PROSEDUR PENANGANAN SURAT MASUK & SURAT KELUAR

Summary

In this video, Nella Sari Iskandar explains the procedures for handling incoming and outgoing letters in an office setting, specifically for a 10th-grade vocational course on office administration. The process includes key steps such as sorting, cataloging, directing, and processing both types of correspondence. For incoming letters, the stages involve receipt, sorting, and filing, while for outgoing letters, it covers drafting, approval, typing, signing, and sending. The focus is on efficient management through systematic documentation to ensure smooth workflow and organization.

Takeaways

• 😀 Understanding the process of handling incoming and outgoing letters is crucial in office administration.
• 😀 There are two main systems used for handling letters: the agenda book system and the control card system.
• 😀 The first step in handling incoming mail is to receive it, usually done by receptionists, front office staff, or security guards.
• 😀 Sorting incoming mail into categories like business or personal letters is essential for proper processing.
• 😀 Letters should be classified into urgent, regular, or confidential categories to ensure they are handled appropriately.
• 😀 Once the letters are categorized, they are recorded either in an agenda book or on a control card.
• 😀 Letter forwarding involves determining who should process the letter, which is typically decided by the leadership using a disposition sheet.
• 😀 The disposition sheet records instructions from the leadership, including who will handle the letter and what action should be taken.
• 😀 Outgoing letters go through a detailed process, beginning with drafting the letter, followed by approval, recording, typing, and correction.
• 😀 Once the letter is finalized, it is signed, stamped, folded (if necessary), and sent to the recipient.
• 😀 After the letter is processed, copies (or carbon copies) are archived using an appropriate filing system for future reference.

Q & A

What is the main topic of the video script?

The main topic of the video script is the handling of incoming and outgoing mail in an office, specifically within the context of vocational training for office administration students.

What are the two primary systems used in handling incoming mail?

The two primary systems used in handling incoming mail are the book agenda system and the card control system.

What is the role of the receptionist or security staff in the mail handling process?

The receptionist or security staff are responsible for receiving the incoming mail, verifying the sender's address, ensuring completeness, and organizing the mail based on urgency.

How is the incoming mail categorized after it is received?

Incoming mail is categorized into official (work-related) mail and personal mail. The official mail is further classified into regular, important, and confidential types.

What is the purpose of recording incoming mail, and what systems are used?

The purpose of recording incoming mail is to track and manage it effectively. This is done using either a book agenda system or a card control system, depending on the office's chosen method.

What does the term 'disposition' refer to in the context of handling mail?

Disposition refers to the instructions given by the leadership on how to process the incoming mail, including who should take action on it. These instructions can be written directly on the letter or on a separate disposition sheet.

What are the steps involved in processing outgoing mail?

The steps involved in processing outgoing mail include creating a draft, approving the draft, recording the draft, typing the letter, proofreading, signing the letter, stamping it, folding it, placing it in an envelope, sending it, and finally archiving it.

Why is it important to classify outgoing mail and keep a record of it?

Classifying outgoing mail and keeping a record of it ensures that each letter is properly tracked, managed, and archived, which helps in maintaining accountability and organization in office operations.

What are the two methods used for creating drafts of outgoing mail, and how do they differ?

The two methods for creating drafts of outgoing mail are centralization and decentralization. In centralization, drafts are created by the central office, while in decentralization, each department or unit within the organization can create its own drafts.

What are the key steps after a draft letter is created in the outgoing mail process?

After a draft is created, it is reviewed and approved by leadership. If approved, it is recorded in a registry, then typed, proofread, signed, stamped, and prepared for mailing. Finally, the letter is archived for future reference.