PROSEDUR PENANGANAN SURAT MASUK MELALUI BUKU AGENDA

Summary

This video tutorial provides a comprehensive guide on the six essential stages of handling incoming letters in office administration. It covers the entire process, from reception and categorization to recording, directing, delivering, and storage. Key roles like the receptionist, secretary, and archivist are highlighted, detailing their responsibilities in ensuring smooth letter management. The video aims to help office administrators understand and apply these procedures efficiently for effective office organization. Aimed at boosting administrative skills, this tutorial is a must-watch for those involved in office management and letter handling.

Takeaways

• 😀 The first step in the mail handling process is the reception of incoming mail by the receptionist.
• 😀 The receptionist checks the completeness of the letter, including the recipient's address and department.
• 😀 Once the mail is validated, the receptionist passes it to the secretary for further processing.
• 😀 The secretary classifies the mail based on its recipient (leader, manager, employee, etc.).
• 😀 The secretary then records the mail in the agenda book, marking its key points and applying a stamp.
• 😀 A disposition sheet is attached to the letter for the leadership to provide instructions.
• 😀 In the direction phase, the secretary delivers the letter along with the disposition to the designated leader.
• 😀 After receiving the disposition, the leader provides instructions for further actions.
• 😀 The letter is then delivered to the designated person for further processing, with a signature as proof of receipt.
• 😀 Finally, the mail is archived by the archivist using a specific procedure to ensure its proper storage.
• 😀 The archivist labels and organizes the archived letters in specific folders according to their subject matter and recipient.

Q & A

What is the first step in handling incoming mail according to the video?

The first step is the receipt of the mail, where the courier delivers it to the receptionist, who checks the completeness of the address and the intended recipient.

What role does the receptionist play in the mail handling process?

The receptionist is responsible for checking the completeness of the mail, including the address and intended recipient. If everything is correct, the receptionist records the mail in the expedition book and forwards it to the secretary.

How does the secretary categorize the incoming mail?

The secretary categorizes the incoming mail based on its recipient, whether it is for the leader, manager, or other staff members.

What action does the secretary take after categorizing the mail?

After categorizing the mail, the secretary reads it, highlights the main points, stamps the agenda, and records the details in the mail agenda book.

What is a 'disposition sheet' and how is it used?

A disposition sheet is a document that contains instructions or commands from the leader regarding how to proceed with the mail. After being filled out by the leader, it is passed on to the intended recipient.

What happens after the secretary receives the disposition from the leader?

Once the secretary receives the disposition from the leader, they forward the mail to the designated person, who must sign the receipt in the internal expedition book.

What is the role of the archivist in the mail handling process?

The archivist's role is to receive the mail from the secretary, check it, and proceed with organizing and storing it. This includes preparing folders and recording the mail properly.

What materials does the archivist use to store the incoming mail?

The archivist uses HVS paper, a map snackhelter, paper clips, rulers, and scissors to organize and store the mail properly.

How does the archivist prepare the mail for storage?

The archivist arranges the mail and HVS paper together, clips them, and places them in the map snackhelter. The archivist ensures everything is aligned and properly sized for storage.

How does the archivist label the stored mail?

The archivist writes the subject of the mail on the folder, using a marker to indicate the type of correspondence, such as 'offer' or 'complaint,' and arranges them accordingly in the filing system.