Beruflich Dokumente
Kultur Dokumente
REVISION - BLOCK 4
Internal traditional - memos, reports, forms, notices Internal electronic - e-mail eg from computer to computer External traditional - anything sent by post and courier External electronic - e-mail, fax
INTERNAL MAIL
Mail which circulates and stays within an organisation Large organisations will have a system for circulating mail around its branches and departments. This can be done manually by: messenger - where someone delivers messages transit envelope - for passing messages round photocopier - make one copy for each person routing/circulation slip - the names of those to read a document are written on a slip and attached to it pigeon holes - boxes into which messages are placed to be collected notice board - staff notices can be posted on the board to be read and electronically by: E-mail - received into private electronic mail boxes on computer fax - for communications between different branches
EXTERNAL MAIL
Mail sent into and out of an organisation
In a small firm the receptionist will deal with the mail. A large organisation dedicates a whole department to mail handling. A mail department will have 2 sections, one to handle Incoming mail and the other Outgoing mail These 2 sections have equipment suited to speeding up the process of mail handling. Here are some examples of mail room equipment In the incoming mail section In the outgoing mail section letter opening machine folding and inserting machine date stamp franking machine remittances book postages book pigeon holes addressing machine trolley shredder electronic postal scales
The rest
Deal with as for urgent
Incoming voice mail ie telephone messages, should be written down and placed in the appropriate persons pigeon hole.
Now answer the following questions in sentences on paper. 1 2 3 4 5 6 7 Name 4 different types of mail. Why is mail important to any organisation? What is the difference between internal and external mail ? Suggest 2 methods of circulating mail. In which section of the mail room is the remittances book? What exactly is a date stamp used for? An organisation suspects postage stamps are being stolen. Name a machine which solves this problem and say why. 8 How should mail marked private and confidential be processed?
9 What is the importance of a remittances book? 10 How should important legal documents be sent in the post? Now check your answers with the solution and note your score.
PROBLEM SOLVING
Answer the following on paper.
The outgoing mail section of your mail department struggles to complete their work before 5.30 each evening.
Suggest 5 procedures and/or pieces of equipment which could speed up the process and explain in full how it will help the outgoing mail staff to leave the workplace by 5.00 pm.