ACCOUNTS

&
ADMINISTRATION
HANDOUT NO.4

OFFICE - PROCEDRE
OFFICE IS A PLACE WHERE PEOPLE WORK
AN OFFICE CAN BE OF MORE THAN ONE KIND AS BELOW:
OFFICE WORK
RELATED
Fixed Office
--------- Stationery
Mobile Office
--------- Moving-Car, Vans etc.
Camp Office
--------- Temporary office
Head office
--------- Main office
Branch office
--------- Subsidiary to Main office
Govt. office
--------- Govt. functionaries
Business office
--------- Where business is carried out
Work office
--------- Where workshop is in operations;
architects, lawyers, doctors etc.
Sub office
--------- Extension of office
Private office
--------- where work is done in privacy such as
home
Public office
--------- Where public is attended to
In all offices humans work

OFFICE - PROCEDRE
Hence:
Office is a place where people get together to interact within
themselves (organization) and with people from outside (public)
to generate work (business) activity
Office consists of:
Human beings
Furniture & Fixture
Space its utilization
Building (Structure)

Hence LAYOUT ARRANGEMENT needs to be done.

OFFICE - PROCEDRE
OFFICE LAY INFLUENCES:
Your attitude
Your work life
Your efficiency
Your output
Your motivation
Your privacy
Your safety
Your creativity
Your control
Your stress
Your performance
Therefore for better results from a given organization, office layout
needs good and immediate attention by improving social structure to
bring about overall efficiency &output of its inhabitants (workers)

OFFICE - PROCEDRE
Office is where you:

Think

Produce

Generate

Use your abilities

Office is where you perform an activity.
Office is where you are most exposed to people.
Office is a place which has:
Existence (physical)
Size (big or small)
Economics (bought or rented)
Type (building mobile van)
Design (layout, interior)
Facilities (F/f, Machines)
Image (well-done, simple etc)
Hygiene (ventilation + other things)
Convenience (Comfortable + appropriate)
(Office has an environment)

OFFICE - PROCEDRE
CONCEPT OF PROXEMICS
Mans use of space as an aspect of culture
PROXEMICS is derived from two words:
Proximity

------

nearness, closeness, bondness,

understanding

Mix

------

Interaction, relationship, communication

Modern organizations / offices are cultures -----Habits, traditions, values, rules regulations, principles, codes &
ethics
So, Office has an environment + culture

OFFICE PROCEDURE

Office procedure is laid down in T&T Manual

Vol.II
Secretariat instructions also to followed in
this regard.
Electronic mail system is also introduced upto some extent, which has changed the
procedure being used in manual system.

OFFICE PROCEDURE
T&T Mnl. Vol.II Ch.XI Misc. Rules

Jobs in organisation consist of Duties &

Responsibilities.
Employees have to perform some job termed as
Duties
Job which have to be done indirectly termed as
Responsibility.
Sufficient knowledge of Rules and Regulations is
required to run an organisation/office smoothly.

OFFICE PROCEDURE
The Office/Clerical work should be in accordance with

the procedure
RECEIPT AND DISTRIBUTION OF MAIL/DOK

By central/general section as per duties distribution.

By name covers to be delivered unopened.
Every incoming letter to be office stamped with date.
Record of registered covers, data and senders name.
Letter entered on register, delivered to sections and proper
dealing officials.
Important letters, fax,telegrams noted separately and brought
into the notice of concerned officer at once.
Disposals of the letters should be prompt.
Reminders after 15 days if no response the higher officer is
informed for seeking his advice.

OFFICE PROCEDURE

NEW FILES:
New files are opened section-wise and subject-wise.
Index register is maintained with brief subject.
File number should clearly indicate Unit/Office/ Section name
When a file is in movement and an important /urgent case is

required to be submitted then a new file bearing the same

number with KW to indicate the nature of the case.

OFFICE PROCEDURE

FILES TO SENIOR OFFICERS

Case is submitted in proper file indicating all the
relevant papers duly flagged in file board of band.
Draft letters are submitted as D.F.A.
If necessary be flagged as Immediate Priority or
Importantto indicate the nature of the case.
File must be routed through movement register.
Some time the matter is required to be discussed with
in several concerned branches/sections and then
dealt with by the proper section/branch.

OFFICE PROCEDURE

DISPOSAL OF LETTERS
Routine correspondence is disposed off by the concerned
officer.
The policy matters relating to Administrative powers &
Financial powers are dealt with by the Authorities themselves
or by the Authorised Officers.
Notes should contain facts, brief history of the case, relevant
rules/references and proper points/suggestions for facilitating
the decision.
The draft is approved by the officer if referred onward to the
next higher officer for his information and approval.
The personal files and other important files are always kept
under lock and key by the responsible officers.

OFFICE PROCEDURE
Some abbreviations & descriptions to be used in
PUC
Paper Under Consideration
office

F.R
U.O
D.O
S.N
K.W
L.F
DFA
MEMO
O.M.
P.P
O.O.
ENDT

O.C

Fresh Receipt
Un-official Letter
Demi-official Letter
Senial Number
Keep With (File)
Link File
Draft For Approval
Memorandum
Office Memorandum
Previous Paper
Office Order
Endorsement
Office Copy

OFFICE PROCEDURE
Different Forms/kinds of official communication:
Letter
Office Memorandum (O.M)
Memorandum
Demi-official Letter. (D.O)
Un-official Note. (U.O)
Endorsement.
Notification.
Resolution.
Press communiqu /Note

Office Order.
Corrigendum.
Each of the above forms is meant for different purpose and issued on
different occasions. Their style and language also vary from each other.

OFFICE PROCEDURE
Draft writing, Note writing and making precise

of lengthy matter, requires special skill.

Authority making the signature should
carefully read the contents of the letter before
putting signature and issuance of the letter.
Classified Matters:
Official matter and material requiring special
protection is awarded security classification
and is known as Classified Matter.

OFFICE PROCEDURE
SECURITY DONTs:
Dont talk about your work, either at home or in offices, except
you have to. Avoid the temptation to talk about the secrets with
which you deal.
Dont leave your room with secret papers lying on your desk.
Lock them up before leaving.
Dont sign receipts for secret papers without a thorough
check.Look through the files and count the papers.
Dont keep drafts, rough notes, spare copies and other odd
paper which are no longer needed in files having security
classification.
Dont forget to see that a secret paper is diarised immediately
on receipt and before despatch.
Contd..

OFFICE PROCEDURE
Dont talk on secret matters on the telephone.

Telephones are not safe.

Dont send secret papers loose by hand.
Remember to double check your keys, safes and
presses.
Remember that SECURITY IS YOUR
RESPONSIBILITY.

OFFICE DISCIPLINE
Seeing discipline as respect for

agreements which are directed at

achieving obedience, application, energy
and the outward marks of respect.
Fayol declares that discipline requires
good superiors at all level.
Discipline is core of an organisation.

OFFICE DISCIPLINE
P&t Manual Vol.II, Rule 11 to 108
T&T MNL. Vol.IV(New)Chap-XIX, Rule 611 to 708

(DETAILS)
Procedure for punishment
Procedure for selection of
Inquiry Officer
Suspension
Resignation
Dismissals
Removal (Reduction of Estt.)
Absence from duty

Rule 612 to 613-C(A)

612-C(b) to 615
617 to 628
629 to 632
634 to 636
638
639 to 640

OFFICE DISCIPLINE
Desertion

Rule 641
To leave the station
Rule 666
To leave office/duty
Rule 667
Incompetence
Rule 642 to 647
Censure
Rule 705
Issue of orders (In writing) Rule 698
Secret & Confidential Paper Rule 688 to 692
NO SUSPENSION UNLESS:
Wilful refusal to carryout the orders.
To Hamper the Inquiry
In Police custody
Result of a case in dismissal Rule-621 (E) I to IV

OFFICE DISCIPLINE
Appeals
Petitions
Representations
Memorials

Rule 710
Rule 715
Rule 715
Rules 723-A Part-1(2)