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OFFICEPROCEDURES 1

Jomalyn Garay

BBTE 3-2

Time and Workstation ManagementWhat this module is about

A pleasant evening my dear students! This module is all about the systems in the office which

focuses on different procedures in the office environment. The text is designed to teach

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knowledge and skills that are needed in a variety of careers where workers communicate,

manage information, use technology, handle records, work with others, and solve problems in an

office setting. The activities in the text are task-oriented, requiring you my students to apply

knowledge and skills learned to complete an assignment or solve a problem.

What you are expected to learn

Enumerate the steps in handling the mail

Discuss ordering stationery and office supplies

Demonstrate skills in purchasing and saling of goods

Distinguish the meaning of cash discount and trade discount

Identify the purpose and meaning of petty cash

How to learn form this module

1. Id like you to put yourself as a secretary on an office. What do you think is the best

things to do when you are in a situation where you have encountered problems regarding

your work?

2. This module provides you with different knowledge on how to manage your work in theoffice environment at the same time techniques to be done regarding these skills.

3. Answer the activity and pre test exercises on the next pages of this module. Let us work

and help each other.

Pretest

Direction: encircle the letter of the correct answer

1. It is a reduction granted by supplies from the invoice price in consideration of immediate

or prompt payment.

a. Discount

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b. Cash discount

c. Trade discount

d. Quantity discount

2. It is used in investing circles, to simply refer to the ordering of stock.

a. Petty cash

b. Trade discount

c. Cash discount

d. Ordering stock

3. The messenger clears the sorting racks and delivers the mail to the various departments.

a. Ordering stock

b. Distributing mail

c. Handling maild. Sale of goods

4. It is a process through w/c a person gets some goods or properties transferred in his name

a. Sale

b. Order

c. Purchase

d. Package

5. It means transferring goods possessed by one or rendering a service by one to another for

a price.

a. Selling

b. Pricing

c. Ordering

d. Purchasing

6. It may be as short as a phone call to the bank for an account balance or as long as a

mortgage

a. Petty cash

b. Business transaction

c. Replenishment

d. Disbursement

7. He is responsible for the safekeeping of their fund.

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a. Petty cash custodian

b. Cashier

c. Administrative staff

d. Office clerk

8. These are at the forefront of stock order technology, in that whole process is completely

computerized.

a. Groceries

b. Supermarkets

c. Department stores

d. Superstores

9. It includes address correcting your mailing list, eliminating duplicate address, performing

postal, presorting use of permita. Opening letter mail

b. Distributing mail

c. Mailing services

d. Accounting services

10. They are always go together

a. Opening and distributing

b. Stationery and stock

c. Trade and cash discount

d. Purchase and sale

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TIME AND WORKSTATION MANAGEMENT Office Procedures is the class for you if you are interested in working in an office. If you

plan to go into an Administrative Assistant program this is a good background class for you to

take. You will learn about employee and employer responsibilities; work skills needed to be

successful in a job; and different types of offices and how they function.

When you are done with your current task, how do you choose what to do next?

When you were first starting out, you didnt really pay too much attention to what task

was next on my list

You would jump right in and do whatever task grabbed your attention next, right?

As you earned more about time management and productivity, this was one of the first

bad habits that you must eliminate, and your productivity significantly improved.

This is a common mistake because the things that grab your attention are not always very

important, and they often dont represent the best way to spend your time.Things that grab your attention tend to be urgent. It could be the latest crisis, an

interruption, a telephone call, or an impending deadline.

Do you remember the old adage the squeaky wheel gets the grease? Urgent things are

often very squeaky!

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The point is that urgent things are not always important, and important things are not

always urgent.

When you focus only on the urgent things each day, you wont leave enough time to deal

with the things that are really important but not very urgent. This is what I call the tyranny of

the urgent.

The solution is to make a plan and then work your plan. Instead of doing whatever grabs

your attention next, use your plan to figure out the best way to use your time based on your top

priorities for the week. That way, youll spend more of your time on important things, whether or

not they are urgent. Your plan gives you a solid framework to decide moment-by-moment

whether that squeaky wheel trying to grab your attention really is important, or whether it si just

a distraction that you can postpone to a more appropriate time.

If you eliminate just this one mistake,youll soon notice that youre spending more time

on the things that really matter and your

productivity will significantly improve.

Contemporary Time Management

1st Generation

- Reminders (clocks, calendars)

2nd Generation

- Planning and Preparation

3rd Generation

- Planning, prioritizing and controlling

4th Generation

- Being efficient and proactive

Time Management Techniques to Increase Productivity

1. Establish Priorities

2. List your task

3. Keep schedule

4. Handle work paper as quickly as possible

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5. Simplify effective work

6. Perform facts correctly the first time

7. Develop a procedure notebook

8. Utilize start time

Handling the Mail

Everyone who communicates by mail to their customers share the

same problem: some of that mail comes back! This occurs either on purpose

(as orders, remittances, requests, responses, surveys) or because it cannot

be delivered. No matter the reason, companies need to look at their

incoming mail processes to ensure the security of mail and mail processors,

effectiveness and timeliness of handling and the efficiency of current

processes to achieve the best return on

investment.

Mailing services includes address correcting

your mailing list, eliminating duplicate

address, performing postal, presorting use of permit.

There are two types of Mailing. The first type is the

bulk mail that is broadly refers to mail that is mailed

and processed in bulk at reduced rates, refers to larger quantities of mail prepared for mailing at

reduce postage rates. The second type is the direct mail which is also known as junk mail,

advertising mail or ad mail is the delivery of advertising material to recipients of postal mail.

There are steps in handling incoming mail. Dating the mail, sorting and opening mail,

distributing the mail.

Opening letter mailIn a small business or professional office you might open incoming mail with an ordinary

letter opener. But opening letter by hand is not practical in a large company where thousand of

pieces of mail arrive in a single delivery. Volume mail operation for the use of a mechanical

letter opener, a device with a fine knife blade which trims of paper from one edge of an

envelope. Since the strip strummed off the envelope is so narrow, there is no danger of damaging

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the envelops contents all you do is to place a handful envelope in a stock on the feed table so that

one edge of each envelope is drawn by a belt or other feeding device against the cutting edge of

the blade.

Distributing Mail

At regular intervals during the day, messenger clear the sorting racks and deliver the mail

to the various departments. The messengers may use carts to help them carry large files of sorted

correspondence as they deliver the mail to basket at receiving stations in each department.

The levels of incoming mail priority. Urgent mail that needs immediate action, important

mail that needs within 48 hours and the routing mail which is the ordinary mail that we always

see in the office such as memorandum.

Steps in Handling Outgoing Mail

1. Collecting its troublesome if you have to keep collecting mail at all the times of the day to

collect all outgoing mail from all the different department in the office

2. Checking

3. Classifying

Different types of Outgoing Mail

1. Letters these are your normal business correspondence

2. Parcels these are the article weight is only 10 kg.

3. Small packets articles with maximum weight of 2 kg. cheaper than parcels

4. Printed matter

5. Aerogramme also called air letter, is a thing, lightweight piece of foldable and grammed

paper for writing a letter for transit via airmail in

which the forbid.

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PURCHASE AND SALE OF GOODS

Purchasing skillsChanges in business practices,

increased globalization, technological advances,

and increased demands by upper management are

forcing concomitant changes in the purchasing/supply

management function. These changes are coupled with the evolution of purchasing/supply

management from an administrative function to a strategic activity. Changes in the purchasing

function and the environment in which it operates significantly affect the ideal skill set required

for excellence in the profession. Given purchasing's new strategic role, it is vital that firms

employ purchasing professionals with the skills and abilities necessary to maximize the

purchasing function's contribution to the goals of the organization.

The objectives of this study were to develop a set of factors to describe a comprehensive

set of skills required of a world-class purchasing/supply management professional and to

ascertain which of these skills are the most important. A review of the literature on purchasing

skill sets is presented, followed by a discussion of the research methodology, analysis of the data,

and conclusions of the research.

Selling of Goods

Selling goods and services

Many voluntary and community

groups and social enterprises earn income

by selling goods and services in a variety

of ways.

Some organizations earn all their

income this way.

Common examples are through

contracts to deliver services on behalf of a

public sector body, or through developing

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sufficient for most small business

needs. The entry for this initial fund

would be to debit Petty Cash and

credit cash.

As expenditures are made,

the custodian of the fund will

reimburse employees and secure a

petty cash voucher in return. At any

given time the total of cash on hand

plus reimbursed vouchers must

equal the original fund.

When the fund gets low thecustodian submits the vouchers for reimbursement. Assuming the vouchers add up to $80 and

that the majority of expenditures were for office supplies, an $80 check is issued and an $80

debit towards office expenses is marked. Once the check is cashed, the custodian has cash at the

original amount.

Oversight of petty cash is important because of the potential for abuse. Examples of petty

cash controls include a limit (such as 10% of the total fund) on disbursements and monthly audits

by someone other than the custodian. Use of petty cash is sufficiently widespread that vouchers

for use in reimbursement are available at any office supply store.

People use them when they want to use it other than a cheque because cheques have a

surcharge attached, so petty cash vouchers can be used for small office needs.

Purpose of Petty Cash

Departments are encouraged to use petty cash funds to reduce time, paperwork and

administrative expense for minor business expenditures. Petty cash may be used to reimburse

authorized expenditures up to $200 per transaction for:

Local retail purchases

Meeting expenses

Business meals

Local transportation expenses (i.e., day trips)

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Books

Subscriptions

Postage

Similar expenses

Definition of terms:

Aerogramme also called air letter, is a thin lightweight piece of foldable and grammed

paper for writing a letter for transit via airmail

Bulk mail broadly refers to mail that is mailed and processed in bulk at reduced rates

Business transaction may be as short as a phone call to the bank for an account balance

or as long as a mortgage

Buyer the party who makes a buying process

Cash discount it is a reduction granted by supplier from the invoice price in

consideration of immediate or prompt payment.

Direct mail also known as junk mail, advertising mail or ad mail is the delivery of

advertising material to recipients of postal mail.

Disbursements

Fixed items they require less frequent replacements, and therefore, less necessity for

recording.

Letters these are normal business correspondence

Mailing services includes address correcting your mailing list, eliminating duplicate

address performing postal presorting use of permit

Mechanical letter opener a device with a knife blade w/c trims of paper form one edge

of an envelope.

Parcels articles weighing more than 2 kg and less than 20 kg some countries maximumweight is only 10 kg.

Petty cash it is a small amount of discretionary funds in the form of cash used for

expenditures where it is not sensible to make the disbursement by check.

Petty cash custodian responsible for the safe keeping of fund

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Petty cash fund it provides departments with ready cash for payment of various small

expenditures.

Postcards cards used by sending a message mail.

Purchase is a process through w/c a person gets some goods or properties transferred in

his name from another, in payment of money.

Replenishment

Sale process though which some goods or properties are transferred from the name of

one person to another person, for cash or on credit.

Seller the party who makes a selling process

Small packets articles w/ maximum weight of 2 kg cheaper than parcels

Stock businesses that have an inventory and sell products

Stock order also a term used in investing circles, simply refer to the ordering of stock.

Supermarkets are the forefront of stock order technology, in that whole process is

completely computerized.

Trade discount it is a reduction granted by supplier from the list price of goods or

services on business consideration

Self-check:

Direction: fill in the blanks with appropriate words chosen from those given within

brackets

1. Sale and _____ always go together (market, purchase, a shop).

2. Direct mail is also known as ____ (bulk, junk, urgent) mail.

3. In small business or professional office you might open (incoming, outgoing, handling)

mail with an ordinary letter opener.

4. Petty cash is a small amount of discretionary funds in the form of ___ (check, price, cash)

used for expenditures.

5. All materials received shall be entered on ____ (material stock record cards, material

receiving notice, purchase orders).

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6. Cash discount is a reduction granted by supplier from the ____ (list price, number of

items, invoice price) in consideration of immediate or prompt payment.

7. (Disbursement, Replenishment, Assortment) ____ from petty cash funds must be

properly documented and for a valid business purpose.

8. All activities directed towards the flow of goods and services from the producer to a

consumer are part of (distribution, transportation, selling).

9. In every sale and purchase, the ___ pays money to the seller. (shopkeeper, buyer,

producer)

10. The main considerations in ordering office stationery and supplies are ____ (investing,

deciding, planning) and stock control.

Activity : Word Game

Direction: the class is divided into two. The activity is called a word game, all of

the student must cooperate. The student will guess a letter and if the letter that he/she said has on

the blank, he/she will call another student from his group and then guess another letter. If the

student choose a letter and the letter does not comes out on the blank, he/she will choose a

student from the other group and then that student will guess a letter, then vice-versa. Until they

guess the sentence. The group that first guesses the whole sentence will be the winner. Good

luck!

Clue: One way of managing your time wisely.

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _

_ _ _ _ _ _ _.

Posttest

Direction: encircle the letter of the correct answer

1. It is a reduction granted by supplies from the invoice price in consideration of immediate

or prompt payment.

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a. Discount

b. Cash discount

c. Trade discount

d. Quantity discount

2. It is used in investing circles, to simply refer to the ordering of stock.

a. Petty cash

b. Trade discount

c. Cash discount

d. Ordering stock

3. The messenger clears the sorting racks and delivers the mail to the various departments.

a. Ordering stock

b. Distributing mailc. Handling mail

d. Sale of goods

4. It is a process through w/c a person gets some goods or properties transferred in his name

a. Sale

b. Order

c. Purchase

d. Package

5. It means transferring goods possessed by one or rendering a service by one to another for

a price.

a. Selling

b. Pricing

c. Ordering

d. Purchasing

6. It may be as short as a phone call to the bank for an account balance or as long as a

mortgage

a. Petty cash

b. Business transaction

c. Replenishment

d. Disbursement

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7. He is responsible for the safekeeping of their fund.

a. Petty cash custodian

b. Cashier

c. Administrative staff

d. Office clerk

8. These are at the forefront of stock order technology, in that whole process is completely

computerized.

a. Groceries

b. Supermarkets

c. Department stores

d. Superstores

9. It includes address correcting your mailing list, eliminating duplicate address, performing postal, presorting use of permit

a. Opening letter mail

b. Distributing mail

c. Mailing services

d. Accounting services

10. They are always go together

a. Opening and distributing

b. Stationery and stock

c. Trade and cash discount

d. Purchase and sale

Answer key

Pretest/Posttest

1. C

2. D

3. B

4. C

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5. A

6. B

7. A

8. B

9. C

10. D

Self-check

1. Purchase

2. Junk

3. Incoming

4. Cash

5. Material stock record cards6. Invoice price

7. Disbursements

8. Selling

9. Buyer

10. Planning

Activity: Word Game

Use your plan to figure out the best way to use your time based on your top priorities for the

week.

Summary Many business people struggle with time management and would like to

accomplish more tasks in a day, or have more time for non-work activities. There are

a number of tips and suggestions for improving time management in a person's workplace and

home, and different approaches work for different people.

Many of us attempt to accomplish tasks that can be easily assigned to or contracted out to

someone else. By delegating a task, you can have more time to accomplish other important tasks.

When can a task be delegated and when should you attempt it yourself? Some guidelines are as

follows. A primary concern is that you should only delegate if there is a person who is skilled

enough to do the task at hand. You can delegate to employees you supervise, those who are your

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colleagues, and even those above you. When you delegate a task to your subordinate

downward delegationyou have the authority to make sure that the task is done correctly, but

assigning a task to an employee who lacks the skill to do it will often require more time than if

you did the task yourself. Delegating to a peer, or a colleague, works well if you and the other

person have complementary skills.

References:

Books:

Office Procedures for Administrative Professionals First Canadian Edition-Patsy Fulton-

Calkins, Educational Consultant Diane Blaney, Capilano College, Published by Nelson

Education Ltd. 2005, ISBN: 0-17-641572-6

"Instant-Answer Guide to Business Writing;" Deborah Dumaine; 2003

Haber, Jeffry (2004). Accounting Demystified. New York: AMACOM.

p. 15. ISBN 0814407900 .

Time Management from Encyclopedia of Management .Part of the Thomson Corporation.

Internet:

How to Write Administrative Office Procedures |

eHow.com http://www.ehow.com/how_5770580_write-

administrative-office procedures.html#ixzz12OWMPgJT

http://www.quask.com/workflow/office-procedures.asp

2005-2006 Thomson Gale, a

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