1. OFFICE PROCEDURES

2. ENJOY THE STORY OF FOUR PEOPLE
THIS IS A STORY ABOUT FOUR PEOPLE NAMED EVERYBODY, SOMEBODY, ANYBODY & NOBODY. THERE WAS AN IMPORTANT WORK TO BE DONE & EVERYBODY WAS SURE THAT SOMEBODY WOULD DO IT. ANYBODY COULD HAVE DONE IT, BUT NOBODY DID IT. SOMEBODY GOT ANGRY ABOUT THAT BECAUSE IT WAS EVERYBODY’S JOB. EVERYBODY THOUGHT THAT ANYBODY COULD DO IT, BUT NOBODY REALISED THAT EVERYBODY WOULD NOT DO IT. IT ENDED UP THAT EVERYBODY BLAMED SOMEBODY WHEN ACTUALLY NOBODY ACCUSED ANYBODY.

3. Manual of Office Procedure ?
The efficiency of an organization depends on evolution of adequate processes and procedures and following them
An attempt to balance the conflicting considerations of speed and propriety

4. WHAT IS AN OFFICE?
A work place where teams of people work together in a hierarchy.
People are paid for efforts / services.
A kind of control tower where information is processed to facilitate competent authority to take decisions to achieve organizational goals

5. PROCEDURE is a way of doing something especially one that is formally or conventionally accepted as being correct.

6. OFFICE MANAGEMENT SYSTEM
PUB. ADMN GOOD COMMUNICATION
SALARY ADMN MAINTENANCE OF RECORDS
WELFARE ADMN PUBLIC RELATIONS
MOTIVATION
MORALE
DISCIPLINE
RECEIPTS LAND
EXPENDITURE BUILDINGS
BUDGETTING FURNITURE
ACCOUNTING STATIONERY
AUDITING MACHINES
APPLIANCES
MGT.
MATERIAL
MONEY

7. Duties of Section Officer
General Duties:
Distribution of work
Training, helping and advising
Management & Coordination of the work
Maintenance of order and discipline in the section
Maintenance of list of residential addresses
Responsibilities relating to Dak:
To go through the receipts
Submit receipts to be seen by higher officers
Keep a watch on any hold up in movement of Dak
Scrutinise the section Diary

8. Duties of Section Officer
Issue of a Draft:
Corrections & clean copy, Spare copies
Enclosures, priority marking, mode of despatch
Efficient & Expeditious disposal of work Checks on delays:
Keep a note of important receipts
Ensure timely submission of arrear and other returns
Inspect Assistant’s table to ensure nothing is overlooked
Ensure cases are not held up at any stage
Weekly check on periodical returns
Independent disposal of Cases:
Issue of reminders
Obtaining & supply of factual non-classified information

9. Duties of Section Officer
Recording and Indexing:
Approve recording of files and their classification
Review recorded files before destruction
Supervise periodic weeding of unwanted spare copies
Ensure proper maintenance of registers
Ensure proper maintenance of reference books, OOs
Ensure neatness and tidiness
Ensure strict compliance of departmental security instructions
Duties of Clerk:
While disposing the cases:
To see whether all facts open to check have been stated
To draw attention, to precedents or rules and regulations
To put up Guard file and supply other relevant facts
To bring out clearly the question under consideration and suggest a course of action wherever possible

10. Registers to be maintained
Dak Register
Section Diary for Receipts
Assistant’s Diary for receipts
Movement Register
Typist’s Diary
Despatch Register
Stamps Account Register
File Register
Register for Watching progress of recording
Illustrative list of records fit for permanent preservation
Precedent Book
Standing Guard File
Retention Schedule
Record Review Register
Record Requisition Card
Weekly Arrear Statement
Call Book

11. COMMON OFFICE FUNCTIONS
Collecting
Information
Storing
Information
Classifying
Information
Monitoring
Implementation
Processing
Information
Communicating
Decision
Taking
Decision

12. FILE MANAGEMENT A file is made up of: Current file Note file
Current file consists of :
Communications received
Communications sent

13. Current File Papers in the current file are arranged:
In Chronological order
Present paper on the top
Neatly filed together
Numbered on Both sides of the pages

14. Note File Margins Page No and C.No on top Subject/ title Reference
Broken into short paragraphs dealing with single point

15. NOTE Remarks recorded on a case under consideration to facilitate its disposal
REASONS FOR:
Facilitates/ensures comprehensive examination
Provides written record of decision taken and justification thereof
Constitutes proof of approval/orders by the competent authority
Ensures consistency of approach
Provides historical and evidential material

16. Content of a note Statement of the case of problem
Relevant facts and figures
Procedure prescribed and precedents
Law /rules etc on the subject and their application
Views/advice of others if any consulted
Possible course of action
Implications(legal, social administrative,financial ) of the various options available
Suggested course of action

17. How to Write a note
Simply worded (logically sequenced and with good readership appeal)
Factually correct(fact based)
Non repetitive (by drawing attention through references on the margin or in the body of the Note esp. for those which can be referred by Nos. and dates)
Referenced(to achieve economy of words and comprehensiveness)
In short, numbered paragraphs of a few sentences(of about 10 words) each
Signed in full and dated by the dealing hand (on the left hand bottom) and by the officers on the right hand bottom without wasting much space in between

18. Avoid while writing a note
Verbosity
Long and complicated sentences
Reproduction of rules/regulations
Intemperate language
Bias

19. Noting
How it should be?
Recorded on a note sheet(even at least one word should be carried over to the next page, instead of ending the note at the extreme bottom of the page at least extra blank courtesy sheet should be added for further noting)
Concise & comprehensive
Precise( businesslike and to the point)
Objective and unbiased( 3rd person passive voice and double negative without being too prolix/clumsy)
Polite (temperate language, even when pointing out obvious mistakes statements)

20. Drafting
A draft is a rough sketch of a communication to be issued after approval by the officer concerned
Points to be noted:
Draft should :
Should carry the exact messages sought to be conveyed
Should be clear , concise and incapable of misconstruction
Should result in the desired response from the received
Should be divided into proper paragraphs, according to the logical sequence or order of ideas expressed in the draft
Should contain references to previous correspondence, if any
Avoid: Lengthy sentences, abruptness
Repetition of words, observations or ideas
Offending, discourteous language

21. DRAFTING-CHECK LIST A draft should indicate the following: File Number
The names and complete postal address of the sender organization
The name/designation of the addressee with complete postal address
Subject of the communication
Number and date of the last communication in the series (from the addressee or from the sender)
The enclosures which are to accompany the fair copy
Subscription
Urgency grading (By registered post/Spl. Messenger)
Name and Designation, signature of the sender
form applicable should be carefully chosen

22. Types of Communication
Letter
DO letter
Memorandum
Inter departmental Note
Office order
Notices
Circular, Telegram

23. Letter TM/Lr.No.A/1670/97 Dt To Official Address Sir/Madam Sub Ref
(in first person)
Yours faithfully Sd
Designation

24. DO Letter DO Letter No.A/1670/97 dt Sir(Respected Sir)
Dear Sri / My Dear
Sub
Ref
(in first person)
With regards
Yours Sincerely
Sd/
By Name
Name
Official Designation

25. Category 'A' meaning 'keep and microfilm'
(a) files which qualify for permanent preservation for administrative purposes (part `A' of Appendix 25) since the document is precious & its original must be preserved intact and access to it in the original form must be restricted to the barest minimum &
The material likely to be required for frequent reference by different parties.
(b) files of historical importance ( Part `B' of Appendix 25).
Category `B' meaning `keep but do not microfilm‘
Same as A but need not be microfilmed.
Category `C' meaning `keep for specified period only‘
Files of secondary importance and having reference value for a limited period not exceeding 10 years.

26. He fainted when he came to Paragraph 13 where you say, “as we have already clarified in paragraph 6 and elaborated in 9 …”
In the first paragraph we were ‘surprised’, in the second ‘shocked, in the third ‘disappointed’ We can only ‘regret’ in the fourth paragraph.

27. It takes Vision to perceive Opportunities
Ex: Eagle
It takes Momentum to reach Targets
Ex: Cheeta
It takes Teamwork to achieve Goals
Ex: Ants

28. Functional file numbering system -
(1) In this system the range and dimensions of the subjects falling under the scope of business allocated to a department are analysed in the following sequence:
(a) the main functions of the department;
(b) the activities in each of these functions;
(c) the aspects or operations involved in each of these activities; and
(d) the factors to be taken into consideration relating to each of these aspects or operations.
File numbering system based on subject classification -
(1) Each section will maintain approved lists of:
(a) standard heads, i.e. main subject headings concerning it; and
(b) standard sub-heads, i.e. aspects of the main subject headings
The first three elements in the file number will be separated from one another by a slant stroke and the last two by a dash. Thus, files opened in, say, Scientific Research Section during 2000 under the standard head bearing serial number `3', will be numbered consecutively as 3/1/2000-SR, 3/2/2000-SR and so on, where `SR' represents the section.