Digital Manual Book

An ENglish Manual Book
Office Management and Automation
composed by: Nasrudin, S.Pd.

Vol. 1 | 2022

List of Contents

Procedure No 1 Procedure No 2

How to Handle an Incoming Calls in How to Handle an Outgoing Calls in
Office Telephone Office Telephone

Procedure No 7 Procedure No 3

How to be a Good Receptionist How to Print a Document

Procedure No 6 Contents Procedure No 4

How to Manage the Documents How to Handle an Incoming Mail in
Archive Well Office

Procedure No 5

How to Handle an Outgoing Mail in
Office

Page break

How to Handle an Incoming
Telephone in Office

ENGLISH FOR OFFICE MANAGEMENT AUTOMATION

Written by:
Nasrudin, S.Pd.

Button in Telephone

HOW TO HANDLE AN INCOMING
TELEPHONE IN OFFICE

Prepare book and pen to take an
important note from speaker.

Don't let the phone ring more than three
times.

Identify yourself by stating your
name or the name of your
department, instead of just "hello".

Speak directly near the mouthpiece—one
inch from your mouth—so that your voice
will be clearly heard.

Use the hold button. Unless you cover both
ends of the handset, your voice is still
transmitted and heard.

Before you put off the telephone, you have to ask
for permission to do it first. Do not leave the phone
for more than 1 minute.

Speak with enthusiasm – smile into
the receiver, because your voice
production will reflect your attitude.

55% of communication is non-verbal. So that, it
is important to develop good listening skill and
verbal skill for balancing eye contact, facial
expressions, and gestures.

Use the other person's name often.
People like to hear their name.

Use good grammar and diction; avoid
slang. Gum chewing destroys good
diction.

Speak slowly to be easily understood.

Inform your business details! it may
be about services, personnel, and
others informations. Make referrals to
other people and departments
properly.

End the conversation with a definite "goodbye"
or another expression.

Who should hang up the
telephone first? Let the
person calling hang up first.

Hang up the receiver gently.

This is the end of "How to handling a telephone in office"
page. Go on the next page for another manual.

How to Make an Outcalling
Telephone in Office

ENGLISH FOR OFFICE MANAGEMENT AUTOMATION

Written by:
Nasrudin, S.Pd.

HOW TO MAKE AN OUTCALLING
TELEPHONE IN OFFICE

Prepare book and pen, take some
notes before you make a call such
as: the aim of calling, name of office
you call, telephone number,
information that will be delivered.

Pick up the receiver and listen to the
dial tone. Avoid picking up the
receiver before the designated phone
number is ready.

Press the telephone number you want to
call using your index finger.

Listen to a dial tone from
telephone. If you don't hear the
dial tone, try putting the receiver
back down, wait a few moments,
then call again until it connects.

When the phone is connected, say
immediately:

1. Greeting
2.Ask the name of company
3.Telephone number to make sure that

you did'nt type the wrong number. Eg:
"Is this PT. Jaya Kencana which has
021 533221?"

Inform your business details! it may
be about services, personnel, and

others informations. Make referrals to
other people and departments
properly.

End the conversation with a definite "goodbye"
or another expression which indicates that the
conversation is ended.

THIS IS THE END OF "HOW TO
MAKING A TELEPHONE IN OFFICE"

PAGE.
GO ON THE NEXT PAGE FOR

ANOTHER MANUAL.

Page break

How to Print a Document
English for Office Management and Automation

SMKN 1 Mesuji Timur Nasrudin, S.Pd. OTKP

Connect the printer cable to the computer used.

To make sure that the computer and the printer are connected, you

can check "ready" status in printer menu on your monitor. (Please

take a look at the picture)

Open the
document that
will be printed.

By clicking "
CTRL" + "E"
on your keyboard, you

will see the documents

explorer, then, choose

the file that will be

printed by double

clicking on the file.

Open the printer options

Open the printer options or shortcut view by pressing CTRL+P on keyboard in
a same time or go to file menu and click "print".

After the "print" button appears, click "properties".
Let's focus on the following circle.

Decide the
print quality

On the "Print
Quality" option,
select prop"high" for
better quality result
or "standard" to print
a document standard.
Klik "OK" when the
activities have been

done.

Print your
document!

On the print toolbar
select "Print" option,

make sure that
papers and ink are
already to use. The
document printing

steps are done.

This is the end of "How to print a document
manual" page. Go on the next page for another

manual.

How to Handle
an Incoming Mail
by Using Agenda
System

A Manual Book for Office
Management and Automation
Students

Collect and count the Check the address
number of incoming accuracy.

mail.

1 3

Classify the letters Part I - Sign delivery document
according to the urgency Receiving
4 indicating the letter has
of its letter. Mail been received.

2

4

Part 2 - Sorting Section 1

Separate the mail based on the intended
person. Such as mail for leader,
secretary etc.

Classify the official letters into three
groups, such as routine service letters,

2 important service letters and secret
service letters.

Part 3 1
Recording Section
Open the envelope, read,
2 and examine the contents of
letter. Hence, the leader can
Write important quickly grasp the essence of
notes that must be
letter by underlining
handled by the important words.
leader or the target
4
unit.
Put an agenda
3 stamp in an empty
space at the bottom
Check the or top of letter page.
attachments

Part 4 Directing &
Forwarding Mail

1

Attach the incoming letter with a
disposition sheet.



Re-deliver the letter that has received a

response from the leadership to the

secretary. Then, the secretary should submit

2 the letter and disposition sheet to the
Processing Unit.

Part 5
Distributing Section

1 2 3 4

Record a letter that Make sure that the mail Make sure that the Make sure that the
already has a receiver give a letter is processed
distributed to the signature on by processing unit
disposition sheet in
the internal disposition address. expedition book. in appropriate
disposition.
expedition book.

Part 6 - Archieving Section
When the letter has been
processed, the letter must
be stored (as long as it still
has a value), it can be using
the archive system used by
the office.

This is the end of "How to handle an
incomingmail by using agenda's system"

page.

Go on the next
page for another

manual.

How to Make an
Outgoing Mail by
Using Agenda
System

A Manual Book for Office
Management and Automation
Students

Step 1

Making a letter begins with an instruction
from the Leader to the Processing Unit.




Step 2

The Processing Unit creates a letter draft
then. The letter concept should be fully
written and adapted to a format desired

by company.

Step 3

The next step is asking a leadership
approval by submitting the letter concept

made before.

Step 4

Next, the letter concept should get letter
number by submitting its letter to Verbalize.

5 6

Next, submit Submit the letter
letter drafts to the principal
to typists.
for getting a

signature.

STEP 7

Stamp the letter then. Submit the original letter to

the expedition section
while the copy should be
Submit the letter the Check the completeness,
Verbalize for recording the the attachments and the submitted to the archiving
letter in a verbal or agenda section.
covers of letter.

book.

Step 8

The courier will record and fold original
letter before delivers the letter to post

office.



Step 9

The archivist records the copy letter in an
archive book (klaper) then archives the letter

using a filing system used in the office.

This is the end of "How to
handle an outgoing mail"
page. Go on the next page

for another manual!

Page break

How to

MANAGE THE
DOCUMENTS
ARCHIEVE WELL

Using "Geographical Filing System"

Preparing step

Things you have to prepare:
1.Filling cabinet
2. Guide
3. Map
4.Sorting rack
5.index card

Acting

Letters are stored based on the month and
region of origin of delivery which are sorted
by alphabet or regional code for the
province, district branch, sub-district.

Letter rediscovering

The letters needed can be searched by date,
region of origin, and sending branch by
looking at the card and folder arrangement.

Designing a regional
classification

Regional details must be adjusted to the
state administration of a country. The name
of a region is used as the main subject. Then,
regions are broken down into subregions
and so on.