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