How to run the Secretariat using a computer?
In modern and dynamic companies, where each employee usually has a computer at their disposal and there has been a narrow specialization of individual departments and employees, the need for a secretary is slowly disappearing in the sense of a person who conducts company correspondence. Their role as typewriters on the typewriter is fading most rapidly. The vision of Mrs. Krysia or Kasia, who receives a few handwritten words from her boss, from which she is to write a letter to a serious institution, may still be accepted. However, it is difficult to imagine that every inside and outside contact, every information obtained, every document is stored in a secretary’s closet or desk and is only processed and controlled by her. However, the number of documents in a growing enterprise is constantly increasing. How to deal with their management, taking into account the fact that more and more people use the information contained therein? Proper and global inventory is necessary due to the fact that this information is also used by other employees:
- Within one department, it is necessary for each employee to be able to quickly obtain information, eg a customer calls the sales department asking when he will receive an invoice for the goods. And it was sent two days ago and every sales representative should be able to check it quickly.
- These are correlated events – when discussing the above example, accounting does not have a signed copy of the invoice, why? Because it was sent two days ago and we are waiting for its return
- Access to information cannot depend on the time that has elapsed since its receipt – eg after a long time, we have to make an offer very similar to the one sent to company X – but where to look for it? The given examples may seem trivial, but after reflection, you will recall situations in which valuable work time (and several people at that) was wasted searching for a letter or information about its sending.
How to run a secretariat?
The secretariat as well as administrative and office work in the company perform service functions in relation to the basic activity: production, service or trade. Proper organization of office and secretariat work allows for proper information management, and thus reduces the costs of the company’s operations. implementation control.
In office work, all devices are used, the task of which is to accelerate and improve the quality of creating and registering documentation, communication and communication. These devices can be broadly divided according to their use for:
- communication and communication (e.g. telephones) – counting and typing (typewriters, computers) – records (files) – duplication and production (copiers, scanners)
In today’s office, computers are usually installed additionally equipped with several devices, such as a printer, modem, scanner, etc. With its help and using appropriate software, it is possible to handle most office work.
Flow of information
The main effect of office work is information. It can be said that information is divided into: 1. Structural information – invoices, registers, receipts: placed in a computer system or in a form cataloged in a paper archive 2. Unstructured information – documents, letters, letters, reports with an individual structure randomly arranged in computers It is unstructured information that causes the most trouble in an enterprise. The use of computers and appropriate software for document and information management enables: – gathering information in one place – easy search and access by all employees of the company – easy selection (selecting only the information needed) and aggregation (combining information into collective information) – increasing security – by setting access rights to information (viewing, modifying, saving). The electronic archive is also a way to protect yourself in the event of random events (flood, fire, theft, etc.) or deliberate destruction or falsification of documentation.
The figure shows schematically the rules for storing information and documents in the company using the appropriate software. All documents are “physically” stored in the archive. However, each information contained therein is registered and additionally stored on the computer. This applies to both: 1. Documents stored in computers, in electronic form (files) – directly attached 2. Documents stored in paper form (eg received letters, offers, etc.) – scanned and attached 2.2. Summary When analyzing the circulation of documentation and information in the company, it can be noticed that the information must be initially selected, then registered, and then matters to be dealt with must be forwarded to the appropriate departments / employees and registered in such a way that it is possible to control the degree of their implementation and the fact of their implementation. errands. By using the same program in each department, each employee can easily access information and thanks to the security system (access rights), the employee receives information intended only for him.