presented by: lakkarajula subuddi officers... · government of india (allocation of business)...

OFFICE MANAGEMENT

•

PRESENTED BY: LAKKARAJULA SUBUDDI

B.Com., LL.M., DJ, DPR, (Ph.D)

JOINT DIRECTOR (Rtd.), ATW MCR HRD INST.

ADVOCATE, HIGH COURT OF A.P.

[email protected]

A good administrator is one who has learned how to be unusually

effective with people

He is skilled in avoiding personal offence, in seeing how to placeit and

when to offend, and persuade

This means that he has quick emotional perceptions

An Officer must be impersonal and fair towards individuals, yet in

another sense he is considerate, loyal and defensive of colleagues and

subordinates

This is to say that he has no favourites, no cronies, but is, quick to

see and respond to special opportunities to be helpful

A good administrator has self-confidence that enables him readily to confess

ignorance and personal fault

A good administrator does not discourage, but positively welcomes,

reports of troublesome things lest they reach unmanageable dimensions before

he hears of them

The good administrator acts with competence because he is a good

administrator

RIGHT TO INFORMATION ACT 2005

Every Government servant shall, in performance of his duties in good faith, communicate to a member of public or any organization full and

accurate information which can be disclosed under the Act.

CITIZEN CHARTER Guidelines for Citizen Charter are issued in

G.O.Ms.No.230 Dated: 22-05-2002 by G.A. (G.P.M. & A.R.) D

COURTESY TOWARADS PUBLIC IS IT NECESSARY???

COURTESY TOWARDS PUBLIC

ALL DEPARTMENTS HAVING MASS CONTACT WITH THE PUBLIC MUST UNDERTAKE TRAINING

PROGRAMME TO SENSITIZE THEIR STAFF IN DEALING WITH THE PUBLIC WITH COURTESY

LOOK AT THE FACE OF A POOR BEHIND EACH PAPER YOU HANDLE

FEW IMPORTANT HINTS

Use the right and best Language in Administration

Punctuality, Promptness, Regular Attendance and Obedience can be said as FOUR PILLARS of the Discipline

Silence and Mutual Courtesy among the staff members are

must

Every Employee is expected to have a thorough knowledge in Rules and Regulations of the Government

IGNORANCE OF SUCH RULES AND REGULATIONS IS NOT AN EXCUSE

Integrity has to be maintained among the staff members

No File/Register is permitted to take

to home without prior permission of

higher authorities

No employee is allowed to come to

Office on holidays without prior orders of

the officer that too by way of an office

order

No unauthorized registers are allowed

Authorized registers will be as per Codal

Provisions

MAINTENANCE OF RECORD ROOM

No others are allowed in Record Room except with a

specific permission

Fire Extinguishers & Buckets with sand to be kept in the Record Room to fight

fire accidents

Destruction of records, punctually with prior intimation

For any clarification, the Director of Archives is to be consulted

PROTOCOL TO PUBLIC SERVANTS: When People

Representatives i.e. MP/MLA/MLCs/MPP

Members etc., visit the Office, they must be

dealt with utmost care and in a very cautious

manner

TREATMENT TOWARDS VISITORS: Behaviour of

the Office Subordinates must be watched by

the Officers to avoid indecent behaviour

towards visitors to keep up the prestige of the

Office, Govt. and more so the prestige of the

Staff Members

G E N E R A L D I S C I P L I N E

IMPORTANT NEEDS FOR SMOOTH FUNCTIONING OF AN OFFICE ARE

– CLEANLINESS – ORDERLINESS – DIGNIFIED BEHAVIOUR – OBSERVATION OF SILENCE DURING WORKING

HOURS ESPECIALLY MOBILES – LAST BUT NOT LEAST IS COURTESY TOWARDS

COLLEAGUES, SUBORDINATES, PUBLIC ETC.


• D O N Ts

– DIVULGENCE OF OFFICIAL INFORMATION

– DISCLOSURE OF OFFICIAL SECRETS ETC.

SHOULD NEVER BE DONE UNDER ANY CIRCUMSTANCES


• DOs – H O N E S T Y

– HOSPITALITY

– DECENCY

– DISCIPLINE

– COURTESY WITH PUBLIC/EMPLOYEES

ARE OF UTMOST IMPORTANT NATURE WITHOUT WHICH ALL OTHER QUALITIES

ARE OF NO USE

NOTES ON OFFICE PROCEDURE (AIDS TO OFFICE MANAGEMENT)

INSTITUTE OF SECRETARIAT TRAINING AND MANAGEMENT

DEPARTMENT OF PERSONNEL & TRAINING MINISTRY OF

PERSONNEL PUBLIC GRIEVANCES & PENSIONS GOVERNMENT OF

INDIA 2007

A T T E N D A N C E

Hours of Attendance: The normal hours of attendance for the offices of

the Government of India located in Delhi are as follows:

Group –A Ministries and Departments of the Govt.

of India as specified in Schedule I of the Government of India (Allocation of Business)

Rules, 1961 All working days 9.00 AM to 5.30 PM Lunch Interval 1.00 PM to 1.30 PM

Group –B All other offices of the Government of India All working days 9.30 AM to 6.00 PM Lunch

interval 1.30PM to 2.00 PM

A T T E N D A N C E

Offices will remain closed on Saturdays and Sundays

Any member of the staff may, however, be required to work outside office hours if the state of work in

the office so demands

Every member of the staff is expected to be in his/her seat and to start work by 9.00 or 9.30

A.M., as the case may be unless special permission for late attendance has been obtained

A T T E N D A N C E

Half a day’s casual leave is to be deducted from a Government servant’s casual leave account

for each day’s late attendance

Late attendance upto an hour on not more than two occasions in a month may be

permitted by the competent authority if he is satisfied that it is due to unavoidable reasons

CASUAL LEAVE

The maximum period of casual leave

which a government servant is allowed to avail himself of is 08 days

in a calendar year

Half a day’s casual leave in the forenoon or afternoon may be allowed to a

Government servant on prior application

The practice to leave office early with permission should be discouraged

Attendance Register

Arrival -The Attendance Register in form S.37 will be maintained in each Section

Departure- while leaving office, every number of the staff should record his/her initials with the time of

departure

(i) CH-Compensatory Holiday in lieu of attendance on a holiday

(ii) CL- Casual Leave

(iii) L-Leave of any other kind

(iv) A- Absence without leave or permission (This

entry should be made in pencil-when leave of any kind is sanctioned, the appropriate abbreviation as

indicated above should be substituted in ink.)

(v) RH-Restricted Holiday.

Late Attendance or leaving early: if a person is permitted to attend late or to leave early as entry to the effect will be made by the supervisor in the

remark column

Strict measures should be taken by the administrative authorities for the enforcement of punctuality. Section Officers/Supervisory Officers

should be very particular in scrutinizing the attendance register

Surprise daily checks may be carried out in one or two sections of the Ministry/Department/Office under the direct supervision of a senior officer

The lunch break must be scrupulously observed not only by the subordinate

staff but also by the supervisory officers and periodical surprise checks should be

made by the supervisory officers to ensure that the staff under them do not

overstay the lunch break

In the case of leave on medical certificate, the application should be accompanied by

a medical certificate, from Competent medical authority

The leave address should be indicated in all cases

A Government servant who remains absent after expiry of his leave is not entitled to any leave

salary for the period of such absence

That period will be debited against his half pay leave account to the extent such leave is due

The period in excess thereof being treated as

extraordinary leave

Willful absence from duty after the expiry of leave renders a Government servant liable to

disciplinary action

CASUAL LEAVE

Casual leave is a concession granted to a Government servant to enable him to stay

away from office for a short period on account of illness or to enable him to attend

to urgent private matters

It should be applied for in advance as far as possible except when a person is prevented from attending office by sickness or other

unforeseen circumstances

The C.L. is intended for short periods and should not normally be granted for morel than

05 days at a time

The limit of 05 days at a time may be relaxed in special circumstances at the discretion of

the Head of Office.

Such leave may be prefixed and/or suffixed to recognized holidays and Sundays with the

permission of the officer sanctioning the leave

TYPES OF COMMUNICATIONS

Different forms of written communication are used in the office correspondence in the Central

Secretariat

The use of each form and phraseology adopted in them are given in Chapter VIII of the Central

Secretariat Manual of Office Procedure

Deciding on the right form would depend on various factors including what is the purpose of

the communication, to whom it is being sent (i.e. target group) and what is the relationship

between the sender and the receiver

Office Memorandum

Inter–Departmental Note

Letter

D.O.Letter

Besides these 11 forms of communications Circular

Advt.

E-mail for which no specific formats have been

prescribed

OFFICE SYSTEM THE METHOD OF CONDUCTING

OFFICIAL BUSINESS IS KNOWN AS OFFICE SYSTEM

VARIOUS STAGES OF SYSTEM LIKE: RECEIVING TAPPALS

PROCESSING NOTE FILES OBTAINING ORDERS OF APPROPRIATE AUTHORITY

DESPATCHING THE CORRESPONDENCE MAINTENANCE OF RECORDS

RECORDING THE PROGRESS OF WORK AT VARIOUS STAGES IN VARIOUS REGISTERS ETC.

IS THE BUSINESS OF AN OFFICE

COLLECTION OF

INFORMATION Storing Information Classifying

Information

Monitoring Implementation

Processing Information

Communicating Decision

Taking Decision

COMMON OFFICE FUNCTIONS

OPENING & REGN. OF TAPPALS

DISTRIBUTION OF TAPPALS WILL BE ASSIGNED BY ISSUING AN OFFICE ORDER IN

ANY OFFICE

THE TAPPAL IS TO BE OPENED PREFERABLY IN THE PRESENCE OF THE HEAD OF THE OFFICE

(H.O.O.) OR

HIS PERSONAL ASST. OR

BY AN EMPLOYEE WHO IS AUTHORISED TO DO SO


HOWEVER, CORRESPONDENCE SUCH AS :

CONFIDENTIAL LETTERS FROM HOD/GOVT.,

G.Os./LETTERS/MEMOS FROM GOVT.,

D.O. LETTERS ETC.

MUST BE OPENED IN THE PRESENCE OF THE HOO

ONLY


AFTER SEEN BY HOO, HE WILL PUT HIS

MARGINAL INITIALS WITH OR WITHOUT ANY

SPECIFIC INSTRUCTIONS ON SUCH

CORRESPONDENCE


AFTER SEEN AND PUT THE INITIAL OF

HOO, SHOULD BE DISTRIBUTED AMONG

THE SECTIONS/STAFF CONCERNED DULY

ASSIGNING A NUMBER, UNDER PROPER

ACKNOWLEDGEMENT

ACKNOWLEDGEMENT WITH FULL SIGNATURE

WHENEVER ANY REPRESENTATION IS RECIVED, THE

RECEIVING OFFICIAL HAS TO SIGN FULLY IN

ACKNOWLEDGEMENT WITH HIS NAME, OFFICE SEAL

WITH DATE, WHEREVER POSSIBLE

MAINTENANCE OF FILES A file must contain both CURRENT FILE and NOTE

FILE duly assigning page numbers for both and Para numbers in Note File

CURRENT FILE

Must contain both outgoing and incoming currents, other intermediary correspondence etc.

NOTE FILE

Summarizing the facts notes are written in the Note File indicating the Rule position, position of Law,

Govt. Orders wherever required duly pointing out the matters seeking orders/clarifications

NOTING

• Noting should be as brief as possible to the exact point and should be in simple language

• Noting should be intelligible, condensed and convenient form possible

• Points at issue requiring orders/clarifications etc. are to be examined with reference to any useful

precedent, Rule or Law which enables the Officers to arrive at a quick and correct decision

NOTING

DONTs – Reproduction of facts already available in the

Note File

– Leaving long space in a particular page or leaving pages blank without putting a big cross across the page

CURRENT FILE ARRANGEMENT

• The papers in a Current File should be arranged in a chronological order duly numbered in red ink

• References in every current should be indicated in a side margin with pencil showing the current no. where that particular reference is available in that file

• In case if no information of a particular reference in the current is available in that File the letters ‘N.A.’ should be put

CURRENT FILE ARRANGEMENT

Statements, Maps, Plans etc. should be placed below the current file, for ready reference

It is advisable even to preserve the drafts already made but were not accepted by higher authorities below the current file and note file,

separately

DRAFTING

• After orders are passed in Note File, Draft should be put up

• However, in simple cases where specific discussions are not required, draft can be put

up along with the Note File

• The draft should be with the proper title/subject whether it is Memo. or Letter or

Proceedings or D.O.Letter

DRAFTING • The draft should be on the same lines as approved in

the note file, taking into account the observations/comments made by the officers and

orders passed

• The title/subject should indicate the exact nature of the reference made or orders passed. There should

be no ambiguity

• Below the title, the references received from outside and the references sent, other than routine

reminders, should be cited in a chronological order

DRAFTING

• The draft should be in easy and natural style and concise

• COMMUNICATIONS TO THE HIGH COURT SHOULD ADDRESSED TO THE REGISTRAR OF

HIGH COURT ONLY AND NEVER TO THE HON’BLE CHIEF JUSTICE, HON’BLE JUSTICES

DRAFTING

DONTs

– Words/Phrases which lead to ambiguity, confusion and necessitate looking back for date,

person, thing etc. referred

• Long words, foreign or classical words or expressions

– Vague and clumsy phrases

DRAFTING

• DONTs

– Discourtesy Words

– Short Abbreviations

– Colloquial phrases like “so impertinent”, “so many times, “not too bad” etc

Technical Communication ORAL FORMS

• Face-to-face communication

• Telephonic Talk • Meetings • Seminars • Conferences • Dictation • Instructions • Presentations • Group discussions • Interviews

(employment/press) • Video conferences • Voice conferences

WRITTEN FORMS

• Letter • Office Memorandum • U.O. Note • Circular • Telex Message • Notification • Demi Official letter • Proceedings • Telegram • Endorsement • Press Communication/Note • Office Order • G.Os. • S.M.S., • E.MAILS • Newsletters • Reports, Proposals • Research papers • Bulletins, Brochures, Manuals • In-house journals

Specimen of Letter BY Regd . Post Ack . Due

URGENT

GOVERMENT OF ANDHRA PRADESH FROM TO Letter NO . dt.

Sir , Sub : Ref ____________________________________________(Body of letter) No. of Paras as required ___________________________________________ Yours faithfully,

Enclosures: Director General Copy to:

Specimen of Demi-offical Letter

GOVERNMENT OF ANDHRA PRADESH Sri,/Smt Department and address

Designation of the officer with both office and

(Sender) Residential telephone Nos.

Fax and e-mail Nos.

Dear Sir/Madam/

Dear Sri./Smt/

My Dear

D.O.Lr.No . dt.

Sub:

Ref :

______________________________________________________________

(Body of the letter ) No. of Paras as required

______________________________________________________________

Enclosures: With Regards/Best Wishes Yours Sincerely

Sri/Smt. (To whom it is addressed ) XXXXXXXXXXX

(Name of the officer)

Specimen of Memorandum

GOVERNMENT OF ANDHRA PRADESH

Office of the (here name and

address of the office given)

Memo. No. dt.

Sub:

Ref:

------------------------------------------------

_______________________________________________________

(Body of the Memo) No. of Paras as required

_______________________________________________________

Enclosures: xxxxxxxxxxxx

Designation of Officer

Sri/ smt .(To whom it is addressed)

Copy to:

GOVERNMENT OF ANDHRA PRADESH

Dr MCR HUMAN RESOURCE DEVELOPMENT INSTITUTE OF A.P. HYDERABAD

PROCEEDINGS OF THE DIRECTOR

Present : D.SHIVA PRASAD, Director (T.C)

Proceedings No. P3/ETW/91721 /2010, Dated: 08.09.2010.

Sub:-Dr. MCR HRDI OF AP- Refreshing Training Programme from 23-08-2010 to 28-08-2010 – Sanction of Expr. toward payment of Honorarium& Conveyance to the Guest Faculty-Orders Issued – Reg.

Read:-1) G.O. Ms. No.561,GA (AR&T.III) Dept dated 7-10-1989.

2). Statement of Honorarium for Rs:3,200/- *****

O R D E R:

A Training Programme on “Refreshing Training Programme for STOs/ATOs of T&A Dept.,from 23-08-2010 to 28-08-2010 was conducted.

In exercise of the power delegated in the ref. 1st cited above, sanction is here by accorded for payment of Rs:............., as per the original vouchers and statement enclosed, vide reference 2nd cited above.

The A.O., Dr MCR HRD Institute of A.P. Hyderabad is requested to adjust the amount of Rs. ...........against the P.A. Account paid to the Course Director.

The expr. shall be debited under the following H.O.A.

2070- Other Administrative Services

003 – training

07 – training in accounts & audit

280 – professional services;

284 – Other Payments (Non-Plan) (7 TIER) Sd/- Director(T.C) To The A.O., DR.MCR HRD I, HYD. Copy to the PAO-XVI, Copy to the Section, MCR HRD Institute of A.P.., Hyd. //t.c.f.b.o// Course Director

ECONOMY IN THE USE OF OFFICE MACHINERY

• UTMOST ECONOMY SHOULD BE OBSERVED IN THE USAGE OF STATIONERY

• SIMILARLY, IT IS THE RESPONSIBILITY OF EVERY STAFF MEMBER TO CONSERVE ELECTRICITY, WATER,

USAGE OF ELECTRONICS, ELECTRICALS ETC. PRESUMING THAT AS IF HE IS USING HIS OWN

MATERIAL AND NOT OTHERS

KEEPING PREMISES CLEAN, SILENCE, NO SMOKING ETC.

• MAINTENANCE OF SILENCE IN SECTIONS WILL ALSO

BE VERY HELPFUL NOT ONLY TO AN INDIVIDUAL EMPLOYEE BUT ALSO TO HIS COLLEAGUES WHICH PAYS UTMOST ATTENTION TOWARDS THEIR WORK

• SMOKING IS A LEGAL OFFENCE. SMOKING IS PROHIBITED IN THE OFFICE, REST ROOMS, OFFICE

PREMISES, PUBLIC PLACES ETC.

• “YOU SMOKE – I DIE” APPLIES TO EVERY CITIZEN OF THE NATION

KEEPING PREMISES CLEAN, SILENCE, NO SMOKING, MOBILES ETC.

• SIGN BOARDS FOR:

– MAINTAINENANCE OF PREMISES CLEAN

– MAINTAINANCE OF SILENCE

– NO SMOKING

– NON-USAGE OF MOBILES

WILL BE MORE HELPFUL

presented by: lakkarajula subuddi officers... · government of india (allocation of business)...

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