DISTANCE TRAINING COURSE ON OFFICE MANAGEMENT

374 Pages·2005·0.75 MB·English

DISTANCE TRAINING COURSE
ON
OFFICE MANAGEMENT

(DLM MODULE)

DEVELOPED BY THE ANCHOR INSTITUTE

Dr. MCR HRD INSTITUTE OF ANDHRA PRADESH
ROAD NO. 25, JUBILEE HILLS,
HYDERABAD – 500 033
Phone: [phone]; Fax: [phone]

UNDER THE ‘UNDP’ PROJECT ON
‘ STREANGTHENING OF STATE ATIs’

THROUGH
DEPARTMENT OF PERSONNEL AND TRAINING
GOVERNMENT OF INDIA

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ACKNOWLEDGEMENTS

The development of the Distance Training Package on ‘Office Management ( AP State
specific)’ under Distance Learning Methodology (DLM) has taken place under the
‘UNDP’ Project on ‘ Strengthening of State Administrative Training Institutions’ through
Department of Personnel and Training (DoP&T), Government of India.

The Dr. MCR HRD Institute of Andhra Pradesh has been identified as Anchor Institute to
develop this DLM Module. Sri Kalluri Nageswara Rao and Sri D. Siva Prasad of the
HRD Institute have been selected as anchor persons for development of the module.

We, the anchor persons, sincerely express our gratitude to the Director General, HRDI for
selecting us for undergoing the DLM course at IGNOU, New Delhi and for permitting us
to develop the DLM module. We also extend our gratitude to the Additional Director
General (TC), Additional Director General and Joint Director General for their
continuous support, encouragement and valuable suggestions through out the
development of the module.

We would like to express our gratitude to the Department of Personal and Training
(DoP&T), particularly Sri OP Agarwal, Joint Secretary, Sri S. Venkatesan and Sri J.
Minz, DoP&T for their support, encouragement and suggestions provided during the
development of the module.

The anchor persons haVE received the required input on development of a module using
Distance Learning Methodology in the DLM course conducted at IGNOU, New Delhi
during October 2001. We express our thanks to the Course Director and Faculty members
of IGNOU for providing the inputs during the DLM Course.

We gratefully acknowledge the contribution of Sri Samarendranath and Ms. Savitri, New
Delhi as mentors in developing the module. We also thank them for allowing us to use
the DLM package developed by them.

Sri.B.S. Prakasa Rao, known expert in the area of office management, has taken lot of
pains in going through the entire module. We sincerely thank him for his valuable and
continuOUS suggestions on the content during the development of this module.

The participants of the Validation workshop have given a valuable suggestions, which
have helped in improving the content. We are grateful for the suggestions.

We extend our sincere thanks to the faculty members
and staff of HRDI and to those who have helped us,
directly or indirectly, in developing the module.
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DISTANCE TRAINING COURSE ON

‘OFFICE MANAGEMENT’

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CONTENTS

(cid:1)
COURSE GUIDE

(cid:1)
MODULE 1: TOTTENHAM SYSTEM OF OFFICE
PROCEDURE

(cid:1)
MODULE 2: TAPPALS AND FILE MANAGEMENT

(cid:1)
MODULE 3: NOTING AND DRAFTING

(cid:1)
MODULE 4: FAIR COPYING AND DESPATCH

(cid:1)
MODULE 5: DISPOSALS AND RECORD MANAGEMENT

(cid:1)
MODULE 6: CHECKING OF ARREARS AND DELAYS

(cid:1)
MODULE 7: MECHANICAL AIDS

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DISTANCE TRAINING COURSE
ON

OFFICE MANAGEMENT

COURSE GUIDE

DR MCR HRD INSTITUTE OF ANDHRA PRADESH
ROAD NO: 25, Jubilee Hills, Hyderabad- 500 033
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Telephone : [phone]; Fax No: 040 23548889

BACKGROUND /CONTEXT
The National Training Policy envisages "Training for All" and emphasizes
the importance of training to the personnel working particularly at the cutting
edge level. The Andhra Pradesh State Government has also identified training as
a priority area. As the apex training Institute of the State Government, the Dr.
MCR HRD Institute of AP is making all efforts to implement the State Training
Initiative of providing training to all public functionaries. It is obvious that
conducting training programmes by one organisation at one place may not be
sufficient to achieve the massive and challenging task of providing training to all
the government functionaries working at various levels at various places.
Keeping in view the large number to be trained, the HRDI has thought of
decentralization of training activity. As part of the decentralisation of training the
Institute has established District Training Centres in all the 23 districts in the
State. Also Government departments were encouraged to establish training
cells/centres in their departments and to conduct training programmes to their
employees. In addition to the above, in order to cover more number of
functionaries and to provide an uniform input, the Institute has developed
Interactive Training Films mostly on Rules and Procedures based areas using
DVD technology and established a DVD centre in all the District Training Centres
to conduct courses using these interactive training films apart from general (fact-
to-face) training. DVD centres were also established in some of the selected
departments/departmental institutions. Yet the existing training facilities are not
able to meet the demand.
It is known that all the decisions and correspondence in the government
are being done through files and a particular office system is being followed in all
government offices of AP. Every employee of the government should be aware of
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the Office Procedures, (Office System, File Management, records etc.). Many of
the government functionaries, particularly support level staff working at field level,
because of various reasons, (work pressure, distance, shortage of staff etc.), are
not able to attend training.
Keeping in view the above and to cover a large number of personnel and
to provide opportunity to learn while they are working at their work places , the
Dr. MCR HRD Institute of AP has developed a Distance training package on
"Office Management" with special reference to office procedures of AP using
Distance Learning Methodology under the ‘UNDP’ Project on ‘Strengthening of
State Administrative Training Institutions’ through Department of Personnel and
Training (DOP&T), Government of India.
TARGET GROUP:
Government Functionaries.
THE COURSE AND ITS AIM
"Office Management is an essential feature to any department irrespective of its
size & nature as well as area of operation. The present distance training course
aims :
To build capabilities in discharging day-to-day functions by imparting
required knowledge & skills in rules/procedures of dealing correspondence,
registering the currents received, processing, drafting, fair copying, dispatching,
disposals and record maintenance etc.
Though imparting skills through distance learning methodology may not be
possible, by responding to the activities and self assessment questions
incorporated in the Self Instructional Material and also the assignments/tests
proposed, the trainee may acquire some skills.
DURATION OF THE COURSE : 2 Months
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COURSE OBJECTIVES:
At the end of the training, the trainees will be able to:

1. describe the salient features of the Tottenham System of
office procedure

2. describe the items involved in general discipline in office
administration

3. describe the procedure involved in receipt and distribution
of tappals

4. describe the significance and procedure in maintanance of
Personal register and Registering Tappals

5. describe the procedure in arrangement of a File

6. describe the salient feature of preparation of an office note

7. list out types of communications commonly used in offices

8. describe the procedure in noting and drafting

9. prepare a note and draft of a given situation

10. list out kinds of disposals

11. prepare index slip and disposal jacket

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12. describe the procedure of records maintenance

13. describe the steps involved in checking the registers to
prevent delays

14. list out and describe various types of mechanical aids
that are used in office

COURSE STRUCTURE:
The course is divided into the following seven (7) Modules:
1. Tottenham System of office procedure
2. Tappals and File Management
3. Noting and Drafting
4. Fair copying and Despatch
5. Disposals and Record Management
6. Checking of Arrears and Delays
7. Mechanical Aids
STRUCTURE OF MODULES:
Each module is further divided into units as detailed below:
MODULE 1: TOTTENHAM SYSTEM OF OFFICE PROCEDURE
Introduction
Unit – 1: Office and office system
Unit – 2: Salient feature of Tottenham system
Unit – 3: General Discipline
MODULE 2: TAPPALS AND FILE MANAGEMENT
Introduction
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Unit – 1: Receipt and distribution of Tappals
Unit – 2: Maintenance of Personal Register
Unit – 3: File Management

MODULE 3: NOTING AND DRAFTING
Introduction
Unit – 1: Noting
Unit – 2: Drafting
Unit – 3: Types of Communication
MODULE 4: FAIR COPYING AND DESPATCH
Introduction
Unit – 1: Fair copying
Unit – 2: Despatch
MODULE 5 : DISPOSALS AND RECORD MANAGEMENT
Introduction
Unit – 1: Types of Disposals
Unit – 2: Maintenance of Records
MODULE 6: CHECKING OF ARREARS AND DELAYS
Introduction
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Unit – 1: Registers to be maintained
Unit – 2: Stock files and other reports
MODULE 7: MECHANICAL AIDS
Introduction
Unit – 1: Manual Aids
Unit – 2: Mechanical (Electric/Electronic) Aids

LEARNER SUPPORT:
- As the package is developed using distance learning methodology, the course
material, in parts, will be sent to the participants by post and / or through e mail
where ever such facility is available. The seven modules of the course will be
sent separately . For each module, some time will be given to the learner to go
through the material. At the end of each module there may be an assignment or
test to assess/reinforce learning.
- Counseling support will be made available through:
- Identified local/nearby Resource persons, where ever possible
- Resource persons of District Training Centers
- District Training Centers and DVD Centers in DTCs which are
functioning in each district. Participants can avail the facility as and
when they visit the district headquarters.
- quick response to the queries of Learners either by post or e-mail
WORKSHOP:
A one or two days workshop at different places near to the participants is
recommended for clarification of any doubts and also to conduct the proposed
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