office-administration-and-management

lOMoARcPSD|4869445 Office Administration and Management Bachelor of purchasing and supplies management (Kisii University) StuDocu is not sponsored or endorsed by any college or university Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 OFFI CEMANAGEMENTANDOFFI CEADMI NI STRATI ON CHAPTERONE I NTRODUCTI ONTO OFFI CEADMI NI STRATI ONANDMANAGEMENT DEFI NATI ONOFMANAGEMENT Theemer genceofmanagementasanessent i al di st i nctandl eadi ngi nst i t ut i oni sa pi v ot al ev enti nsoci alhi st or y ,pur el yi fev erhasanewl eadi ng gr oupemer gedasf ast t h ashasmanagements i ncet het ur nof20 cent ur y.pet erwdr uck er . Al l ki ndsofi ns t i t ut i on–soci al ,pol i t i cal ,r el i gi ous. et c.ar ef or medbygr oupsof i ndi vi dualt opur suecommongoal sandobj ect i v es .Theat t ai nmentoft hesecommonl y definedobj ect i v ess hal l bef ul fil l mentoft hese gr oups . Abusi nessent er pr i s ef orex ampl ehast heobj ect i v esofmaxi mi z i ngi t spr ofit st hr ough i nc r easedout putands al esandt ocr eat eani magei nt hesoc i et yi ngener al asagood empl oy erandagoodpr oducerofqual i t ypr oduct s .I tal socont r i but est ot heeconomi c gr owt h I ft heact i v i t i esofv ar i ousi ndi vi dual si nt heent er pr i sear enotcoor di nat edt her esul t swi l l bechaos .Eachmani nt heent er pr i s es hal l bepushi nghi sown act i v i t y wi t hno col l ect i v eobj ect i v ei nt hemi nd,buti ft her ei sanagenc yt hatdi r ect st heact i vi t i esof v ar i ousi ndi vi dual si nanor gani z at i ont her es ul t swi l lbe s y nt hes i sandcohesi on.Men wi l l wor konmachi nesandmat er i al st oachi ev et hecommonobj ect i v ess etf or t hbyt hat agenc y . Managementcant her ef or ebedefinedaspr i nc i pal l yat askofpl anni ng,coor di nat i ng, andmot i v at i ngt heeffor t sofot her st owar dst hes peci ficobj ect i v es .I nbr i ef , managementi st het askofuni f yi ngeffor t s effici ent l yt oachi ev ewel l definedobj ect i v es . Ther esour cesav ai l abl et oanor gani z at i onr emai ni dl et i l l t heyar edi r ect edbyt he dy nami chumaneffor t .Managementt her ef or eai msats eei ngt hatt hej obget s done effici ent l y . MANAGEMENTANDADMI NI STRATI ON Ther ehasbeenal otofcont r ov er s yi nt heuseoft heset wowor ds .Di ffer entaut hor i t i es ont hes ubj ecthav eexpr essedconfli ct i ngopi ni ons .Ot her saut hor i t i esmak esno di st i nct i onbet weenmanagementandadmi ni st r at i onwhi l eot her sconsi dert hem as separ at ef unct i ons . Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Admi ni st r at i oni sahi gherl ev el act i vi t ywhi l emanagementi sal owerl ev el f unct i on Admi ni st r at i oni sdet er mi nat i v ef unct i onconcer nedwi t ht hedet er mi nat i onofobj ect i v es andpol i c i eswhi l emanagementi sanex ecut i v ef unct i oni nv ol v i ngt hei mpl ement at i onof pol i ci esanddi r ect i onofeffor t sf ort heachi ev ementofobj ect i v es . Atev er yl ev elofmanagementani ndi vi dual managementper f or msbot ht ypesof f unct i on.Ev er ymanagerspendsapar tofhi st i mei nadmi ni s t r at i onandr emai ni ngt i me onmanagement . Manager satahi gherl ev el spendsmor et i meonadmi ni s t r at i onf unct i oni . e. det er mi nat i onofobj ect i v esandpol i ci es ,whi l emanager satl owerl ev el dev ot egr eat er t i meonmanagementf unct i on.Asonedescendst heor gani z at i onhi er ar chyt he emphasi si sonex ecut i onofpl ansi ncr eases .Fort hepur pos eoft hi scour s eoffice managementandofficeadmi ni st r at i onwi l l becons i der eds y nonymous . OFFI CEMANAGEMENT I tcanbedefinedasat askofpl anni ng, coor di nat i ng,mot i v at i ngt heeffor t sofot her s t owar dsspec i ficsobj ect i v esoft heoffice. Thei nst i t ut eofadmi ni st r at i v emanagemeant Engl andsay s“ Officemanagementi st hebr anchofmanagementwhi chi sconcer ned wi t ht he ser vi cesobt ai ni ng,r ecor di ngandanal yz i ngi nf or mat i onofpl anni ngand communi cat i ngbymeansofwhi cht hemanagementofabusi nesssaf eguar dsi t s asset s ,pr omot esi t saffai r sandachi ev ei t sobj ect i v es ’ .Thusi tcanbeunder st oodf r om t hesedefini t i onst hatofficemanagementmeanspl anni ng, or gani z i ng, coor di nat i ngand cont r ol l i ngt heact i vi t i esoft heoffice. ANORGANI SATI ON Or gani zat i oni sanel ementofmanagementAnor gani z at i onoccur swhent woormor e peopl ewor kt oget herandcoor di nat et hei ract i vi t i est oachi ev ecommongoal s .I tr ef er s t ost r uct ur eofr el at i ons hi psamongi ndi vi dual s .I tcanal sobedefinedasasoci aluni t t hati ss t r uct ur edandmanagedt omeetaneedort oac hi ev ecommonobj ect i v esand col l ect i v egoal s .Or gani zat i onshav eamanagements t r uct ur et hatdet er mi nes r el at i onshi psbet weent hedi ffer entact i v i t i esandt hemember sandsubdi v i desand assi gnsr ol esr esponsi bi l i t i esandaut hor i t yt ocar r ydi ffer entt asks . Pr i nc i pl esofanor gani z at i on      Di vi si onsofwor k Uni t yofcommand Uni t yofdi r ect i on chai nofcommand spanofcont r ol Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Adequac yofaut hor i t y Coor di nat i onandbal ance Di sc i pl i ne    Feat ur esofanor gani z at i on Di vi si onofwor k Commonobj ect i v es Coor di nat i onandcommuni cat i on Pl ur al i t yofper sons . Chai nofcommand. Pr i nc i pl esofor gani zat i on Spanofcont r ol Uni t yofdi r ect i on Aut hor i t y Scal arc hai n Spec i al i z at i on Di sc i pl i ne Coor di nat i on              Or gani zat i onalst r uct ur es Anor gani z at i ons t r uct ur ei st hebas i cf r amewor kwi t hi nwhi cht hedec i si onmaki ng behavi oroccur sI tshowst hedi ffer entpost si nor gani zat i onandt her es pons i bi l i t i es at t achedt ot hes edi ffer entpost s Var i oust ypesofor gani z at i onals t r uct ur e 1. Li neor gani z at i on( mi l i t ar y) Theaut hor i t ymov ef r om t opl ev el st ol owerl ev el s .Ther ei sdi r ectv er t i calr el at i onshi p connect i ngt hepos i t i onsateachl ev elwi t ht hoseabov eandbel ow Adv ant ages       Si mpl eandi sr eadi l yunder st oodbutt hest aff Responsi bi l i t yf orwor katdi ffer entl ev el si nc l ear Li nesofcommuni cat i onbot hupwar danddownwar dar ei ndi cat ed Chai nofcommandar es hown Economi candeffect i v e Di sc i pl i necaneas i l ybemai nt ai ned Di s adv ant ages Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445     Wor ksonadi ct at or i albasi s Theor gani zat i oni sr i gi dandi ni nflexi bl e Eac hdepar t mentt endst obecomeanempi r eofi t sown Wher et her ei snoov er al l pl anni ng,t her ear epossi bi l i t i esofl ackofcoor di nat i on ofwor katdi ffer entdepar t ment s 2. St affor gani z at i on( f unct i onal or gani z at i on) Var i ousdepar t ment sar eest abl i shedandeachdepar t menti sr equi r edt oper f or m some spec i ficdut i ese. g.pr oduct i on,mar k et i ng,financeet c . Adv ant ages     Ther ei sspeci al i z at i onbyeachdepar t mentandr espons i bi l i t i esi sal s ofix ed Coor di nat i oni samustaseachdepar t mentr el i esoneachot herandt hus di sc i pl i necanbemai nt ai ned Met hodsandoper at i onscanbes t andar di z ed Masspr oduct i oni smadebys t andar di z at i onandspec i al i z at i on Di s adv ant ages      I nal ar geor gani zat i onwi t hsev er al depar t ment s ,t her emaybet oomanyexper t s andmanybosses Thewor k er sbecomeconf usedbecauseoft hemanybos ses Thes y s t em becomesv er ymuc hdet ai l edandt husuneconomi cal Ther ear et oohi ghov er headexpenses I t sdi fficul tt ofixr es pons i bi l i t yonwor k er s 3. 3.Li neandst affor gani zat i on Undert hi sst r uct ur e,acompanyi sdi vi dedi nt odepar t ment seachengagedi na par t i cul arunder t aki ng. Ser vi cesar ecar r i edouti ns uchawayt hatt hosev er yc l oseori mpor t antar ecar r i edout i ndependent l ybyeachuni te. g.pur chasi ngofr awmat er i al s ,pr oduct i on,pl anni ngand per sonnel . Ot herser vi cedepar t ment se. g.account s ,sal eset c .pr ov i deser vi cet oal l depar t ment s Theunder l yi ngi deaoft hi smet hodi st hatspec i al i z edwor ki st obel ef tt oexper t swho wi l l gi v eadvi ceonspeci al i z edgr oundse. g.i nv es t i gat i on,r esear chet c. Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Thest affofficer shav enoex ecut i v epos i t i onsi nt heconcer nandar et hi nk er swhi l et he officer sar et hedoer s Adv ant ages     Thepr i nci pl eofs peci al i zat i oni sr et ai nedandr es pons i bi l i t yfix ed Coor di nat i oni spossi bl ey etdi sc i pl i necanbemai nt ai nedatt hesamet i me I ncr easedeffic i enc yofoper at i onsi spossi bl e Masspr oduct i oni spossi bl e Di s adv ant ages    St affmaybeconf usedbyt hosewi t hhi gherpoweri . ebet weent heex ecut i v esand st affofficer s Confli ct sbet weenl i neands t affofficer s Ther ei sapossi bi l i t yofi ss ui ngcont r adi ct i ngor der s CHAPTERTWO PRI NCI PLESOFORGANI SATI ON 1, Spanofcont r ol r ef er st ot henumberofempl oy eeswhor epor tt oamanageror numberofsubor di nat est hatonemanagercansuper vi s edi r ect l y .I ti sal socal l edspan ofmanagement, spanofsuper vi si onet c. Spanofcont r olwi l ldependont hef ol l owi ngf act or s        Abi l i t yofbot hs ubor di nat esandmanager Lev el ofs uper i orhi er ar chy Fai t hi nsubor di nat es Nat ur eandt ypeofwor k Phy si caldi sper si onofsubor di nat es Needf orcommuni cat i on Typesofor gani zat i onandmanagement 2,Del egat i on–I st heactofassi gni ngf or malaut hor i t yandr esponsi bi l i t yf orcompl et i on ofs peci ficact i vi t i est osubor di nat es Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Bar r i er st odel egat i on Manager smayber el uct antt odel egat ebecaus eofsev er alr easons Negat i v eper s onal at t i t udes Unr ecept i v enessofot herpeopl esv i ew Unwi l l i ngnesst ol etgo Unwi l l i ngnesst ol etot her smak emi st ak es Per cei v edt hr eat Af eel i ngofi nadequac y       Subor di nat esmayr equi r edel egat i onbecause Lackoft r ai ni ng Lackofi ncent i v es   Gui dancef oreffect i v edel egat i on Gr antpr operamountofaut hor i t y Definet her es ul t sexpect ed Consi dert hecapabi l i t i esoft hesubor di nat es Mak es ur et heaut hor i t yi sc l ear l yst at ed As uppor t i v ec l i mat e Fr eecommuni cat i on Dev el opawi l l i ngnesst odel egat e Fol l owuni t yofcommandandc hai nofcommand         Adv ant agesofdel egat i on I mpr ov esmor al e Deci si onsar el i k el yt obebet t er Enabl essuper i ort oper f or m hi gherl ev el sofwor k Enhancepr omptact i on Tool ofdev el opmentofsubor di nat es      Di s adv ant agesofdel egat i on Maymak eser i ousmi st ak es May n’ tputi nmaxi mum effor t sast hes uper vi sorwoul ddo I fy ouassi gnr esponsi bi l i t ywi t houtaut hor i t ydel egat edwor kwi l lnotbepr oper l y    done  I fy oudel egat ewor kt os omeonewhoav oi dsdeci si onshewi l l notmak emi st ak es butt hewor kwi l l suffer Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 3,DECENTRALI SATI ONOFAUTHORI TY Decent r al i zat i oni st hes y s t emat i ceffor tt odel egat et ot hel owestl ev elaut hor i t yex cept t hatwhatcanonl ybeex er ci sedatt hecent r al poi nt. Decent r al i z at i oni st heoppos i t eof cent r al i zat i onwhi chi st he s y s t emat i candconsi s t entr es er v at i onofaut hor i t yi naf ew handsatt op.Decent r al i z at i oni mpl i esagr eat erpowert oper sonsandpl acesawayf r om t hecent er .I tal someansal otofi mpor t antdec i si onswi l lbemadeatt hel owerl ev el s wi t houtbei ngsubj ect edt opr i orappr ov al ofhi gheraut hor i t y . FACTORSTHATI NFLUENCEDEGREEOFDECENTRALI SATI ON Nat ur eof gr owt hoft heent er pr i se. Out l ookoft opmanagement Si z eofanddi s per s al ofoper at i on Ext entofdi sper si on Nat ur eoff unct i ons . Av ai l abi l i t y ofabl e management . advant agesofdecent r al i sat i on Rel i efoft opmanagement Mot i v at i on ofsur bor di nat es . I nt i mat er el at i onshi ps Senseofcompet i t i on effect i v econt r ol . di sadvant agesofdecent r al i sat i on Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 l ackofcont r ol Cost l y Lackofabl emanager s CHAPTERTHREE METHODSOFPROVI DI NG OFFI CESERVI CES Anofficepr ovi desanumberofoffices er vi cet ot hewhol eor gani z at i on. Theseser vi ces r el at est ot hef unct i onsofanoffice.Suchs er vi cesmaybepr ovi dedf r om acent r al pl ace f ort hebenefit sofal ldepar t ment si nanor gani zat i onort oal l oweac hdepar t mentt o hav ei t sownofficeser vi cesi ndependent l y. Cent r al i zat i on Thi si sanar r angementwher ebycer t ai ns er vi cescommont oal ldepar t mentl i k et ypi ng, fil l i ngsuppl yofst at i oner yet car epr ovi dedf r om acent r alpl ace Depar t ment al i zat i on Theopposi t eofcent r al i z at i oni sdecent r al i zat i onordepar t ment al i zat i onwher ebyeach depar t mentpr ovi desf ori t sser vi ces Bot ht hesear r angement shav et hei rr es pect i v eadv ant agesanddi sadv ant ages Adv ant agesofcent r al i z at i on        Thi sar r angementhel pst of ol l owt hepr i nc i pl eofspec i al i z at i on I t seconomi calt ot heor gani zat i on Reducest henumberoff ur ni t ur eandequi pmentaswel l Reducest hedupl i cat i onofwor kandact i vi t i es Ther ei sanev enandf ai rdi st r i but i onofwor ki nacent r al i sedoffice Thi sar r angementmak eeas yt of ol l owst affl eav er ot at i onpol i c y Abr oaderexper i enceoft hewor koft heofficei sgi v ent oonepl acewhi chi nt ur n meansmor ef ac i l i t i esf orst afft r ai ni nganddev el opment Advant agesofdepar t ment al i zat i on Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445        Depar t ment al officeser vi cesspeedupwor kast her ei sl essv ol umeofwor kand document s I t ssui t abl ef orcer t ai nt asksofconfident i alnat ur el i k eaccount i ngper sonal wor k Depar t ment al i z at i onr educesneedf ormessenger sandcol l ect i onser vi ces bet weendepar t ment s I t soffer sper s onalcont actbet weenwor k er sandex ec ut i v es I tr educesdi ssat i s f act i onofst affatt hesegr egat i onofsex est hatr esul t sf r om t he cr eat i onofcent r al ser vi cesdepar t mentoft hi st ype Thi sar r angementhel pst hewor k er st ol ear nmor ei naddi t i ont ot hei rr out i newor k Somet i mesl ackofcoor di nat i onandcooper at i ondepar t ment scanr esul ti n del ay s,Depar t ment al i z at i ons y s t em av oi dssuchdel ay s 1. Theadv ant agesofcent r al i zat i onar edi sadv ant agesofdepar t ment al i z at i onand vi cev er s a. Typi ngpool . Adv ant agesofcent r al i z at i onoft ypi ngpool        Mak eeconomi cal us eoft ypi stl aborast het ypi ngpools uper vi sorspr eadswor k ev enl yandf ai r l yequal amongt het ypi st s . Si cknessandhol i daydi fficul t i esar eeas i l yov er comeasr eal edl ocat i oncaneas i l y bedone. Tr ai ni ngofnewt ypi sti seasi l ydoneasal l t ypi stj oi nt l ycont r i but et owar dt he t r ai ni ngofsnewmember I nt er r upt i ont owor ki sav oi dedast el ephoneandal l ot herquer i esar edeal twi t h bysuper vi s or . Noi s eespec i al l yemanat i ngf r om manualt ypewr i t er si sconfinedt oonepl ace. Lesst i mei swast edcompar edt odepar t ment al t ypi ng. Hi gherst andar dofwor kcanbeachi ev edast her et endst obecompet i t i onamong t ypi st s . Di s adv ant agesofcent r al i z at i on    Lackofper s onal cont actbet weent het ypi standt heex ecut i v ewhi c ht oal ar ge ext enti ssupposedt ocr eat eagoodwor ki ngr el at i onshi p. I ncr easedneedf ormessenger st ocol l ectscr i pt sf r om t hev ar i ousdepar t mentt o t het ypi ngpoolandback. Nospeci al i z at i onf orpar t i cul arwor k Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445    Don’ tgi v esecr et ar i esac hanceofupwar dmobi l i t y . I tpr ovi desanat mos pher eofgoss i pl eadi ngt owast eofv al uabl et i me Tendenc ybyt hesuper vi s ort oov erwor kcer t ai nwhi l egi vi ngl esswor kt oot her s . CENTRALI SED FI LI NG Adv ant ages       Economyofspacecanbeac hi ev ed. Auni f or ms y st em offil i ngcanbeest abl i s hedt hr oughoutt heor gani z at i ons Fi l esmov ementi seffici ent l ycont r ol l ed.Thi senabl esaneffici entf ol l owup s y st em. I tav oi dsdupl i cat i onwher eeachdepar t mentneedsacopyacer t ai ndocument Sui t abl equal i fiedst affar eappoi nt edort r ai nedf ort hepur pose Lesscost l yasf ewst affar eappoi nt edorhandl ef ort hepur pose Di s adv ant agesoffil i ng    Ret r i ev alpr ocedur emaybel ongert hani fi twasl ocal i z ed Fi l i ngst affmaynothav especi al i z eddepar t ment alk nowl edgewhi c hi shel pf ul whenfil l i ngsomecer t ai ndocument s . I ti sdesi r abl ef orconfident i al document ssuchasper sonnel r ecor ds, sal ar y ,l egal document set c . CHAPTERFOUR THEOFFI CE Theofficemaybedefinedasanypl acesetasi def orwor kofacl er i cal nat ur e. Theoffice maycons i stofar oom orabul di ngwhi chi sus edf ort heofacl er i cal , admi ni st r at i v eor communi cat i v enat ur e. I t spur posei st oser v easanadmi ni st r at i v e cent r eofan or gani z at i oncompr i si ngofdepar t ment sofficesr espons i bl ef ort hei rr espect i v e f unct i ons . Funct i onsofanoffice 1. Basi cf unct i ons Recei vi ngi nf or mat i on Recor di ngi nf or mat i on Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 pr epar i ngandar r angi ngi nf or mat i on Gi vi ngi nf or mat i on 2. Admi ni st r at i vef unct i ons For m desi gnandcont r ol Sel ect i onandpur chaseofofficeappl i ances Per sonnelf unct i ons Saf eguar di ngt heasset s Pl anni ngschemesandpol i ci es Mai nt enanceofr ecor ds Cont r ol l i ngofoffice cost s Dev el opmentofoffices y st em andpr ocedur es Publ i cr el at i ons I MPORTANCEOFOFFI CE Offerv al uabl eser vi cet oal l ot herdepar t ment s Asaf or mat i onormemer ycent r e Asani nt er medi ar y As acoor di nat or Asa admi ni st r at i v ener v ecent er Ascont r ol cent r e Theofficemanager I st het i t l egi v ent ot heper soni nchar gewi t hr es ponsi bi l i t yt or unt heoffice. Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Dut i esofanofficemanager Ensur est hesmoot hflowofwor ki nt heoffice Choosesoradv i sesonchoosi ngmachi nesandot herasset sr equi r edi nt heoffice Tr ai nst heofficest aff Advi set opmanagementofmat t er sr el at i ngt ooffice Fi ght sf ort hewel l bei ng( wel f ar e)pr omot i onset c .oft heempl oy ees Dr awsuporassi st si ndr awi ngup,pl anspol i ci es ,r el at i ngt ot her unni ngoft he       office  Mot i v at est hest afft owar dsr eal i z at i onoft hecompany’ sobj ect i v es Char act er i st i cs/ qual i t i esofofficemanager         Leader shi p Soundj udgment Met hodi cal Communi cat or St r ongchar act er Di sc i pl i ne Pol i t eness For war dl ooki ng Qual i t i esofanofficewor kerper sonnel Theofficest affmusthav esomequal i t i est oper f or mt hei rdut i esmor eeffect i v el yand success f ul l y . Themai nqual i t i esofanofficewor k er smaybec l assi fiedasunder . 1Per sonal     Goodhy gi ene At t r act i v eper sonal i t y Per sonneli nt er est s Qual i ficat i on/ t r ai ni ng 2Officeet i quet t e-Officeet i quet t emeanst hecodeofpr of essi onalconductorsoci al behavi or      Honestandl oy al t ohi sor gani zat i on Shoul dbewel ldi sci pl i ned Behav ewi t hf el l owofficewor k er sandcus t omeri napol i t eandr espect abl eway Shoul dgi v eduer espectt ohi sseni or s Shoul dbepunct ual andr egul ar Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Cl er i calact i v i t i es Thesei nc l udek eepi ngr ecor ds ,pr epar i ngaccount s. Theseki ndofwor ki nmanyoffice canbegener al l ycl assi fiedas      Communi cat i on Cal c ul at i ons Recor ds Repor t s Rout i nepr ocedur es CHAPTERFI VE Officepr emi sesandenvi r onment Secur i ngofficebui l di ngorspace Theofficebui l di ngshoul dnotonl ybel ocat edatasui t abl es i t e, , i tal sos houl dbeoft he pr opersi z eandshape.I t sdesi gnandar r angements houl dbes uchast oadequat el y ser v et hepar t i c ul arr equi r ementoft heent er pr i s e Ownedoffice Ful l yownedofficehast hef ol l owi ng Adv ant ages     Canbepl annedanddes i gnedt ot heex actr equi r ement soft heor gani zat i on Canbeconst r uct edi nasui t abl el ocat i ont odes i r eal lt heacci dent al adv ant ages Thesur pl usspacecanber ent edout Anat t r act i v eofficebui l di ngwi l lenhancet hepr est i geoft hebusi nesswi t hi t ss t aff, cust omer sandt hepubl i c Buyi nganexi st i ngbui l di ng     I tsav est i mespentonconst r uct i onori fi t sav ai l abl eatabar gai npr i ce I tmayal s obet heonl yopt i oni naspeci ficl ocat i onwher eal lbui l di ngspacehas al r eadybeenoccupi ed Butt hepl ananddesi gnofsuc hbui l di ngsmaynotfi tt heex actr equi r ement s ’ Andt hel ocat i onmaynotbeasui t abl eone Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445  I t ’ sofcour sepossi bl et oadaptoral t ert hedesi gnt os ui tt her equi r ementbuti t wi l l meanaddi t i onalcost Rent i ngorl easi ng     Thi smaybeconv eni ent Ar r angementf ormedi um andsmal lofficesandnewl yst ar t edfir ms Sui t abl ewher et her equi r ement sofspacei sl i mi t edort hebusi nessi sn’ tst abl eor per manentchar act er Thecostofowni ngofficeaccommodat i oni sbey ondt hecapaci t yoft hefir m Di s adv ant ages    I t sr ar el ypossi bl et ogett heaccommodat i onex act l ys ui t edt ot her equi r ement s Togeti ti nt hemostsui t edl ocat i on Leasedr ent edspacecan’ tbeadopt edoral t er edsui tt her equi r ement sorev en possi bl et osubl easesur pl usspace But I tgi v esmanagementf r eedom t osel ectt heofficespacei nk eepi ngwi t hfinanci al capaci t yandt heflexi bi l i t yt oshi f tt heofficet oabet t erl ocat i onasandwhennecessar y I tal s of r eest hemanagementf r om mai nt enancecost sandwor r i es Ot heraspect s 1. Si z e2. –Thesi z eoft heofficebui l di ngort heamountoft heofficespacemustbe adequat enotonl yf ort hepr esentr equi r ementbutal s of orposs i bl ef ut ur eexpans i on. Thegui di ngpr i nc i pl er egar di ngsi z ei st hati tshoul dpr ov i deadequat espacef ort hest aff andequi pmentt oal l owt hemosteffic i entper f or manceofbot h.  Shapel ar ge 1. As quar eorar ect angul arshapei sbet t ert hannanar r owoneast hel at t erwi l l obvi ousl ynecessi t at emuchwor ki ngbackandf or t hbyt heofficest affandmaynotal l ow t hemostpr ofit abl eut i l i z at i onoft hes pace. 2. Li ght i ngand/ v ent i l at i on 3. Goodl i ght i ngandv ent i l at i oni sessent i al f orensur i ngacomf or t abl eenv i r onment andf orenhanci ngt hemor al eandeffici enc yoft hest aff.Theofficeshoul dhav e adequat enumberofl ar gewi ndows ,s ky l i ght set c .t oal l owent r yofmaxi mum l i ghtand f r eeci r cul at i onofnat ur al ai r . Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445   St affandcust omerconv eni ence –Car ef ulat t ent i onshoul dbegi v ent oar r angementf orconv eni enceandameni t i es oft hest affandcust omer s .Thear r angementoft her oomss houl dbes ucht hat cust omer scanhav eeas yaccesst ot hedepar t mentr equi r i ngf r equentvi si t sf r om t hem egcashdepar t ment ,sal esdepar t mentet c .Adequat epr ovi s i onofl i f t sandel ev at or s ( i f necessar y)cl oakr ooms ,washr oomswat erf ount ai ns, cant eensf ort heconv eni enceof t hest aff. 1. Costofofficeaccommodat i on 2. Thecostf act orwi l l beul t i mat el ydet er mi ni ngt hefinal l ocat i onandsel ect i onof accommodat i onf ort heoffice.Thecostoft heofficenotonl ydependsont hel ocat i onof t heofficebui l di ngorspacebutal sodependsonf act or sl i k esi z eofspace,i nt er nal ar r angementet c .Theai m shoul dt ost r i k eabal ancebet weent her equi r ementandt he capaci t yt obeart hecost . 1. Si z e Si z eoft heofficebui l di ngmustbeadequat ef orc ur r entandf ut ur epossi bl eexpans i on I nt er i ordecor at i on I thasbeenf oundf r om t heexper i encet hatapl eas antcol or i ngandt as t ef ulf ur ni shi ngs pr oduceacheer f uleffectont hemi ndsofwor k er s. Ont heot herhandadr abandgr oom phy si cal sur r oundi ngdepr essest hemi ndandul t i mat el y affect st hewor k er swi l l t owor k . Theofficer oomsshoul dt her ef or ebepai nt edwi t hpl easi ngcol or sandt ast ef ul l y decor at edt opr oducet hedes i r edeffect . 1. Shape Theshapemaybesquar e,r ect angul arl ongandnar r ow Squar eorr ect angul arspacei sbet t ert hanal ongandnar r owoneast hel at t erwi l l obvi ousl ynecessi t at emuchwal ki ngbackandf or t hbyofficest aff  Li ght i ngandv ent i l at i on Goodl i ght i ngandv ent i l at i oni sessent i al f orensur i ngacomf or t abl eenv i r onmentandf or enhanci ngt hemor al eandeffici enc yoft hest aff Ther oom/ bui l di ngshoul dhav emaxi mum nat ur al l i ghtandf r eeci r cul at i onofnat ur al ai r Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Faci l i t i esofofficeor gani zat i onandl ayout     I t sessent i al t hatt hei nt er nalar r angementoft heofficebui l di ngfitonwi t ht he ov er al l st r uct ur eofor gani z at i onands y st em ofoper at i on Thenumber ,si z eandshapeofr ooms ,t he,l ocat i onoft hegangway’ sorst ai r way s andot herar r angement sshoul dfiti nwi t ht hel ocat i onofdepar t ment sandl ayoutoft he st affandequi pment Sani t at i onandcl eanl i ness Di r t yori nsani t ycondi t i onsnotonl yc r eat esancr eat es unpl easantdepr essi ngenvi r onmentf ort hewor ksbutal soaffect st hei rheal t hast hey hav et ospendal ar gepar toft hei nt heoffice. Temper at ur eandhumi di t y .Thet emper at ur eandhumi di t yoft heofficer ooms shoul dbemai nt ai nedatt hepr operl ev el att ooorcol dorhumi dat mos pher ei nduces phy si cal di scomf or tandaffect st heeffici enc yoft hec l er k s . St affandcust omerconveni ences Thear r angementoft her oomss houl dbesucht hatcust omer scanhav eeas yaccesst o t hedepar t ment sr equi r i ngf r equentv i si t sf r om t hem egcash,s al es . Ther eshoul dal sobepr ovi si onf oradequat enumberofcl oakr ooms ,washr ooms ,wat er f ount ai ns ,andcant eensf ort heconv eni enceoft hest aff Costofofficeaccommodat i on Thecostf act orwi l l di ct at et hefinalsel ect i onofaccommodat i onf ort heoffice Thecostshoul dnotbeuneconomi calbutatt hesamet i meeffic i enc yshoul dn’ tbe sacr i ficedmer el yf ort hesak eoft heeconomyi ncos t Locat i onofdepar t ment s       Depar t ment sdeal i ngwi t hpubl i cl i k er ecept i onandmai l officemustbec l oset o t heent r ance Thos er equi r i ngsomeconcent r at i onandmuc ht hi nki ngl i k epl anni ngorM. D’ s officeshoul dbek eptabi tf art oal l owt hem t owor ki nqui et erat mospher e Thedepar t mentwi t hheavymac hi ner yandequi pments houl dbek eptongr ound floor Thos ewhi c hser v eot herdepar t ments houl dbek eptc ent r al l yegt ypi ngpool Depar t mentshoul dbel ocat edi ns ucht hatt oi l et s ,washbas i nsandot herf aci l i t i es ar ewi t hi nt her eachofal l Somedepar t ment sr equi r enat ur all i ghte. g.dr awi ngdepar t ment .Theys houl dbe l ocat edaccor di ngl y Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445  Somedepar t ment shav ev er ycl os er el at i onshi pr egar di ngt hei ract i vi t i es ,and t husshoul dbec l oset oeachot here. g.s al esandc r edi t Sani t at i onandcl eanl i ness Di r t yori nsani t ar ycondi t i onsnotonl ycr eat esanunpl easantanddepr essi ng envi r onmentf ort hewor k er sbutal soaffect st hei rheal t hast heyhav et os pendal ar ge par toft hedayi noffice,t hust heofficeshoul dal way sbek eptneatandcl ean Temper at ur eandhumi di t y Thet emper at ur eandhumi di t yoft heofficer oomsshoul dbemai nt ai nedatt hepr oper l ev elast oohotandcol dhumi dat mospher ei nducesphy si cal di scomf or tandaffect st he effici enc yoft hecl er ks Noi s eaffect st heeffici enc yofofficest afft oagr eatext ent. I t si mpor t antt ocont r ol noi se t hatmaybeext er nalori nt er nal Ext er nal noi semaybecausedbyt r afficmov ement sont hest r eet ,noi sef r om nei ghbor i ngpr emi ses ,f act or i eset c . Causesofi nt er nalnoi se      Machi nesmov ement s Mov ementandconv er sat i onofcl er k s ,vi s i t or s Cr eaki ngdoor s Cal l i ngbel l s ,t el ephones Shi f t i ngoff ur ni t ur ef r om onepl acet oanot her Measur est opr eventi nt er nalnoi se        Car pet sorr ubbermat sspr eadont hefloorwi l l r educet hesoundscausedbyt he mov ement soft hecl er ksandot herpeopl e Fel tpadsshoul dbepl acedbel owofficemachi neswhi c hcr eat enoi sei n oper at i on Cal l i ngbel l scanber epl acedwi t hbuzz er s Tel ephonemaybek epti nsoundpr oofboot hst or educet hes ound Cl er ksmustbei nst r uct edt omai nt ai ncal mness Wor k er smustbeengagedf ul l ydur i ngt heofficehour ssot hatt heydon’ twast e t i meov eri dl egoss i p Bangi ngorcr eaki ngdoor sshoul dbefit t edwi t hr ubberorf el tst epst or educe sound Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Measur est opr eventext er nalnoi se Choosi ngt hesi t eofofficeawayf r om noi s yar ea Affixi ngdoubl egl az i ngwi ndowsanddoor s   Officesaf et y Acci dent scandohappent oofficeempl oy ees ,ser i ousacci dent smaycauseper manent di s abi l i t yandatl eastpr ol ongedhospi t al i zat i on Nat ur eofacci dent s Acci dent si nofficesmaybecausedby Exposedel ect r i cwi r ei nl ooseconnect i on Sl i pper yfloor sorl oosecar pet i ng Opendr awer sofdes ksorfil i ngcabi net s Ti l t i ngbackwar dsi nr ec l i ni ngchai r s Shar pedgesofofficeequi pment ,br ok engl asset c . Unguar dedmovi ngpar t sofofficemachi nes Penci l s ,shar pener s ,pi nset c . Runni ngorr api dwal ki ngal ongst ai r way sort hr oughdoor way s Readi ngwhi l ewal ki ngal ongpassages I nadequat el i ght i ngorwor noutt r eadonst ai r way s           Causesofacci dent s 1. 2. 3. Mechani calcauses Phy si ol ogi cal causes Ps y c hol ogi calcauses Measur esf orensur i ngsaf et y         Pr ovi s i onofs af ewor ki ngpl ace Saf eguar di nghaz ar dousmachi nesandequi pment Pr ovi s i onofs af et ycl ot hi ng Mai nt enanceofor der l i nessandcl eanl i ness Pr ovi s i onoffir stai dser vi ce Pr ovi s i onoffir el i ght i ngequi pment Saf et yeducat i onandt r ai ni ngofempl oy ees Pr omot i ngsaf et yconsci ousness Officesecur i t y Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 I nl ar geor gani zat i ons ,officesecur i t yi samaj orpr obl em f orofficemanager s Ev er ydayr i s kspi l f er ageort hef tofcas handmat er i al sbys t afforpubl i chav et obef aced byal mostal l or gani zat i on Topr ot ectconfident i al i t yofoffices ecr et saswel last heasset sandempl oy eesagai nst suchr i s ks ,anadequat es ecur i t yar r angementf ort heofficei sessent i al Causesofsecur i t yhazar ds              Nocheckonunaut hor i z edandundesi r abl evi s i t or s Unguar dedent r ancesandexi t soft heofficebui l di ngandcompound Leavi ngwi ndowsandskyl i ghtopens Accessofal l andsundr yt oconfident i aldocument sofal l ki nds Copyi ngofconfident i al document sbyunaut hor i z edper sons Nochecki ngofvi si t or sbr i ef cases Accesst ocas handsaf esbyt oomanypeopl eandk eepi ngoft oomuchcas hon t hepr emi ses Nocont r olov erk ey sofs af esanddoor s Nocheckont aki ngoffil esanddoc ument soutoft heofficebys t aff St afft al ki ngf r eel yofconfident i al mat t er si nsi deandout si det heoffice Car sandgoodv ehi c l el ef tunguar dedi npl aceswher et hesecanbet amper ed wi t h Nos y st em ofchecki ngi nandoutoft hest affandout si der sl eavi ngopenchances ofpi l f er ageofst at i oner y ,officeequi pmentet c . Nosecur i t yv et t i ngofnewl yr ecr ui t edst aff Secur i t ymeasur esl i kel yt obeeffect i ve Saf eguar di ngt hepr emi ses Cl osi ngal l door s ,wi ndowsands kyl i ght s Af ool pr oofbur gl aral ar ms y s t em shoul dbei nst al l edt oal er tsecur i t yst aff Compounds houl dber egul ar l ypat r ol l edbysecur i t yst aff Regul at i ngt heent r yofvi si t or s    Ent r yofal lv i si t or ss houl dbecheck ed Ther eshoul dpr ef er abl ybeonl yent r anceofvi si t or s Pr ef er abl yeachvi s i t orshoul dbepr ov i dedwi t hapass Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445   Unl esswel l knownt ot heofficeavi si t ors houl dbeal l owedt ov i si tt hedepar t ment hehasbusi nesswi t h Br i efcasesofv i si t or ss houl dbec heck edatt heent r ypoi nt Secur i t yr egul at i onsf ort hest aff Eac hmemberoft hest affshoul dbev et t edf ors ecur i t ydur i ngr ecr ui t ment      Secur i t yr egul at i onf ort hest affs houl dbet r ai nedcar ef ul l yi ncons ul t at i onwi t ht he r epr esent at i v es Eac hempl oy ees houl dbei ssuedwi t hani dent i t ycar dwi t hphot ogr aphand si gnat ur eoft heper son Eac hempl oy eei r r espect i v eofseni or i t yshoul dbeask edt oi dent i f yhi msel f Regul at i onshoul dpr ovi def orc hecki ngofbr i ef casesandpackageofst affatt he samet i meofent r yandexi st Pr ot ect i ngconfident i al i t yofmai landcommuni cat i ons y st ems TYPESOFOFFI CEPLANS Thi sr ef ert ohowt heofficepr emi sesar et obedi vi dedupf ort hepur poseofcar r yi ngout t hedi ffer entf unct i onsofanoffice Openoffice Consi st sofal ar gehal l ,orr oom wher ei nt heent i r ecl er i cal st affs eatandwor k Adv ant agesofopenoffice         Bet t ers paceut i l i z at i oni spossi bl ebecaus espacehasnotbeenl ostbypar t i t i ons Thesuper vi sor sf eel eas yt owat cht heoffice I t spossi bl et or educet henumberofsuper vi s or s Thel ay outoft heofficecanbeal t er edorchangedeasi l y Ther ei smor eeconomyi nar r angementofl i ght I tr educest hemov ementofs t aff Bet t erwor ki ngcondi t i onspossi bl e Decor at i on, cl eani ngandmai nt enancecanbedonei nexpensi v el y Di s adv ant ages  Wor kwi l l beaffect edbyv i si t or sandmov ementoft heofficest afft hemsel v es Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445       Ther ei si nt er nalnoi se,becauseconv er sat i onandt al ki nt heoffice I nf ect i onsanddi seasesmayspr eadqui ckl y Sec r ec ycan’ tbemai nt ai ned Theofficewi l lappeart obeacr owdedpl ace Topex ecut i v esmaynotf eel comf or t abl ei nanopenoffice Abi ghal l maynotbeeffici ent l ysuper vi sed Par t i t i onedorpr i vat eoffices Theseofficesar esmal lr oomsoccupi edbydepar t ment s . Eachdepar t mentwi l l bepl aced i neac hr oom.Suchr oomsar eal l ot t edbycons i der i ngt henat ur eofconfident i al mat t er t obedeal ti norf ort opoffic i al et c . Officel andscapi ng Officel andscapi ngmeanst omak eeffor t st obr i ngnat ur et oanofficeby nat ur al t hi ngs onsi z eofofficest aff.Thei nt r oduct i onoft heofficest affl andscapi ngi ncr eases effici enc yoft hest affandhel pst or educes t r ai n.Thef ol l owi ngcanbet ak ent oachi ev e t hi spur pose.     Someflower scanbek epti nt heofficei npot s . Somenat ur al scener ycanbepai nt edont hewal l sofoffice. Somet i mesofficeequat eshavi ngt hes hapeofwi l dani mal sorbi r dscanbeused. Lowv ol umemusi c . CHAPTERSI X RECORDMANAGEMENTANDFI LLI NG Out l i net hepur posesmai nt ai ni ngbusi nessr ecor ds.  Tomeasur et hepr ogr essoft hebusi nessov er t i me. Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445        Pr operst udyoft hepos i t i onoft heoft hefir m. Compar i sonofbus i nesses . I ncaseofdi sput e Pastr ecor ds ,ev ent s ,pr ogr esset c.ar ev er ynecessar yt odeci depol i c i esand pl ans . Cer t ai nr ecor dsar ek eptf oranumberofy ear sf r om t hel egal poi ntofvi ew. Recor dsar egoodev i dencei ncour tofl awi ncaseofs ui t s . Forgener aluse. Gi veacl assi ficat i onofabusi nessr ecor ds Per sonal r ecor ds Cor r espondencer ecor ds . Account i ngr ecor ds . . Ot herbus i nessr ecor ds . Legalr ecor ds      Out l i net hepr i nci pl esofr ecor dmanagement .       Ver i ficat i onRecor dscanbev er i fiedwhenev erneeded Cl assi ficat i onRecor dsmustbecl assi fiedaccor di ngt ot hei ruse. Recor dsmustbemai nt ai nedf ors omej ust i fiedr easons . I nf or mat i onTher equi r ei nf or mat i onmustbeaav ai l abl ewhenev erneeded. Recor ds y st em mustbeel ast i ci ncapac i t ysot hatexpansi onorcont r act i onof r ecor dsi spossi bl e, Reasonabl ecost .Thecostofr ecor dmanagementmustbe ar easonabl eone. Whati sfil l i ng? I sapr ocessofcl assi f y i ngandar r angi ngt her ecor dssot hatt heycanobt ai nwi t hout del ay . Whatar et headv ant ages( i mpor t ance)offil l i ng 1. 2. Ser v est hepur pos eofr eadyr ef er ence. Theysav est i meandi ncr eas eeffic i enc y  Saf eguar dt hedocument sagai nstl oss . 1. 2. 3. Fi l esser v easr el i abl ebasi sf orf ut ur epl anni ngandact i on. Pastr ecor dsar egoodevi dencei ncaseofdi sput e. Apr opercont r ol i sf aci l i t at ed Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Whatar et hechar act er i st i csofagoodfil i ngsyst em 1. Compact ness Shoul dt ak eupt oomuc hs paceespec i al l yfloorspacef orfil i ng cabi net 2. Accessi bi l i t y 3. Si mpl i c i t y 4. Si mpl e 5. El ast i ci t y 6. Cr oss r ef er ence 7. Gi vet hepr ocedur eofkeepi ngdocument s 1. Theyar efir stcl assi fiedunderheadi ngsl i k eor der si nv oi cescor r espondenceset c . 2. Af t ert hi s ,t heyar efil edi nr espect i v efil edont hebasi sofc l assi ficat i ons y st em f ol l owedbyt heor gani zat i on. 3. Thedocument sar ek eptf oras peci ficper i odsay,5y ear sbas edont her et ent i on pol i c yoft heor gani z at i on. 4. Af t ert hi sper i odt hesedocument sr edest r oy ed. Whatar eadvant agesanddi sadvant agesofcent r al i zedanddepar t ment alfil i ng Cent r al i z edfil l i ng      Leadst odev el opmentofs peci al i stfil i ngst aff. Al l fil esar econt r ol l edi noner oom. Mor esuper vi si onandcont r ol fil esi spossi bl e. I tensur est hatal lcor r espondenceaboutt hesames ubj ect sar efil edt oget her . AUni f or ms y st em offil i ngcanbeest abl i shedt hr oughoutt heor gani zat i on. Depar t ment al fil l i ng      Fi l esar equi ckl ymadeav ai l abl east heyar enott oomany . Asev er ydepar t mentk eepsi t sfil eswi t hi n,t heyar er eadi l yav ai l abl e. Thefil i ngs y st em i snotsol ar geandt her ef or eeasi ert ohandl e. I tdoesn’ tneedaspec i al i stst afff orfil i ngandt hi sr educescost s . I t smor esui t abl ef orconfident i aldocument sast heyar en’ topent oev er ymember ort hefil i ngdepar t ment . Expl ai nvar i ousfil i ngcl assi ficat i on,gi vi ngt hei radvant agesanddi sadvant ages Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 1. Al phabet i cal . Doc ument sar efil edaccor di ngt ot hefir stl et t erofei t hernameoft hesenderorsubj ect . Si mi l art owor dsi nEngl i s hdi ct i onar yort el ephonedi r ect or y . Adv ant ages     Conv eni enceofgr oupi ngpaperbynameoft hecompanyet c . Di r ectfil i ngwi t hnoneedf ori ndexi . e.t hefir stl et t erwi l l t el l y ouwher et he documenti sl ocat ed Si mpl eandeas yt ounder st andev enexpl ai ni ngt onews t aff I t spossi bl et oopenonefil ef ormi scel l aneouspaper swhi chcan’ tmak eupt hei r ownfil es Di s adv ant ages      I nl ar ges y s t emsi tt ak esl ongert i met ofindpaper s Congest i onundercommonnames Forl ar geor gani z at i ons, paper smayber easonabl ybefil edunderdi ffer ent headi ngs I t ’ sdi fficul tt of or ecasts pacer equi r ementf ordi ffer entl et t er soft heal phabet . Ther ear epossi bi l i t i esofadocumentbei ngfil edunderadi ffer entnameduet o di ffer encesi ns pel l i nget c . 2. Numer i cal Cor r espondencear ear r angedaccor di ngt onumber sr at hert hanl et t er s Thi ss y s t em i susef ulf orfil l i ngor der sorot heri t emsk epti nnumer i cal sequence Ani ndexi snecessar yf orl ocat i ngt hecor r ectfil e Adv ant ages      Theyhav eunl i mi t edposs i bi l i t i esf orexpansi on Hi ghl yaccur at es y st em Cr ossr ef er enci ngi ssi mpl ert hanwi t hot hers y s t ems Thefil enumbercanbeusedasar ef er encef orcor r espondence Thefil l i ngi ndexmaybeusedf orot herpur posese. gmai l i ngl i st saswel l Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Di s adv ant ages     I tt ak esl ongert of r eemat er i alasi ti nv ol v est wooper at i onsi . et her ecor di ngof paperont hecar di ndexandt hefil l i ngoft hedoc ument Fi l i ngandfindi ngi ni ndi r ect As epar at ei ndexmustbepr ov i ded I tt ak est i mef oranewempl oy eet of ul l yunder st andt hes y s t em et c 3. Geogr aphi cal Fi l esar edi vi dedaccor di ngt ot hei rpl acesofor i gi negcount r i esorbypr ovi ncesi na count r y Fi l e wi t hi neachgr oupar ear r angedal phabet i cal l y Adv ant ages    Sui t abl ef orcompani est hathav esev er al br anchess pr eadov erdi ffer entpar t sof t hewor l d, count r y, count yet c . Conv eni enceofr ef er encewher et hel ocat i oni sknown pDi r ectaccessf orfil l i ngpur poses Di s adv ant ages    Possi bi l i t yofer r orwher eknowl edgeofgeogr aphyi sweak Geogr aphi cal l ocat i onmustbeknowni naddi t i ont ot hecor r espondent sname I ndexi snecessar yf oroccasi onal r ef er ence 4. Chr onol ogi cal Al l document sar efil edi nor deroft hei rdat esofr ecei pt Adv ant ages   Us ef ul i fdat esar eknown I tpr ovi desf orunl i mi t edscopeofexpans i on Di s adv ant ages    I ti snotal way ssui t abl e I ncomi ngl et t er smi ghtbecomesepar at edf r om out goi ngones. Subj ectcl assi ficat i onfil esar ecl assi fiedaccor di ngt osubj ectheadi ngsort opi cs Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Adv ant ages   Al l document sr ef er r i ngt oapar t i cul arsubj ectar ek eptt oget heri nonepl ace Thefil escaneasi l ybeexpandedorcont r act edbysi mpl yaddi ngorsubt r act i ng ol dones Di s adv ant ages   Det er mi ni ngt hel i stofdi vi si onsi sdi fficul tandr equi r essomeonewi t ha knowl edgeoft hebus i nessandi t sfil es Det er mi ni ngunderwhi chsubj ectheadi ngi ts houl dbefil ed,r equi r esat r ai ned andcar ef ulempl oy ee Whati sfil i ngequi pmentandwhatpur posesdot heyser ve      Thesear eequi pmentdes i gnedf ors t or ageofi nf or mat i oni nanor gani z at i onand cons i st sofcov er s ,f ol der sfil i ngcabi net set c . Theyser v et hef ol l owi ngpur poses pr ot ect i onofdoc ument s agai nstl oss ,damageanddet er i or at i on pr ev ent i onoft hef torunaut hor i z edus e i ns er t i on,l ocat i onandext r act i onofdocument smus tt ak el esst i meoreffor t Di scusst hevar i ousaspect soffil i ngcabi net s     Afil ei sacol l ect i onofpaper sordocument sdeal i ngwi t honeper sonort opi c Theequi pmenti nwhi c ht heyar ek epti sknownasafil ecov erorbi nder Fi l i ngequi pmenti nc l udesfil ecov erandfil i ngcabi net s . Thesear edi ffer entt ypesoffil ecov er s 1. Boxfil es Thesehav easol i dboxl i k econst r uct i onandspr i ngl oadedcompr essi onpadwhi ch hol dsdownt hefil l edmat er i al fir ml y Boxfil esmaybeusedt ok eepl et t er s ,l eaflet s ,cat al ogueset c . 1. Lev erar chfil es Thesecont ai nmet aldevi cesopenedandcl osedi nt hecent eroft hef ol deroper at edby t hel ev er 1. Concer t i ngfil es Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Thesear emadeupofanumberofsuccessi onpock et si nt owhi chsi mi l ardocument s canbecol l ect edr eadi l yf orpr ocessi ngl i k epet t ycashv oucher sandsuchdocument s whi chdon’ tneedt obepunchede. g.cer t i ficat eet c . 1. Ri ngbi nder s Thesear emadeofhar dcov er sandt woormor er i ngswhi chopent oal l owt hei ns er t i on andr emov alofdoc ument s Expl ai nvar i oust ypesoffil i ngmet hods Thi sr ef er st ohowfil ecov er sorbi nder sar ek epti nt hefil i ngcabi net s 1. Ver t i cal fil i ng Thi si st hek eepi ngoffil eswi t hi nt hedr awer s ,r ac ksori nt heshel v eswhenonei sont op ofanot her Theyl i ehor i z ont al l yi . e.eastt owest 1. Suspensi onfil i ng Thefil esst andi nv er t i calposi t i ons ,buti nor dert opr ev entt hem f r om f al l i ngofff r om t he fil i ngcabi net s ,t womet al sar efix edont hesi desofafil l i ngcabi net ’ sdr awer 1. Lat er al fil i ng Thi si swher et hefil esar est or edonashel fori npock et ssuspendeds i debysi def r om f r ames Thi smet hodsav esspacebecauseofgr eathei ght 1. 2. 3. 4. Whati si ndexi ng? Out l i net hei mpor t anceofi ndexi ng? Whatar et hedi ffer entt ypesofi ndex i ng? Br i eflyex pl ai nwhati smeantbycr os sr ef er ence ? I NDEXI NG Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Ani ndexi sadevi cef orfindi ngt hepos i t i onofadoc umentorfil ei nas y st em qui ckl yand easi l y Fi l i ngi ndexhel pst hel ocat i onofanyl et t er ,r ecor d,fil eset c .Thusi tpr ovi desqui ck r ef er encewhi chi sessent i al ofagoodfil i ngs y st em Cl assi ficat i onandi ndex i ngar enott hesame. Cl assi ficat i oni samet hodoffil i ngandt hemanneri nwhi cht hefi l esofdi ffer entsubj ect s ar ear r anged. I ndexi ngi samet hodofmaki ngr ef er encet ot hefil es I mpor t anceofi ndexi ng      I ndexi ngi sanessent i al par tofagoodfil i ngs y st em asi ti sagui de I tpr ovi desar eadyr ef er ence I tf aci l i t at eseas yl ocat i onoffil es Ev eni ft hefil esar ear r angedi nsel f i ndexi ngmet hods ,i ndexwi l lf ur t herspeed t hewor k. I tpossessesmi ni mum i nf or mat i on Typesofi ndexi ng 1. Pagei ndex Thi si swhent hecont ent sofapar t i cul arf ol derorcabi netar esummar i z edonapi eceof papert oget herwi t ht hei rposi t i onandpl acedatei t hert hef r ontorbackoft hef ol dere. g. onef oundatt hebackofat extbook 2. Loosecar di ndex es Thi si sasmal l car dsshowi ngt henamesofal l cor r espondent sandt hefil eswher et hei r i nf or mat i oni sfil ed, Thecar dsar ek eptt oget herandwhenev erafil eordoc ument si sr equi r ed,r ef er encei s fir stmadet ot hei ti sl ocat ed. 3. Vi si bl ecar di ndex Theyar efil edt oget herwi t ht hedocument sandov er l apsot hatonel i neofent r yoneach car dpr oj ect sandi svi si bl et husf or mi ngonel i nei ndex . Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 4. St r i pi ndex Thecar dsst andupr i ghti ncabi netdr awerbox es .Thenameandot heri dent i f yi ng f eat ur esar eexpos edt ovi ew.Thecar dsar es ubdi v i dedi nt osect i onusi ngl et t er sof al phabetwi t hpr oj ect i nggui decar ds . Thi ss y s t em i susef ulwher ecor r espondencei sr emov edf r equent l yf orr ef er ence. St r i pi ndex I t ’ st hemet hodofr ecor di ngi nf or mat i ononast r i pofpaperf orqui ckr ef er ence.The st r i psar eboundt oget heroneont opoft heot herwi t haposi t i onofeachonebei ng vi si bl e Thi ss y s t em i susef ulwher ecor r espondencei sr emov edf r equent l yf orr ef er ence. 5. Punchedcar di ndex As er i esofhol esar epunc hedi nt heedgeofeac hc ar d,eachhol er epr esent soni t em of i nf or mat i onsuchasdepar t ment ,age,genderet c . CROSSREFERENCE I t ’ spossi bl ef oracor r espondencet obefil edi n2or3di ffer entfil esbutonl yonefil ei s av ai l abl e. Agoodcr ossr ef er ences y st em i sneeded. I t saf or m ofacar dorf ol derdi r ect i nga per sont owher eadocumentwhi chcanbefil edundermor et hanonei sf ound. E. g.Al et t erAk ol aOk ubumi ghtbefil edunderAk ol aok ubafil eori nOk ubuAk ol afil e Wher eal et t erf r om Ak ol aOk ubui sfil edunderOk ubuAk ol afil eacr ossr ef er encecar d i sputunderAk ol Ok ubufil et odi r ectwher ei t sl ocat ed’ Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Ak ol aOk ubu See Ok ubuAk ol a. I nbi gfir mswher eaphot ocopy i ngmachi nei sav ai l abl e,sev er al copi esar emadeand fil edi nal l r el ev antfil esr eachbear i ngt hei nf or mat i ononwher et heor i gi nali s . I mpor t anceofcr ossr ef er enc i ng     whenmor et hanonenamei susedbyaper sonorcompany whencor r espondencemaybesoughtundermor et hanonename whenfir mi sknownbyi t si ni t i al s whent henamehaschanged Mar ki ngabsentfil es( outcar d) I fafil ei sl i k el yt ober emov edf oracoupl eofday smar k edf ol der sshoul dbei nser t edi n t hepl acet ocol l ectanypaperr ef er r i ngt ot heabs entfil e. Whati smi cr ofil mi ng? I samet hodofr et ai ni ngork eepi ngi nf or mat i onbyphot ogr aphi cr ecor dst or epr oduce whenneeded. Ther ecor dar emi cr ophot ogr aphedandk eptei t heronr ol l fil m,mi cr ofiche,aper t ur e car dorj ack et Whenneededf orr ef er encet henegat i v ei sshownonascr eenoracopyi smade. Mi cr ofil mi ngi sonl yi mpor t antonl ywhenagr eatmul t i pl eofper manentr ecor dsmustbe k epte. g.officeofr egi st erofbi r t hset c . Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Adv ant ages       Sav espaceandwei ght. Bul kyfil esar er epl acedbycompactcar t onsoffil ms . Doc ument scanbesentabr oadMi cr ofil mi ngr educescostofpost agei f i nf or mat i onhast obesentbyexpens i v eai rmai l . Ther ei sl i t t l er i skofmi s pl ac i ng. Ther ei ssavi ngoffil l i ngequi pmentaswel l asfloorspace. Afil m canbeenl ar gedonapapert huspr ovi di ngqui ckandaccur at edupl i cat e copi esoft heor i gi nal document s . Afil mi smor edur abl et hanpaperandpr ovi desamuc hmor eper manentr ecor d. Afil mi smor ewearr esi st antt hanpaper . Di s adv ant ages       Ar eaderi sr equi r edi nor dert or ef ert ot hei nf or m act i on I t sdi fficul tt ol ocat et hei nf or mat i onr equi r edf r om t hefil m Poor l ypr epar edfil m wi l l notber eadabl e I tr equi r esspec i al equi pmentwhi chi sexpens i v e Spec i al i z edknowl edgei sr equi r edt opr epar et hefil m andt or ef er Ret r i ev alofi nf or mat i ont ak est i me CHAPTERSEVEN Officef or ms Obj ect i vesoff or mscont r ol        Toi nt r oducef or mswhi c har er eal l ynecessar yandensur ecl er i calwor kdon’ t becomeconf usi ngduet omanyf or ms Ensur ef or mssodes i gnedasr enderbestpossi bl eus eatmi ni mum cost Topr oducef or msbyt hemostappr opr i at eandeconomi cal met hod Tosuppl ycopi esoff or msonl yt ot hosewhoar et ous et hem Tos t udywhet heri nt r oduci ngnewf or mspr opos edonr evi ewofol df or msi s essent i al Tor evi ewal l f or msper i odi cal l ysoast odet er mi net hei rut i l i t y Toev al uat ef or msdesi gnont hebasi soft het i mer equi r edt ousef or ms Essent i al sofagoodofficef or ms  Thewr i t i ngsur f ace,t hest y l eofpr i nt ,t hepapersequenceofi nf or mat i onand met hodofent r yshoul dbeeas yf orr api dcompl et i onoft hef or m Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445        Goodappear anceandbal ancedar r angementofi nf or mat i onoft hef or m Adequat es paceshoul dbepr ovi dedf ort heexpect edi nf or mat i on Ev er yf or ms houl dbepr ovi dedf ort heexpect edi nf or mat i on Ev er yf or ms houl dhav eanappr opr i at et i t l e Shoul dbecosteffect i v e I tshoul dbeeas yt or epr oducet hef or m Thequal i t yofpaper sandcol ormustbeappr opr i at e Advant agesoff or mscont r ol       I teconomi z est i me,papercost set c .byusi ngt hecor r ectf or ms Thewor ki ssi mpl i fiedast heonl yr equi r edi nf or mat i oni spr ov i ded I thel pst or educeer r or s Lessf r ust r at i ont owor k er sast heywi l l beknowi ngwhati sr equi r ed I ti mpr ov est heov er al l effici enc yoft heofficewor k I thel psi nf as t erpr ocessi ngbecaus eonl yt her el ev anti nf or mat i oni sobt ai ned Whatar ecommonf aul t si nf or ms      I nsuffici enthor i z ont al spaceal l owedf ort heexpect edi nf or mat i on Toomuchpr i nt edi nf or mat i onsuchaspubl i c i t ysl oganspr i nt edont hef or m Lackofdi s t i nct i onbet weenf or mse. g.pr of or mai nv oi cesandi nv oi ces, cr edi tand debi tnot es I nadequat emar gi ns( atl east25mm)s houl dbeal l owedatt hel ef thands i deof t hef or m,f orfil l i ngpur poseandsomespaceont opandt hebot t om f ori nser t i oni nt oa t ypewr i t er Thespacef oras i gnat ur epl acedt ooneart hebot t om edgeoft hepaper CHAPTEREI GHT Repr ogr aphi cser vi ces 1Phot ocopyi ng I sapr ocessofobt ai ni ngacopyofadocumentdi r ect l yf r om t heor i gi nalwi t h phot ogr aphi cdet ai l s I sonl yus edwhenf ewcopi esar er equi r edorwhenonex actphot ogr aphi cr epr oduct i on i snecessar y Adv ant ages Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445       Ex actcopi eswi t houtl ossesofonl ydet ai lar eobt ai ned Whenonl yaf ewcopi esar er equi r edi t st hecheapestf or m ofdupl i cat i ng Col orcopi escanbeobt ai nedi nsomemachi nes Lar gesi z eddocument scanber educedbysomemachi nes I tcanbeoper at edbyaj uni orascompar edwi t ht ypi ngwhi chr equi r esaski l l ed t ypi st Qui ck ert handupl i cat i ngorpr i nt i ngasnoneedf ort hepr epar at i onoft hemas t er Di s adv ant ages Tooexpensi v ef orl ar genumberofcopi es Phot ocopi est endt of adeaf t ersomet i me Somemachi nesdon’ tphot ocopycol or s    2Dupl i cat i ng Thi si st hepr ocesswher ebyamast ercopyi spr epar edf r om whi c har eobt ai nedal ar ge numberofot hercopi es Ther ear et wobasi cmet hodsofdupl i cat i ngdocument s; 1. 2. 3. st enci l spi r i tdupl i cat i ng St enci ldupl i cat i ng Thi spr ocessi nv ol v est heuseofat hi nfibr oussheetcal l eds t enc i l whi c hi scov er edwi t h achemi cal coat i ngt hr oughwhi chi nkcannotpass. Theyar enoteas yt owr i t eonbut st r ai ghtf or war dt ot ype Adv ant ages      I fmor ecopi esar er equi r edt hent hi smet hodi squi t echeap Theer r or scanbecor r ect edbyus i ngt heflui d Thecopi esobt ai nedar emor ecl earandcanbeusedper manent l y Thecopi escanber epr oducedbyusi ngel ect r oni cs t enc i l St enci l scanbeusedsev er al t i mesi fs t or edpr oper l y Di s adv ant ages    Thi smet hodi sexpensi v ei fonl yf ewcopi esar er equi r ed I t snotsui t abl ef orcol orpr oduct i on Mor et i mei sr equi r edt opr epar east enci lt hanphot ocopyi ng Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445  I t snotsui t abl ef orat t r act i v epr i nt i ngmat er i al l i k esal espr omot i onl i t er at ur e becauset hepaperusedi sn’ tofhi ghqual i t y 2. Spi r i tdupl i cat i ng I nt hi spr ocesst hemast ercopyconsi st sofasheetofar tpapert hathasaspeci al car bononi t sr ev er sesi de.Thi smet hodofdupl i cat i ngi nv ol v est wopar t s ,t he pr epar at i onoft hemas t erandt hepr oduct i onofcopi esf r om t hi smas t er Adv ant ages    Pr epar at i onamast eri seas yandqui ck Col orcanbedupl i cat edsi mul t aneousl y I t ssui t abl ef orpr oduc i nghar dwi t hi nwor kf ordi agr ams ,maps ,char t set c . Di s adv ant ages     Di fficul tt ocor r ectmi st ak es Qui t eexpensi v ecangi v eonl y200300copi esf r om eachmast er Thei magebecomesweak erast hecar bondeposi ti sused Thequal i t yofwor kr epr oducedr esembl ecar boncopi esunl i k est enci ldupl i cat i ng 3Pr i nt i ng Thi si saspeci alt ypeofdupl i cat i ngusedi nmostl ar geofficeswher et housandsof copi eseg50, 000ar er equi r edandt hei rhi ghqual i t ypr i nt i ngi si mpor t ant I t smas t ercopyi samet alpl at eorpaperpl at ewhi chi st ypedusi ngas peci alt ypewr i t er Adv ant ages       Thequal i t yofr epr oduct i oni sbestofal lpr ocesses I t ’ sav er yeconomi cal i fl ar gequant i t i esar eneeded I t ’ sspeedybecauseupt o5, 000copi esanhourcanbepr oduced Anypapercanbeus ed Pl at escanbes t or edandr eusedagai n Di ffer entcol orpr i nt i ngandt ypef acesorsi z escanbeused Di s adv ant ages    I t ’ sexpens i v ei fonl yf ewcopi esar er equi r ed I tneedss peci al i z edandt r ai nedoper at i ons Separ at er unsar er equi r edf ordi ffer entcol or s Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Addi t i onal officespacer equi r edf ordupl i cat i ngands t or esf ormat er i al s  Whatar ef act or st obeconsi der edwhendeci di ngont heappr opr i at edupl i cat i ng pr ocess      Numberofcopi esr equi r ed Fr equenc yofdemandi . e.howof t ent hemachi newi l l beused Numberofcol or sr equi r ed Howur gent l yar ecopi esneeded Whowoul dr ecei v et hedocument ,t hi swoul ddec i dewhet hert ypewr i t t enor pr i nt ed.Typesetappear ancei spr ef er r ed Chapt erni ne Officecor r espondence They al so cal l edmai l s .mai l i ngwhi chi st hepr ocessofr ecei v i ngands endi ngl et t er si n anyor gani z at i on Mai l smaybedi v i dedi nt ot hr eepar t s 1. 2. 3. i ncomi ngmai l s out goi ngmai l s i nt er depar t ment al mai l s  I ncomi ngmai l s I ncomi ngmai l ssect i onhandl esal lcor r espondencecomi ngt oanor gani zat i on Thef ol l owi ngpoi nt spr ov i deagener al gui del i nef ordeal i ngwi t hi ncomi ngmai l s Col l ect i ngmai l Mai l si nmostcasescol l ect edbyt hemessenger s Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Ther ear efix edt i mesf orcol l ect i onofmai l susual l yi nt hemor ni ngandoncei nt he af t er noon Al l t hemai l scol l ect edbyt hemessengershoul dbebr oughtt ot heofficei nal ock ed br i ef caset obeopenedi nt hemai loffice Openi ngmai l Regi s t er edmai l smustbes i gnedf oranddeal twi t hi mmedi at el y Mai l ss houl dbeopenedatl eastbyt wocl er ksi nt hepr esenceofasuper vi sororot her seni oroffic i al Openal ll et t er sex ceptt hosemar k edpr i v at e,per sonalorconfident i al .Thosewi l l be openedbyt hoset heyar eaddr essedt o I fal et t erst at eshavi ngencl osur es ,t her es houl dbecheck edands ecur el yaffix edt ot he l et t er sconcer nedt oel i mi nat epossi bi l i t yoft hem get t i ngmi spl aced Recheckenv el opsf orcont ent sbef or edi scar di ngt omak esur et hatt heyar er eal l y empt y Recor di ngi ncomi ngmai l I nsmal l depar t ment s ,amokmaybek eptt or ecor dal li ncomi ngmai l sbutr ecor datl east al lt hosel et t er st hatenc l osecas horchequeet c .Thatar er ecei v edbyr egi st er edor f or war di ngmai l st odepar t ment sst epsi nc l ude 1. 2.  Readt hr oughal l t hemai l sands or ti nt ofil esur gent ,i mpor t antandr out i ne Getfil esf oranyr el ev antorpr evi ouscor r espondenceandcl i pl et t er st ofil es Di st r i but emai l sasqui ckl yaspossi bl eaf t eri thasbeenr ecei v edandsor toutas del ay smaypr ov eexpens i v e 1. Per sonal andconfident i all et t er sshoul dbef or war dunopened 2. Mai l sfinal l yar ehandedov ert ot hebosssor t edoute. g.r out i ne,gener al , i mpor t ant ,per sonal ,confident i al ,r egi s t er edmai l et c . 3. Thos emai l si nt endedf ormor et hanonedepar t ments houl dbedeal twi t h accor di ngl y Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445   Forv er yur gentl et t erofi mmedi at eat t ent i on ofsev er alofficer s , phot ocopi esshoul dbemadeoutofsuc hl et t er sandsentt oal l oft hem t her ebysavi ng t i me Out goi ngmai l s Del i v er i ngmai l st omai loffice Cl earr es ponsi bi l i t yast owhowoul dt ak eout goi ngmai l f r om v ar i ousdepar t ment st ot he mai loffice Ther eshoul dbefix edt i mi ngf ordel i v er yofmai l t omai loffice Pl acesi . e.out t r ay sshoul dbeknownwher et ofindl et t er s Mai l ss houl dbes entt ot hemai lofficeopennotseal edex ceptt heconfident i alone I fanyenv el opi st obegi v enspeci al at t ent i one. gt obesentbyr egi st er edorexpr ess mai let c . asui t abl enot ei nt hepenc i l shoul dbemadeatt het opoft heenv el opf or gui danceoft hemai l officest aff Pr epar i ngmai l f ordi spat ch       Al l l et t er sr ecei v edi nt hemai l officeshoul dbecheck ed Let t er sshoul dbemat chedt ot hei rcor r ectcor r espondi ngenv el ope Let t er sshoul dbef ol dedandt henputi nt heenv el opsands eal ed Somefir msusewi ndowenv el opsf orout goi ngmai lt oensur et hatl et t er sar enot puti nt hewr ongenv el opes Theyar et henwei ghedf orcor r ectpost ageandt heamountnot ed St ampt hel et t er sorpar cel s .Thi si sdonebyhandorbyt hef r anki ngmachi ne Recor di ngout goi ngmai l s Thebookr ecor dsbr i efdet ai l st hr eeoft headdr ess ee,nat ur eoft hedocumentand post age I fi saf r anki ngmac hi nei sus edl et t er smustbedel i v er edt oapostoffice Regi s t er edandexpr essmai l shoul dbet ak ent ot hepostofficeandpr operr ecei pt sand acknowl edgement sobt ai ned Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 CHAPTERTEN Or gani zat i onandmet hods( o&m) O&M r ef er st ot hes y st emat i cat t emptont hepar tofanent er pr i s et oi mpr ov eand mai nt ai nofficeatahi ghl ev elofeffici ency . I ti st hr oughO&M t hatofficeoper at i onsandpr ocedur esar econt i nuousl yi mpr ov ed. Wor ksi mpl i ficat i oni spossi bl eandbet t ercommuni cat i onandeconomyar eachi ev ed Obj ect i v esofO&M     El i mi nat ewast eoft i me,humanener gy ,space,equi pment ,s t or esandst at i oner y I mpr ov ementi nout putandqual i t yofwor k I mpr ov ementi nofficeser vi ces Maki ngt hest affeffici enc yconsc i ous Funct i onsofor gani z at i onandmet hods       Defini ngpr ec i sel yobj ect i v esofdi ffer entf unct i onsandoper at i ons Dr awi ngupapl anofwor ki ndi cat i ngt hegener alandspeci ficpur posesoft he t asksi nv ol v ed,nat ur eoft hei nf or mat i ont obepr oc ur edandt hesour cesofi nf or mat i on t obet apped Maki ngat hor oughex ami nat i onoft heexi s t i ngpr ocedur es Maki ngdet ai l eds t udyoft hesour cesofi nf or mat i on Ex ami nat i onofal lr el ev antf act sgat her edi nt hecour seofi nv est i gat i onandst udy andsuggest i ngnewormodi fiedpr ocedur esi ff oundnecessar y Oncet hes uggest i onsoft heO&M depar t mentar eaccept edhel pi ngt he admi ni s t r at i onandst affi ni mpl ement i ngt hes uggest i ons Out l i net hepr i nc i pl eswhi chgui deO&M       Al l unnecessar yoper at i onsshoul dbeel i mi nat ed al loper at i onswhi chcan,wi t hadv ant ages ,becombi nedshoul dbesocombi ned al loper at i onsshoul dbei nt hei rcor r ectsequencet oav oi dbackt r acki ng al lnecessar yoper at i onss houl dbeass i mpl easpos si bl e t heshor t ert heofficewor kc y cl et hehi gherwi l lbet heov er al l pr oduct i vi t y t hewor kflowshoul dnotonl ybef astbutal sohav eanev ent empo Whatar est epsi nconduct i ngO&M assi gnment Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 O&M f unct i onsshoul dbeacont i nuouspr ocess,buts omet i mest heO&M officermaybe ask edbyhi ghermanagementorapar t i cul ardepar t mentmanagert oconductas ur v ey andmak er ecommendat i onsf ori mpr ov ement I napar t i cul arar eaofoper at i on I nconduct i ngt heassi gnmentt heO &M officerandt het eam wi l lhav et ot ak et he f ol l owi ngs t eps 1. 2. Det er mi net heobj ect i v e Pl anni ngt heass i gnment  Pr epar at or ymeet i ng 1. 2. 3. Col l ect i ngt hef act s Anal yz i ngt hef act s Submi t t i ngpr oposal sf orchange  Hel pi ngi nt hei mpl ement at i on Whatar et headv ant agesanddi sadv ant agesofO&M? Adv ant ages    I mpr ov esgener al effici enc yoft heoffice Reducest hecl er i calandpaperwor kandul t i mat el yr educeswast age Outdowns i nceunnecessar yst epsr equi r i ngcl er i cal l aboranddoc ument sar e el i mi nat ed Di s adv ant ages    I tt endst ohav eanadv er seeffectonst affmor al e Wor ksi mpl i ficat i oni scar r i edoutt heor et i cal l ywhi chcoul dnotbewor k abl ewhen puti npr act i ce I tr equi r esconst antt r ai ni ngonst aff,soast oenabl est afft ocopewi t ht he i nt r oduceds y st ems Chapt erel even var i ousaspect sofofficest at i oner yandf ur ni t ur e Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Defini t i onofficest at i oner y -i sagener al t er mr ef er r i ngt oal lwr i t i ngmat er i al susedi nt he officee. g.paper s ,env el ops ,r ubber ,r i bbon,s t enc i l ,cor r ect i ngflui d,s t amppadet c . I t ’ snecessar yt omai nt ai neffect i v econt r ol onus eofst at i oner ypr oj ect st hecor r ect i mageoft hecompany St at i oner ycont r ol              Thest at i oner yshoul dbeboughtcent r al l yandi nbul kt osecur equant i t ydi scount butov er st ocki ngshoul dbeav oi ded. Thei ssui ngs y st em mustbepl annedpr oper l yt oel i mi nat ewast ef ul consumpt i on asf araspossi bl e Thepr opercont r olov ert heuseofs t at i oner ymustbei ncl udedi nt hedut i esof officesuper vi si on Thes t ockmustbemai nt ai nedasl i t t l easpossi bl e Thegoodquant i t ypapermustbeusedf ori mpor t antdocument st ocust omers o ast omai nt ai nt hecompany’ sgoodwi l l Thepossi bl er euseofst at i oner yi t emsshoul dbeexpl or ed Thest at i oner ys t or agemustbear r angessoast opr ev entdet er i or at i onandt o sav espace, l i ght i ngandheat i ng St ockl ev el smustbesetoutt oav oi dr unni ngoutofi t emsofs t at i oner yor ov er st ocki ng Pur chasi ngofst at i oner y Recei ptofst at i oner y Bi ncar d I ssue St ockv er i ficat i on Di scusst heaspect sofofficef ur ni t ur e Defini t i onofficef ur ni t ur econsi st soft abl es ,c hai r s ,des ksandt ool s ,s t or ageandfil i ng equi pmentl i k efil i ngr acksandcabi net s ,cupboar d,l ock er s ,saf eset c . Basi cpr i nci pl esi nsel ect i ngt hef ur ni t ur e 1. 2. Sui t abi l i t y Comf or tdesi gn  Dur abi l i t y 1. 2. 3. Wei ght Space Cost Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Hy gi ene Us ef ul nessappear ance   Typesoff ur ni t ur e 1. Ex ecut i v ef ur ni t ur e Hi ghoffici al shav edi ffer entt ast esf orf ur ni t ur eandt heex ecut i v ef ur ni t ur ei spur chased accor di ngt ot hei rt ast es Thi si smai nl yt oi mpr esst hevi s i t or sandi ts houl daddpr es t i geoft heper sonus i ngi t andt hepr est i geoft hefir m 2. Bui l ti nf ur ni t ur e I nt hepr esentper i od,bui l di ngsar econst r uct edi nspacesavi ngmet hod.Cupboar dsar e mai nl ybui l ti nt hewal l soft her ooms Thusexpendi t ur ei sr educedandspacei sal sosav ed.Thecl eani ngj obbecomeseas y becauseonl yt hef r ontpor t i onneedst obecl eaned 3. Gener al f ur ni t ur e Gener al f ur ni t ur ei sdes i gnedt of aci l i t at et hewor kofcl er ks .Thesi z eofat abl edepends upont henat ur eoft hewor kt obeper f or med.Di ffer entcl er ksmaybedoi ngdi ffer ent t ypesofwor k .Thec l er kwhowor ksont hel edger sr equi r esabi gt abl eandchai r accor di ngt ot her equi r ement s Gui del i nesorpr i nci pl est obeconsi der edwhenpur chasi ngf ur ni t ur e           Onl yr equi r edf ur ni t ur es houl dbepur chasedandi t scostshoul dbewi t hi n r eas onabl el i mi t s Mul t i pur poseuseshoul dbeconsi der edwhi l epl anni ngt hepur chaseoff ur ni t ur e Thef ur ni t ur es houl duset hespaceeconomi cal l y Thedes i gnoft hef ur ni t ur eshoul dbeai medasmaxi mum comf or tand conv eni enceoft heuser s Thet opoft het abl ewi l l beadequat et owor kwi t h Thedr awer sshoul dsl i dei nandoutsmoot hl y Theedgesoft hef ur ni t ur emustber oundedoff Thebackoft hechai rshoul dbeadj ust abl e Cl er ksshoul dnotbepl acedf acet of acebecaus ei tencour agesconv er sat i on Thef ur ni t ur es houl dbeadapt abl e,si mpl e,dur abl eet c . Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 CHAPTERTWELVE HUMANRELATI ONS I sanappr oacht ot het heor yofmanagementwhi chemphasi z est hei ndi v i dualwor k er s needf orsat i s f act or yr el at i onshi pwi t hot hermember sofhi swor kgr oupandhi sneedt o par t i ci pat ei ndeci si ont hataffects i gni ficant l yhi swor k Waysofi mpr ovi nghumanr el at i ons           Cr eat i onofcongeni t al wor kenvi r onment Pr ovi deenl i ght enedl eader shi pandsetex ampl es Democr at i candper mi ssi v ecl i mat ei nt heor gani z at i on Pr operands peedyr edr essofst affgr i ev ances Per sonal at t ent i ont ost affpr obl ems Wel l pl annedcommuni cat i ons y st ems Abundantoppor t uni t i esf orper sonal gr owt h Tr eatst affwi t hdi gni t yandr es pect Recogni z et hem,andpr ai set hem i npubl i c Besi ncer el yi nt er est edi nt hei rs ubor di nat es I mpor t anceorr ol eofhumanr el at i ons      I mpr ov epeopl eor gani z at i onr el at i onshi p Hi ghpr oduct i vi t yduet ohi ghmot i v at i on Reducei ndust r i alar r est Reducedr es i st ancet ochanges Enhancedev el opmentoft eam wor k REVI SI ON QUESTI ONSFROM KNECPASTPAPERS Out l i ner easonswhyopenpl anofficesar epopul ar      Theyar eeconomi cal i nt er msofspace Super vi s i oni seas y Theymi ni mi z est affmov ement Economyofequi pment Economyofl i ght i ng Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445  Pr omot et r anspar enc yofoper at i ons Whatar edut i esoft heaccount sdepar t ment s        Pr epar at i onsoft hefinal account s Pr epar at i onsoft hebudget Budgetcont r ol Cr edi tcont r ol Paymentofsal ar i es Paymentofdebt s Recei vi ngpayment s Out l i newaysofsaf eguar di ngfil esagai nstunaut hor i zedaccess   Lockt hem upi ncabi net s Rest r i ctaccesst ononr egi st r yst aff Out l i net headvant agesofusi ngofficef or ms    Ti mesavi ng Li mi tr esponses Ensur euni f or mi t yofdet ai l s Out l i newaysi nwhi chanofficewor kermaybui l dgoodr el at i onswi t hseni or s         Compl et ewor korschedul e Fol l owi ns t r uct i ons Repor twor kr el at eddi fficul t i esorpr obl emspr ompt l yandaccur at el y Request sf orass i st ancei fneeded Hel pwher eappr opr i at e Becour t eous Gi v ef eedbackt oconfir m under st andi ng Adher et opol i ci esandr egul at i ons Whatar et hef unct i onsofar esear chanddevel opmentdepar t ment      Dev el opnewmet hodsofmanuf act ur i ng Di scov ernewpr oduct s Expl or enewmar k et s Fi ndway sofi mpr ovi ngexi st i ngpr oduct s Dev el opbet t erpackagi ng Expl ai nf act or st obeconsi der edwhenchoosi ngafil i ngsyst em Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445       I tshoul dbeeas i l yaccessi bl e I tshoul dbesui t abl ef ort het ypeofcor r espondence I tshoul dcat erf orf ut ur eexpansi on I tshoul dbesui t abl et owor kwi t h I tshoul dal l owqui ckr ef er ence I tshoul dbeabl et osaf eguar ddocument s/ i nf or mat i on Whatar et hemeasur est obet akent or educedel aysi nt hedi st r i but i onofmai l      Assi gns t afff ordi st r i but i on Est abl i s hc l earchannel sf ordi st r i but i ons Est abl i s hs peci fict i mef ordi st r i but i oncl assi f ycol l ect i onpoi nt I nst i t ut epr operf ol l owups y s t emsandfixr espons i bi l i t i es Mai nt ai nconst antcommuni cat i onwi t hdepar t ment s Out l i nevar i ousadvant agesofofficeaut omat i on        Savi ngont i met ak ent oper f or mi ncer t ai nf unct i ons Lessl abormayber equi r ed Thest affexper i encel essf at i gue Lessmonot onycompar edt omanual Reducepaperwor k Encour agess peci al i zat i on I mpr ov eseffici enc y Whatar et hebenefit sofanofficet oanor gani zat i on     I ti sacent erf orcommuni cat i on I tsaf eguar dsanor gani z at i onsasset s I tpr ovi desapl acewher er ecor dsar ek ept I t sameet i ngpl acef ort heor gani z at i onsdepar t ment sorcl i ent s Out l i net hedesi r abl equal i t i esofar ecept i oni st       I nt er est edi npeopl e Goodmemor y Pat i ent Tact f ul Wel l dr essed/ gr oomed Mas t er yofoffic i al l anguages Namet hedet ai l swhi chmaybeobt ai nedf r om afil eabsentcar d Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445      Nameoft hebor r ower Depar t mentoft hebor r ower Dat ebor r owed Dat er et ur ned Nameandnumberoft hefil e Expl ai nt hemet hodsofpr epar i ngamast erf ordupl i cat i on      Byel ect r oni cs canner Byusi ngat her malcopi er Byusi ngat ypewr i t er Byhandwr i t i ng Byphot ogr aphi c/ el ect r ost at i cpr ocesses Descr i bet her esponsi bi l i t i esofanofficesuper vi sor       Hecoor di nat est hewor ki nt hedepar t ment Moni t or swor kpr ogr ess Di st r i but eswor kamongst aff I dent i fiest r ai ni ngneeds Sol v i ngwor kr el at edpr obl ems Deal swi t hst affi ssuese. g.di sci pl i ne Whatar et headvant agesofr epr oduci ngdocument sUsi ngcomput erpr i nt er s       Thecopi esar eneat Pr i nt er sar ev er yf ast Col or i z edpr oduct i oni spossi bl e Eas yt ocor r ecter r or s Nopr epar at i onofani nt er medi ar ydevi ce St or ageofdat ai seas ye. gflashdi sk Suggestmeasur est oi mpr oveaccur acyi nfil i ng        Ensur et hatev er ydocumentfil edhast hemar kr el eas i ngi tf or Sor tpaper sandgr oupt hem bef or efil l i ng Pl acecor r espondencei nt hecor r ectfil e Ar r angecor r espondencei nchr onol ogi cal or derwi t ht hemostr ecentont op Fi l edai l y Useacr ossr ef er encewher eappl i cabl e Seekgui dancewheni ndoubt Suggestwaysi nwhi chanor gani zat i onmaycont r olt hequant i t i esofst at i oner y usedbydepar t ment s Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445        Moni t ort hequant i t i esusedbyeac hdepar t ment Appoi nts omebodyt obei nchar geofst at i oner yr equi s i t i on I ssues t at i oner yonl yagai nstasi gnedr equi si t i on St or est at i oner yunderr i ghtcondi t i onst oav oi dwast aget hr oughdet er i or at i on Setmi ni mum andmaxi mum l ev el sofs t ockt oov er st ocki ng Hav esett i mesf ori ss ui ngst at i oner y I ssui ngr el ev antst at i oner yt or el ev antdepar t ment s Whatar et hebenefit sofhavi nganeffect i vest ockcont r olsyst em     I tpr ev ent spi l f er age I tensur est hatst ockl ev el sar emai nt ai ned I tmi ni mi z est heamountofcapi t al t i edupi ns t ock I tmi ni mi z eswast ageofs t or agespace Whatar emeasur esamanagercoul dt akei nor dert oenhancehumanr el at i onsi n hi sdepar t ment s      Al l owi ni t i at i v ef r om st aff Fai rdi st r i but i onofwor k Equal t r eat menti ndi sci pl i nar ycases Acceptconst r uct i v ecr i t i ci sm Sensi t i vi t yt owor k er sf eel i ngs Whatar ebenefit sofapubl i cr el at i onsdepar t ment st oacust omer     Addr essescust omerquer i es Deal swi t hcust omercompl ai nt s Or gani z escommuni t yass i st ancepr oj ect s Cr eat esawar enessoft heor gani zat i onsact i v i t i es/ pr oduct s Whatar et hechal l engest hatempl oyeesf acei ncopi ngwi t hchal l engi ng t echnol ogy     Hi ghcostofr et r ai ni ng Li mi t edaccesst ot r ai ni ngf aci l i t i es I nadequat et i mef ort r ai ni ng Rel uct ancet oembr acenewt echnol ogy Whatar ewaysi nwhi chpoorgr oomi nganddr essi ngcannegat i vel yaffecthuman r el at i onsi nt heoffice Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445      I nappr opr i at edr essi ngmayel i ci tnegat i v ecomment sf r om col l eagueswhi c hmay st r ai nr el at i ons hi p Badbr eat handodormayl eadt oi sol at i onofacol l eague Unk emptappear ancedr awswr ongconc l usi onandencour agesgossi pwhi c h st ai nsr el at i ons hi p Showi l ydr essi ngmaybei nt er pr et edaspr i deorevi denceofsuper i or i t ycompl ex whi chmayl eadt oi sol at i on Ex cessi v eus eofper f umesandmak eupmaycausei r r i t at i ont ocol l eagues Suggestwaysi nwhi chanor gani zat i onmaypr omot ei t si maget ocust omer s Pr omptdel i v er yofgoodsandser vi ces Pr esent abl eandeffect i v ef r ontoffices t aff Pr omptr espons et ocust omerquer i es/ compl ai nt s Per i odi cpr essr el eases Par t ner shi pwi t hcommuni t yi nc har i t abl eev ent s Fai rpr i c i ngofpr oduct s       Whati st hepr ocedur ef orst ockr equi si t i onf oradepar t ment 1. 2. Est abl i s hr equi r edi t emsandquant i t i es Compar ewi t hal l ocat edquot a  Fi l li nt her equi s i t i ons l i p 1. 2. 3. Getaut hor i z at i on Submi tr equi s i t i ont os t or e Ver i ficat i onbyst or ecl er k   I ssueofr equi r edi t ems Recor dr ecei v edi t ems 1. Di st r i but et ouser s Whatar eor gani zat i onalf act or st hatcoul dpr omot egoodhumanr el at i ons    Pr ovi s i onofagoodwor ki ngenv i r onmentcommuni cat i on Cl eart asksandr esponsi bi l i t i es Pr ovi s i onofadequat et ool sandequi pmentf ort hej ob Whatar er esponsi bi l i t i esofapur chasi ngdepar t ment   Pur chasi nggoodsandmat er i al s Pr epar at i onofor der s Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Mai nt ai ni ngst ockr ecor ds Mai nt ai ni ngr ecor dsofsuppl i es Sour ci ngf orsuppl i er s    Whatar et heeffect sofpoorhumanr el at i onsi nanoffice Poorqual i t yofwor k/ ser vi ce Sabot age Abs ent eei sm Lackoft eam wor k Confli ct samongst aff Lowst affmor al e St affl at eness        Out l i nef act or st obeconsi der edwhendeci di ngr ecor dr et ent i onpol i cy Spaceav ai l abl ef oruse Fr equenc yofr ef er ence Legalr equi r ement s Needt or et ai ndocument si nor i gi nal f or m asevi dencei ncour t Av ai l abi l i t yofdupl i cat esi not herdepar t ment s Equi pmentav ai l abl ef orst or age Needofr et ent i onf oraudi t or ypur poses        Suggestmeasur est hatanor gani zat i onmayt aket oensur eeffect i veuseof st at i oner y I ssues t at i oner yi nr eamsandpack et s Ensur et her ei spr operf ol l owupofus ee. g.cheekdust bi nsf orwast ef ul use Rec y cl e/ r eus eofusedst at i oner ywher epossi bl ee. g.pr i nt i ngpaperenv el ops Car r youtr egul ari nspect i ononst ockt aki ng Pr ovi degoodqual i t yst at i oner y Rest r i ctt heamountofst at i oner yt obeused       Out l i nedi sadvant agesofmi cr ofil mi ng 1. 2. Ar eaderi sr equi r edi nor dert or ef ert ot hei nf or mat i on I t sdi fficul tt ol ocat et hei nf or mat i onr equi r edf r om t hefil m  Poor l ypr epar edfil m wi l l notber eadabl e 1. 2. 3. I tr equi r esspec i al equi pmentwhi chi sexpens i v e Spec i al i z edknowl edgei sr equi r edt opr epar et hefil m andt or ef er Ret r i ev alofi nf or mat i ont ak est i me Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Whatar et hewaysi nwhi chst affcandi spl aygoodofficeet i quet t e    Ti memanagementcompl et et as ksonsc hedul eobser v eoffic i al wor ki nghour s Responset odi ffer entcl i ent s handl et hem wi t ht act ,cour t es yanddi pl omac y Responsi bi l i t y showi ni t i at i v e,wor kwi t houts uper v i s i on Di scusswaysi nwhi chpr oduct i ondepar t mentdependsont hemar ket i ng depar t menti nanor gani zat i on      I tpr omot est hegoodspr oducedbyt hepr oduct i ondepar t menti nanor gani zat i on I tgi v escust omer sf eedbackt ot hepr oduct i ondepar t ment I tt r ai nst hes al esmanandmak est hem knowl edgeabl eaboutt hedi ffer ent pr oduct spr oducedbypr oduct i ondepar t ment I tcar r i esoutmar k etr es ear chandadvi sest hepr oduct i ondepar t menti ndi ffer ent pr oductdesi gnsav ai l abl ei nt hemar k et I tsel l st hegoodspr oducedbypr oduct i ondepar t ment Out l i nemeasur est hatt heor gani zat i onmayt aket oenhancegoodpubl i cr el at i ons wi t hi t scust omer s       Handl i ngc ust omer si ssueswi t hur genc yandconcer n Bypr ovi di ngoffici al dr esscode Bypr ovi di ngsuggest i onbox esasameansofsol i ci t i ngf eedbackf r om cust omer s Byusi ngappr opr i at ecommuni cat i onwi t hcus t omer s Bypar t i ci pat i ngi nchar i t yev ent s Bypr ovi di ngqual i t ypr oduct s Out l i neser vi cesoffer edbyanofficet oanor gani zat i on     Fi l l i ngdocument s St or ageofi nf or mat i onandmaki ngt hes ameav ai l abl ei nf ut ur e Connect i ngt hedepar t ment swi t hc ust omer s, suppl i er set c Ci r cul at i ngal lnecessar yi nf or mat i ont oal lconcer ned Whatar ebenefit sofusi ngEmai li noffice       I t saf astmeansofcommuni cat i on Thesamemessagecanbes entt omanypeopl esi mul t aneousl y Lar geamountofi nf or mat i oncanbesenti nf or m ofat t achment Emai l messagescanbesentt ot her ec i pi ent smai l boxatanyt i meatt he sender sconv eni ence I t scheapmeansofcommuni cat i on I t sawor l dwi des er vi ce Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445 Whatar et her easonsf orfil l i ngdocument s      Topr eser v er ecor dsf orf ut ur er ef er ence Topr ot ectr ecor dsagai nstdamage Topr ovi deev i dencei ncaseofanydi sput ee. gi nacour tofl aw Tok eept heofficet i dy Pr eser v edoc ument sf r om wearandt ear Whatar el i mi t at i onsofusi ngcar bonpaperasameansofmaki ngcopi esof document s     Onl yf ewcopi escanbemadeatat i me Copi est endt of adewi t ht i me Confident i al i t ymaybecompr omi sed Copi esmaybeunt i dy Whatar et her easonsf orcr ossr ef er enci ngwhenfil i ngdocument s     Whenmor et hanonenamei susedbyaper sonorcompany Whencor r espondencemaybesoughtundermor et hanonename Whenfir mi sknownbyi t si ni t i al s Whent henamehasc hanged Whatar et hewaysi nwhi chawor kercanshow consi der at i onf orot her satwor k       Shar i ngr esour cesandi nf or mat i onf ai r l y Notmaki ngunnecessar ynoi se Taki ngupt hei rwor kwhencol l eaguesar eabsent Bei ngs ympat het i ct ot hei rcol l eagues Bei ngr es pect f ul t ocol l eagues Li s t eni ngt oot herpeopl esopi ni on Out l i net hepr ocedur eusedwhenhandl i ngout goi ngmai l      Mai l ss houl dbecol l ect edf r om depar t ment satar egul ari nt er v al t hatar epr ear r angement Cl er ksmustens ur et hatl et t er sar eputi nt ot hecor r ectenv el opsandal l encl osur esat t achedt or el ev antl et t er s Let t ershoul dbes or t edaccor di ngt ot het ypeofser vi cer equi r edsot hatt heycan bewei ghedaccor di ngt ot hecat egor yofser vi ce Let t er sshoul dt henbes t ampedwi t ht hecor r ectamountofpost age Wher et her ei sneedt ok eept her ecor doft heamountusedonpost age,t he det ai l soft hemai l ss houl dber ecor ded Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445  Fr ank edl et t er smustbedel i v er edatt hepostofficecount erandmai l sr equi r i ng spec i al ser vi ce,shoul dbedel i v er edatt hepostofficeandar ecei ptobt ai ned Whatar et her easonsf orchoosi ngphot ocopyi ngmet hodt or epr oduce document s      Ex actcopi eswi t houtl ossofanydet ai l sar eobt ai ned Qui ck ert handupl i cat i ngorpr i nt i ngasnoneedf ort hepr epar at i onoft hemas t er Col orcopi escanbeobt ai nedi nsomemachi nes Lar gesi z eddocument scanber educedbysomemachi nesandsmal l eronescan beenl ar ged Ther ei snoneedt ov er i f yt henumberofcopi esast hequant i t yi spr es etbef or e Whatar et hemeasur est hatshoul dbet akent oensur et hatt hef or msdesi gned ar esui t abl e        Thewr i t i ngsur f ace,t hest y l eofpr i nt ,t hepapersequenceofi nf or mat i onand met hodofent r yshoul dbeeas yf orr api dcompl et i onoft hef or m Goodappear anceandbal ancedar r angementofi nf or mat i onoft hef or m Adequat es paceshoul dbepr ovi dedf ort heexpect edi nf or mat i on Ev er yf or ms houl dhav eanappr opr i at et i t l e Shoul dbecosteffect i v e I tshoul dbeeas yt or epr oducet hef or m Thequal i t yofpaperandcol ormustbeappr opr i at e Whatar et hef act or s/ r easonst hatmaydi scour ageor gani zat i onf r om usi ng al phabet i calfil i ngmet hod     I nl ar ges y s t emsi tt ak esl ongert i met ofindpaper s Ther ei sl i k el ycongest i onundercommonnames I ti sdi fficul tt of or ecasts pacer equi r ementf ordi ffer entl et t er soft heal phabet Ther ear epossi bi l i t i esofadocumentbei ngfil edunderadi ffer entnameduet o di ffer encesi ns pel l i ngs Hi ghl i ghtfivemeasur est hatmaybet akent omi ni mi z enoi sei nanoffice      Car pet sorr ubbermat sspr eadont hefloorwi l l r educet hesoundscausedbyt he mov ement soft hecl er ksandot herpeopl e Bel owt heofficemac hi neswhi chc r eat enoi s ei noper at i on,f el tpadscanbe pl acedwhi chr educenoi se Cal l i ngbel l scanber epl acedwi t hbuzz er s Tel ephonemaybek epti nsoundpr oofboot hst or educet hesound Cl er ksmustbei nst r uct edt omai nt ai ncal mness Downloaded by Tommy Lang (goryasa132@gmail.com) lOMoARcPSD|4869445   Wor k er smustbeengagedf ul l ydur i ngt heofficehour ssot hatt heydon’ twast e t i meov eri dl egoss i p Bangi ngorcr eaki ngdoor sshoul dbefit t edwi t hr ubberorf el tst epst or educe sound Asanofficemanageryouwer easkedbyyourbosst oassesst hebestpl acet o l ocat eanew office.Di scusst hef act or syouwoul dconsi derwhi l edeci di ngabout anew officesi t e       Officepr emi sesshoul dbel ocat edi nagoodar eawi t hgoodr eput at i on I tshoul dbel ocat edi nt hosear eawher enecessar yf aci l i t i ese. g.el ect r i ci t y ,wat er , t el ephoneet c . 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Thear r angementoff ur ni t ur eshoul dnotobst r uctnat ur al l i ghtandv ent i l at i onby pl aci ngt hem i nf r ontofwi ndows . Downloaded by Tommy Lang (goryasa132@gmail.com)

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