DESK MANUALS FOR OFFICE PROCEDURES

A desk manual can be of immense help in an office situation. The order in which a desk manual
is put together will differ from person to person. The following is a sample outline of a desk
manual. It is suggested that the manual be placed in a three-ring binder for ease of use. In
training sessions and meetings, you will receive things that you may like to add. Occasionally,
evaluate your desk manual and make corrections and changes to keep your manual current.

Topical outline for procedures section of the desk manual:

I. Incoming/Outgoing Mail

A. Mail register
1. Explanation of posting procedure and location of the records
2. Sample (include snapshot of location on TRIM, as applicable

B. Distribution of the mail
1. Identify Books, Forms etc. for persons to sign for receiving mail from your desk.

C. Identify destination mails normally go to upon leaving the department

C. Mail Schedules (identify time of day when mails are scheduled to leave the Department and
process of utilizing the in-company mail system


II. Correspondence

A. Interoffice correspondence

1. Identify model interoffice memorandum forms (identify where blank MEMO templates are
located on TRIM)
2. Identify file/cabinet location where signed off hard copies are stored

B. Outside correspondence

1. Model letter forms (identify where blank up-to date letter templates are stored (including
ITBP letters

III. Stationary supplies

Ordering
1. Identify items to be stocked and location
2. Prepare a min/max levels for routine stationary supplies.(attach a table)
3. Describe the preparation of the request and approval process (sample reservation)
4. Identify who the request has to go to purchase/collect items
5. Describe action to be taken for items currently not available
6. Identify where approved copies/ back-ups are stored
Issuing,
Outline the procedure for managing stationary inventory, including periodic inventory
counts (state frequency) and record of items dispatched to relevant persons.



IV. Filing

1. Centralized filing system identify location on TRIM where all documents passing through
your desk should be stored. Include a list of the documents and snapshots of the location on
TRIM. Also include folder name for hard copy storage. You may have to label the cabinets for
reference.

2. Identify the required time-frame for filing each document


V. Reports:

1. List all weekly, monthly, fortnightly, annual reports that are produced by the PM Section
2. Identify the timing when report is due and person to remind. Include when this reminder
should be sent.
3. Identify where electronic and signed-of copies are stored.


VI. Project/Contract related Duties

Invoices, Contract Completion, taking of minutes of meeting etc.


VII Maintenance Planning Duties

Collating and distributing of monthly MOs.
Identify a deadline


VIII Attendance Register


IX. Office Machines

A. Identify location of machines and equipment available for administrative duties
B. Identify persons to contact in the event of malfunction, toner re-fills, paper etc. Provide E-
mails and contact numbers

D. Describe the process for obtaining copying, binding, scanning services (if applicable)



X. Telephone Procedures

1. Identify other office telephone lines that should be answered/pulled in the vent other members
of staff are not there to receive.
2. Describe a simple process of taking messages on behalf of other staff and method of
conveyance to the recipients.
3. system of recording date and time of inviting contractors to pre-tender meetings.

XI Meetings

Describe booking procedure
Include procedure for ordering meals
Laptop, projector set-up and removal
Actions logs and TOR