Each personnel officer is aware of the existence of such a property as a resolution. The document is indicated by the director of the organization. Let's consider this requisite in more detail.
General information
The resolutions of the head on the documents express a written instruction on the procedure for the execution or use of the act. This attribute is present on incoming or local papers. Also, a resolution on documents is affixed by officials of higher bodies. In addition to official acts, this attribute is present on appeals from citizens.
In practice, the content of the record determines the procedure for resolving a specific issue, request, consideration of the application. Simply put, this attribute expresses the attitude of the employee to the content of the act.
Document Resolution: Sample
Regulatory acts determine the structure of props. It should include the following elements:
- Initials and surname of the performer.
- The content of the actions (task).
- Deadline.
- Signature of the chief.
- Date.
Depending on the content of the recording, certain elements may be missing.
Classification
In the framework of the enterprise, various management issues may arise that require specific decisions. In some cases, actions on a particular problem may be typical. In accordance with this, the types of resolution are distinguished on the documents . Details may be specific or general.
The former are expressed by a verb standing in the imperative mood or in an indefinite form. They are addressed to specific individuals. What do the general resolutions look like on the documents? Examples include the following: “For execution”, “Note”, etc.
Content
The resolution on the document should reflect the information in a condensed form. However, the words must be selected clear and specific. The requisite must contain an exhaustive indication of the nature and procedure for the execution of the act. So, the inscription “Decide as agreed” cannot be considered as a resolution. The document does not allow so-called preliminary instructions. Among them are the following: “Please come to see me”, “Answer after negotiations”, etc. The resolution on the document may determine several performers. An employee whose first name is first is usually considered the person in charge.
The timing
They are determined by the head based on the content of the document under consideration. The director can also use the standard terms established for certain acts. The due date is indicated in numbers. The date of the resolution itself is drawn up in a similar way.
The control
If oversight of the execution of the document is envisaged, then the resolution may indicate the specific employee responsible for it. If control applies to part of the act, the details of the relevant paragraphs or sections are reflected in the props. In any case, the document should be marked. It can be the word "Control" or just the letter "K". It is placed on the left side of the act opposite the heading or that part, over the implementation of which supervision is established.
Important point
According to general rules, a document cannot have more than one resolution. It is allowed to indicate several details if their contents are not duplicated. In most cases, such resolutions specify the rules for the execution of the document.
Accommodation
Any boss should know how to draw up a resolution on a document . This attribute is placed on the first sheet of the act in the upper corner. It is usually located between the text and the recipient. If it becomes necessary to draw up a resolution that is complex in content and contains two or more instructions, or several instructions, they may be placed on any free space on the front of the first sheet. In this case, the props should not affect the text and go to the fields.
To highlight the text of the instruction, it must be positioned somewhat at an angle. In some cases, the resolution may be drawn up on a separate sheet. At the same time, the act must have a mark 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 “abstracts”. This term is very common in government. If it becomes necessary to issue a resolution on a separate sheet, it can be written by hand or printed.
Paperwork problems
It is worth saying that the consideration of acts and the formulation of resolutions are rather complicated processes. An authorized employee has to consider many nuances of both an organizational and psychological nature. Often, the execution of incoming acts begins with the execution of resolutions. In this regard, the value of this attribute as a management tool is sometimes absolutized. The paperwork rules of many organizations provide that the bulk of the incoming documentation, regardless of the content and level of importance, is sent first to the head. He examines the incoming paper and makes the appropriate marks.
After that, the documents are sent to the direct executors. This operating procedure has several disadvantages. First of all, the duration of the wait by the act of its consideration in some cases exceeds the period of work with it by many times. Moreover, the process can take up to 80% of the total time for the execution of the order. In addition, it was established that the consideration of correspondence with the head takes an average of up to two days a week. As a result, the director’s desire to cover the entire volume of incoming mail leads to a delay in the execution of orders. Moreover, managers are constantly distracted from resolving topical management issues.
Possible remedies
There are several ways to solve problems. The best option is to create a special service responsible for the preliminary examination of incoming mail. The employees of this department will decide for themselves to whom and where to transfer the act. Moreover, one should take into account not so much the addressee indicated on the document as its contents. Experts recommend compiling lists of types of documents, questions, officials or departments to which they need to be sent. Such lists will eliminate the possibility of superfluous information getting to the authorities and speeding up its receipt by the proper employee.
Management should receive the most important documents. These, in particular, include orders, decrees, decrees and other acts of higher structures. It is worth saying that this practice causes a lot of misunderstanding among many directors. Managers try to consider all incoming documentation, arguing that it is necessary to keep abreast of all matters of the organization. In such cases, it is possible to compile lists of received correspondence for the working day, week, indicating the employees to whom these or those acts were sent.
Time saving
To reduce the time required to draw up resolutions, an assistant or secretary can develop a standard text in advance and propose to the head. If the director agrees with the content, then he will only need to sign and indicate the date. The resolutions used can be quite formalized. Most of them, with the exception of some, have a typed, repeating character. All of them can be reduced to 10-15 options and printed on a sheet. When considering a document, the leader emphasizes the desired resolution. This leaflet further follows the act to the performer down the hierarchical ladder.
Additionally
The content of the resolution determines the order of execution of the document, a negative or positive solution to the question posed in the act. Given this, many directors in the props use different notation systems. They provide an opportunity to maneuver within the official nature of office work.
As a rule, conventions are used when affixing resolutions on appeals from citizens and during personal receptions. So, in one of the organizations, in the case of a positive resolution of the issue, the instruction included in the act in front of the client’s eyes was not accepted for execution in the absence of the “Inform” mark. At another facility, the resolution was not implemented if it was written in black rather than purple ink. Establishing such “specific” rules is not uncommon. Often, the use of conventions allows you to avoid or, conversely, quickly solve difficult issues that arise in the framework of work with staff.