Correctly organized office work is one of the components of the successful work of any (even a small) enterprise. Indeed, the first impression of business partners depends on how the main documents (orders, instructions, letters, etc.) are drawn up. It is also important how quickly the flows of incoming, outgoing and internal documentation pass through.
Instructions
Step 1
A specific employee should be responsible for the document flow at the enterprise. If the enterprise is not very large, it is a secretary, an assistant secretary. If the organization includes more than one subdivision (especially if they have different territorial locations), a preschool educational institution service is organized (documentation support of management).
They are the ones who develop the company's instructions for office work, revise it, and make changes. When preparing the document, you can take the "Rules of Office Work in Federal Executive Bodies" as a basis.
Step 2
This is an important, crucial stage, because after the approval of the instructions for office work, documents in the enterprise must correspond to a certain style:
- location of details (longitudinal, angular);
- corporate font;
- format (paper size, indents).
In addition to the sample forms of the enterprise, the instructions should reflect such issues as the organization of registration of incoming / outgoing documents; organization of control over the execution of documents and decisions taken; preparation and transfer of documents to the archive, etc.
Step 3
The formation of folders in which documents of a certain subject are filed should be carried out in accordance with the nomenclature of cases. It is developed by the person in charge of record keeping, on the basis of the "List of typical management documents generated in the activities of the organization, indicating the storage time."
Step 4
Due to the fact that the work on the development of the nomenclature of cases is voluminous, requires extensive knowledge, it is more correct to organize work on it with the involvement of representatives of individual services and departments. They draw up lists of cases (also indicating storage periods), which are formed in the service or department, and the preschool educational institution makes a consolidated nomenclature of cases for the enterprise.
Step 5
To facilitate the work with documents, an increasing number of enterprises use an electronic document management system (EDMS). It is possible to choose an efficiently working EDMS for any enterprise (with the number of employees 7 or 2000). The most efficient in terms of price / quality ratio today are such systems as "Delo", "EVFRAT-Document Management".
But even if your enterprise is not yet able to purchase an EDMS, standard Microsoft Office programs will come to the rescue. Using the usual means of Word, Excel, PowerPoint, it is quite possible to organize the design of documents in accordance with the requirements of the corporate identity, set up electronic document flow.
