Each employee of the personnel service knows about the existence of such a props as resolution. On the document it is indicated by the director of the organization. Let's consider this props in more detail.
General information
Manager's resolutions on documents express a written instruction on the order of execution or use of the act. This props are present on incoming or local papers. Also resolution on documents is affixed officials of higher bodies. In addition to official acts, this props are present at appeals from citizens.
In practice, the content of the record determines the procedure for resolving a particular issue, request, consideration of an application. Simply put, this props expresses the employee's attitude to the content of the act.
Resolution on the document: sample
Normative acts determine the structure of the props. It should contain the following elements:
- Initials and surname of the performer.
- Content of actions (task).
- Deadline.
- Signature of the chief.
- Date.
Depending on the content of the recording, certain elements may be missing.
Classification
Within the framework of an enterprise's activities,various managerial issues that require specific solutions. In some cases, the actions for a particular problem can be typical. In accordance with this, types of resolution on documents. Requisites can be specific or general.
The former are expressed by a verb standing in an imperative mood or in an indefinite form. They are addressed to specific individuals. How to look aboutAre there any resolutions on the documents? Examples it is possible to result such: "To execution", "For information", etc.
Content
Resolution on the document should reflect the information in a condensed form.However, the words must be chosen clear and specific. In the requisite there must be an exhaustive indication of the nature and order of execution of the act. So, the inscription "Decide how to agree" can not be regarded as a resolution. The document does not allow so-called preliminary instructions. Among them you can name: "Please come to me", "Answer after the negotiations", etc.Resolution on the document can define several performers. An employee whose first name is first is usually considered a responsible person.
Timing
They are determined by the manager on the basis ofcontent of the document under consideration. The director can also use the typical deadlines set for certain acts. The due date is indicated by figures. The date of the resolution itself is similarly drawn up.
Control
If supervision over execution is supposeddocument, the resolution may indicate the specific employee responsible for it. If the control extends to part of the act, the number of the corresponding points or sections is reflected in the requisite. In any case, the document must be marked. This may be the word "Control" or simply the letter "K". It is placed in the left part of the act opposite the heading or the part over which supervision is established.
Important point
By common rules on the document can notto attend more than one resolution. You can specify several details if their contents are not duplicated. In most cases, such resolutions specify the rules for the execution of the document.
Accommodation
Any manager should know how resolution on the document. This props is placed on the first sheet of the act inthe top corner. It is usually located between the text and the addressee. If there is a need to issue a complex resolution, in which there are two or more instructions, or several instructions, they can be placed on any free space of the front of the first sheet. In this case, the props should not affect the text and go to the fields.
To select the text of the instruction, you need itplace at an angle. In some cases, the resolution may be drawn up on a separate sheet. At the same time, there should be a note on the availability of such an application. In addition to the signature, in this case the surname and initials of the author are indicated. Such resolutions are sometimes referred to as the "abstract". This term is very common in public administration. If there is a need to issue a resolution on a separate sheet, it can be written by hand or printed.
Office work problems
It is worth saying that the consideration of acts andthe formulation of resolutions is rather complicated. The authorized employee has to take into account a number of nuances both organizational and psychological. Often the implementation of incoming acts begins with the issuance of resolutions. In this connection, the importance of this props as a management tool is sometimes absolutized. The rules of office management of many organizations provide that the bulk of incoming documentation, regardless of the content and level of importance, is sent first to the head. He reviews the incoming papers and makes appropriate notes.
After that, the documents are sent to thedirect executors. This procedure has a number of disadvantages. First of all, the duration of waiting for an act of its consideration in a number of cases exceeds the period of working with it many times. At the same time, the process can take up to 80% of the time from the total execution time of the assignment. In addition, it is established that the head of the department takes an average of two days a week to review the correspondence. As a result, the Director's desire to cover the entire volume of incoming mail leads to a delay in the execution of instructions. Moreover, managers are constantly distracted from the solution of topical management issues.
Possible exits from the situation
You can solve problems in several ways.The most optimal option is the creation of a special service responsible for preliminary consideration of incoming correspondence. The employees of this department will determine who and where to transfer the act. In this case, account should be taken not so much of the addressee indicated on the document as its content. Specialists recommend forming lists of types of documents, questions, officials or units that need to be sent to them. Such lists will allow to exclude the receipt of superfluous information to the heads and to accelerate its receipt to the proper employee.
Management should receive the most importantdocumentation. Among them, in particular, include orders, decrees, resolutions and other acts of higher structures. It is worth saying that this practice is misunderstanding among many directors. Leaders try to consider all the incoming documentation, arguing that it is necessary to keep abreast of all the organization's affairs. In such cases, it is possible to form lists of incoming correspondence for a working day, a week, indicating the employees to whom these or other acts were sent.
Save time
To reduce the time required for issuing resolutionsAssistant or secretary can preliminarily develop a standard text and offer the chief. If the director agrees with the content, he will only need to sign and indicate the date. The resolutions used can be completely formalized. Most of them, with the exception of some, have a typified, repetitive character. All of them can be reduced to 10-15 variants and printed out on a sheet. When reviewing the document, the head emphasizes the necessary resolution. This sheet follows the act to the performer down the hierarchical ladder.
Additionally
The content of the resolution determines the orderexecution of the document, a negative or positive decision of the issue put in the act. Given this, many directors in the props use different notation systems. They make it possible to maneuver within the official nature of office work.
As a rule, symbols are usedwhen affirming resolutions on applications from citizens and in the course of personal receptions. So, in one of the organizations, in case of a positive decision of the issue, the instruction included in the act in front of the client was not accepted for execution in the absence of a note "Inform". In another enterprise, the resolution was not implemented if it was written in black rather than in purple ink. The establishment of such "specific" rules is not uncommon. Often the use of conventions makes it possible to avoid or, on the contrary, quickly solve complex issues arising in the framework of work with personnel.
