CHAPTER I

INTRODUCTION

If the systems recommended in this book are implemented the staff team can expect to
enjoy some of the benefits outlined in the below.

CHAPTER II
DISCUSSION

A. Good office administration means

1. Organizational structure chart
The staff team and visitors to the office can visualize how the
organization is structured and what its reporting lines are.
2. Office visitors
Will feel welcome and informed, and leave with good impression of the
office.
3. Appointments system
Visitors will have more guaranteed access to the staff member visited, staff
will be less disrupted by visits and a record of visitors will be kept.
4. Reception system
Incoming telephone message will be recorded and callers will experience
good customer service.
5. Correspondence
Different letter format will be used as appropriate and the quality of written
correspondence will improve.
6. Office communication
Internal memos and meetings will be used to facilitate communications
within team.
7. Filing and report keeping
Different type of information will be stored appropriately and all
documents will be securely filed and easy to access.

8. Administrative audit
Office system will be regularly monitored so that they can be continually
improved.
9. Resource centre
Book and other important documents will be well organized, classified,
indexed and appropriately shelved so that staff and others can find what they
need quickly.

B. Semi-formal letter
Notes for a semi-formal letters:

Each new paragraph is indented

It is opened with dear (followed by the persons first name) and comma.
The closing is informal: sincerely, regards, yours, truly, or sincerely yours.
It is signed by hand only (no typed name or job title underneath).

Notes for a formal letters:

Instead of typing your address at the top, you can use letterhead paper.
The letter is signed below (not beside) the closing and the full name of the sender,

and the job title is typed below the signature.

In the UK, the closing your sincerely is used for closing letter to people who you
do not know, and your faithfully is used for closing letters to people you do know.
In the US, sincerely is the most common closing.

C. Checklist management and development of a resource centre

1. Record keeping
The following records should be kept in the resource center:
Subject, author and title indices
Regular loan register
Short loan register
Cashbook (for fines, etc)
List of authorized borrowers.
2. Daily management

Unlock the resource centre in the morning and be sure that it is clean.
Do a quick check to see that all books are in their correct places and facing

in the right direction.

Open the reguler loan register and look to see what books are overdue, due
back in the resource center that day or the next day. See who borrowed the

book and its title. Remind borrowers that they have a book due.
Help users with the inventories. Using the resource center, and finding book.
Maintain security of the resources center at all times.
Check the short loan register at 1.30 pm to see what resources are due bakc in

the resources center by 2pm and remind the borrowers they have books due.
Check in and check out books as needed.
Update the three inventories (author, subject and title) as needed.
Catalogue, stamp, label and shelve new books.
Plan, organize and facilitate monthly resource centre meetings.
Maintain and update the resource centre notice board regularly.
Follow up overdue or damaged books; collect fines and update cash book.
Repair books as needed (attach comb binding, be sure titles appear on spine,

etc).
Lock the resource center at 2pm.
Make photocopies as needed and maintain the photocopier cash book.

Resource center development

Identify and find new books users want and need.

Develop a reception system in the resource center for new visitors (tour,

brochure, points of introduction, etc).

Order book catalogue and subscribe to free magazines and newsletters.
Prepare on orientation tour for users of the resource center.
Make displays (desk, wall and shelf) to encourage more people to borrow

books.
Review resource centre policies and think about how to improve them.
Advertise the resource centre so that more people use it.
Increase accessibility of the newspapers and new resources.
Improve communication with resource centre users by informing them when

new resources come in.

Improve the classification systems.
Monitor what books are being borrowed and replace unused books with new

ones.
Bind workshop materials and classify them by topic so they are easier to find.
Obtain more shelves and magazine boxes.

D. Resource centre records

The subject, author and title indices should be kept either together in a file or
in separate files, but all clearly labeled so that they can be used easily. Because these
are big documents, they cannot be updated whenever a new resource arrives. The
resource centre manager must see that new resources are handwritten on the
inventory and reprinted either four times a year or whenever there have been many
changes on the inventory.
The weekly loan register is a ledger that records information about book that
have been taken out of the resource centre for five working days. For each resource
taken out, the date borrowed, borrowers name, full title of the resource, the date that
the book is due back in the resource centre and the signature of the person who
borrowed the book must be recorded. There must also be a space for the resource
centre managers signature so that when the book is returned, she will sign to stay that
the borrower no longer has the resource. After the resource centre manager signs the
register, the resource is her responsibility, not that of the borrower.
The daily loan register is also a ledger, but it records information about what
books have been taken out of the resources centre only for the day. It contains the
same information as the weekly loan register and the same procedure is used to
maintain it.
The cash book is just like a petty cash ledger. It is used to monitor the income
and expenditure of the resource centre. For each transaction, it should include the
date, description (payment of overdue book fine, expenses of book repair, etc),
amount paid out or in, and the current balance. The resource center cash should be
kept separate from the petty cash or photocopier income.
A list of authorized borrowers should be kept up to date. According to the
policy, the members and staff may borrow books, but at some points, other
consultants or partners may be authorized to do so. The resource Centre manager
should keep a list of the people who may take books from the resource centre so that
there is no discrepancy between policy and practice.

CHAPTER III
CLOSING

A. Conclusion
Good office administration means
1. Organizational structure chart

The staff team and visitors to the office can visualize how the
organization is structured and what its reporting lines are.
2. Office visitors
Will feel welcome and informed, and leave with good impression of the
office.
3. Appointments system
Visitors will have more guaranteed access to the staff member visited, staff
will be less disrupted by visits and a record of visitors will be kept.
4. Reception system
Incoming telephone message will be recorded and callers will experience
good customer service.
5. Correspondence
Different letter format will be used as appropriate and the quality of written
correspondence will improve.
6. Office communication
Internal memos and meetings will be used to facilitate communications
within team.
7. Filing and report keeping
Different type of information will be stored appropriately and all
documents will be securely filed and easy to access.

8. Administrative audit
Office system will be regularly monitored so that they can be continually
improved.
9. Resource centre

Book and other important documents will be well organized, classified,

indexed and appropriately shelved so that staff and others can find what they
need quickly.