Presentation on theme: "ADMINISTRATION REVISION - BLOCK 4 HANDLING THE MAIL."— Presentation transcript:
1 ADMINISTRATIONREVISION - BLOCK 4HANDLING THE MAIL
2 HANDLING THE MAILThis is an important task because the work of the organisation and its staff mainly stems from the communications it receives.Mail falls firstly into 2 categories:internal- from insideandexternal- from outside the organisationand then into 2 other categories:traditional- hand deliveredandelectronic- via telephone lineExamples:Internal traditional- memos, reports, forms, noticesInternal electronic- eg from computer to computerExternal traditional- anything sent by post and courierExternal electronic- , fax
3 INTERNAL MAIL Mail which circulates and stays within an organisation Large organisations will have a system for circulating mail aroundits branches and departments.This can be donemanually by:messenger- where someone delivers messagestransit envelope- for passing messages roundphotocopier- make one copy for each personrouting/circulation slipthe names of those to read a documentare written on a slip and attached to itpigeon holesboxes into which messages are placed to be collectednotice board- staff notices can be posted on the board to be readand electronically by:- received into private electronic ‘mail boxes’ on computerfax- for communications between different branches
4 EXTERNAL MAIL Mail sent into and out of an organisation 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 handleIncoming mailand the otherOutgoing mailThese 2 sections have equipment suited to speeding up the process of mail handling.Here are some examples of mail room equipmentIn the incoming mail sectionIn the outgoing mail sectionletter opening machinefolding and inserting machinedate stampfranking machineremittances bookpostages bookpigeon holesaddressing machinetrolleyshredderelectronic postal scales
5 INCOMING MAIL PROCEDURES Sort mail into 3 bundlesUrgent- deal with these firstPrivate andconfidentialThe restOpen envelopes with letter openerDeal withas for urgentDeliver unopenedRemove all contentsDate stamp contentsCheck and enter any remittances in remittances book and pass them on to the cashierCheck and attach all other enclosuresto lettersPhotocopy/attach circulation slips to lettersto be seen by more than one personSort into departmentsDeliver to appropriate in trays
6 OTHER INCOMING MAILIncoming computer is normally checked by the individualswho receive it directly into their ‘inbox’.Incoming Fax messages should be delivered to those concernedeither:by messengerorby placing them in the appropriate pigeon holeIncoming voice mail ie telephone messages, should be written downand placed in the appropriate person’spigeon hole.
7 DEALING WITH OUTGOING MAIL Outgoing mail should be picked up from outtrays 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 befiled which would bear a release mark.Outgoing mail can be sent by various means:Traditional outgoing mail:Electronic outgoing mail:First or second class postFaxRecordedDelivery- for sendinglegal documentsComputer – usually done bythe senderVoice Mailsent by the senderCourier
8 OUTGOING MAIL PROCEDURES Collect mail from out trays regularlyCheck for signaturePrepare necessary envelopesCheck for and insert enclosures with lettersSort into first class, second class and special deliveryWeigh letters/packets heavier than standard postageApply appropriate postage stamp or franked impressionEnter postage used in Postages BookTake to post office in separate categoriesSend fax messagesPrint out fax report as proof of sending
9 TEST 8 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?TEST 86 What exactly is a date stamp used for?An organisation suspects postage stamps are being stolen.Name a machine which solves this problem and say why.How should mail marked ‘private and confidential’ beprocessed?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 TEST 9 Answer the following on paper. The outgoing mail section of your mail departmentstruggles to complete their work before 5.30 each evening.TEST 9Suggest 5 procedures and/or pieces of equipment whichcould speed up the process and explain in full how it willhelp the outgoing mail staff to leave the workplace by 5.00 pm.