The Manager's job with documents
Among the most time-consuming works, working with documents is one of the leading places. It is estimated that the administrative personnel spend on paperwork from ZO to 70 % of the time. The volume of incoming information coming to the head, is very large. In turn, a lot of outgoing documents signed by the Director. This overload occurs through defects in the technology of documentary procedures. Often this is the fault of the leaders who try "to be aware of all the issues." As a result of this the head "chokes" the flow of information, miss important messages and at his workplace is delayed information.
The first necessary condition for the improvement of this work is the mode of "filtering" incoming documents, and extracting from it flows the information on which the decision can be taken only by the head. The preliminary allocation of incoming documents for recipients must be in the office or with the Secretary of the head.
As a rule, the head of the table to receive the documents that require the management of material, money, labour and other resources. All other documents that require decision-making, should be sent to the responsible persons.
Second direction is improvement of work with outgoing documents.
Rational allocation of rights and duties between managers and subordinates allows to rationalize and work with the outgoing mail. You need to make the best possible use right transfer signing of documents the responsible executors. In this case, achieving a dual effect: releases a Manager and however, increases the initiative of subordinates.
Another aspect of working with documents is to increase the speed of individual work with documentary information.
For efficient work with document Manager should possess a fast (dynamic) reading. Studies show that slow reading is due to two reasons. The first reason is the irrational movement of the eye of the reader.
To get rid of this disadvantage can be simple exercises. For this reading you need to close the read line, such as a folded half sheet of paper. Some discomfort at the beginning of these exercises next kompensiruet a noticeable increase in the speed of reading and assimilation of volumes of documentary information.
A second cause of slow reading — articulation, pronunciation of the text read. In order to get rid of articulation, developed special techniques that allow to increase the normal reading speed of 200-250 words per minute to over 1000 words, without reducing the level of understanding and assimilation of the text. The initiative leader can learn and other ways of streamlining the paperwork.