INTRODUCTION

• No particular branch
• Selected from regimental duty
• Main responsibility to Commander & troops
• Must know the job

Discussion in two parts :

• Part 1: Introduction to Staff work

• Part 2: Routine Office work

1
 AIM

To give brief idea abt Org & Staff duty

2
 SCOPE

 Part 1: Intro to Staff Work

• Definition

• Why should we learn the topic

• Qualities of Good Staff offr

• Duties of the staff

Contd..
3
 SCOPE
 Part 2: Routine office Work

• Standing Order
• Family Tree Chart
• Superintendent Clerk
• Telephone message
• Office equipment
• Handling Security matters
• Staff offr note book

 Conclusion
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 Part 1: Intro to Staff Work
Definition

Staff duties means :

 Duties of the staff & responsibilities of

various branch
 Discipline 7 procedure used by staff offr in
their work

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 Part 1: Intro to Staff Work

Why Should we learn the topic?

Helps the fol:

 To think clearly, logically & quickly

 To express accurately & concisely, orally &
written
 To learn the principle of office Org
 To get idea abt record & disposal of doc

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 Part 1: Intro to Staff Work

Quality of Good Staff Offr

 Loyalty
 Quick thinking
 Accuracy
 Commonsense
 Imagination/Anticipation
 Cooperation
 Ability to Delegate

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 Part 1: Intro to Staff Work
Duties of the staff
 Duty towards commander:

 Collecting & distributing Information

 Advising the Commander
 Working out Commanders plan

 Duty towards Troops:

 Confidence gain
 True promising
 Never pass responsibility
Contd.. 8
 Part 1: Intro to Staff Work
Duties of the staff
 Duty of the staff towards itself:

 Goodwill & friendly personal relation

 Should no existence of friction
 Frequent conference
 Close liaison for inf & coord of policy
 No secret & passing of responsibilities
 Loyalty & team spirit
 Accurate & timely reaction
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Contd..
 Part 2
Routine Office Work
 Standing Order:

 Opening & reg of mail

 Disposal of mail once opened
 Filling & flagging
 Distribution of action file
 Regular clearance of out trays
 Procedure for signal dispatch & priorities
 Bring fwd procedure
 Compilation & circulation
 Order for duty clerk
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 Part 2
Routine Office Work

 Family Tree Chart: To define duties & org set up

 Superintendent Clerk:

 Responsible for smooth running

 Must be consulted before change in Org or procedure
 Maintain clerk duty & leave roster

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 Part 2
Routine Office Work

Telephone message:

 Correct use can save time & effort

 Misuse cause misunderstanding & mistrust
 Determinant of efficiency
 Fol inf should be recorder:

From whom-Subject-Text-Who took the msg-Time

 Read back procedure

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 Routine Office Work Part 2

 Office equipment:
 Pursuing equipment to increase efficiency
 Add status to office as well

 Handling Security matters:

 Due to disobedience rules & failure to lock up
 Restriction to access
 Regular weed of surplus material & destroy

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 Part 2
Routine Office Work

 Staff Offr note book:

Inf req not found in off publication always

 Contents vary with appt
 Convenient to divide in 2 part
 Should include nec inf

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 CONCLUSION

 Bridge between decision makers & firing line

 Try to keep regimental offr in track
 Practical & sympathetic approach
 See the other side of the hill
 Bosses rely on & subordinate look towards
 Continual effort
 Develop & follow DO & Don’t DO

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Q&A