OFFICE PROCEDURES

OFFICE ADMINISTRATION

Compiled by HEB Solutions11.1 The Role and Function of the OfficeFunctions of the office

The office is the nucleus of any organisation, all organisations need to have an office, sports and social club, hospital, military, emergency services, schools and religious groups.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com2Office functions include: BuyingSellingCollectingProcessingPreservingDisseminatingExercising organisational andLegal control

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com3The Office @ Work!All the above activities must be recorded and controlled.

The basic function of the office is to receive, record, store and process information which is needed by the organisation, since it is only on the basis of facts that business activities can be properly controlled. (Seunarine, 1983)September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com4

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com5What goes on in the office?Receiving and opening mail and passing it on to the attention of the right persons.Collecting information about sales, markets, products available, etc.Reception and managing visitors, drafting and typing letter, reports, filing, research, sending emails, answering phones, etc.Maintaining proper records of monetary transactions and complying with the lawReceiving and paying out money in various forms.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.comOnly in very small offices can one person handle all or the majority of the above. In larger type offices there will be persons with specialist skills to do specific tasks.6Go here! Study this page, work in pairs to complete the TO DO Task in 20 minutes http://oaforcsec.wikispaces.com/Unit+1.2a+Office+structure1.2 Organisation of office activities

Working together for a common goal

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.comA copy of the task is available as a word document @ HEB71.2 Organisation of office activitiesEnclosed/cellular office: consist of small individual rooms occupied by one or two people

Open-plan offices: consist of a large open room with no dividing walls or partitions

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com8Enclosed officesAdvantagesThey offer privacy and protection from disturbance by other workers or machinery

DisadvantagesThey are more costly to build and less easy to rearrange than open-plan officesRooms in the centre of the building may not have access to natural light, and it is difficult to supervise workers at all times when they are in enclosed officesSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com9Open-plan officesAdvantagesThey are simplier to build and to rearrange than enclosed offices. All areas can receive natural light, and it is easier to supervise all workers at the same time than it is when they work in enclosed offices. Communication between sections is quicker, and flow of work can be speeded up. They are generally cheaper to maintain.September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com10Open-plan officesDisadvantagesLack of privacy for confidential discussions, and workers may be disturbed by the noise from machines or from other workers. Open-planned offices can encourage idle chatter between employees. Security can also be affected because lockable doors are limited. The atmosphere can be impersonal and senior executives particularly tend to prefer their own offices.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com11Additional Material/Activity1. Read, study and make personal notes from this site:http://oaforcsec.wikispaces.com/Unit+1.1+Role+and+function+of+the+office

2. Watch these videoshttps://www.youtube.com/watch?v=3DM3PsJ2F7E

https://www.youtube.com/watch?v=10gg2uwLIqMRead and summarize the following article:http://www.preservearticles.com/201101032442/primary-functions-of-an-office.htmlSubmit summary by Sept 12, 2014 to Hebsolutions@gmail.com

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.comCopy of Article to be summarized: What are the primary functions of an office?By: ARKUPAL ACHARYAThe primary functions of an office are:(a) Receiving and collection of information. The primary task of office is to receive and collect information from within or outside the organisation. The informations are received in the form of letters, invoices and circulars.(b) Organising and processing information. The information received are analysed and interpreted for the use of organisation. The informations are organised, serialised, classified, tabulated and analysed for their better use.(c) Preservation of records. The informations received, analysed and processed are preserved for future reference. Scientific record keeping is regarded as the backbone of the enterprise because it enables preservation of important records and provides for ready reference at the time of need.(d) Dispatching of information. The above functions are carried on to make available information to the parties concerned. Office supplies information to two sources like internal and external sources.

12ActivityFind two (2) examples each to represent closed and open planned offices.

Identify two (2) local businesses or organisations which uses each type of office plan.As a new clerical office junior which type of office plan do you prefer? Give five (5) reasons why you chose this option.

Email your responses tohebsolutions@gmail.comBy Sept 12, 2014

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com13The Organizational StructureReference material:See class texthttp://oaforcsec.wikispaces.com/Unit+1.2b+Organizational+chartsThese may be formal or informal!They fall into three (3) main groups 1) line, 2) staff and 3) functional.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com14

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com15What is an organizational chart?Its a pictorial representation of the structure of the organisation as seen in the slide above.

What is the organizational structure for this class, the department, the school, the Ministry of Education?

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.comEstimated 10 mins. for discussion16Organizational charts (Seunarine 1983)They make managers think clearly about the best form of organisation.They define authority and help in drawing up job specificationsThey provide a visual aid for all concerned.They give a clear idea of responsibility.They prevent passing the buck from one department to the next.They may be presented vertically, horizontally or in circular method.September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com17Demerits of the organizational chartThey create dissatisfaction among those who think their status is too low.It represent the organization as managers think it is or would like it to be and not as it actually is.Often become dated unless reviewed often.September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com18Rules for making an Org ChartAll boxes should be the same sizePositions on the same level of seniority should be on the same level.Items should be fully labeled and dated.Direct lines of responsibility should be shown with a continuous line relationship and contact between departments can be shown with broken linesCharts should be neatly prepared.Sometimes it is difficult to have the whole org on a single chart e.g. Multinational corporations like Proctor and Gamble

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com19Office Activities???SPECIALIZATIONS???Accountant/Chief Financial Officer (CFO)Company Secretary (Lawyer)General Manager/Chief Executive Officer (CEO)Purchasing ManagerFactory/Production ManagerSales ManagerNow name at least ten (10) other types of managersSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com20Due by email to hebsolutions@gmail.com at midnight on September 15, 2014

Describe the function of the office. 2 MarksDraw up a simple organizational chart of the SJPP. 5 MarksIdentify 10 different types of office careers and explain what training and qualifications are required for each. 10 marksIdentify the rules to be observed when constructing an organizational chart. 8 MarksExplain the importance of organizational charts to the modern office. 5 MarksChose three types of organizational structures and fully explain two of them. 5 Marks

Total of 35 Marks21You can seek clarity for anything covered that you need further explanation on.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com221.3 Centralization and Decentralizations

Centralization and decentralization can relate to the organisation itself and how it makes decisions, to the functions carried out within the business or to services within the organisation.September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com23Centralization All expensive and specialized machinery and equipment is gathered in one place. For example, computing, filing, mail-handling, reprographics, typing and word-processing

This is the opposite of centralization. Machinery and equipment are sited as near as possible to the department or person which may need to use them.DecentralizationSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com24Virtually all major decisions are made at head office or at central headquarters. In some instances, the head office may carry out the key functions of finance, marketing and purchasing. For example, retail firmsManagers and staff at individual branches receive information and instructions from head office about virtually everything. Any difficult or unusual problems must be reported to head office.In a centralized organisationSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com25MeritAll branches operates the same wayNB franchise businesses operates with this similarityThey may be inflexible and unable to respond quickly to a situation or take into account the local needs and differencesManagers and staff often feel they have little influence over the operations and feel left out

Demerithttp://2012books.lardbucket.org/books/accounting-for-managers/s15-01-using-decentralized-organizati.html

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com26DecentralizationGives more responsibility and individual freedom to managers and staffAllows branch managers to hire their own staff and make important decisions related to customer service.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com27DictatorshipsMilitaryGovernmentTelevisionTypical corporations General Motors and Microsoft

The internetApple IncAlcoholics AnonymousTerrorist cellsJohnson & Johnson

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com28Centralized services includeReprographics and printingFiling and retrieval MailSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com29However!Most departments tend to manage their own

FaxingRoutine copyingadministrationhttp://smallbusiness.chron.com/centralized-vs-decentralized-organizational-structure-2785.html

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com30You can seek clarity for anything covered that you need further explanation on.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com311.4 Office Equipment and MachineryThese are labour saving devices to reduce error and improve efficiency in the office.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com32Office equipment and machineryReprographics machinesPhotocopierShredderComputer (PC)LaptopTabletScannerPrinter

Dictation machineLaminating machineLabel makerBinding machineFranking machineTelephonesClosed Circuit TVs

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com33Features of The Modern Copy MachinesSingle and multi-feed facilitiesCopies can be made of different paper weights from 65gsm to 130gsmVarious size paper traysA maximum of 999 copies can be made at a timeCopy density can be adjustedCollating bin can be installedPrints on both sides, etcSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com34HOMEWORKClass text (new edition) Pg 24 #10-23September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com35Do you know what is meant by each of the following?ModemNetworks/networkingInternetIntranetSlide projectorsMultimedia projectors

TASK! Write a brief definition for each of the above in five (5) minutes.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com36You can seek clarity for anything covered that you need further explanation on.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com37

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com381.5 Office Careers & Human RelationsThe meaning of CAREERAn occupation undertaken for a significant period of a persons life and with opportunities for progressTo move swiftly and in an uncontrolled way in a specified directionThe meaning of HUMAN RELATIONSRelations with or between people, particularly the treatment of people in a professional contextSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com39New employees to a firm are given some form of induction to the organisation. It is intended to make them familiar with his or her role as quickly as possible.

Such inductions will introduce new competencies.

They will be learning new skills and knowledge will can be carried throughout their careers.September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com40YOUR ATTITUDE AND YOUR CAREERYour attitude is your outlook on life

All office workers need the right attitude for the work they do

Regardless of the post you hold you have to interact with co-workers, supervisors, and the public.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com41YOUR ATTITUDE AND YOUR CAREERYour attitude, action, appearance and manner of speaking have important bearings on your interaction with other.

Watch this presentation and make good notes.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com42Human RelationsHuman relations refers to interpersonal relationships/interaction (How well people get along with each other).Reasons for good human relations:Improved productivityImproved working environment (pleasant)

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com43Human relations helps with:Interacting with supervisorsInteracting with co-workersBeing a team memberNot gossipingBe appreciativeAccept responsibilityMeeting the public

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com44Goodwill activities promoted by employersGroup outingsFamily open daySports and health and fitness centresDances and other similar social gatheringsCarnival bands, dinners and luncheons, etc

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com45A Professional Attitude Includes:Looking for good qualities in othersBeing courteous, even when others may be discourteousTrying to recognize and understand other points of viewsBeing prompt, reliable and dependableHaving a friendly but not over-familiar attitudeTaking care over dress and personal appearanceSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com46

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com47Office CareersOffice careers differ from organisation to organisation. Each office has a slightly different function to perform and its own procedures for doing things.They can be broken down by specialty and by seniority and responsibility of the post.Watch this presentation as a guide to what you will need to do in planning your career.September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com48Office careers include but are not limited to

ReceptionistCashiersSales personsSecretariesClerk typistAccounts clerkManagersSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com49Task 1: If you have any type of work experience go to the class blog and briefly share you experience with your peers.

Task 2: Class text (new edition)Homework Pg 24 #24-36September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com501.6 Health and SafetyAccident prevention is the responsibility of management and this responsibility is often delegated to the human resources department.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com51Health and Safety ContdFirms are required to comply with the Health and Safety Act 1974 which stipulates that the employers are to ensure, so far as reasonably practicable, the health, safety and welfare at work for all employees. (Specific details are outlined in the Act)

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com52Safety LegislationIn Barbados the Factories Act 1984 deals with health and safety in the workplace. September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com53Under the act, the employer is required to provide:A safe and healthy working environmentSafe equipment (including efficient maintenance)Safe systems of workSafe methods of handling, storing and transporting goodsTraining in safety practicesSupervisionConsultation for promoting health and safety September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com54Clean premisesAdequate working spaces (minimum:8.5 cubic meters per person)Reasonable temperature (at least 160 C after first hour of working is normally necessary)Suitable and sufficient lightening and ventilationAdequate toilets, drinking water, washing and drying facilities and accommodation for clothingUnder the act, the employer is required to provide:September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com55Under the act, the employer is required to provide:Meal room facilitiesGuarding of dangerous machineryFirst aid facilitiesSuitable seating and rest roomsReporting of accidents

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com56The employer must also protect visitors to the business:Take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions at workFollow safety practicesCooperate with their employer in promoting and maintaining health and safetyRefrain from interfering with or misusing anything provided for health and safety of themselves or othersSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com57Safe working practicesPlan the layout of the office to reduce the danger of accidentsPlace furniture and equipment in safe positionsEnsure that corridors, stairs, etc, are safe and free from combustible storage materials and other obstructionsSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com58Safe working practices ContdLoad and position filing cabinets safelyUse a step-ladder when reaching files or other objects in a high positionMake suitable arrangements for heating water and preparing hot drinks, preferably away from the workstation

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com59General hazards to look out forOvercrowdingUnsuitable siting of furniture and equipmentTrailing telephone or electric cordsFiling cabinet drawers obstructing passageProtruding sharp corners of furniture and equipmentWorn or missing stair treads Missing or damaged handrail on stairsSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com60General hazards to look out for ContdSlippery floorsParcels, luggage, furniture, etc, obstructing passagesCabinets toppling over because of heavy top drawerOpen drawer obstructing passageStanding on a swivel chairBoiling water and pouring out hot water in a confined space

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com61Using EquipmentRead and comply with operating instructionsSwitch off machinery and remove plugs when not in useKnow how to stop electric supply in an emergencyAvoid having a trailing flex from a socket to a machineArrange regular care and maintenance of equipment. If a machine does not work properly, do not tamper with electrical parts call an expertSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com62Using Equipment ContdReport faulty or damaged equipment without delayCheck that dangerous parts of machinery are fitted with guards, especially paper-cutting machinesPlace equipment securely on desks and tablesUse a trolley to move heavy machines and equipment, but do not attempt to lift very heavy weight. When lifting heavy loads from the floor, there is less strain if you bend your knees and keep your back straightReport accidents promptly on an accident report forSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com63Sample Accident Report formSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com64General hazards to look out for when using equipmentMeddling with equipment and using it without proper training and supervisionBroken switchesWorn or dangerous appliancesTrailing flexLoose and damaged connectionsUnearth equipmentSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com65General hazards to look out for when using equipmentDefective insulationOverloaded circuitsLoose or missing safety guardEquipment falling off deskLifting heavy weightsIncomplete records for claiming damagesSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com66Fire PrecautionsKeep all fire exits clear to ensure that they are immediately available for use in an emergency

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com67Make sure that all personnel know what to do should a fire break out, i.e.

how to raise the fire alarm how to use fire fighting equipment if requiredWhere to assemble outside the buildingWhich is the shortest escape route to the assembly point and what other routes to use if the shortest is blocked

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com68When dealing with firesIf clothes are on fire, wrap in a blanket, rug or similar article closely round them and lay them down on the ground to prevent flames from reaching the head.If electrical appliance are on fire, switch off the current before dealing with the fireShut the door and if possible the windows of the room in which the fire is discovered.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com69Keep Fire Doors ClosedExcept in situations where the Fire Department has given permission for the doors to be held open by automatic deviceDo not allow smoking in any part of the building where there is a risk of fire. Ensure that smokers use ashtrays and not the waste-paper bin or the floor.Make sure that bulk quantities or large cans of highly flammable correcting and cleaning fluids are locked away in a well ventilated store room or metal cabinet when not in useSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com70Keep Fire Doors ClosedInsist upon combustible material such as paper and envelopes being placed in waste bins and that they are removed regularly for disposal.Ensure regular maintenance and checking of fire alarms and fire extinguishersArrange regular fir drills for all personnelA member of staff should be trained as a fire wardenSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com71Fire Hazards to look out forObstruction of fire exitsInadequate or missing fire fighting/evacuation noticesDamaged fire-fighting equipmentFire doors locked or propped openUse of wicker waste-paper baskets as ashtraysAn open can of cleaning fluid left around the officeA quantity of waste paper piled up in the corner of an officeFire alarm/fire-fighting equipment not working when requiredDelay and uncertainty when required to evacuate the buildingSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com72You can seek clarity for anything covered that you need further explanation on.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com73Important Warning SignsExamples of abstract IEC (Intl Electrotechnical Commission) and ISO (Intl Organisation for Standardisation) safety symbols (hot surface, laser, radiation).

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com74 Examples of ISO 3864 safety signs (rotating gear hazard, wear safety gloves, do not touch).

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com75Task 1: Health and SafetyResearch and select 10 warning signs found in industry and briefly state what these sign warn against. 10 marksSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com76You can seek clarity for anything covered that you need further explanation on.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com77MODULE 2September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com78

COMMUNICATION

What do you understand by the word communication?

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com791.1 Importance/Principles of business communicationCommunication is the means whereby people in an organization exchange information regarding the operations of an enterprise. It is the interchange of ideas, facts and emotions by two or more persons by the use of words, letters and symbols.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com80Clarity: the language used should be clear and concise, the user should bear in mind the objective of the communication.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com81Attention: Should be paid by the recipient of the communication lack of careful attention is a human failing.September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com82Integrity and sincerity:

The more workers are told of the company and its future, the more they will respect the integrity of management and morale will be raised and harmony of working encouraged. Changes should be carefully explained at an early stage.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com83

Integrity and sincerity:

Communication should wherever possible also be sent down the accepted line of authority, because if people are by-passed they lose status and resent the action.September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com841.2 Means of CommunicationsChoice of media it is important to choose the most appropriate media.---------------------------------------------------Face to face for interviews, meetings and conferencesOral - telephone, radio,inter-communicating systemsWritten letters, books, periodicals, circular, manuals, newspapers, advertisements, reports, notices, agenda, suggestions schemes

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com85OTHER FORMS OF COMMUNICATING

Non-verbal body languageElectronic Computers, e-mail, faxesGraphical chart and graphsPictorial photographs and drawings

Correct timing is also essential and the use of the right language is vital. (DISCUSS)September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com86Barriers to Effective CommunicationLack of sound objective, words which are vague, imprecise, omitting necessary informationFaulty organisation, such as lack of definition of responsibilities, too long chains of command and too wide span of control;Too many assumptions made by a receiver, who may be too quick in evaluating the meaning because of his inability to listen carefully;September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com87Use of technical jargon, particularly in new specialist fields, e.g computers/different educational and social backgrounds of recipients do not aid effective understanding;

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com88Barriers to Effective Communication ContdThe atmosphere or environment may not be normal, and innocent remarks may be given wrong interpretations;

Lack of informal or formal opportunities is a barrier to upward communication and feeling are not made known.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com891.3 Factors Influencing Choice of MediaCost involvedUrgencySize of audienceSafety of contentsDistanceConfidentiality Convenience

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com901.6 Reference MaterialDictionariesThesaurusTelephone DirectoriesTelex DirectoryPost Office GuideABC World Airways Guide

ABC shipping guideMapsOfficial GrazetteWhitakers AlmanackStateman Year BookHansard

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com91

1.5 Stationery

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com92SizeMillimetresA0841x1189A1594x841A2420x594A3297x420A4210x297A5148x210A6105x148A774x105A852x74September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com931.4 Types of CommunicationPostal communicationLetters and parcelsCourier services

TelecommunicationTelephone servicesInternet

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com94Postal CommunicationIn an office environment this may be the task assigned to a single person (receptionist) if the business is small, or it may be done by a special group of people in the mail room of a large business.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com95The Business EnvelopeCave Shepherd & Co. LtdBroad StreetBridgetown

Miss Cassandra EarleWildey HouseWildey GardensSt. Michael

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com96Postal Communication ContdPostal service is usually controlled by GovernmentPostal services and charges can be found in the Post Office GuideService for letter can either be: 1) first class, 2) second class, then air or surface mailSeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com97

FIRST CLASS MAIL Cost more than second class mail and should be used for priority mail as it has a quicker delivery service than second class mail.

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com98POST CODESEXAMPLE:

US1 MZ3548LG 3WK4These are also know as ZIP CODES, they are organised by the postal services around the world and help to sort mail for speedy delivery.September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com99

1.5 Stationery

September 2014Compiled by HEB Solutions www.hebsolutions.weebly.com100QUIZZ TIMESeptember 2014Compiled by HEB Solutions www.hebsolutions.weebly.com101

Write brief notes on each of the following terms as they relate to postage:

RedirectionRecorded DeliveryRegistered PostBusiness ReplyOn ServicePostage PaidPost RestantePrivate Box and Private BagExpress Mail

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