reee$ /! SECURIT; IS ;OUR

RESPONSIBILIT;.


19/22

OFFICE DISCIPLINE

Seei#) di,ci'i#e !, 5$e,ec f"$!)$eee#, 3/ic/ !$e di$eced !!c/ie(i#) "edie#ce* !'ic!i"#* e#e$)%

!#d /e "03!$d !$2, "f $e,ec9. F!%"' dec'!$e, /! di,ci'i#e $e0i$e,

)""d ,0e$i"$, ! !'' 'e(e'.

Di,ci'i#e i, c"$e "f !# "$)!#i,!i"#.


20/22

P& M!#0!' +"'.II* R0'e " G

T&T MNL. +"'.I+6Ne38C/!-?I?* R0'e " JG

6DETAILS8

P$"ced0$e f"$ 0#i,/e# R0'e " -C6A8

P$"ced0$e f"$ ,e'eci"# "fI#0i$% Office$ -C68 "

S0,e#,i"# J "

Re,i)#!i"# "

Di,i,,!', 4 "

Re"(!' 6Red0ci"# "f E,.8

A,e#ce f$" d0% " 4G

OFFICE DISCIPLINE


21/22

OFFICE DISCIPLINE

De,e$i"# R0'e 4

T" 'e!(e /e ,!i"# R0'e T" 'e!(e "ffice=d0% R0'e J

I#c"ee#ce R0'e 4 " 4J

Ce#,0$e R0'e JG

I,,0e "f "$de$, 6I# 3$ii#)8R0'e

Sec$e & C"#fide#i!' P!e$ R0'e "

NO SUSPENSION UNLESS:

Wi'f0' $ef0,!' " c!$$%"0 /e "$de$,. T" H!e$ /e I#0i$%

I# P"'ice c0,"d%

Re,0' "f ! c!,e i# di,i,,!' R0'e- 6E8 I " I+


22/22

OFFICE DISCIPLINE

Ae!', R0'e JG

Peii"#, R0'e J

Re$e,e#!i"#, R0'e J Me"$i!', R0'e, J-A P!$-68

4. office procedure

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