Mailing Procedures and Services PDF

**D. 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. 1. **Incoming Mail Procedures** - Sort the incoming mail as soon as possible after i...

**D. 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. 1. **Incoming Mail Procedures** - Sort the incoming mail as soon as possible after it arrives. - 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. - Distribute/deliver urgent mail and faxes to the relevant employee or management committee member as soon as they are received. 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. - 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 1⁄2 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. - 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. - 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. - 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. - 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. **E. 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** - **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. - **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. 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** 4. **Meeting Roles and Responsibilities** - 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 - Brainstorming - Group Dynamics - Interactions - Exchange of Information - Relationships 5. **Types of Teleconferences and Video Conference.** - A teleconference is a meeting of people in different locations connected by a telecommunications systems. Teleconferences can be used to deliver training or exchange information. - 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. -  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. - In computer conference, people communicate using private computer networks or the Internet. The conference may involve only written messages. - Web conferencing combines the features of video and computer conferencing. In a Web conference, participants can hear and see each other and share documents. **F. Administering Travel Arrangements** 1. **Preparing For Business Travel** 2. **Travel Arrangements for Domestic, International** **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. 3. **Travel Appointments and Reservation** - Supporting Materials - Prepare An Itinerary - Hotel Accommodations 4. **Organizational Travel Procedures and Guidelines** - Travel Etiquette - Dress - Customs 5. **Preparing Post-trip Activities** - Expense Report - Meeting Reports - Letters **Chapter IV -- Human Relations and Workplace Requirements** - Relationships between employees and management are of substantial value in any workplace. Human relations is 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** **Personal Skills** **Critical Thinking** - Analytic creative innovative **Flexible & Dependable** - Adaptable dynamic competent **Interpersonal Skills** - Respectful - Relationship building - Collaborative **Problem Solving** - Decision making - Insightful - Intuitive **Motivated** - Dedication - Energy - Hardworking 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. - **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. - **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. 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. 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. **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. **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. **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. **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. **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 absolutely 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. 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. F. **Managing Stress and Time in the Workplace** - 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. **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 a**re 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. **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. G. **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 in order 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. The four job providing entities. Basically, four entities provide work to Westerners overseas: 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. **3. Professional Examinations and Qualifications** - List of Professional Associations & Organizations by Industry - The following Professional Associations & Organizations List is a key resource for those interested in pursuing professional development or connecting with like-minded professionals in your industry or occupation. - Membership in one (or more) Professional Associations & Organizations also looks great on your Resume and LinkedIn profile to bolster your credentials 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