Incoming and outgoing correspondence
A secretariat or a registry office is a place with heavy traffic. The issue very often omitted in the automation plans is the improvement of the work of this place, even though it has quite obvious influence on the functioning of the entire organization.
Problem
Brak wewnętrznej procedury postępowania z dokumentacją. Długi czas realizacji wysyłek.
Lack of the internal procedure concerning the handling of documentation. Long time of dispatch. Lack of cohesion in documenting the progress in the realization of particular activities. Hindered reporting due to the lack of the cohesion in documenting.
Solution
Construction of the process and its diagram in the area of circulation of documents. Identification of process products (external and internal documents), categorization of the process products. Formulation of the rules of the circulation of documents with consideration of the reduction of process gaps in the form of repetitive activities. Introduction of a clear and transparent for all participants of the process circulation of documents which would simplify the finding of particular letters, monitoring of the case and effective handling of matters.
Benefits
More effective and faster circulation of documents. Reduction of costs of sending correspondence connected with the expanded labour intensity of the process. Creating the possibility of generating reports with the results of the performance of particular tasks and identifying the measures used to verify the effects.