Administrative Office Procedures & Records Management PDF

OFAD 103 ADMINISTRATIVE OFFICE PROCEDURES AND RECORDS MANAGEMENT CHAPTER 6 A.​ RECORDS MANAGEMENT SYSTEMS A record is data in forms such as text, numbers, images or voice that is kept for future reference. A records management system is a set...

OFAD 103 ADMINISTRATIVE OFFICE PROCEDURES AND RECORDS MANAGEMENT CHAPTER 6 A.​ RECORDS MANAGEMENT SYSTEMS A record is data in forms such as text, numbers, images or voice that is kept for future reference. A records management system is a set of procedures used to organize, store, retrieve, remove, and dispose of records. 1.​ IMPORTANCE OF RECORDS LIFE CYCLE The records management phase of the records lifecycle consists of creation, classification, maintenance and disposition. Creation occurs during the receipt of information in the form of records. Records or their information is classified in some logical system. As records are used, they require maintenance. Disposition encompasses the destruction or transfer to an archive for future reference. This is then followed by a second, archival phase consisting of the selection or acquisition of the records by an archive, a description of the records in inventories, finding aids, and the like and the preservation of the records or, perhaps, the information in the records. Researchers and scholars may continue to reference and use the information contained within the records. Records are categorized according to their usefulness and importance: Vital Records are essential to the company. These records are often not replaceable. Examples include original copies of deeds, copyrights, and mortgages. Important Records are needed for the business to operate smoothly. These records would be expensive to replace. Examples include tax returns, personnel files, and cancelled checks. Useful Records are convenient to have but are replaceable. Examples are letters, purchases order, and the name and addresses of suppliers. Nonessential Records have one-time or very limited usefulness. Examples include meeting announcements and advertisements. The usefulness of each record has a beginning and an end. Therefore, each record has a life cycle: o​ Creation or collection. The cycle begins when you create or collect the records. o​ Distribution. During this phase, records are sent to the person responsible for their use. o​ Use. Records are commonly used in decision making, for reference, in answering inquiries, or in satisfying legal requirements. o​ Maintenance. When records are kept for later use, they must be categorized and stored, retrieved as needed, and protected from damage or loss. o​ Disposition. Records are disposed of either by destroying the records or by moving them to permanent storage, often at less expensive storage sites. 2.​ RECORDS STORAGE METHODS Records are properly classified and put into separate file covers or folders. Proper filing system should be followed for keeping documents. The recorders should be stored at an easily accessible place. Proper care should be taken to protect every record. Maintenance of records is very much essential for effective management. 3.​ STORING PROCEDURES o​ Indexing is the process of deciding how to identify each record to be filed--either by name, subject, geographic location, number or date. o​ Coding is the process of marking a record to indicate how it was indexed. 4.​ FILING SYSTEM A filing system is the central record-keeping system for an organization. It helps you to be organized, systematic, efficient and transparent. THE CHARACTERISTICS OF FILING SYSTEM Essential qualities of good filing system can be described as follows 1.​ Simplicity - A good filing system should be simple to operate. It should be easily understood by employees. Its operation should not be dependent on skilled employees. 2.​ Economy - It should not be expensive to install and operate. The cost of files, folders, cabinets and equipment should not be high. 3.​ Compactness -A good filing system should be compact. It should not occupy too much office space. It should fit with office layout. 4.​ Flexibility- A good filing system should be flexible. It should have the capacity to change with the changing needs of the office. It should discard dead files to make room for new files. 5.​ Safety- A good filing system should have safety. It should ensure safety of documents from insects, water, fire, dust etc. It should preserve documents in good condition. 6.​ Accessibility - A good filing system should be easily accessible. It should not take much time to file new documents and take out needed documents. It should easily locate the documents. 7.​ Cross reference - A good filing system should provide cross reference of records. It should help to locate a record in more than one file. 8.​ Classification and indexing - A good filing system should be properly classified. It should have indexing. This is needed for easy location of documents. Index provides the location of the file. Classification groups the files. TYPES OF FILING SYSTEM There are two general filing systems popular in the offices: alphabetical indexing and numerical indexing. Of the two, alphabetical indexing is the most popular in small and medium- size practices. 1.​ Alphabetical Filing/Indexing Most offices file strictly alphabetically by individual last name or subject of the topic to be filed. Regardless of the system used, guides should be used to divide the drawers into appropriate sections, and folders or pockets should be used to hold all records of the customer or topic. 2.​ Numerical Filing/Indexing Numerical indexing also requires a logbook that lists each number assigned so that the same number will not be assigned to different clients/patients. BASIC ALPHABETIZING RULES The rules cover how to alphabetize individuals' names, business names, geographic locations, institutions, governmental units, and bank names. Key aspects addressed include treating prefixes and suffixes as single units, disregarding articles and conjunctions, and considering numbers and abbreviations as if spelled out. The goal is to make filing more consistent and efficient. Rule 1: Focus on the transposition of individuals’ names when filing. It states that names should be filed in the following order: ​ Last Name ​ First Name or Initial ​ Middle Name or Initial This rule ensures that names are consistently organized, making it easier to locate files. Here’s a breakdown of how this rule applies: ​ Transposition: The last name is placed first, followed by the first name and then the middle name. This format allows for easier alphabetical sorting. ​ Practical Application: For instance, if you have multiple names to file, such as: ​ Jonathan Q. Santiago ​ Ma. Anita G. Patapat ​ Juan Simon F. Farron ​ Claude Alex A. Tibay ​ Sheila Belinda M. Cruz Notice that the given names are not written in the way stated above. Thus, you need to arrange them in this manner: ​ Santiago, Jonathan Q. ​ Patapat, Ma. Anita G. ​ Farron, Juan Simon F. ​ Tibay, Claude Alex A. ​ Cruz, Sheila Belinda M. Finally, we can now alphabetize the given names: ​ Cruz, Sheila Beilnda M. ​ Farron, Juan Simon F. ​ Patapat, Ma. Anita G. ​ Santiago, Jonathan Q. ​ Tibay, Claude Alex A. This systematic approach helps maintain order and efficiency in filing systems. Rule 2: Names without a middle initial or middle name are filed first before the names with a middle initial or middle name The principle of “nothing comes before something” applies in this situation. That is, the name without a middle name comes before a name with a middle name. Sample Problem: ​ Juan Simon Patapat Toledo ​ Juan Simon Toledo  Note that the name Juan Simon Toledo has no middle name. Thus, this comes before the name Juan Simon Patapat Toledo, which has a middle name. Therefore, the correct arrangement should be as follows: ​ Toledo, Juan Simon ​ Toledo, Juan Simon Patapat Rule 3: Compound surnames are treated as a single unit Some surnames have a prefix that precedes another word. Examples are Delos Reyes, Delos Santos, Dela Cruz, and Villa Roman. Sample Problem: ​ Ma. Bertha G. Delos Reyes ​ Victor A. Del Monte ​ Guido Q. Santos ​ Armando S. Dimaguiba Treat compound surnames as a single unit. Afterward, rewrite the given names such that the surname is written first: ​ Del Monte, Victor A. ​ Delos Reyes, Ma. Bertha G. ​ Dimaguiba, Armando S. ​ Santos, Guido Q. Rule 4: Ignore the hyphen (-) in a hyphenated name The hyphen can be found in the surname, first name, or middle name. The important thing here is to consider these hyphenated names as one unit only and ignore the hyphen. Sample Problem: ​ Ma. Leticia U. Manansala-Patapat ​ Arnold G. Smith-Nomad ​ Antony Q. Toledo-Santiago ​ Adrian P. Ramos Consider the hyphenated words as a single unit only (ignore the hyphen). Afterward, write the given names such that the surname is written first: ​ Manansala-Patapat, Ma. Leticia U. ​ Ramos, Adrian P. ​ Smith-Nomad, Arnold G. ​ Toledo-Santiago, Anthony Q. Rule 5: Name suffixes such as Jr. and Sr., as well as designations such as Ph.D. and CPA, are written as the last unit of the name Suppose that the given name is Juan Gregorio F. Patapat, Sr. Arrange the given name in this format: Surname, First Name, Middle Name, Name Suffix. Hence, the given name must be written as Patapat, Juan Gregorio F., Sr. Sample Problem: ​ Victor G. Cruz, Jr. ​ Ellen Q. Manansala, PhD. ​ Arnold D. Delos Santos, Sr. Write the given names in the format Surname, First Name, Middle Name, Name Suffix. Afterward, alphabetize the given names. The answer should be: ​ Cruz, Victor G. Jr. ​ Delos Santos, Arnold D. Sr. ​ Manansala, Ellen Q. PhD. Rule 6: Name titles such as Mr., Mrs., Engr., Dr., Atty., are also written as the last unit of the name In a case where a name has a title and a suffix, the suffix comes first before the title. For example, the name Dr. Ramon P. Manansala, Sr. must be arranged as Manansala, Ramon P. Sr. Dr. Sample Problem: ​ Mr. Jonathan Delos Santos, Jr. ​ Dr. Anna Beth P. Dimaguiba ​ Alejandro G. Agustin ​ Atty. Jonathan Delos Santos, Sr. ​ Jonathan Delos Santos, Jr. Rewrite the given names following the format stated above. ​ Delos Santos, Jonathan Jr. Mr. ​ Dimaguiba, Anna Beth P. Dr. ​ Agustin, Alejandro G. ​ Delos Santos, Jonathan Sr. Atty. ​ Delos Santos, Jonathan Jr. Finally, arrange the given names alphabetically. ​ Agustin, Alejandro G. ​ Delos Santos, Jonathan Jr. ​ Delos Santos, Jonathan Jr. Mr. ​ Delos Santos, Jonathan Sr. Atty. ​ Dimaguiba, Anna Beth P. Dr. Rule 7: If the business name has the name of the individual, write the business name in this format: Surname, First Name, Nature/Purpose of the business Suppose that the given business name is Alicia Bernardo Dental Clinic. We must write the given business name as Bernardo Alicia Dental Clinic. Sample Problem: Alphabetize the following business names: ​ Carlo Salvador Tireshop ​ Michael Delos Reyes Bakeshop ​ Marco Tibay Computer Shop ​ Makati Clubhouse  Answer: ​ Delos Reyes Michael Bakeshop ​ Makati Clubhouse ​ Salvador Carlo Tireshop ​ Tibay Marco Computer Shop However, it is not necessary to transform business names with an individual’s name if that person is well-known. For example, if the business name is Jose Rizal Bookstore. You don’t have to write it as Rizal, Jose Bookstore, since the name Jose Rizal is well-known. Rule 8: When alphabetizing business names or organizations, ignore or drop the punctuation marks such as period(.), comma(,), apostrophe(‘), and hyphen(-) For example, business names such as Brian’s Shop will be written as Brians Shop; Charmaine’s Beauty Parlor will be written as Charmaines Beauty Parlor; and Sasha-Ramon Bakeshop will be written as SashaRamon Bakeshop. Sample Problem: ​ Carla’s Flower Shop ​ Golden Bank Incorporated ​ Anita Manansala Dental Clinic ​ Shiela’s Beauty Salon ​ Happy Place Milktea Answer: ​ Carlas Flower Shop ​ Golden Bank Incorporated ​ Happy Place Milktea ​ Manansala Anita Dental Clinic ​ Shielas Beauty Salon Rule 9: Ignore articles such as the, a, and an of a given business name or organization Suppose that the given business name is The Downtown Laundry Shop. We will only write the given business name as Downtown Laundry Shop. Sample Problem: ​ The Gamer’s Hut ​ All Around Toy Store ​ Jessie Cruz Consultancy Firm ​ James Harper Incorporated ​ A Korean Cuisine Spot Answer: ​ All Around Toy Store ​ Cruz Jessie Consultancy Firm ​ Gamer’s Hut ​ Harper James Incorporated ​ Korean Cuisine Spot FILING BY SUBJECT ​ Subject filing system is used when records are arranged according to subject. Marketing, office machines, and public relations are examples of topics that might be used. FILING BY GEOGRAPHIC LOCATION ​ In a geographic file, records are stored according to locations. The file may use sales territories, states, or cities in a single state, for instance as division. Typical users of geographic filing are publishing houses, mail order houses, radio and television advertisers, and real estate firms. NUMERIC FILING SYSTEM ​ In numeric filing system, records are stored by number. Files arranged in simple numeric order use a consecutive number method. CHRONOLOGIC FILING SYSTEM ​ In a chronologic file, records are filed according to date. Chronologic files can help you keep tract of tasks you need to complete each day. A desk calendar and a tickler file are two kinds of chronologic files used for this purpose. COLOR CODING Color coding is for different categories of customers. The use of color coding depends on the choice of the office. Plain manila folders with a colored stickers or labeling the folder tab placed at the edge of the folder to subdivide files from different categories. The use of bold colors for every division will stand out in the filing cabinet for easier access for files. Below are the examples. ​ Folders from ABCD is colored Red ​ Folders from EFGH is colored Green ​ Folders from IJKL is colored Blue ​ Folders from MNOP is colored Orange ​ Or color coding by subjects: ​ Office Correspondence - Green (followed by individual files) ​ Financial Records - Red (followed by individual files) ​ Stock Certificates - Blue (followed by individual or company’s’ folder) ​ The use of color coding also speeds retrieval and reduces misfiling.  B.​ MANAGING ELECTRONIC AND MICROFILM RECORDS a.​ TYPES OF ELECTRONIC RECORDS Examples of electronic records include emails, websites, Word/Excel documents, digital purchase receipts, databases, text messages, social media postings, and information stored on SharePoint sites and content management systems (Catalyst, Slack, DropBox, etc.). Electronic records must be retained according to a legally approved records retention schedule. Electronic records have the same record series (type of record) and retention period as their paper equivalent. This includes records stored in email, shared drives, the cloud, on laptops and cell phones, even ones created on personally owned devices. b.​ PROCEDURES AND MANAGING ELECTRONIC RECORDS Storing Electronic Record Electronic records should be stored in a repository that is: i.​ Backed up regularly ii.​ Compliant with all privacy and security requirements iii.​ Network or cloud based and allows for shared access iv.​ Organized in such a way that records can be identified and purged appropriately v.​ Able to migrate content to a new system upon replacement vi.​ Maintained through regular software updates c.​ MANAGING MAGNETIC, OPTICAL AND MICROFILM MEDIA Magnetic and optical media require special care to protect the valuable data they contain. Magnetic media, such as floppy disks, hard drive, and flash drives, must be protected from extreme heat or cold, moisture, dust, and magnetic fields. Optical media, such as CDs and DVDs, should be protected from dust, moisture, and rough surfaces that may scratch the disk. C. MAILING PROCEDURES AND SERVICES Workers frequently send written messages to coworkers as well as to people outside the company. Mail must be processed efficiently so that these messages are not delayed. The size of a company and the type of equipment available affect the procedures used for processing incoming and outgoing mail. In a small company, one worker may handle incoming and outgoing mail. In a large company, a full-time mailroom staff often uses specialized equipment to process mail. 1.​ Incoming Mail Procedures ​ Sort the incoming mail as soon as possible after it arrives. o​ Sort the mail into bundles: mail marked ‘Urgent’ or sent by express post mail marked ‘Confidential’ or ‘Personal’ routine organization mail parcels magazines, circulars and advertising material. o​ Before other mail is sorted, give priority to urgent mail over routine mail by: date stamping it recording it in the Incoming Mail Register distributing it to the relevant employee as soon as possible after receiving it. o​ Do not open confidential mail. If you open confidential mail in error, reseal it and attach a note, stating it was ‘Opened in error’, as well as the date and your signature.  ​ Stamp all mail with the current date and time in an appropriate position (usually opposite the inside address on letters). ​ Action required for missing return address. Check the envelope for a return address. Staple the envelope to the letter if it contains the return address. If you cannot find the return address, make a note on the letter; initial and date the note. ​ Record urgent mail and faxes in the Incoming Mail Register as soon as they are received and then deliver them to the relevant employee. Record routine business mail, parcels, magazines, circulars and advertising material in the Incoming Mail Register after urgent mail has been delivered. ​ Distribute/deliver urgent mail and faxes to the relevant employee or management committee member as soon as they are received. Deliver magazines, circulars and advertising material to the relevant work area for distribution (attach a Circulation List with names of those who should see the document if more than one). Deliver all other mail and parcels to the relevant work area distribute relevant mail to the Management Committee, as appropriate. 2.​Outgoing Mail Procedures. ​ Outgoing mail is a mail within a mail processing facility that is dispatched to another facility for additional processing or delivery. Also called originating mail. Local, international and worldwide private mail delivery companies, sometimes called courier services, also deliver envelopes and packages. ​ All enclosures noted at the bottom of a letter are actually enclosed in the envelope. ​ The address in the envelope agrees with the address in the letter. ​ The nine-digit ZIP code appears on the last line of both the envelope address and the return address. ​ Once a document is ready to mail, it is a good idea to give it a final check before inserting it in the envelope. Be sure that: Copies have been made, if necessary. Letters have been signed. Your initials appear below the signature on any letter you have signed for a supervisor or a coworker. The size for a standard envelope used for business letters is 9 ½ x 4 1/8.  ​ Advantages of using computer-generated mailing lists include the ability to: Quickly retrieve, change, or delete addresses easily avoid duplicate addresses. Select addresses from a master list to create a smaller list for a special mailing. Print letter addresses and salutations on form letters as well as address labels. ​ Parcel Post may be used for small and large packages, thick envelopes, and tubes. Follow these guidelines when preparing packages for mailing: Select a box that is strong enough to protect the contents. Leave space for cushioning inside the carton. Cushion package contents with shredded or rolled newspaper, bubble wrap, or other packaging material/ pack tightly to avoid shifting. ​ Registered mail provides the most secure service offered. Mail can be registered to give protection against loss or damage of valuable documents or items. ​ A company may send merchandise to a buyer and collect payment for the item when it is delivered. Mail sent on this manner is referred to as COD or Cash on Delivery ​ Many companies sometimes use a private courier in order for their mail to be sent on their preferred time period of shipping and/or in the time when they want their mail to be sent. 3.​Handling Electronic Messages ​ Electronic mail systems, commonly called email, have become the communications method of choice for many University employees. Email messages are often used as communication substitutes for the telephone as well as to transmit substantive information or records previously committed to paper and transmitted by more traditional methods. Email messages can contain records, and in many cases, may be the only record created documenting a transaction, an action taken, or a policy determination or interpretation. This combination of communication and record creation and record keeping has created ambiguities on the status of email messages as university records.  ​ The management of email touches on nearly all functions on which a university department is dependent for recordkeeping: privacy, administration, vital records management, administrative security, auditing, access, and archives. The need to manage email messages properly is the same as for other recordkeeping systems to ensure compliance with federal and state laws and University policies concerning the creation of, retention of and access to records. ​ University departments that use email have an obligation to make employees aware that email messages, like paper records, must be retained and destroyed according to established records management procedures. CHAPTER 7 TIME AND WORKSTATION MANAGEMENT Time management is a way to find the time for all the things you want and need to do. It helps you decide which things are urgent and which can wait. Learning how to manage your time, activities, and commitments can be hard. But doing so can make your life easier, less stressful, and more meaningful. When you manage your time, you decide which tasks and activities are most important to you. Knowing what's important helps you decide how best to spend your time. There are three parts to time management: prioritize tasks and activities, control procrastination, and manage commitments. You can start managing your time by prioritizing tasks, controlling procrastination, and managing your commitments. Prioritize tasks Make a list of all your tasks and activities for the day or week. Then rate these tasks by how important or urgent they are. ​ Urgent tasks are those that must be done right away to avoid a major problem, such as paying the electric bill today because your electricity will be turned off tomorrow. Many people never deal with important things until they become urgent. This approach always leads to stress. ​ Important tasks are those that are meaningful or important to you, such as spending time with your family, helping friends, or getting exercise. They are also tasks you must do to avoid a problem, such as paying bills or meeting a deadline at work. ​ Not important tasks are ones that don't need to be done or that aren't important to you. After you have your list and have rated the items, think about how you are spending your time. If you take care of important tasks in a timely way, you won't have as many urgent tasks to worry about. For example, if you pay your bills when you get them, you won't have to juggle your finances and hurry to pay bills the day they are due. Think about how you can redirect your time to activities that are important and meaningful to you. Are you spending a lot of time on things that aren't important or urgent? Maybe there are things that you don't need to do at all. Control procrastination The more stressful or unpleasant a task, the more likely you are to put it off. This only increases your stress. You may want to try these tips for controlling procrastination: ​ Structure your time. Use a day planner or notebook to plan your day or week. Just seeing on  paper that there is a time to get your tasks done can help you get to work. For shorter projects, use a timer or alarm clock to help you stick with your plan. You can also find apps to help structure and plan your time. They can be used on your phone or computer. ​ Break up large tasks. If you know that you won't be able to focus on a project for 3 hours, break up your work into 1-hour blocks over 3 days. It's easier to face an unpleasant task if the time you are giving it is brief. ​ Create short-term deadlines. Short-term deadlines will help you make a habit of meeting deadlines. It will also force you to get things done. That way, when the long-term deadline does arrive, you won't have as much pressure and work built up. ​ Avoid perfectionism. If you demand perfection, you might not even start a task because you're worried it won't be perfect. Doing your best is fine. Giving yourself enough time to do your best will reduce stress. Manage your commitments Both too many and too few commitments can lead to stress. Letting go of a commitment doesn't mean giving up. It means learning what's important to you, recognizing that you have limits, and deciding how you want to spend your time. Here are some tips for letting go: ​ Don't commit to things that are not important to you. ​ When you want or need to let go of something, imagine tying it to a helium balloon, releasing the balloon, and watching it float away. ​ Accept that your life is a "work in progress." You don't have to finish every project or meet every goal in your life by tomorrow or even next week. If one of your goals is less important, you can work on it later in your life. Making commitments can be just as hard as letting them go. People who are under stress tend to have too many commitments instead of too few. But sometimes stress comes from a lack of commitment. If you need more commitment in your life, think about what is most important to you. When you are ready to commit: ​ Do it. Give yourself to a new commitment as fully as you can. ​ Be responsible. Take your commitment seriously. Don't back out of obligations. ​ Open up. Be open to new ideas and suggestions and be ready to learn. (Please see PowerPoint presentation on Time Management) CHAPTER 8 ADMINISTERING MEETINGS AND TRAVEL ARRANGEMENTS A.​ ADMINISTERING MEETINGS Business meetings bring people together to communicate. They may meet to make decisions or solve problems. Because employees work together, many tasks are related. Meetings are an important means of communication. Without meetings, keeping up to date on company matters would be difficult for employees. 1.​ Types of Business Meetings Office workers should understand the differences in the nature of meetings. They should also know their roles in planning and participating in them. The nature of the organization, the duties of the department, and the purpose of the meeting will determine the size and formality of the meeting. ​ Informal and Small Group Meetings. Many of the meetings in which office professionals are involved will be informal discussions and small group meetings. Informal meetings are set up as committee meetings. These meetings address specific topics or ongoing concerns and issues, such as safety and security. ​ Formal Business Meetings. A formal meeting follows a definite order of business. It involves a specific audience and requires some preparation. Many organizations set up formal staff meetings at a specific time each week or month. Other formal business meetings such as conferences or quarterly sales meetings, may be planned for longer periods of time. You may be asked to help plan a meeting. ​ Multinational Meetings. Multinational meeting for large groups are likely to be very formal. They may require detailed planning and preparation. Time differences for the different locations must be considered. Knowledge of international and business etiquette is important for these meetings. Your role as coordinator who arranges the meeting details will be critical. Your role may include working with hotel personnel if the meeting is held away from company offices. 2.​ Planning Business Meetings Regardless of the size of the meeting, documents prepared for the meetings requires organization and planning. Typical documents may include: o​ An agenda, which list the topics to be discussed during the meeting o​ Minutes, which are the written record of the official business of a meeting o​ A list of follow-up items or reminders of tasks to do following the meeting 3.​ Preparing and Participating in Meetings Before The Meeting o​ Establish a meeting folder o​ Determine a meeting time o​ Reserve a meeting room o​ Arrange for needed equipment o​ Notify the meeting participants o​ Use reminder systems o​ Key an agenda o​ Organize meeting materials o​Prepare the meeting room During The Meeting o​ The degree to which you participate during the meeting will depend on the purpose of the meeting, where it is held, and the preplanning to be done. You may be responsible for the minutes or for leading part of the discussion. ​ Taking Minutes of Meeting o​ The minutes describe the action taken by the group. They provide the reader with a concise record of what took place at the meeting. o​ The minutes should not be a word to word transcript of the meeting. o​ The recorder must make note of all important information.  o​ The minutes must give a clear, accurate, and complete accounting of the happenings of the meeting. o​ Various reporting formats are acceptable for recording minutes, the following information appears in most of them: -​ Name of group, committee, organization, or business holding the meeting -​ Time, date, place, and type of meeting -​ Name of presiding officer -​ Members present and absent (in a large organization, only the number of members present must be recorded to verify that a quorum was present.) -​ Reading and approval of the minutes from the previous meeting -​ Committee or individual reports -​ Unfinished business -​ New business -​ Time, date, and place of next meeting -​ Time of adjournment -​ Signature of the individual responsible for the minutes o​ The following suggestions will be helpful to you when it is your responsibility to prepare the minutes of a meeting: -​ Bring to the meeting copies of the agenda and the minutes of the previous meeting. Bring also any report or document that might be referred to during the meeting. -​ If you prepare minutes frequently, use a parliamentary procedures reference source -​ Record the important points of discussion. Note the action taken or the conclusion reached. -​ Record the names of the person making a motion or seconding a motion. Motions should be recorded word for word. A statement should be made in the minutes as to whether or not the motion was passed. -​ Correct minutes of the previous meeting. After The Meeting o​ Once the meeting is over, you may need to complete follow-up-activities. Make calendar or reminder notations for any item from the meeting that will require future attention. o​ Prepare the minutes as soon as possible. Preparing the minutes will be easier when the details of the meeting are fresh in your mind. o​ Use examples of previous minutes for appropriate format. 4.​Meeting Roles and Responsibilities o​ Meetings are an important part of business operations. People need to communicate with one another on a daily basis to complete the work of the organization. As an office professional, you should be prepared to lead or take part in any meeting you attend. Leading o​ All employees use leadership skills in their jobs. They meet deadlines, improve how the tasks are done, and work with people to get their jobs done. At the same time, he or she also uses a nonaggressive communication style that makes everyone feel comfortable. o​ Follow the guidelines below to develop a nonaggressive, yet assertive communication style when leading a meeting. -​Make the objectives of the meeting clear to all participants. -​Be familiar with the background material and have relevant documents at hand. -​Offer suggestions and ask questions during the meeting. -Always be willing to listen to others’ suggestions.  o​ Keep the meeting on topic and moving toward a solution or a consensus. Ensure that all participants have an opportunity to take part in the discussion. o​ Remain open to new and creative approaches. o​ Summarize the decisions or plans that have been made during the meeting. o​ Clearly identify the duties or tasks assigned to each group member in following up or completing plans. Brainstorming o​ To encourage brainstorming, a meeting leader must be willing to give time to the process and encourage everyone to take part. o​ Brainstorming is offering ideas or suggestions to find a solution to a problem or to create a new approach. The objective is to come up with as many ideas as possible. o​ During the brainstorming process, the following rules are usually observed: -​ All ideas are recorded, no matter how unrealistic they may appear. -​ Criticism of ideas is not allowed until all ideas have been expressed. Comments such as “that will never work” or “we tried that once already” may block the flow of ideas. -​ Explanations and combinations of ideas are encouraged. The value of brainstorming is that one idea may build on another. Group Dynamics ​ Group dynamics refers to how people interact and communicate, as in a meeting. Group dynamics can play an important part in reaching group consensus and decisions. Interactions ​ Interactions among group members will depend on the purpose of the meeting. In almost all meetings, communications will be improved when group members can see one another. Eye contact can be used to help gain attention or control a discussion. When all participants can see the leader and the visual aids, they can understand the discussion better. The purpose of the meeting should determine the seating arrangement. Exchange of Information ​ Exchange of information can be improved by the seating arrangement and the willingness of the leader to encourage open communication. Planning by the leader before the meeting can set up the open exchange of information among group members. The leader can: o​ Provide in advance materials that will be discussed. o​ Arrange the room and seating to meet the needs of the meeting. o​ Prepare visual aids that guide the discussion. o​ Use an appropriate leadership style. Relationships ​ Relationships among the group’s members will affect the meeting. A good leader listens, asks questions, accepts criticism, keeps the meeting on topic, and resolves conflicts. Conflicts arise when participants have strong opinions or hidden agendas. 5.​ Types of Teleconferences and Video Conference o​ A teleconference is a meeting of people in different locations connected by a telecommunications system. Teleconferences can be used to deliver training or exchange information. They can be held to solve problems and make decisions, just as face-to-face meetings can.  -​ The meeting may be an audio conference. People taking part can speak with one another by phone of a Wed connection. For a group audio conference, a room can be equipped with microphones and speakers. They are arranged on tables at certain intervals, so that all participants can talk to and hear the other. Video Conferencing ​ This type of meeting permits people at two or more locations to her each other almost if they were in the same room. Video conferences can be held using computers equipped with cameras, viewing monitors, microphones, and other equipment that allows the participants to see and hear one another. Computer Conference ​ In computer conferences, people communicate using private computer networks or the Internet. The conference may involve only written messages. Web Conferencing ​ Web conferencing combines the features of video and computer conferencing. In a Web conference, participants can hear and see each other and share documents. B.​ ADMINISTERING TRAVEL ARRANGEMENTS 1.​Preparing For Business Travel ​ Knowing the preferences of your boss ​ A travel folder will help you organize the details of an upcoming trip. Use the folder to collect information as it becomes available. ​ Notes on reservations, tickets, hotels, and meetings confirmations may be placed in the file. ​ The information in the travel folder will help you prepare for an itinerary and complete company travel documents. ​ As you plan the trip, set aside time to: o​ Schedule meetings to be held during the trip. Shortly before the trip, contact each person with whom you plan to meet to confirm the date, time, and meeting place. o​ Organize the names, titles, company names, addresses, and telephone numbers or e-mail addresses of the individuals with whom meetings are scheduled. o​ Check for travel safety conditions in the destination area. o​ Makes reservations for transportation and overnight lodging o​ Prepare an itinerary and gather supporting materials for the trip 2.​ Travel Arrangements for Domestic, International Time is money for the busy business traveler. The popularity of air travel reflects this point. Often, the only way to manage a tight schedule is by air travel. An extensive network of airline routes is provided by national, regional, and commuter airlines. ​ Airline schedules are available free of charge at ticket counters in airports, at airline offices in major cities, at large hotels, and from travel agents. Most airlines have websites that provide travel details and where tickets can be purchased. Tickets can also be purchased by telephone or in person at airports or ticket offices. FLIGHT CLASSIFICATIONS  ​ First-Class Accommodations are the most expensive and luxurious of the flight classifications. First class passengers have the most comfortable seats and receive services that are not always offered to other passengers. First-class customers have special check-in zones at the airport where they are able to board and exit the flight before other passengers. ​ Business-Class Accommodations are a level of air accommodations that fall between first class and economy class. Designed specifically for passengers traveling for business purposes, this travel classification is not available on all commercial airlines or on all flights. ​ Economy-Class Accommodations are typically the lowest-prices seats on the airplane. This accommodation classification is also called coach class or tourist class. Ticketing ​ An e-ticket is an electronic ticket that represents the purchase of a seat on a passenger airline, usually through a website or by telephone. 3.​ Travel Appointments and Reservation ​ Supporting Materials o​ Assemble travel documents and related materials for meetings or appointments. o​ If the plans for the trip change, other arrangements may need to be made. o​ Have your confirmation numbers and other details available when you call to change reservations or appointments. o​ Itinerary o​ Travel tickets o​ Travel funds o​ Passport, visa, health documents o​ Hotel/Motel and car rental confirmations o​ Maps of cities or states as appropriate o​ Equipment such as laptop computer, portable phone or presentation projection system o​ Directions to offices or other meeting locations o​ Speeches, supporting correspondence, reports of files for each appointment/ meeting o​ Forms for recording expenses o​ Extra note paper, pens, and business cards ​ Prepare An Itinerary o​ Travel plans, meetings, hotel locations, and reminders or special instructions should be included. o​ When planning a trip, allow enough travel time between meetings to avoid having to rush to make the next appointment. o​ One hard copy should be carried with you. Another copy can be carried in the baggage. One copy should be left with a contact person at the office. o​ The itinerary should be in an easy-to-read format that gives the day-by-day schedule for the complete trip. ​ Hotel Accommodations  o​ When you make reservations, use toll-free telephone numbers whenever possible. o​ Write the names of the person who make and confirm reservations. o​ Always make a note of the rates you are told. o​ Record the confirmation number and repeat it to the reservation agent to make sure it is correct. o​ Reservations for hotels can also be made online. 4.​ Organizational Travel Procedures and Guidelines ​ Travel Etiquette o​ Your behavior as a business traveler reflects on you, your company, and your home area. Proper dress and travel etiquette will contribute to a successful business trip. ​ Dress o​ Dress appropriately for the type of meeting or function you are attending. o​ Dress for travel. o​ Dress to impress. ​ Customs o​ Consider the following customs and protocols related to business travel: -​ Be on time for appointments. -​ Take an ample supply of business cards. -​ If when and appropriate, provide a gift that is company associated, such as a pen or sweatshirt with a company logo. -​ Paying for meals and tipping for clients is generally accepted as the role of the host- the person who sets up the meeting. 5.​Preparing Post-trip Activities ​ Expense Report Typically, a company will have a form that employees use to report travel expenses. The expenses listed may include charges for items such as hotel, rooms, meals, and car rentals ​ Meeting Reports Examples of meeting reports include sales summaries, client visit logs, project progress updates, and others that present the results of the business trip. ​ Letters Thank-you letters may be sent to people with whom you meet during the trip. The need for thank- you letters will depend on the purpose of the travel and business etiquette guidelines. CHAPTER 9 HUMAN RELATIONS AND WORKPLACE REQUIREMENTS Relationships between employees and management are of substantial value in any workplace. Human relations are the process of training employees, addressing their needs, fostering a workplace culture and resolving conflicts between different employees or between employees and management. Understanding some of the ways that human relations can impact the costs, competitiveness and long-term economic sustainability of a business helps to underscore their importance. A. Personal Qualities at Work B.​ Human Relations at Work ​ Employee Collaboration and Workplace Culture Human relations in the workplace are a major part of what makes a business work. Employees must frequently work together on projects, communicate ideas and provide motivation to get things done. Without a stable and inviting workplace culture, difficult challenges can arise both in the logistics of managing employees and in the bottom line. Businesses with engaging workplaces and a well-trained workforce are more likely to retain and attract qualified employees, foster loyalty with customers and more quickly adapt to meet the needs of a changing marketplace. ​ Improving Employee Retention The quality of workplace relations is critical to employee retention. Employee retention may seem trivial especially in a workplace that is used to a high turnover – but managers must remember that turnover is financially very costly. Every new employee requires a substantial investment of time and energy in their recruitment and training. ​ Motivation and Productivity Workplace relationships provide a source of employee motivation, which is important to maintaining productivity. Employees who are interested in their work and in the well-being of other employees tend to be more productive than those who are not. This productivity pays obvious financial dividends to the company, as it can get more done in less time with fewer costs. Building relationships, by both recognizing an employee's value to the company and a concern for their needs, often goes a long way. ​ Fostering Employee Creativity The modern business environment often rewards businesses that are able to quickly develop products that meet changing consumer needs. In some industries – such as technology, for example – employees' ability to come up with effective new ideas is often the difference between the entire company's success and failure. Employees' creativity is often dependent on their ability to communicate with other employees and share ideas. Without quality workplace relationships, employees are less likely to be able to develop and share the solutions that a business needs to survive. C.​ Teamwork and Teamwork Composition  In teams, some combinations of people work together better than others. A large body of literature with a rich history suggests that the configuration of team member attributes, called team composition, has a fundamental influence on teamwork. Team composition shapes the emergence of affective states, behavioral processes, and cognitive states, which ultimately affect how teams meet their objectives. Work today is often global, information-rich, and service-oriented. Teams are a means of organizing work so that individuals can accomplish more than they can on their own. Global product development teams combine efforts from team members diverse in functional (e.g., marketing, engineering) and national backgrounds to create, manufacture, and successfully launch innovative products around the world. Customer service representatives work in teams to provide 24-hr service in response to customers’ inquiries and to resolve complaints. Physicians, nurses, medical assistants, behavioral health specialists, and pharmacists co-ordinate their expertise to deliver optimal primary care. The value of organizing work into teams is that a team member does not need to be able to do everything on his or her own: a team allows access to a broader pool of perspectives, capabilities, and efforts. D.​ Diversity in the Workplace Diversity in the workplace refers to an organization that intentionally employs a workforce comprised of individuals of varying gender, religion, race, age, ethnicity, sexual orientation, education, and other attributes. Diversity in the workplace leads to a plethora of benefits – both from an internal and external perspective. The benefits of diversity in the workplace 1.​New perspectives When you hire people from diverse backgrounds, nationalities, and cultures, you’re bringing a fresh array of perspectives to the table. This can lead to benefits like better problem solving and increased productivity. The idea of bringing new perspectives into the company can feel intimidating for some hiring managers. People may fear potential awkwardness or the introduction of unpopular opinions. But the research should put your mind at ease, which shows that diverse teams see a 60% improvement in decision-making abilities. 2.​Wider talent pool Employees are no longer simply seeking a 9-to-5 job that pays well. They are looking for space where they can grow, feel accepted, and be challenged. That is why a company that embraces diversity will attract a wider range of candidates who are looking for a progressive place to work. As a result, diverse companies are more likely to attract the best talent. On the flip side, a company that also actively seeks diversity in candidates will have access to a wider talent pool. While you should always be selective about who you hire, being overly picky about traits that don’t matter will significantly decrease the number of people you can even consider. That is why embracing diversity in background, thought, ethnicity, and other factors are key to finding good hires. 3.​More innovation Workplace diversity leads to innovation. If you think about it, the correlation makes sense. If you have a homogenous group of people, chances are that everything – from their thought patterns to life experiences to problem-solving skills – are likely to be similar as well. And sameness doesn’t lead to creative solutions. On the other hand, a heterogeneous group of employees will contribute unique perspectives that can lead to breakthroughs in thought. It is the same reason why companies go offsite for important strategy meetings, or why a change in pace can help you solve that problem you have been stuck on for days. New circumstances and environments are known to spark fresh ideas. A recent study also found that companies that score well on indicators of diversity tend to be demonstrably more innovative. 4.​Better employee performance Diversity and inclusion go hand-in-hand. When you create a work environment where employees see a representation of a variety of cultures, backgrounds, and ways of thinking, they’re more likely to feel comfortable being themselves. This, in turn, leads to happier, more productive employees. On the other hand, research has found that a strong, homogeneous culture can stifle natural cognitive diversity due to the pressure to conform. If employees don’t feel like they can be themselves at work, they’re more likely to fear rejection and not produce their best work. 5.​Increased profits There are many studies that show diverse teams simply perform better and, as a result, bring in more profits. E.​ Leadership Traits Whether running your own business or leading teams in an office setting, the best leaders require a strong set of leadership qualities to help positively interact with their employees, team members, and clients. Behavioral theories suggest that leadership skills aren’t ingrained and can be taught – people can obtain leadership qualities through teaching and learning these skills over time. The most important qualities of a good leader include integrity, accountability, empathy, humility, resilience, vision, influence, and positivity. Communication. If you’re in a leadership role, good communication skills are crucial. Using language to perform one-to-one communication is really all that we have as human beings. Integrity. Integrity is doing the right thing, even when no one is watching. Without integrity, no real success if possible. You can’t expect your followers to be honest when you lack integrity yourself. An honest leader succeeds when they stick to their word, live by their core values, lead-by example, and follow-through. Integrity is the cornerstone of all other leadership qualities. Accountability. For accountability, an effective leader needs to follow the advice of Arnold Glasow when he said, “A good leader takes little more than his share of the blame and little less than his share of the credit.” A strong leader is accountable for the team’s results, good or bad. They hold themselves and their employees accountable for their actions, which creates a sense of responsibility among the team. Empathy. A true leader has enough open-mindedness to understand their followers’ motivations, hopes, dreams, and problems so that they can forge a deep personal connection with them. Humility. When it comes to leadership, it can be tempting to become enamored with a new title or status. However, great leadership styles focus on problem-solving and team dynamics much more than self- promotion. A great leader will never be effective if they’re more concerned with themselves than with the well-being of their team. Resilience. The true grit of a leader is not how they perform during good times, but how they roll up their sleeves and produce when times get difficult. Great leaders with positive attitudes lead by example and rally their team no matter the circumstances. It’s this inherent positivity that helps react to situations with a calm, collected manner and focus on solutions rather than on problems. Resilience is a leadership trait that comes with experience. Vision. Jack Welch said, “Good business leaders create a vision, articulate the vision, passionately own the vision, and relentlessly drive it to completion.” Additionally, John C. Maxwell stated, “people buy into the leader before they buy into the vision.” A company’s vision only goes as far as a leader’s influence over others. A great leader clearly sets the organizational direction and exercises keen decisiveness. Decision- making is key to new ideas, ensuring team members know the bottom line, and understand the goals and the mission in front of them. Influence. Some leaders believe that when they attain a certain level of leadership status, respect will automatically be given to them. Leadership and influence are not interchangeable and respect has to be earned, not given. Positivity. Leaders inspire their team not based on their own goals or outcomes, but on their exhibited behavior, life outlook, and attitude in any given situation. It’s often said that employees and direct reports exhibit the behavior of their managers – and good leaders need to lead by example at all times while mirroring how they want their team to act. This comes down to positivity. Even the calmest workplaces can get stressful at times – it’s more important how leaders react to this stress with a positive outlook rather than get flustered and place blame. CHAPTER 10 PLANNING AND ADVANCING CAREER Career Advancement Career advancement is one of the most important elements for employee satisfaction and retention at a company. To some individuals, career advancement means reaching a top position at a particular company; for others, it could mean gaining experience in multiple professional fields to create a unique and versatile role for oneself. Still other ideas of career advancement include an entrepreneur’s dreams of success, an author’s hopes for publication, and a developer’s desire to acquire more complex technical capabilities while on-the-job. 1.​ Opportunities in local and international job markets The international job market is driven by economic forces of supply and demand. Why do organizations hire foreigners and nations grant work visas? For their professional skills and products. This demand fuels jobs for millions of workers across the globe. Vocational profile of the global job market. The need to develop is the primary force driving the job market in most developing nations. Development requires the transfer of technology and especially the training of any nation’s greatest resource—its people. Consequently, education at all levels is the single largest vocational field. Because English is crucial for globalization, English teaching is a huge arena all by itself. Further, as schools and other organizations overseas learn that they can get teachers who will work in their limited settings, the demand increases. We keep hearing story after story of schools and universities asking tentmakers to help them find more teachers because they see what the tentmaker is providing.  The four job providing entities. Basically, four entities provide work: o​ international or local corporations o​ indigenous national institutions like colleges, universities, and government agencies o​ relief and development agencies o​ new start-up businesses 2.​ Membership in National and International Professional Organizations ​ People with common work interest often belong to professional or trade associations. These groups provide programs and activities designed to help improve work skills and knowledge. ​ The following Professional Associations & Organizations are a key resource for those interested in pursuing professional development or connecting with like-minded professionals in your industry or occupation. ​ ​ ​ Philippine Association of Records Officers & Archivists (PAROA) ​ Philippine Records Management Association, Inc. (PRMA) ​ Philippine Association of Secretaries and Administrative Professionals, Inc. ​ Institute of Administrative Professionals ​ Membership in one (or more) Professional Associations & Organizations also looks great on your Resume and LinkedIn profile to strengthen your credentials and qualifications. 3.​ Participating in Skills Trainings and Seminar for Career Advancement 4.​Professional Examinations and Qualifications o​ Civil Service Sub-Professional o​ Civil Service Professional o​ Stenographer’s Examination o​ Medical Transcription National Certification III o​ Other TESDA National Certifications ==================================================================================== References: Books “Administrative Procedures and Management” by Saidali, Margarita and Jam Ferdinand Saidali. "The Professional Secretary" by Mary A. Williams: A classic and comprehensive guide covering a wide range of administrative and secretarial skills, including office procedures, communication, and time management.  "The 7 Habits of Highly Effective People" by Stephen R. Covey: While not strictly focused on office procedures, this book offers valuable principles of personal and professional effectiveness applicable to administrative work. "Getting Things Done" by David Allen: A popular productivity method that can help you organize your work, prioritize tasks, and reduce stress. Online Resources https://www.facebook.com/STIILibrary/videos/4233324860016384 https://study.com/academy/lesson/records-management-process-in-organizations.html https://www.proofhub.com/articles/importance-of-time-management-in-the-workplace https://upd.edu.ph/wp-content/uploads/2019/04/Records-Management-Notes.pdf SAMPLE TEMPLATE - TRAVEL ITINERARY ITINERARY OF TRAVEL Entity Name : ________________________ Name : _______________________________ Date of Travel :. Position : ______________________________ Purpose of Travel : Official Station: _______________________ Places to be visited TIME Means of Per Date Other Transportatio Transport Total s (Destination) Departure Arrival n -ation Diem Amount Residence to Airport DAY 1 _____ Conference and Seminar-Works hop DAY 2 ________ Conference and Seminar-Works hop DAY 3 _______ Conference and Seminar-Works hop Hotel to ______ International Airport _____Internation al Airport to Ninoy Aquino International Airport Terminal 3 NAIA TERMINAL 3 to RESIDENCE TOTAL  Prepared by : I certify that : (1) I have reviewed the foregoing itinerary, (2) the travel is Employee's name & signature necessary to the service, (3) the period covered is reasonable and (4) the expenses claimed are proper. Approved by: Head of Office Supervisor