Admin Revision 4

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ADMINISTRATION
REVISION - BLOCK 4
HANDLING THE MAIL
HANDLING THE MAIL
This is an important task because the work of the organisation
and its staff mainly stems from the communications it receives.
Mail falls firstly into 2 categories:
internal - from inside and external - from outside the organisation
and then into 2 other categories:
traditional - hand delivered and electronic - via telephone line
Examples:
Internal traditional - memos, reports, forms, notices
Internal electronic - e-mail eg from computer to computer
External traditional - anything sent by post and courier
External electronic - e-mail, fax
INTERNAL MAIL
Mail which circulates and stays within an
organisation
Large organisations will have a system for circulating mail around
its branches and departments.
This can be done manually by:
messenger - where someone delivers messages
transit envelope - for passing messages round
photocopier - make one copy for each person
routing/circulation slip - the names of those to read a document
are written on a slip and attached to it
pigeon holes - boxes into which messages are placed to be collected
notice board - staff notices can be posted on the board to be read
and electronically by:
E-mail - received into private electronic ‘mail boxes’ on computer
fax - for communications between different branches
EXTERNAL MAIL
Mail sent into and out of an organisation
In a small firm the receptionist will deal with the mail.
A large organisation dedicates a whole department to mail handling.
A mail department will have 2 sections, one to handle
Incoming mail
and the other
Outgoing mail
These 2 sections have equipment suited to speeding up the process
of mail handling. Here are some examples of mail room equipment
In the incoming mail section
In the outgoing mail section
letter opening machine
folding and inserting machine
date stamp
franking machine
remittances book
postages book
pigeon holes
addressing machine
trolley
shredder
electronic postal scales
INCOMING MAIL PROCEDURES
Sort mail into 3 bundles
Urgent - deal with these first
Private and
confidential
Open envelopes with letter opener
Remove all contents
Deliver unopened
Date stamp contents
Check and enter any remittances in remittances
book and pass them on to the cashier
Check and attach all other enclosures
to letters
Photocopy/attach circulation slips to letters
to be seen by more than one person
Sort into departments
Deliver to appropriate in trays
The rest
Deal with
as for urgent
OTHER INCOMING MAIL
Incoming computer E-mail is normally checked by the individuals
who receive it directly into their ‘inbox’.
Incoming Fax messages should be delivered to those concerned
either:
by messenger or
by placing them in the appropriate pigeon hole
Incoming voice mail ie telephone messages, should be written down
and placed in the appropriate person’s
pigeon hole.
DEALING WITH OUTGOING MAIL
Outgoing mail should be picked up from out
trays several times throughout the day.
This will spread the workload over the afternoon
and prevent having to work late.
All outgoing mail should be recognisable from documents to be
filed which would bear a release mark.
Outgoing mail can be sent by various means:
Traditional outgoing mail:
Electronic outgoing mail:
First or second class post
Fax
Recorded - for sending
Computer e-mail – usually done by
Delivery legal documents
the sender
Voice Mail - sent by the sender
Courier
OUTGOING MAIL PROCEDURES
Collect mail from out trays regularly
Check for signature
Prepare necessary envelopes
Check for and insert enclosures with letters
Sort into first class, second class and special delivery
Weigh letters/packets heavier than standard postage
Apply appropriate postage stamp or franked impression
Enter postage used in Postages Book
Take to post office in separate categories
Send fax messages
Print out fax report as proof of sending
Now answer the following questions in sentences on paper.
1
2
3
4
5
6
7
Name 4 different types of mail.
Why is mail important to any organisation?
What is the difference between internal and external mail ?
Suggest 2 methods of circulating mail.
In which section of the mail room is the remittances book?
What exactly is a date stamp used for?
An organisation suspects postage stamps are being stolen.
Name a machine which solves this problem and say why.
8 How should mail marked ‘private and confidential’ be
processed?
9 What is the importance of a remittances book?
10 How should important legal documents be sent in the post?
Now check your answers with the solution and note your score.
PROBLEM SOLVING
Answer the following on paper.
The outgoing mail section of your mail department
struggles to complete their work before 5.30 each evening.
Suggest 5 procedures and/or pieces of equipment which
could speed up the process and explain in full how it will
help the outgoing mail staff to leave the workplace by 5.00 pm.
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