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ADMINISTRATION HANDLING THE MAIL REVISION - BLOCK 4.

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Presentation on theme: "ADMINISTRATION HANDLING THE MAIL REVISION - BLOCK 4."— Presentation transcript:

1 ADMINISTRATION HANDLING THE MAIL REVISION - BLOCK 4

2 This is an important task because the work of the organisation and its staff mainly stems from the communications it receives. HANDLING THE MAIL Mail falls firstly into 2 categories: internalexternaland traditionalandelectronic Internal traditional- memos, reports, forms, notices Internal electronic- eg from computer to computer External traditional - anything sent by post and courier External electronic- , fax - from inside- from outside the organisation - hand delivered- via telephone line and then into 2 other categories: Examples:

3 INTERNAL MAIL Large organisations will have a system for circulating mail around its branches and departments. This can be done messenger transit envelope manually by: routing/circulation slip pigeon holes - where someone delivers messages - for passing messages round - the names of those to read a document are written on a slip and attached to it - boxes into which messages are placed to be collected and electronically by: fax- for communications between different branches - received into private electronic ‘mail boxes’ on computer notice board- staff notices can be posted on the board to be read Mail which circulates and stays within an organisation photocopier- make one copy for each person

4 EXTERNAL MAIL In a small firm the receptionist will deal with the mail. A large organisation dedicates a whole department to mail handling. A mail department will have 2 sections, one to handle Incoming mailand the otherOutgoing mail These 2 sections have equipment suited to speeding up the process of mail handling. In the incoming mail section Here are some examples of mail room equipment In the outgoing mail section letter opening machine date stamp remittances book pigeon holes trolley folding and inserting machine franking machine postages book shredder addressing machine electronic postal scales Mail sent into and out of an organisation

5 INCOMING MAIL PROCEDURES Sort mail into 3 bundles Private and confidential UrgentThe rest Deliver unopened Open envelopes with letter opener Remove all contents Check and enter any remittances in remittances book and pass them on to the cashier Check and attach all other enclosures to letters Photocopy/attach circulation slips to letters to be seen by more than one person Sort into departments - deal with these first Deliver to appropriate in trays Date stamp contents Deal with as for urgent

6 OTHER INCOMING MAIL Incoming computer is normally checked by the individuals who receive it directly into their ‘inbox’. Incoming Fax messages should be delivered to those concerned either: by messenger by placing them in the appropriate pigeon hole Incoming voice mail ie telephone messages, should be written down and placed in the appropriate person’s pigeon hole. or

7 DEALING WITH OUTGOING MAIL Outgoing mail should be picked up from out trays several times throughout the day. This will spread the workload over the afternoon and prevent having to work late. All outgoing mail should be recognisable from documents to be filed which would bear a release mark. Outgoing mail can be sent by various means: Traditional outgoing mail: First or second class post Courier Recorded Delivery Electronic outgoing mail: Fax Computer – usually done by the sender - for sending legal documents Voice Mail- sent by the sender

8 OUTGOING MAIL PROCEDURES Collect mail from out trays regularly Check for signature Prepare necessary envelopes Sort into first class, second class and special delivery Weigh letters/packets heavier than standard postage Apply appropriate postage stamp or franked impression Enter postage used in Postages Book Take to post office in separate categories Send fax messages Check for and insert enclosures with letters Print out fax report as proof of sending

9 Now answer the following questions in sentences on paper. 1 Name 4 different types of mail. 2 Why is mail important to any organisation? 3 What is the difference between internal and external mail ? 4 Suggest 2 methods of circulating mail. 5 In which section of the mail room is the remittances book? 6 What exactly is a date stamp used for? 7An organisation suspects postage stamps are being stolen. Name a machine which solves this problem and say why. 8How should mail marked ‘private and confidential’ be processed? 9 What is the importance of a remittances book? 10 How should important legal documents be sent in the post? Now check your answers with the solution and note your score.

10 PROBLEM SOLVING Answer the following on paper. The outgoing mail section of your mail department struggles to complete their work before 5.30 each evening. Suggest 5 procedures and/or pieces of equipment which could speed up the process and explain in full how it will help the outgoing mail staff to leave the workplace by 5.00 pm.


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