Consideration of documents
Preliminary consideration of documents and sending them for execution
The movement of documents depends on the number of instances of the passage of documents (structural divisions and officials) and office operations that are performed with documents before they are submitted for execution.
The number of instances is determined by the structure of the organization
The number of instances is determined by the structure of the organization, the distribution of responsibilities between the management, the degree of independence of structural units, the technology of registration and the general organization of office work. In small organizations, the document is handed over to the performer almost immediately after consideration by the head. Naturally, documents addressed to him or to his structural unit quickly get to the performer. But the bulk of the incoming documents are addressed to the management or organization (without specifying the official). Such documents must be reviewed by the head and only after that they are submitted for execution. In large organizations with a multi-stage organizational structure, the time required for the passage of documents from the moment of receipt to transfer to the contractor takes 1-2 days.
Consideration is carried out after initial processing
Preliminary consideration is carried out after the primary processing of documents and their registration and significantly speeds up the movement of documents. This operation allows you to determine which documents should be submitted for management’s consideration, and which can be transferred directly to the structural divisions and responsible executors. One of the tasks that are solved at the same time is the release of the manager from the excessive flow of secondary information. Preliminary consideration is entrusted to the secretaries (assistants) of the head, the head or leading specialists of the preschool educational institution. The requirements for these employees are high qualifications, sufficient work experience in this organization, knowledge of the distribution of duties between the heads of structural divisions and officials of the organization, as well as the head’s trust in them. Since in order to resolve the issue of the execution of the document, its content should be assessed, the employee performing the preliminary review of the document must have a clear idea of the state of affairs in the organization, the most operational issues, the functions of structural divisions, the functions and specialization of individual employees.
The resolution should contain a clear statement of the expected action
The resolution should contain a clear statement of the expected actions for the execution of the document or for the organization of work. In fact, this is a regulatory document and the requirements for it are the same: who does what he does, when he does it. The resolution must be exhaustive, which prevents the executor from repeatedly contacting the manager for clarification. It is not recommended to use general and non-specific phrases: “Think”, “Talk with …”, “Come to me …”. A resolution consisting only of the name of the contractor, the signature of the manager and the date is appropriate in cases where the document is standard and the procedures for its execution are well developed.