EXECUTIVE DEVELOPMENT

PRESENTED TO:
FASIH-UL-KARIM

PRESENTED BY:
MEHWISH ALI AKBER

DATE: 14TH-AUG-2010
 TOPIC
CHAPTER-3

STREAMLINING PAPER:
SHORT CUTS FOR OVERLOAD

FROM BOOK: ORGANIZED

EXECUTIVES
REPORTS OVERLOAD:
Effective management depends on timely
receipt of full information – up to a point.
However, reporting every possible fact without
regard to its relative value and disseminate such
information to practically everyone in the hope
that will reach its mark, is a waste of time.
Now the question arises, to handle the reports
overload? The solution depends on whether you
are on the receiving or generating end.
INCOMING REPOTS:
How many interoffice reports do you routinely
receive because you are on the circulation list?
Ask the originator of the report to remove your
name from the list or perhaps more diplomatic,
ask your secretary to discard these reports
automatically.
And you can also :
Eliminate the unnecessary information,
Extract the necessary information from or
Refer the remainder.
OUTGOING REPORTS:

A report should not be simply a compendium of

facts, but a judgment tool for the management:
the right information presented in the right way
to the right people.

There are six steps procedure to analyze their

necessity, brevity, frequency and format:
Step # 1: ELIMINATING

In this the procedure derived from zero-

based budgeting, that all reports have
been wiped out and you must justify
reinstating each one.

In this we see is this report necessary?

Step # 2: REDUCE
Reduce the number of people receiving
report, either bye eliminating from
circulation list, circulation or pinning up
one copy centrally

Inthis the question will arise how many

people really need a particular report?
Step # 3: CONSOLIDATE:
In this we will consolidate with others.

The questions are do any report duplicate

each other? Does information overlap?
Could several reports be combined into
one more concise document?
Step # 4: HIGHLIGHT:
The key questions answered in report, key
facts and conclusion.

Frame a question or series of questions

that the report is to address.
Step # 5: SIMPLIFY:
Are reports to the point? Is the text clear
and sharp, minus jargons? Is there too
much background information?

Could an outline, summary, graphs or

chart convey the same information more
sharply than a narrative?
Step # 6: ISSUE:

Inthis we will look for any cutback

possibility.
 FROMS AND
STANDARDIZATION PROCEDURES:
Itis one of the most effective methods for
cutting paper down to size is the form.

It includes:
 Form letters.
 Mix-and-match letters.
 Home made forms.
FORM LETTERS:
To organize a form letter system, decide the
types of letter you produce that are suitable for
forms.
Then draft a ‘base’ letter for each.
Then keep all the letters in the folder.
Assign each letter heading, such as ‘sales letter
1’, ‘thanks for the inquiry’ , ‘order cannot be
filled’ and so on.
Duplicate the entire set for your secretary.
MIX-AND-MATCH LETTERS:
A variation on form letters are ‘mix-and-match
letters’, to create them:
Collect the samples of 4 to 5 previously
successful letters like, sales agreement, client
reports and so on.
Then assign each letter a number and each
paragraph a letter.
Thus, dictating a mix-and-match might consist
of letter ‘3’, paragraph ‘G’, then some original
material, then letter ‘2’ paragraph ‘B’.
HOME MADE FORMS:
To create your own home made forms, identify
the task or procedures that are susceptible to
standardization.
Then go through each procedure in your mind
Listing each step as you go
Then ask your secretary to type up the list,
adding boxes or lines for ticking or filling in.
READING EXPEDITIOUSLY:

You can manage business reading,

however, if you select:

 Whatyou read?
 How much you read?
 When you read?
ELIMINATE:
 Star
the more valuable publications and
eliminate the rest.

RIP AND READ:

 Tear out or photocopy articles you wish to
read, put them in a reading folder and then
throw away the publication or pass it on
to someone else.
LEARN TO SKIM:
 Read headlines, check the newspaper
contents list and read in full only articles of
particular interest.

TRAF SYSTEM:
 Assign each publication a reasonable throw
away date, perhaps a month or two after
receipt and discard it on that date, read or
unread.
SCHEDULE READING TIME:

 You might also schedule a reading hour

once or twice a week, giving your secretary
a list of articles you wish to read on a
particular day.

 Tuck your reading folder or several articles

into your briefcase or handbag to read
during taxi rides, during train journeys or
while waiting in a long queue.
CONCLUSION:

In this chapter we have several techniques

to handle out the overload of papers. It
also tell us how can we make our reading,
more efficiently and speedy.