Bisnis Manajemen MAIL HANDLING

INDICATOR 1.Incoming mail checked and listed as company procedure 2.Position and location of the employees and the departments are well known 3.Important mail and secret identified and distributed as company procedure 4.Mail is selected and sent to receiver as company procedure 5.Damaged, suspicious, or missing mail is recorded and reported as company procedure 6.Outgoing letter is taken, checked, and sorting to make sure that all ready to sent as company procedure Bisnis dan Manajemen

7.Outgoing mail checked, listed and sent as company procedure 8.Outgoing mail distributed on a fixed date 9.Mail that must arrived at the same day must be prepared for sending as company procedure 10.Sending option is selected with carefully and as company procedure 11.Sending option is well selected and choosing the best 12.The taken of important mails is managed and continued Bisnis dan Manajemen

13.Distributed list is prepared as company procedure 14.Checking and preparing as accurate as possible the information and attachments as company procedure 15.Outgoing letter recorded and saved as company procedure 16.Mail is sent on a fixed date Bisnis dan Manajemen

Mail Handling

PURPOSE OF LEARNING After this lessons the students hope can o Checking and listing incoming mail as studying procedure o Knowing position and location of the employees and the departments o Identified and distributed mail which is importan as company procedure o Selection and sending mail to receiver as company procedure.

 Recording and reporting damaged, suspicious, or missing mail as company procedure  Taking, checking, and sorting outgoing mail to make sure all are ready to send as company procedure  Checking and listing outgoing mail to send as company procedure  Distributing outgoing mail on a fixed date  Preparing sending mail which must arrived at the same day as company procedure Bisnis dan Manajemen

 Managing and continuing taking of the important mails  Selecting sending option with well and choosing the best  Preparing the distribution list as company procedure  Checking and preparing as accurate as possible the information and attachments as company procedure  Recording and saving the outgoing mail as company procedure  Sending mail on a fixed date Bisnis dan Manajemen

 Isi presentasi 2

Meaning Of File & Filling Matters Meaning Of File : File in Greece : “Archium” means a storage to keeping something File in Latin : “Felum” (bundle) means thread or rope File according to Administration Encyclopedia is : A whole report from a state organization or private organization which created on an activities. The organization activities & a moment that consider as valuable to keep as permanent for any needs. File according to Constitution No A.Documents which created and accepted by State Organization or Government Organization in any type of design, as single or groups in order to Government Organization B.Documents which created and accepted by private organization in any type of design, as single or groups in order to nationality implement Bisnis dan Manajemen

Meaning Of Filling Matters  According to Office Administration by Drs. The Liang Gie : A.A saving of reports is an activity to keeping the archive in a correct order according to the system, structure, and ways that have been defined, so the reports grow can be controlled and each time we need it we can find it as fast as possible. The opposite of Saving Reports (Filling) is Taking Reports (Finding) B.Filling System is ordered ways according to a guide to keeping reports so if we need it, the reports can be find quickly  Administration Encyclopedia : A.Saving Reports (Filling) is a job to arrange the reports in systematic ways so if the reports is needed we can find it quickly B.Saving Reports System (Filling System) : an ordered ways according to a guide to arrange the reports so if the reports is needed we can find it quickly Bisnis dan Manajemen

Kinds Of File  According to Office Administration by Drs. The Liang Gie : A.A saving of reports is an activity to keeping the archive in a correct order according to the system, structure, and ways that have been defined, so the reports grow can be controlled and each time we need it we can find it as fast as possible. The opposite of Saving Reports (Filling) is Taking Reports (Finding) B.Filling System is ordered ways according to a guide to keeping reports so if we need it, the reports can be find quickly  Administration Encyclopedia : A.Saving Reports (Filling) is a job to arrange the reports in systematic ways so if the reports is needed we can find it quickly B.Saving Reports System (Filling System) : an ordered ways according to a guide to arrange the reports so if the reports is needed we can find it quickly Bisnis dan Manajemen

Filling System Range 1.Collecting and Accepting Reports 2.Controlling Reports 3.Maintenance and Organizing File 4.Saving File 5.Creating and Accepting Reports 6.Deleting File Bisnis dan Manajemen

Value of Use Files According to The Liang Gie 1.Administration Values 2.Legal Values 3.Fiscal Values 4.Historical Value 5.Research Value 6.Information Value 7.Organization Value According to Indonesian National File 1)Primary Value Administration Value Law Value Fiscal Value Scientific Value 2)Secondary Value –Proof Value –Information Value Bisnis dan Manajemen

 Value of use file by Vernon B.Santen  A. – Administrative value  L. – Legal value  F. – Fiscal value  R. – Research value  E. – Education value  D. – Documentation value Bisnis dan Manajemen

Example of Ordinary Sheet Ordinary Letter Sheet Control Unit Sent Hour Date NumberFrom/To Date Number SubjectNote Accepted Hour :…………..….. Date :…… Receiver Signature :………………. Full Name :………………..

Requirement Of File Officer  Knowledge and Skill on File, Filling System, Correspondence, or File Arrange  Minimum Vocational School  Diligent, Careful, Neat, Precise, and Patient in order to finish the job  Discipline, Honest, and Responsible  Hospitable and Polite on File Services  Loyal and can keep secrets  Healthy Physically and Spiritually  Works Professional Bisnis dan Manajemen

Mayor Problem In Filling System And How To Solve  According to Moekijat problems in Filling Administration : 1.Wrong Classification 2.Bad organizing system and unclear responsibility and authority 3.Unclassified officers 4.Lack of Filling Procedure 5.Expiry date haven’t decided yet for saving and deleting reports 6.Workspace and tools isn’t enough yet 7.Lack of supervision to files that have been borrowed  According E. Martono 1.File can’t be found because it’s lost 2.Everyday there is new reports 3.Reports Storage is full and no more place 4.Lack of Storage System 5.The officers are not competent yet  The Liang Gie 1.Can’t find file as quickly as possible 2.There’s no expiry date of borrowed file and file that being used 3.The Reports are increasing and there’s no file decreasing 4.File officer can’t maximize output of job because lack of equipment which doesn’t support technology growth Bisnis dan Manajemen

Example of Out Slip  File Code :………………………..  Mail Date :……………………….  Mail Object :………………………..  Borrower’s Name :………………………..  Unit :………………………  Position :………………………  Date of Borrowing : Date……………Until : ……… File Officer BorrowerFile Officer Borrower (Full Name) (Full Name)(Full Name) (Full Name) Return Date :Return Date : File Officer BorrowerFile Officer Borrower (Full Name) (Full Name)(Full Name) (Full Name) Bisnis dan Manajemen

How To Solve Filling System Problems 1.Use correct method of filling system 2.Strict supervision procedure of borrowed file 3.Space of Storage System must be attention 4.Equipment that used must following the requirements and following the growth of the technology 5.Maintaining the file periodically 6.File Officer must following the requirements 7.Giving File Officer chance to join a training program with the latest technology 8.Decreasing file and deleting file that have not been used periodically Bisnis dan Manajemen

The Characteristic of Good Filing System  Less saving space  Easy to find  Simple  Economic  System that used must suitable  Appropriate filing system  Flexible and easy in organizing  Easy to do  Classification  Cross Reference Sheet  Retention  Out Slip Bisnis dan Manajemen

File Saving Base  Centralization Base  Decentralization Base  Fusion between Centralization Base and Decentralization Base Bisnis dan Manajemen

Kinds Of Tools/Equipments Saving File  Tools 1.Disposition Sheet 2.Control Sheet 3.Cross Reference Sheet 4.Borrowing Sheet 5.Expedition Book 6.Agenda Book 7.Ticler File 8.Folder, Map, Snelhecter, Ordner 9.Guide 10.Index Card  Equipments 1.Cupboard 2.Filling Cabinet 1.Drawer 2.Lateral 3.File Rack 4.CARDEX (card index cabinet) Bisnis dan Manajemen

Specification of Mail Handling 1.Agenda Book 2. New Method Bisnis dan Manajemen

1. i. The Arrangement An Incoming Letter Using Agenda Book  Sorting  Opening Mail Cover  Giving Date and Checking Attachments  Writing Mail on Agenda  Arrangement Incoming Letter  Distributing Mail  Saving Mail Bisnis dan Manajemen

Example of Agenda Book Example of Expedition Book Number Letter Date Letter Number Sent To Receiver Signature & Received Date NumberDate Letter Number Letter Date From/ToSubjectInformation

Example of Disposition Sheet Index:………… Finishing Date :………… From :………… Subject :………… State Letter Date :………… Information*) Forward To *) Scratch out unnecessary item

1. ii. The Arrangement of An Outgoing Letter Using Agenda Book  Creating Letter Concept  Accepting Letter Concept  Writing on Agenda Book  Typing Letter Concept  Concept Checking  Signing Letter Concept  Stamping  Letter Folding  Letter Covering  Delivering The Letter  Saving The Letter

2. i. The Arrangement Important Letter with Controlling Card Incoming Letter

Outgoing Letter

Example of Control Card Index Date Number CodeIn/Out Subject : Resume : Attachments: From : To : Date : Mail Number : Control Unit : Signature : Note :

2. ii. The Arrangement of Incoming / Outgoing Secret Letter with New Method Example of Secret Letter Sheet Secret Letter Sheet Control Unit Sent Hour Date NumberFrom/To Date Number SubjectNote Accepted Hour :…………..….. Date :…… Receiver Signature :………………. Full Name :………………..

Outgoing Letter

Example of Control Card Index Date Number CodeIn/Out Subject : Resume : Attachments: From : To : Date : Mail Number : Control Unit : Signature : Note :

2. ii. The Arrangement of Incoming / Outgoing Secret Letter with New Method Secret Letter Sheet Control Unit Sent Hour Date NumberFrom/To Date Number SubjectNote Accepted Hour :…………..….. Date :…… Receiver Signature :………………. Full Name :……………….. Example of Secret Letter Sheet

2. iii. The Arrangement of Ordinary Letter with New Method Incoming Letter

Outgoing Letter

Example of Ordinary Sheet Ordinary Letter Sheet Control Unit Sent Hour Date NumberFrom/To Date Number SubjectNote Accepted Hour :…………..….. Date :…… Receiver Signature :………………. Full Name :………………..

 is an abbreviation of Electronic Mail  We can sending letter to each others by using this  The that we sent can be received to many people around the world at the same time Bisnis dan Manajemen

How To Make An Account  Make an account on Yahoo! Mail  In the blank page of the internet browser, type  In the home page find “Sign Up Now” or “Get a Free Yahoo! Mail Account”  Choose “Free Yahoo! Mail” for free account, click “Sign Up Now”  A form will show up. Fill in the blank. Then “Submit this Form”  Yahoo! will validate your form. If there anyone using your ID then you have to choose another ID. After that click “Submit this Form”  A confirmation page will appear that your account has been verified  Now you have an account and you can use it for sending mail to anybody Bisnis dan Manajemen

How To Send an  Login to your account, fill your ID and password then click “Sign-In”  Choose “Compose” In Compose, you must to fill full address of the receiver.  If you want to send to another people as Carbon Copy then in “CC” field fill in the receiver address  Filled in the “Subject” with the subject of your e- mail  Type in the box with your letter, you can also changing the format as you want to  Click “Send”  A message will appear that your has been sent Bisnis dan Manajemen

Replying or Forwarding An  If you want to reply an that you received  Open the you want to reply, then click “Reply”  If you want to forward it, open the e- mail you want to forward  Click “Forward”, fill the receiver address  Click “Send” Bisnis dan Manajemen

Deleting an  If your account is full, you can’t receive new incoming mail.  To avoid this make sure you delete the unimportant mail or large size mail with an attachment  Open the mail you want to delete then click “Delete”  Or check list the mail, then click “Delete” Bisnis dan Manajemen

Downloading Files or Programs  In many ways of downloading files, one of them is from downloaded server, such as, Shareware, Rapidshare, or indowebster  From the webpage that have files you want to download  Find the hyperlink to download the files  A page of notification will appear to ask a request code to download  Fill it, click “Download”, wait till the process done Bisnis dan Manajemen