Zenab MHD Abadallah Theme

Organisation of activities in a company; tools and technical, case of the sub-divisional office
Sommary
Contents
Sommary................................................................................................................................................i
EXHORTATION......................................................................................................................................iii
DEDICATION..........................................................................................................................................iv
ACKNOWLEDGEMENTS..........................................................................................................................v
ACRONYMS AND ABREVAITIONS:.........................................................................................................vi
GENERAL INTRODUCTION...........................................................................................................1
THE FIRST PART:THE PRESENTATION OF INTERNSHIP LOCATION......................................2
PRESENTATION OF THE SUB–DIVISION OF KOUSSERI............................................................3
1. HISTORICAL AND MISSIONS OF THE SUB-DIVISIONAL OF KOUSSERI.....................3
A- HISTORICAL OF THE AND SUB-DIVISIONAL OFFICE OF KOUSSERI..........................................3
B- GEOGRAPHICAL SITUATION......................................................................................3
C- ADMINISTRATIVE SITUATION.................................................................................................4
D- ORGANIGRAMME OF THE SUB DIVISIONAL OFFICE OF KOUSSERI...........................................6
THE SECOND PART:THE COURSE OF THE INTERNSHIIP..........................................................8
I- THE COURSE OF THE TRAINING............................................................................................9
II- RECEPTIONS AND ORIENTATIONS IN THE VARIOUS POST OF THE SUB-
DIVISIONAL OFFFICE OF KOUSSERI.............................................................................................9
1- Reception on the sub divisional structure;.................................................................................9
2- Orientations on the different position of the Sub-Divisional Office;........................................10
I- THE DIFFERENT ACTIVITIES FACE IN THE WHOLE STRUCTURE OF THE SUB-
PREFECTURE AS A SERVICE.........................................................................................................10
1- TASK AVAILABLE...............................................................................................................10
2- APPORT..................................................................................................................................11
3. Difficulties face on the Sub-Divisional Office......................................................................12
THE THIRD PART;DEVELOPPEMENT OF THE THEME.............................................................13
I BASIC DEFINATION CONCEPT:.........................................................................................15
II- Tools and technical of a good organization of activities............................................................17
A – Organizational tools from activity;........................................................................................17
B- Technical:...................................................................................................................................20
III- Contribution of the tools and technical of organization of activities on the work of the
secretary:............................................................................................................................................28
1. Gain of time:..........................................................................................................................28
2. To Ameliorate the performances:.........................................................................................28
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Written by ZENAB MAHAMAT
3. Planification of activities:......................................................................................................28
THE FORTH PART:CONCLUSION AND RECOMMANDATION.................................................33
A. Difficulties face on the Sub-Divisional Office and on the professional institution Tic San
frontiers..............................................................................................................................................34
a. On the sub-divisional office...................................................................................................34
b. On the professional training school......................................................................................34
B- Recommendation...................................................................................................................34
a. Recommendation on personal level......................................................................................34
b. Recommendations on technical and professional level............................................................35
c. Recommendations on personal level on academic level..........................................................35
Conclusion..........................................................................................................................................36
REFERENCES........................................................................................................................................37
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EXHORTATION.
TIC/Sans frontière does not intend to give approval to the opinions issued in this memory that
remain unique to the author.
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DEDICATION.
I dedicated this humble work to,
My Mother, Kande Mahamat Ali
ACKNOWLEDGEMENTS.
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Going out on internship is a great opportunity for students to get acquainted with the life of
workers in their field. It is an opportunity for students to practice having job before actually
having the real job. In this light, I thank the almighty God for guiding me through this
internship period and helping me realising this work. I wish to express my sincere gratitude to
the Senior divisional officer for giving me the chance and accepting my internship in his
structure. We go further, to certain number of people whom have assisted a very important
part on our work. Those personnel deserve a very grateful thanks namely above,
 M.WAKIL IDI, The Coordinator; And affiliative leader, who always encourage his
students to continue and never back off;
 M. CEDRIC OBOUNOU, my academic supervisor who is the main reason for my
internship report to be finished, available and now presented.
 Mm. HADJIDJA DIGA; My Professional supervisor who is always available for me
each time I needed, advices me about my training and the professional work as a
whole;
 For moral and financial support, I am extending my profound gratitude to my parents
and family who worked tirelessly to ensure that this internship was a success and also
gave me the courage and motivation I needed to write this report.
 To my father MAHAMAT ABDALLAH, for his financial support and the reasons of
my strength at this institutions.
 To my uncle Abakar Oumar for his d advice and encouragement for me.
 To my brother Moufta Mahamat Abdallah, who was there for me each time I needed
him.
 To all my teachers at TIC for their support and guidance for me.
 To all my mates for their educational and mental support during my internship period
and in the writing of this report. Special thanks to all those who did my peer editing.
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ACRONYMS AND ABREVAITIONS;
 LDSO/BADL: Local developpement support office/ Bureau d’appui au

Developpement Local
 GAO/BAG : General Affaire Office/ Bureau des Affaires Geénérales ;
 OLPA/BAJJP : Office of Legal and Political Administrative Affaires/ Bureau
des Affaires Administrative Juridique et Politiques
 PQD/DQP : Professional Qualificational Diploma/ Diplôme de Qualification
Professionnelle
 PERT: Programme of evolution of review and technical.
 STT: SCIENCE ET TECHNIQUE DE TERTAIRE
 P/R: Precise and Realise
 VAC/VA: Cumulative Absolute Value
 TRT : Table of Distributions of Task
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Organisation of activities in a company; Tools and Technical, case of the sub-divisional office
GENERAL INTRODUCTION
In the ancient time, people found it difficult that supervisors, directors and managers work
both on their works and also the secretary work, they were this problem of displacement since
no one can assist or represent them when they were absent, since trust was the main problem.
That’s why, the Latinos came with the idea of “secretum” meaning secrete in Latin, a highly
respected profession of well-educated men who took dictation as scribes and often times
acted as trusted advisors. Further, we have many traditional tittles for secretary that is, office
coordinator, office manager, Administrative Professional and Executive assistance. So, an
Executive assistance are high level administrative support and assistance to the executive
Director or assigned leadership staff, more the play a significant role in strategic discussion
and act as a trusted advisor to their executive. The Ministry of Employment and Professional
Training was created as a part of the fight against social scourges such as unemployment,
improving the supply of professional training in order to achieve employment and also the
improvement of manpower. It is in this moment that the Institute of Professional training
TIC/SANS FRONTIERE under the approval N° 00000130/MINEFOP/SG/
DFOP/SDGSF/SACD has attached to this ministry so as not to lose the opportunity to serve
the country, in addition TIC/SANS FRONTIERE through its institute of training by
excellence that trains young people in the following, Office automation secretary, Executive
secretary, Accounting secretary, Computer Accounting and Management, Computer
Accounting and Maintenance .In order to meet the needs, even the requirement of the world
challenges. At the end of this training, every learner is subjected to an academic course to
allow them to join the theory to teach at school a practice. This course is sanctioned by a
report which is presented before an official jury. It is in this sense that the Sub-Divisional
Office of Kousseri was kind enough to welcome us for a period of 03 Months from 1 st of July
to the 30th of September. This document is made up of four parts, the First part will be the
subject of the presentation of the Sub-Divisional Office of Kousseri, the second will be
devoted to the description of the progress of our training, The Third part will be concern
about the development of our Theme that is, the problematic which is “Are organisation of
activities useful and important in a company” and last but not the least by the
recommendations and conclusion.
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Organisation of activities in a company; Tools and Technical Case of the sub-divisional office
THE FIRST PART:

THE PRESENTATION OF INTERNSHIP
LOCATION.
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I- PRESENTATION OF THE SUB–DIVISION OF KOUSSERI.

The Sub-Divisional Office is a public structure which is the capital of a district
whose main activity is the service of the state. It is a question for us in this chapter to present
the sub-divisional office of Kousseri.
A. Missions of the sub-divisional of Kousseri

The Sub-Divisional office is a structure that offers administrative service to the
population. Its main missions are to meet the need of local authorities, social, politics,
economic development, public order and state services, without deviation essential, we
should note that, in this part we will present the history and evolution of this structure.
B. Historical of the and sub-divisional office of Kousseri
The history here refers to the creation sub- subdivision. We could it say « The
birth certificate of the sub-prefecture». We know that everything is created to evolve, from
where we will join the birth certificates the evolution of these structure.
 The creation date of the sub-prefecture of Kousseri

The Sub-Prefecture of the past named Fort-Foureau Sub-division is part of the
German works in Cameroun precisely in the district of Kousseri. It was born in 1919 with
Rous Albert as head of Sub-division. In the present day of 1919, there have been 47 heads
including 32 heads of Sub-divisions and 17 Sub-Prefects.
 Evolution
The Sub-Prefecture underwent the evolution given that it was first a sub-division
in 1919 until 1963 before becoming the Sub-division on 13 November 1963 with IYA
IBRAHIMA here come by to the sub-Prefect, in the Administration secretary. In the ancient,
the Sub-Prefecture was functioning with a mechanic machine, later on progress and
ameliorate to use the electronic machine.
C. Geographical situation
Our structure of the internship was situated in the town of Kousseri head quarter
department of Logon and Chari division, in the Far-North region of Cameroun. Here in the quarter of
residential of the ancient sub-division office facing the principal road of the town. It is limited in the
North by the regional hospital annexe of Kousseri, in the South by the Sultanat of Kousseri, in the east
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by ocean of Logon and in the west by the place of the ceremony. Further, facing the entry of the
flewing flag which symbolize the fatherland of Cameroon.
D. Administrative situation
The administrative situation has resent a mode of function, on the services and
their personnel. The sub- subdivision is a structure which makes for the services of the
government. Work are being done from Monday to Tuesday, that is from 7, 30 to 15, 30
minutes.
1. Personnel (staff) and services.

a. Personal hierarchical;
Mr REBEKA civil principal administrator, Sub divisional officer of the district

of Kousseri, the head hierarchical head of this structure, staff who contribute to the
administrative, social, economic and cultural life of this structure, they can be grouped into
two categories, executive personnel and domestic personnel.
b. Executive staff;
 MISTE MAHAMAT ABAMA; Contract agent, office worker at the
sub-divisional office of Kousseri;
 HADIDJA DIGA; contractual management assistant, office worker at
the sub; divisional office of Kousseri;
 DJIBRINE ADOUM; communal agent, officeworker, particularly
dedicated, acting as private secretary ofthe senior divisional officer;
 ASSANA SALEH; Administrative contract, retire ;
 ADJIT/ ABOUNA; The driver of the senior divisional officer/ Driver
of the sub divisional office as a whole respectively
c. Domestic staff;
 They are two main domestic personnel to the Senior divisional officer:
two chefs and usually two gardeners
2. The various public services linked to the sub divisional
office.
 This structure is attached to several public services of the borough

Kousseri:
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 03 Public security police station in the distinct of Kousseri (1 st, 2nd et

3rd)
 03 brigade (Territorial gendarmerie brigade, Madagascar and Lacka)
 Head of Commercial brigade of Kousseri ;
 Head of border post of brigade of Ngueli;
 All the principal of the institution of the borough of Kousseri;
 Inspector of Basic Education of the Borough;
 Kalamaloue National Park conservation ;
 Delegate of the agriculture of the borough ;
 Delegate of life stock fishing animal industries of the borough ;
 The borough delegate of youth and civic education;
 The borough delegate of sport and physical education ;
 Head mistress of G.T.T.C Kousseri;
 Kousseri social head of center ;
 Director CPFF Kousseri ;
 Youth multifunctional head of center ;
 Director of SAR/SM Kousseri ;
 Head of forestry post ;
 Checkpoint frontal forestry of Ngueli brigade in Kousseri ;
 Director of the institution of education and actions of Kousseri ;
 State institution of civil secondary of Amchédiré (vacant officer
position);
 State institution of civil secondary of Ndjagaré (ABOUNA
ABDRAMAN, Officer);
 State institution of civil secondary of Adjainé (vacant officer position);
 The traditional chiefdom of first degree (Sultan);
 The traditional chiefdom of second degree (Lawanats, they are usually
03 :Amchédiré, Guebala et Ndjagaré);
 The traditional chiefdom third degree, they are also 63 chiefdom.
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Organisation of activities in a company; Tools and Technical, case of the sub-divisional office
E. ORGANIGRAMME OF THE SUB DIVISIONAL OFFICE OF KOUSSERI
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The sub divisional office has basic 05 personnel they are namely above:
 The Senior Divisional Officer; He is the delegate of the distinct of Kousseri. He

usually assists the divisional officer and representation of the state, and more under
his authority;
 The Deputy of the Sub-Divisional Officer: He is under the authority of the sub-
divisional officer the assistant of sub-prefect or the sub-divisional officer. He is in
charge legalising and also assist the sub-divisional officer if he is not available or
something he can also decide in the place of the sub-divisional officer;
 The Private Secretary: He is also under the authority of the sub-divisional officer, he
is a person whose work consists of keeping the agenda of his department and his
hierarchy up to date, followed it with certain files and appointments;
 Legal and Political Administrative Affairs Office: He is in charge of all legal documents
and know of all political structure base on the district;
 General Affairs Office: This office is in charge of all seizure document needed at the
sub-divisional office and also is the only place for printing machine are being place
for work;
 Local Développement Affaire Office.
From the above, on this part of our work, we have analysed that the presentations of our
internship report, which are the creations or historical, geographical and administrative
situations with their services and organigramme. Make it to be clear that, the significance
and impact of this development on the local administration and community of Kousseri so,
Logon and Chari division, is a very known subdivision that shall be noted.
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THE SECOND PART:

THE COURSE OF THE INTERNSHIP
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I- THE COURSE OF THE TRAINING
a) Internship
An internship is a job training opportunity for white collar and professional careers,
internships for professional careers are similar in some ways but not as strict compared to
apprenticeship for professions, trade and vocational job the lack of standardization and
oversight leaves the term internship open to broad interpretations. Interns may be college
school university student, high school or training school or post-graduate adults. These
positions may be paid or unpaid and are usually temporary.
b) Case of the sub-divisional office
This is the case of the sub-divisional office of Kousseri where our mean training is being
located. Our training has took over 02 Months which usually began by the 3 ST of July to the
1st of September.
However, in this part, we are going to briefly describe step by step the different activities
that has being carry out in the structure of the sub-divisional offices.
Primo, we are first going to start with the reception and orientation that are being faced
in this internship structure. (Section II) and their main activities with some difficulties
respectively (section III).
II- RECEPTIONS AND ORIENTATIONS IN THE VARIOUS

POST OF THE SUB-DIVISIONAL OFFFICE OF
KOUSSERI.
To begin with, on this first part, we are first going to describe how we were being
welcome and oriented to the different services.
1- Reception on the sub divisional structure;

In addition, we have firstly begun our training by the 03rt of July 2023 at 7o
clock 30 minute. However, on our first day of internship, we had firstly met the private
secretary of the sub divisional officer and began to clean with him the whole structure.
Further, we have being later on welcomed by the whole structure including the divisional
office sector since they were just neighbours. More so, At the first part we have being
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frighten and curious by these structures but latter on things have gone easy and felt very
familiar to us.
2- Orientations on the different position of the Sub-Divisional

Office;
To have better experiences we were being oriented by the sub-prefect to have a

full organise time table to be in order and to the services one by one. Mores so these have
sure made us to be as if we were employers but not trainers.
Further, the first activity was with the private secretary since he was the first person to be
near and approached the Sub-divisional officer with his services. Likely, later on move to the
BAG and learn how to do some activities there to, we go to the deputy of the sub-divisional
officer know how he assist him on his absences and his role too, also to the legal political
office knowing his services to the sub-divisional office and more so.
The various activities shall be well explained deitlely in the subsequence paragraphs below;
III- THE DIFFERENT ACTIVITIES FACE IN THE WHOLE

STRUCTURE OF THE SUB-PREFECTURE AS A SERVICE.
During our internship structure, we have basically did many activities these shall
be well explain below;
1- Task available
a) Tools met on our availability:
 A group office;
 A computer;
 A printer machines;
 The presence of well-defined timetable.
b) Spots performs during our internship at the sub-divisional office, we have
made multiple task that are the following.
 The cleaning of the sub-divisional office;
 The processing of (incoming and out coming mail);

 Digital archiving of document;
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 The legalizing of the administrative document such as :( The birth certificates

diplomas, various certificates and attestation;
 The seizure and printing of various document such as, the birth certificate of
presentation of the original of the diploma, the certificate of availability in the field,
the daily information bulletin (BRQ) which is done all Monday, the summary slips of
addressed documents, file of obtaining the land title, various authorizations (public
events for the sale of the researched, opening of cinema clubs, absences permission,
messages summons and invitations;
 Moving down to the field with to solve some specifics problems.
2- Apport
The purpose of the internship report is for student to describe their accomplishment
and demonstrate what they learned at these formation training school TIC/SANS
FRONTIERE, more these training has led us to benefits and gain more experiences on the
whole administrative careers and professions. further these shall be well explained by the
professional, academic and personal level respectively.
a) On the professional level.
The internship allowed us to acquire the reflexes of professionalism, collaboration of

work in team of management by working on time within the framework of the
professionalism;
 It was the occasion for us to discover the processive world to understand how
a structure really works;
 To be integrated in a team of developing a know-how to be acquired from new
knowledge out of its comfort zone;
 To adjust my behaviour in order to be able to integrate myself into action life;
 To build relationships with certain people within the structure;
 Better clinging the notion of solidarity with this structure;
 To develop the breast of groups of the courtesy of the of the punctuality
dynamism and especially the open mindedness that are among other the important
values for life in administration.
b) On the academic level.
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 On the academic level the internship allowed us to confront the theoretical

knowledge of the school with the reality of the field and this allowed us to have
knowledge concerning the realities of the field.
c) On the personal level.
My internship stay in the sub-divisional office of Kousseri was an advantage to me in the

sense that i had the privilege:
 To reconcile the practice with the theory received at school;

 To have more experiences that is related through my themes since is the
“organisation of activities tools and technical”;
 Mores so, since my sector is an executive secretary my internee in these
structure will surely teach me a very good lesson of my role as an executive secretary
in any administrative services.
3. Difficulties face on the Sub-Divisional Office.
Despite of the above we have still some problems that we have face during our training at this
structure.
 The problem of comprehension, since i am an Anglophone, that was
main problem for me in the beginning;
 In case of the much work, the time of breaks are not being respected;
 Difficulty of the cuffs or legalizing the documents at the beginning;
 Problems of the electricity cut intensive cut of the light which
paralyzes the functioning of the structure as a whole.
In the nutshell, this internship has been an excellent and rewarding experience. We can
conclude that there have been a lot that I have learnt from our work at the subdivisional office
of Kousseri. Needless to say, the technical aspects of the work I have done are not flawless
and could be improved provided enough time. More so, it was a question for us to present the
progress of the internship in the sub-divisional office of Kousseri, it appears that during our
internship stays, we had to perform several tasks at the level of the secretariat, faced with the
tasks executed some difficulties and contribution have also raises.
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THE THIRD PART:
DEVELOPPEMENT OF THE THEME
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In a company, organization of activities refers to the department teams, responsible for

carrying out specific tasks or functions within the organization. Companies can adopt
different type of structures depending on how it considers the organization of internal division
of labour. The organization of activities in a company plays a pivotal role in its success and
productivity. Efficiently managing tasks, resources, and team coordination, is essential for
achieving desired outcome. Further, before the organization of activities in a company, there
have been a lack of structure, in efficient process and confusions among team members. The
entry of effective organization brings several benefits. Before all, the success of a business
was not summed in the establishment of an excellent marketing strategy. In today’s fast-paced
business environment, companies face numerous challenges, when it comes to organizing
activities. That’s why the absence or imprecision of an organization’s orientation in a
company are the most common problem. So, this has raised the need for affective tools and
technical that can address these challenges and streamline activities within the company. It is
mostly down on the flying of technical, applied by the rulers. Many tools are available to help
the entrepreneur access his company’s economic and financial situation. So, companies
nowadays get the information on the performances of the personnel due to the organization of
activities. Are organization of activities of tools and technical useful and important in the
company? Primo, we are first going to start with the; basic definition concept. Secondo, we
later on move to; The tools and technical of a good organization of activities. Thirdly, we go
further to explain the; Contribution of the tools and technical of organization of activities on
the work of a secretary. Lastly, we conclude our work.
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I BASIC DEFINATION CONCEPT:
 COMPANY:
A company is a legal entity formed by a group of individual to engage in and operate a
business, commercial or industrial enterprises. A company may be organized in various ways
for tax and financial liability purposes depending on the corporate law of its jurisdiction.
Likely, Is a body corporate or an incorporated business organization registers under the
company’s act.
Otherwise, the company is a financially independent organization that cannot dependent on
any authority, that produces market goods and services with a view of making profit.
 Organization:
An organization is a group of people who work together, like neighbourhood association
a charity union or a corporation.
Organization: is the foundation upon which the whole structure of management is built.
Organization is related with developing a frame work where the total work is divided into
manageable component in order to facilitate the achievement of objective or goals.
 Organization of activities:
An organized activity or group involves a number of people doing something together in
a structured way, rather than doing it by themselves.
Organization of activities: Organizational activities refers to any event used by
companies that help business create profit or income, likely organizational activities which
correlate to the business when it provides products to the market and has a significant impact
on profitability.
 Tools
This is an application or piece of software designed to help organization efficiently and
effectively.
Tools: is any instrument or simple piece of equipment that you hold in your hands and use
to do a particular kind of work, Moreso, tools are also an implement or item that is used for a
set purpose.
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 Technical:
Technical activities specify the interactions between the subject system and its actors or
roles and the effect that they have on the business. Likely: The technical level of the
organization is concerned with specific operation and defines
tasks, with actual jobs to be alone, and with performance of the technical function interrelated
with managerial level.
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II- Tools and technical of a good organization of activities.

A – Organizational tools from activity;
Organizational tools are things that help you organized or arrange your space time and task
to make your work day more productive. They can include physical tools, planner or plat
form.
 Dairies
The dairy is a time management tool for administrative activities that mentions day
after the activities completed or to be carried out, we mainly have two types of dairies namely
ephemeris and the weekly planner explain respectively.
It comes from the Greek “hemera” all those designating the day, it is a calendar from the
which a sheet is taken out every day, meanwhile the weekly planner is a summary sheet of
the fact of the week, a desk diary which indicates the day by grouping them by weeks.
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 Calendar
A Calendar is a system organizing days. This is done by giving names to periods of

time, typically days, weeks, months and years. We also have mainly a type of calendar that is
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calendar graphic. So, the graphic calendar it is similar to the schedule. It has the advantages
of highlighting the constraints of antitreaty of the operation in their character of
simultaneity’s graph is use to represent the sequence of successive operations time appears on
the horizontal axis the various operation is describe vertically and chronologically in their
executive.
 Desk organizer
Keeping your workspace organized can be very helpful in minimizing distractions while
working. Using a desk organizer for things like stationery and writing utensils or a cord
organizer for managing the various cables and wires in your workspace can help you keep
your office neat.
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 Timer
Working in short spans of time, with breaks in between, can help productivity. Timers
are useful tool for this kind of work schedule. There are many timers available, from
smartphone apps to physicals one that you can put on your desk. For some checking a timer
on their phone or computer may cause a distraction while others might appreciate the ability
to customize sounds on â digital timer. Determine which method works best for you choosing
a timing device.
B- Technical:
A technical activity shows how activities, tasks, technical roles, and technical Entities
(and optionally technical Event and Rules) work together to performed â process (producing
something of business benefit). At the technical level the activities and their workflow
recognised the activities and constraints of the COTS and technology choices as well as the
system specific needs (that is error handing, audit, archive, performance).
 Graphic calendar
It is similar to the schedule.it has the advantage of highlighting the constraint of
anteriority of the operations in their character of simultaneity. The graph serves to represent
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the sequence of successive operations time appears on the horizontal axis, the different
operations are described vertically and chronically in their execution. They may overlap
partially or not the duration granted to each is visual either by a horizontal line or by different
colours.
Example: with the a view to organizing the end-of-year exam, the STT consultant plans to
develop the subject as follows.
NB; The graphic calender is used to represent the sequence of successive operations the
time appears on the horizontal axis, the different operations are described vertically and
chronologically in their execution.
Subject design 5days

Data collection 3days
Organization 2days
Writing 5days
Control 3days
Printing 2days
RESOLUTION:
These table is representing the full organization of a meeting. so we as we can see the
below represent the full ending of the meeting is each and every element of the meeting has
their own specific day to finished their work likely , the subject designed shall be done on 5
days, the data of collection shall be done on 3 days, organization on 2 days, the writing on 5
days ,Control on 3 days, Lastly the printing on 3 days So, the sum of all shall give us 21 that
is the full ending of these meeting shall be finished on 21 days maximum. Further these
graphic table facilized for an employee to know the exact days of ending of his or her work.
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DAYS WORK 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Subject design
Data of collection
organizations
writing
control
printing
 The Gant graphics:

It represents in the form of â double-entry table with the time scale on the abscise and the
title on the ordinate. It is used for producing monitoring and simple and cumulative
achievements
Example: The data recorded in the table below represents the weekly achievements in an
SME, Moreso, these table also represent workers whom are given specific and â fix work to
do or (Precise) , If they do or realise more than the work they were asked to do , these shall
be noted , and also if they do the same or low than the precise work these shall be also noted;
clearly if their work increase or decrease toward the week it is notes ; so as we can see it
facilited the work of the Director .
Work to be done: build the graph of Gant
o THE BELOW TABLE INDICATE THE FOLLOWING

We have three employees namely NGAMBO,YOUMOIL,FALEN. To whom we have
assigned tasks for a period of one week;From Monday to Friday:At the end of the week it is
a question of taking stock and evaluating the work of each employee.
22 | P a g e
Days
Monday Tuesday Wednesday Thursday Friday
Workers P R P R P R P R P R
NGAMBO 75 50 100 75 50 75 100 100 75 100
YOUMOL 50 50 75 50 100 75 75 50 75 75
FALEN 75 75 75 100 100 150 75 100 100 125
Workers NGAMBO YOUMIOL FALEN

R R R
P P P
Days VA VAC VA VAC VA
Monday 75 50 50 50 50 50 75 75
Tuesday 100 75 125 75 50 100 75 100
Wednesday 5O 75 200 100 75 175 100 150
Thursday 100 100 300 75 50 225 75 100

Friday 75 100 400 75 75 300 100 125
Total 400 400 800 375 300 675 425 550
23 | P a g e
Days Monday Tuesday Wednesday Thursday Friday
Workers 20 40 60 80 20 40 60 80 100 20 40 60 80 100 20 40 60 80 100 20 40 60 80 100

100
NGAMBO
YOUMOIL
FALEN
Forecast
Absolute value
Cumulative absolute value
 Trt (Tables of Repartition / Distribution of task):

The task repetition tables summarize all the tasks necessary for the management of a
commercial unit it is distributed between the different salaries it is a useful tool for
controlling and improving the team’s work organization commercial.
You work as head of the sales department in the company BEAUTY HILWA. In order to
improve staff performance and avoid delays in the execution of tasks, you have decided to
distribute the tasks to your three employees, Pierre, Paul, and Lucy. In the communication
sector. Telephone complaint reception, e-mail follow-up, sale, invoicing, supply follow-up,
stock storage. Either 39tasks for Pierre /Week, 37tasks for Paul /Week, 35task for
Lucy/Week.
TRT: Sales department in hours worked per week

Tasks/operator Pierre Paul Lucy Total Total Function
Manager On% On%
Communication 36,0%
Telephone 5 10 10 25 22,5%
reception
Complaints 0 10 5 15 13,5%
24 | P a g e
E-mail follow-up 0 0 0 0 0,0%

Sale 56,8%
Estimate 17 0 12 17 15,3%
Counter sale 7 7 0 26 23,4%
Invoicing 5 5 0 10 9,0%
Payment follow- 5 5 10 9,0%
up
Stock 7,2%
management
Supply follow-up 0 0 3 3 2,7%
Stock storage 0 0 5 5 4,5%
Total 39 37 35 11 100.0% 100,0%
Most of the team’s work is devoted to sales (56.8%) and communication 36% inventory
management is reduced to 7.2% of working time, which is little.
 Schedule:
It is filing cabinet that allow you to store the document necessary for â specific date. It
comes in the form of gusseted binder or sorter with forty-three dividers twelve for the days of
the months. There are mainly three types of schedules, we have capacity, schedule, resources,
and service schedule.
Present this work on:
a) A schedule with strip.
b) A T-shaped planner.
Mr. MOTSEBO is a young business executive who is very knowledgeable on
communication issues. In order to improve the functioning of his department, he plans to
raise awareness among his 7 department heads on the advantages of teamwork and the role of
communication within and between teams.
After consultation with the department heads, it was decided to train them on the
following topics.
Constitution and animation of a team during half a day communication motivating factor of
employees ½ day he believes that this training could allow employees to make proposals
likely to improve the social climate and the performance of employees.
25 | P a g e
This training which will be held from, the November 11 can be hosted by one of the 4
establishments whose list is provided to you. The problem lies in the choices of the day
because the department heads have a busy schedule (Appendix 1:)
Mr. MOTSEBO it is up to you to determine; taking into account the availability of the venue,
Appendix 21, The date and times of this,
Appendix 1: Avaibility of department service
Mr. LONTSI Free every day except Tuesday and Friday
Mr. TALO Tuesday 8:9h Thursday all day
Madam ENYEGUE The 7 in the morning, the 10 and 11 all day
Miss BELA The 7 AF Wednesday morning Thursday 8h 17h
Mr. YOUMBI On leave until Wednesday evening
Madam PAZIMI On leave until 8 Free all week
Madam TCHOUA Monday 7/11 AF Thursday and Friday
Legend the shaded boxes indicate the occupation of the sum for the whole week.
Thursda
Monday Tuesday Wednesday y Friday
NOM M AF M AF M AF M AF M AF
Mr.
LONTSI
Madam
TALO
Madam
ENYEGU
E
Miss
BELA
Mr.
YOUMBI
Madam
PAZIMI
Madam
TCHOUA
26 | P a g e
So, the above make it to be clear that the shaded boxes replace the period where these
individuals are occupied, As we can see is the day each and everyone of them are free is
Thursday afternoon. So the meeting shall be done on Thursday afternoon each and every one
is just free at these period of time.
On these part of our work, we can say that tools and technical systems can facilited efficient
organization of activities by providing streamlined processes, enhancing communication,
automating tasks, and improving overall productivities
27 | P a g e
III- Contribution of the tools and technical of organization of

activities on the work of the secretary;
There are many ways in which the tools and technical of organization of activities help
toward the work of secretaries like, gain of time, ameliorate the performances and the
planification; these shall be well explain bellow in the following paragraph:
These are some are some of the main type that help a secretary
1. Gain of time
The presence of the organizational tools and technical activities facilited the work of the
secretary b gaining time; that is the pert network makes the personnel of the personnel of the
company or allowing the project to be carried quickly as possible. So, these as â result
finished the project earlier as well as facilitated and gain time to the company that can be
used for other activity.
2. To Ameliorate the performances
Moreso, the presence of the organization of activities of tool, technical in the company
make the employers and the employees, to ameliorate more on their performances in the
company. Though organization and the tool that â presents make the employers to do better
on their work and more than they work they have been ask to do. So, since the right tools and
technical are available for them. They can do and will do better that they are ask to do and
realize.
3. Planification of activities
These contribution help the secretary by providing a clear roadmap for task, setting
priorities and ensuring efficient time managing . It allows them stay organized, meet
deadlines, and effectively support the executive in their responsibilities. More so to decide
how best to use our resources ( people time, money, informations and equipment’s) so that
they can make significant contributions for achieving our goal, indeed planning of activies
are the main benefits for the secretary through the meetings that an executive secretary will
be in charge of;
a) Meeting
28 | P a g e
 The meeting is used to bring together few people or the staff of an

organization to meet or analysed a problem.
 There are even some other names of meetings we have, Committee,
Assembly, Debate and Seminar. Likely in the following paragraphs are the
objective of meetings.
b) Objective; Their main objective is to,
 Inform participants about the new situation, promote negotiations in
the case of divergent opinions, stimulate members.
c) Planning stage :
 Prepare the meeting ;
 Establish the agenda ;
 Choose the place for the meeting;
 Invite the participants ;
 Prepare the subject ;
 Gather the necessary documents relating to the agenda;
 Plan â Visual support ;
 Prepare the meeting place.
d) The actor of the meeting:
 The animation ;
 The rapporteur ;
 The group ;
 Organizations of the meeting ;
 The investigation.
e) Course of the meeting it can be decomposed into three parts namely:
 The opening of the meeting;

 Course of the meeting ;
 Closing of the meeting.
f) The type of meeting, meetings that can have several purposes including:
informed, make a decision, negotiate and evaluate. So we have;
 The information meeting ;

 The stimulation meeting ;
29 | P a g e
 The prises meeting ;

 The négociation meeting ;
 The training meeting.
g) The different layouts of the meeting room
A Conference room layout is the set up of chairs and tables in a conference space. The
most effective conference room layouts, layout depends on the size and style of the meeting.
Here are some types of layouts explain below:
 Boardroom style
This is the most popular meeting room style; it consists of a small group of people
sitting around a large table;
 U-Shape Style
Is another popular meeting room design for smaller discussions. It involves a
small group of people sitting around the tables in a U shape or horseshoe
formation;
 Banquet style
Like in a wedding or other event, a banquet style meeting features several large
round tables with participants sitting on chairs surrounding them;
 Cabaret style
Is the same as the banquet style the main different here is that participants will
usually sit at the back of the table and watch a presentations or speaker at the
front;
 Classroom style
Classroom style is basically lecturing style, but with tables. Meeting participants
all have tables in front of them to take notes or place other items the speaker will
stand at the front where they might do a presentation;
h) Table of organization of meetings
 These table represent the period of organization of ceremonies or
meetings that’s what shall be done first, before, after or during which activities.
30 | P a g e
Period N°order Activities

Before 1 Write the report.
After 2 Sent the invitations.
During 3 Take notes.
Before 4 Choose the room and prepare it.
After 5 Sent the report to the participants.

Before 6 Select the hostess.
Before 7 Coordinate the service of the coffee-break.
During 8 Welcome the participants.
Before 9 Prepare the document to used.
After 10 Completed the document of the report.
31 | P a g e
From the above, the organization of activities is essential for efficiency, productivity and
achieving desired outcomes. So tools and techniques, make the important for companies to
consider factors that helps in prioritizing tasks, allocating resources effectively, continuous
evaluation and improvement to ensure successful organizations of activities to ensure the
smooth coordination among team members. Likely, when activities are well organized, it
allows for better planning and management. It helps individuals and team stay focus, avoid
unnecessary delays or conflicts, and maintain a clear direction toward their goals.
Additionally, organized activities promote better communication, collaboration, and
accountability within the organization. Untimely, effective organization of activities
promotes a streamlined workflow, maximizes efficiency, and contributes to the overall
success of organisation. However, it is clear that organization of activities are the main, or the
key of a good company. Since the organizational technic help you focus your time, effort and
resources on the work that matter. Organizational technical also help to keep all stakeholders
on track to meet shared goals. As well as the organizational tools are things that help you
organize your space, time and tasks to make your workday more productive. They can
include physical tools, planners or software platforms. In otherwards, the role of the
organizations of activities, to the company is that it guides the employees, overlapping of
effort, reduces duplicates works, as well as the management of tools and technical allow â
company to complete on speed, cost and quality. So, the presence of organizational tools and
technical of activities progress and facilitate the work of a company.
32 | P a g e
THE FORTH PART:

CONCLUSION AND RECOMMANDATION
33 | P a g e
A. Difficulties face on the Sub-Divisional Office and on the

professional institution Tic San frontiers.
a. On the sub-divisional office.

Despite of the above we have still some problems that we have face during our training at this
structure.
 Work are being ask and done by pressure;
 In case of the much work, the time of breaks are not being respected;
 Difficulty of the cuffs or legalizing the documents at the beginning;
 Problems of the electricity cut intensive cut of the light which paralyzes the
functioning of the structure as a whole.
b. On the professional training school
 The problem of comprehension, since i am an Anglophone, that was main problem for
me in the beginning;
 There is lack of teachers in training school.
B- Recommendation
This report is a thorough essence of my study which i conducted as an internee in a period of
three months in the sub-division office of Kousseri. Headed by the Senior Divional Officer.
I have exclusively studied and observed the organizational structure of administrative
activities. The purpose of the internship report is to overview my performance during
internship as well as to evaluate the performance of the sub-divisional milieu and give
concrete recommendations for further improvement. Likely, the sub divisional office of
Kousseri is a structure full of qualities which does its job as it should, but however, it
experiences enormous difficulties in the daily functioning.
Despite of the above, we surely recommend also our professional academic school the both
shall submit some suggestions to you respectively.
a. Recommendation on personal level :

 We recommend that staff should take care of their passengers/ Customers by
encouraging hospitality;
 Employees must make the effort to come to work on time;
34 | P a g e
 Break times must be taken into account regardless of whatever the

occupations.
b. Recommendations on technical and professional level:
 At the sub divisional office there are not many activities law activities and
monotonous services;
 Take into account the time factor in the execution of daily tasks in order to
better serve the public;
 We suggest that you have an electronic generator so as not to slow down
activities in the event of a power cut.
c. Recommendations on personal level on academic level:
 They should have English teachers so as to facilited for the anglophones to fill
free and learn better, that is a bilingual training school.
In short it is a question for us in this part to developed our theme and looks like some
recommendation, just as done it was coming to specify that the theme of our internship
remortation arises from a problem with the sub-divisional office of Kousseri during our
internship .The recommendations both on the Administrative services and the professional
training school, allowed us to give some corrective actions that can prevent the risks related
to the lack of good stock repercussions on these activities. But still it was a great experience
for me to have a feel of the practical world and keeping in view the limitation of the study
this seems reasonable attempt.
35 | P a g e
Conclusion
To conclude, our internship report at the subdivisional office of Kousseri, as an
executive secretary, have make us to gain valuable experience in administrative tasks,
developed strong organizational skills, and improved my communication abilities. This
internship has provided for us with a solid foundation for our future career as an executive
secretary, further, during our internship at the subdivisional office of Kousseri, I had the
opportunity to work closely with my specialist, who served as a mentor and guide throughout
the experience. We assisted in managing office operations, handling correspondence,
scheduling appointments, and maintaining records. This hands-on experience allowed us to
enhance our multitasking abilities and attention to detail. Additionally, we had the chance to
observe and understand the inner workings of a government office, gaining insight into public
administrative processes. Overall, this internship has been an instrumental in shaping our
professional growth and providing us with practical skills that will benefit us in the future
career endeavors. Moreso at the subdivisional office we implemented workflow automation
software that streamlined repetitive task, reduced manual errors, and improved overall
productivity. By automating processes such as document approvals, data entry and tasks
assignments, we were able to save time and allocate resources more affectively, resulting in
increased efficiency and smoother operations. Likely We got to interact with the various
public services that are linked to the sub divisional office of Kousseri. Indeed, and learn
about how they are interconnected with what activities and tasks that are being carryout.
Nonetheless the internship was a great experience and I’m confident it will be of great
importance to me in the future.
36 | P a g e
REFERENCES BOIGRAPHY
ouvrages
 Oxford Dictionary
 ODILE GIRAUD, Techniques et méthodes administratives, Tome I
 ODILE GIRAUD, Techniques et méthodes administratives, Tome II
cours
 COURS Mr NDOGMONG
Sites internet
 http://www.indeed.com
 https://en.m.wikipedia.org
 https://www.linkedin.com
37 | P a g e

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Organisation of activities in a company; tools and technical, case of the sub-divisional office

I dedicated this humble work to,

My Mother, Kande Mahamat Ali

ACRONYMS AND ABREVAITIONS;

 LDSO/BADL: Local developpement support office/ Bureau d’appui au

1|Page Written by ZENAB MAHAMAT

THE FIRST PART:

I- PRESENTATION OF THE SUB–DIVISION OF KOUSSERI.

A. Missions of the sub-divisional of Kousseri

B. Historical of the and sub-divisional office of Kousseri

 The creation date of the sub-prefecture of Kousseri

1. Personnel (staff) and services.

Mr REBEKA civil principal administrator, Sub divisional officer of the district

 This structure is attached to several public services of the borough

 03 Public security police station in the distinct of Kousseri (1 st, 2nd et

E. ORGANIGRAMME OF THE SUB DIVISIONAL OFFICE OF KOUSSERI

6|Page Written by ZENAB MAHAMAT

 The Senior Divisional Officer; He is the delegate of the distinct of Kousseri. He

THE SECOND PART:

I- THE COURSE OF THE TRAINING

b) Case of the sub-divisional office

II- RECEPTIONS AND ORIENTATIONS IN THE VARIOUS

1- Reception on the sub divisional structure;

2- Orientations on the different position of the Sub-Divisional

To have better experiences we were being oriented by the sub-prefect to have a

III- THE DIFFERENT ACTIVITIES FACE IN THE WHOLE

 The processing of (incoming and out coming mail);

 The legalizing of the administrative document such as :( The birth certificates

a) On the professional level.

The internship allowed us to acquire the reflexes of professionalism, collaboration of

b) On the academic level.

 On the academic level the internship allowed us to confront the theoretical

My internship stay in the sub-divisional office of Kousseri was an advantage to me in the

 To reconcile the practice with the theory received at school;

3. Difficulties face on the Sub-Divisional Office.

THE THIRD PART:

DEVELOPPEMENT OF THE THEME

In a company, organization of activities refers to the department teams, responsible for

I BASIC DEFINATION CONCEPT:

II- Tools and technical of a good organization of activities.

A Calendar is a system organizing days. This is done by giving names to periods of

Subject design 5days

 The Gant graphics:

Work to be done: build the graph of Gant

o THE BELOW TABLE INDICATE THE FOLLOWING

Workers NGAMBO YOUMIOL FALEN

Thursday 100 100 300 75 50 225 75 100

Days Monday Tuesday Wednesday Thursday Friday

Workers 20 40 60 80 20 40 60 80 100 20 40 60 80 100 20 40 60 80 100 20 40 60 80 100

 Trt (Tables of Repartition / Distribution of task):

TRT: Sales department in hours worked per week

E-mail follow-up 0 0 0 0 0,0%

III- Contribution of the tools and technical of organization of

 The meeting is used to bring together few people or the staff of an

 The opening of the meeting;

 The information meeting ;

 The prises meeting ;

Period N°order Activities

After 5 Sent the report to the participants.

THE FORTH PART:

A. Difficulties face on the Sub-Divisional Office and on the

a. On the sub-divisional office.

a. Recommendation on personal level :