OFFICIAL PROCUDURES By Mrinalini Sawant Nimbalkar ACTIVITY OFFICE

OFFICIAL PROCUDURES By Mrinalini Sawant Nimbalkar

ACTIVITY

OFFICE � Work Place � Where teams of people work together � Mostly in Hierachy � Paid for their efforts by Organization � Control tower where information is processed � To take decisions � To achieve Organizational goals or objectives

COMMON OFFICE FUNCTIONS COLLECTING INFORMATION Strong Information Classifying Information Monitoring Information Processing Information Communicating Decision Taking Decision

STORY OF FOUR PEOPLE There were four People in an Office named EVERYBODY, SOMEBODY, ANYBODY & NOBODY. There was an important work to be done and EVERYBODY was sure that SOMEBODY would do it. ANYBODY could have done it, but NOBODY did it. SOMEBODY got angry about that because it was EVERYBODY’s job. EVERYBODY thought that ANYBODY could do it, but NOBODY realized that EVERYBODY would not do it. It ended up that EVERYBODY blamed SOMEBODY, When actually NOBODY accused ANYBODY.

TYPES OF LETTER � Simple Letter � Memorandum � Circular � Government Resolution � Gazette � Endorsement � Urgent Letter � Telegram

TYPES OF LETTER � Demi Official Letter � Office Order � Publicity Matter Manifesto � Unofficial Reference

SIMPLE LETTER � Private Persons and Institutions, MLA , MLC, State and Central Government, PSC, Lokayukta � Signed by HOD � Copy to Field Officer � Language � Time Limit Simple letter…

MEMORANDUM � Used To Inform Formal Orders/Sanctions � Used To Call Explanations � Subject Written in Mid Central Space � Mantralaya-By Name Of Governor � Not To Be Used To Answer DO and collection of Information Memorandum…. .

CIRCULAR Collection Of Information From Different Departments � To Inform Common Instructions � For Giving Directions for Rules/Guiding Principles � Not To Be Used For Communicating Government Decisions � Circular……

GOVERNMENT RESOLUTION � Sanction To Govt. Scheme/New Govt. Decisions � Background is mentioned � Issued On Mantralaya Level Only � GR Treated As Cabinet Decision � Language Should be ABC � Finance Dept. UOR and Grant is mentioned � Corrigendum � Standing Order File and A Record GR………

GAZETTE � Issued By name of Governor(Adhiniyamacha Upabandha) � Published in Gazette By Govt Press � Consultation with L&JD � Extraordinary Gazette � Ordinary Gazette-Thursday � Permission of Dy Secretary Gazette………

DEMI OFFICIAL LETTER � Communication Of Important Govt Decision For Personal Attention � To Call Pending Information � Horizontal Hierarchy � Time limit/Urgent/Important subjects DO Letter……

OFFICE ORDER � Internal Office Communication � Appointments/Work Distribution/Seniority List � Communication with Subodinate Offices Office Order…. .

PUBLICITY MATTER � Wide Publicity Of Events/News/Govt Policy � Director Of Information and Technology and News. Paper � Press Conference Called By DGIPR � Prepared By DGIPR Publicity Matter. .

UOR � To call Abhipray On Original Files � File Returned To Original Department � Meeting Proceedings � News Published In Newspaper � District Information Officer � To Give Explanation Onbehalf Of Govt UOR…….

FILE MANAGEMENT � Tertiary * * No. System First three letters – main subject Next Four Numbers – i) Two Numbers – Subsidiary Subject ii) Last Two Numbers – Year of the file Case Number – Branch Number -

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