THE GUIDE OF ROUTING SLIP USAGE 2022 OFFICE SIMULATION PRACTICE MOHD HASRUL BIN HAKIMI SALASIAH BINTI NOORDIN NORSYAHIDA BINTI MOHD MAAMON
Writer Mohd Hasrul bin Hakimi Salasiah binti Noordin Norsyahida binti Mohd Maamon Editor Mohd Hasrul bin Hakimi Graphic Designer Mohd Hasrul bin Hakimi Issue of the 2022 Edition Department of Commerce Tuanku Syed Sirajuddin Polytechnic Copyright Reserved@2022, Polytechnic Tuanku Syed Sirajuddin All rights reserved. No part of this publication may be reproduced, stored for reproduction, or converted into any form or by any means, whether by electronic means, photographs and recording, etc. without the prior written permission of the author. Published by: Tuanku Syed Sirajuddin Polytechnic (PTSS) Pauh Putra, 02600 Arau, Perlis No. Tel: 04-988 6200 No. Fax: 04-988 6300 Website: www.ptss.edu.my ii
iii ACKNOWLEDGEMENT Firstly, we would like to praise Allah the Almighty, the Most Gracious, and the Most Merciful for His blessing given to us during completing this E-book that titled OFFICE PRACTICE SIMULATION: THE GUIDE OF ROUTING SLIP USAGE. We also take this opportunity to express our appreciation to Politeknik Tuanku Syed Sirajuddin (PTSS), Jabatan Perdagangan PTSS, and all parties that involved throughout the process of publishing this E-Book. Furthermore, we want to thank to our colleagues for their help, ideas and continuous support. We also want to thank to our family members that give supportive and motivation to us until this E-Book was successfully published. It is our great hope that this E-Book can give benefit to all readers especially for the Semester 5 Diploma Sains Kesetiausahaan (DSK) students that taking the Office Practice Simulation (OPS) subject. This is because, this E-Book is written as guidance for them during taking the subject. Lastly, we would like to apologize if there are any drawbacks in this E-Book and we are welcome if there is any an opinion, suggestions or comments. This is because any improvement that involving with this E-Book can give a positive impact to the student skill and knowledge that related with OPS subject.
iv PREFACE The E-Book of Office Practice Simulation: The Guide of Routing Slip Usage is a reference and guide for DSK students. The objective of this E-Book is to help the DSK students in semester 5 more understanding when taking the OPS subject. This E-Book can explain more detail about the usage of the routing slip during preparing the document in the subject. Moreover, this E-Book is not focusing the understanding among the students in the subject, but it can be used as references as their future career. The impact of understanding routing slip usage during document preparation activities can help the student use his or her skills not for getting a good grade in the subject, but they can applied the knowledge from the E-Book and for their future career. Hopefully, with the availability of this E-Book, it will be able to help the students to use a routing slip in effectively during execute the document preparation tasks given.
TABLE OF CONTENT CONTENT PAGE 1.0 INTRODUCTION TO ROUTING SLIP 1 1.1 What is Routing Slip? 2 1.2 The Use of Routing Slip 2 1.3 Example Situation on Basic Use of Routing Slip 3 2.0 IMPORTANCE OF ROUTING SLIP 6 2.1 The Detail Procedure of Routing Slip Usage 8 2.2 Situation No Need Routing Slip Usage 13 2.3 Flow Chart of Routing Slip Usage 17 3.0 DESCRIPTION OF ROUTING SLIP ACTION 18 3.1 Read and Keep 18 3.2 Read and Return 19 3.3 Read and Pass On 20 3.4 Read and Take Action 22 4.0 THE DOCUMENT INCLUDED WITH THE ROUTING SLIP 24 4.1 What is the document required for a routing slip in the organization? 24 4.1.1 Report 24 4.1.2 Interoffice Memorandum 25 4.1.3 Correspondence or Business Letter 25 4.1.4 Minutes of Meeting 26 4.1.5 Notice and Agenda 26 4.1.6 Travel Expenses Statement 27 4.1.7 Purchase Order 27 4.1.8 Flyers 28 5.0 THE DOCUMENT DOES NOT INCLUDE A ROUTING SLIP 29 5.1 What document is not required a routing slip in the organization? 29 5.1.1 Daily Reminder Sheet 29 5.1.2 Appointment Sheet 29 5.1.3 Correspondence or Business Letter (Postage) 29 5.1.4 Itinerary 30 6.0 THE TRICKS OF THE USAGE OF ROUTING SLIP 31 6.1 Trick #1 31 6.2 Trick #2 31 6.3 Trick #3 31 6.4 Trick #4 32 6.5 Trick #5 32 7.0 TEST YOURSELF 33 ATTACHMENT 1.0 a ANSWER TEST YOURSELF b REFERENCES d v
1 | P a g e 1.0 INTRODUCTION TO ROUTING SLIP Based on the survey of the understanding of usage routing slip for DSK Semester 5 students for Session 2 2021/2022 (refer to Attachment 1.0), 70.6% of students did not understand the usage of routing slip. Only 29.4% of students manage to understand the usage of routing slip. This is because the student’s responses in the survey stated that they did not know about the routing slip documents. Such a situation can give a negative impact on their marks in Office Practice Simulation (OPS) subject, although they know how to prepare other documents such as letters, interoffice memorandum, purchase order, appointment sheets, travel expenses, daily reminder sheets, and telephone message. Moreover, the situation is not giving a bad impact on the subject, but also the knowledge that can be used in their career to contribute their knowledge and skills in the workplace. In this E-Book, the students will understand the preparation of the routing slip for them to understand the basic practice of document preparation. So, they will understand the right procedure for preparing a document when executing each task, that is given in the OPS subject. Furthermore, the students are also able to use their knowledge and skills for the future in document preparing activities routing at their workplace or organization. Hopefully, through this E-Book, the students will understand the usage of routing slip. In addition, through this knowledge, they can use it not just in OPS subjects, but also in their career.
2 | P a g e 1.1 What is Routing Slip? The website success.mitratech.com stated that the routing slip describing the action to be taken towards the distribution document in the organization was simply checked based on the action stated on the slip. The routing slip is a slip of paper that acts as a message or a note that stated an action to be taken towards the distribution documents. The slip is used in the organization that is delivered to the employees, departments, sections, or units. 1.2 The Use of Routing Slip According to Nurbaya, Lisa, Salasiah, at al, (2021) stated that the usage of routing slip is using a pre-printed word and it can reduce the amount of writing. In other words, the routing slip is a printed slip and a person just fills in the information needed in the slip without the need to write a long message. Image 1.0 is an example of a routing slip. Image 1.0
3 | P a g e 1.3 Example Situation on Basic Use of Routing Slip NO STEPS DESCRIPTION 1 The Chief Executive Officer (CEO) asked his secretary to write a memo for announcements about Attending a ‘Monthly Budget Meeting’ to all staff in Financial Division. 2 Then, the secretary prepares a memo for the Finance Division.
4 | P a g e 3 After the memo is done to prepare, the secretary will prepare the routing slip by filling in the slip. . 4 The secretary prepares the routing slip by filling in the information on the slip. Below is the step to fill in the routing slip. I. Firstly, the secretary writes her name, date, and the name of the receiver (that received a document). II. Secondly, she ticks/marks the action that needs to do when the receiver received the memo. III. Third, she writes a simple message that stated as a remark of information for the receiver 1 2 3
5 | P a g e 5 Next, after the secretary prepares the memo and routing slip, she passed both papers to the Manager of the Financial Division. 6 Finally, after reading the memo and understanding the action that needs to be taken based on the routing slip given, the manager gives an announcement to his staff about the attending Budget Monthly Meeting with the CEO. FINANCIAL DIVISION
6 | P a g e 2.0 IMPORTANCE OF ROUTING SLIP Routing slip is very important to use during preparing and distributing documents in the organization. This is because a routing slip is used for giving a simple message that states what action needs to be taken towards document distribution once employees received it. Alexandru Marius RIZESCU, 2017 stated that communication and management are very important in the organization to make a strong business element for success. A miscommunication can distract office management practice, especially for document preparation and distribution in the organization. This is because too much delivering wrong information or procrastinating giving information cause a negative impact on employee performance which leads to job stress. The main reason for low productivity happened because of stress at the workplace among employees in every organization. (Mathangi Vijayan, 2018). Miscommunication can give a bad impact on the employee’s performance, which leads to job stress. For example, a sales manager asked the secretary to cancel the meeting with staff in the financial division. The secretary thinks that she is dealing with a simple scenario and underestimated the situation. So, she holds the message by delivering the message tomorrow. The next day, she forgot to deliver the message to the financial staff. Then, she noticed that a
7 | P a g e meeting room is used by a group of people since on that day, there is no meeting conducted, and the room should be not occupied by employees. She decided to go to the meeting room and was very shocked when saw all the financial staff waiting in the meeting room for meetings. Suddenly, she remembers the message from the sales manager. She immediately told all financial staff that the meeting was canceled. After they heard that, they feel disappointed with the secretary’s attitude because this attitude causes them to leave their urgent work and waste their time waiting a long time in the meeting room. So, based on these situations, miscommunication and bad management practices can give a negative impact on the employee's work performance. A good employee should convert verbal information to written states for other employees able to refer to the information instead of memorizing the information given. That is the main reason a routing slip is very important during preparing a document. This is because the slip acts as a delivery message for the document distribution.
8 | P a g e 2.1 The Detail Procedure of Routing Slip Usage To make the use of routing slip more understanding, a detailed procedure is briefly explained. When a person or a group of people in the organization instructs document preparation to the secretary, the secretary must understand the instruction to avoid miscommunication among employees in the organization. The instruction can be delivered by a person or a group of people in the form of verbal or nonverbal. So, it is important to ensure the information that is being given to the secretary is accurate. This is because misleading information can create a miscommunications situation among employees, which can cause a bad influence on the employee’s work performance in the organization. It is depending on the secretary's creativity and skills. He or she can capture the information by taking a note or using a voice recorder to capture the information being delivered to him or her. For example, a Chief Executive Officer returned from outstation for 3 days due to attending a seminar in Kota Kinabalu, Sabah. He asked his secretary to prepare a travel expenses document since he used his own money for his expenses during the 3 day seminar. He gives all the expenses receipts to her as references. So, based on the instruction given, firstly, she must capture the information by writing a note or recording her CEO voice. Next, she must read the note or hear the recording voice to understand the instruction given. If necessary, if she does not understand the instruction, the best way is to ask again about the instruction to the CEO for confirmation instead of trying to pretend to understand the meaning of the instruction given.
9 | P a g e a secretary taking information from her CEO Then, the secretary will prepare a document that's been requested by the person. The secretary needs to identify which document needs to be prepared. This is because a wrong document preparation can cause miscommunication among employees in the organization.
10 | P a g e For example, it is improper for the secretary to use a business letter format for announcing employees in the organization. The best way for the secretary to prepare a memorandum document format for distribution to every manager’s division is for them to announce their staff. The secretary must know which document needs to prepare based on instructions given
11 | P a g e Next, after the secretary has prepared the requested document, he or she needs to prepare a routing slip. The purpose of preparing a routing slip is to inform a person that received a document about what action needs to be taken once the document is received. Routing slip can prevent a person that received a document (receiver) feel ambiguous. This is because there are several actions to be taken once receiving a document such as a receiver should read and keep, read and return, read and pass on or read and act towards the document received. For example, a memorandum document that is distributed to a receiver should attach with a routing slip that has stated action to be taken with a simple instruction or message towards the document. Distribution of the routing slip can make the receiver understand perfectly what action is to be taken once received a document from a secretary. To prepare a routing slip, a secretary must fill in the information needed such as the sender and receiver name, the date distributes, selecting an action to be taken towards document distribution, and stating a simple instruction for the document distribution. a secretary must prepare a routing slip before distributing a document to the receiver
12 | P a g e After preparing a document distribution and a routing slip, a secretary must distribute the document and the slip to the receiver. It is depending on the situation based on the instruction being given by the secretary. Each document distribution has its messages and some of them are only distributed to a specific person. For example, the secretary distributes the travel expenses or purchase order documents which documents only given to the finance department. The receiver of the document is the manager of the financial department. In addition, another situation involved all the employees in the organization. The document distribution must distribute to each department so that all the employees will get the information. The distribution of documents may be distributed to the wrong person or department. Such a situation can give a bad impact on the organization's management and employees' work performance. This is the reason why routing slip is very important during the distribution document process. For example, a purchase order that needs approval is distributed to the sales division. The situation has become worse because the sender only puts the document on the manager of the sales division desk since the manager is not available in his or her office. Once the manager comes to his or her office, the manager realizes the purchase order document. Without a routing slip, he or she will get confused. This is because the manager did not understand the purpose of this document distributed to him. The receiver will receive a document and a routing slip as a reference Finally, the receiver will get a document distribution and a routing slip. The receiver will read both in order he or she understands what action needs to be taken once received the
13 | P a g e document. The action that needs to be taken can be varied. For example, once the receiver reads the document, the receiver may keep, return, pass on to others, or take action towards the document received. In the take and action situation, the receiver may act on the document based on the remark or a simple instruction given in the routing slip. For example, a secretary gives a memo and routing slip to the Marketing and Sales division to attend a workshop on “Customer’s Needs and Wants” for all employees in that division. The routing slip checked READ AND TAKE AND ACTION with a simple instruction stating ANNOUNCE TO YOUR EMPLOYEES ABOUT ATTENDING WORKSHOP CUSTOMER NEEDS AND WANTS action to be taken needs to check and a simple instruction needs to state 2.2 Situation No Need Routing Slip Usage However, there are some situations does not need to prepare a routing slip. This is because there several situations that can be directly delivered the information from the secretary to the receiver without the need to prepare a routing slip.
14 | P a g e The itinerary helps employers to plan their journey For example, a CEO will go outstation to attend a meeting at Kelantan for 2 days. The meeting will be held by next Monday. So, his secretary needs to prepare an itinerary for him knows about what action needs to do before, during, and after the outstation. After the secretary finishes preparing the itinerary, she no needs to prepare a routing slip. This is because the itinerary is a document that is prepared only for one purpose which is for her CEO references only. In other words, in a document that has a clear objective or action to be taken that is no need to prepare a routing slip. For example, a routing slip does not require any action to take once it is received by the receiver. This is because a routing slip sends directly to the person’s outstation (CEO) and uses only one objective only which is for the reference purpose of the CEO. According to Nurbaya, Lisa, Salasiah, at al, (2021) stated that to help the supervisor organize activities for the day, an appointment sheet is prepared. An appointment sheet helps a
15 | P a g e supervisor or employer to notice him or her about an appointment scheduled for the day. In addition, the appointment sheet also does not need to prepare a routing slip. This is because the sheet has a clear objective or action to be taken which is directly distributed to the supervisor or employer without the need to identify which action to be taken once the sheet is received. Another situation that no need to prepare a routing slip is a distributed document that distributes outside of the organization. This is because a routing slip is only used for communication tools inside an organization. It is used by people that work in the organization for delivering a message that stated action to be taken when the receiver received a document. For example, a routing slip does not need to prepare for a tax invoice distribution to the customers. The tax invoice should use a company’s envelope routing slip is not use when distribute document outside of the organization
16 | P a g e when distributed to the customer. Another example is a business letter that is posted outside of the organization is not required to attach with a routing slip since it replaces the usage of the envelope. So, it can conclude that a situation that does not need to prepare a routing slip is when a distribution document needs to be directly sent to the receiver when he or she has an appointment for an organization’s program or activities, outstation work, or postage of organization’s documents. preparing a routing slip is depending on the purpose of document distribution
17 | P a g e 2.3 Flow Chart of Routing Slip Usage NO YES
18 | P a g e 3.0 DESCRIPTION OF ROUTING SLIP ACTION A routing slip is a slip that stated not just the information of the sender, date of distribution, receiver, and simple instruction, but it is also required an option that needs selection by the secretary for the receiver understands what action needs to be taken once received the documents. There are 4 actions needed to choose by the secretary which are, READ AND KEEP, READ AND TAKEN, READ AND PASS ON, AND READ AND TAKE ACTION. The receiver will read the routing slip first for he or will understand the action to be taken once received the document. The secretary must check/mark an appropriate box 3.1 Read and Keep READ AND KEEP action is describing a situation in which the document distribution for the receiver is only for keeping purpose once the document is read by the receiver. This is because the document is very important and needs to keep the receiver as a reference. For
19 | P a g e example, a purchase order document is given to the financial manager. Once the manager knows the document needs to be READ AND KEEP action, the manager will store the document inside the appropriate folder. According to Reading and Ginn, 2010 stated that storage method can be defined as a method that emphasizes an appropriate way of keeping a record based on an alphabetic, subject, numeric, geographic, or chronological plan. For example, if the company used the subject storage method, the financial manager should store the purchase order document based on its subject, which is the ‘FINANCIAL’ folder. If the manager does not follow the instruction stated on the routing slip, the document will be disorganized which can cause lost or misfiled. The secretary checked/marked to READ AND KEEP box 3.2 Read and Return READ AND RETURN action is describing a situation in which the document distribution received by the receiver needs to return to the sender after he or she reads it. This is because the document needs to return to the sender before the sender takes the action to the document. For example, a secretary gives a letter to the Operation Manager for approval. Once the
20 | P a g e manager received reads the routine slip, he or she will know the action needs to be taken for the letter. In addition, the manager noticed that there is a simple message stated at the remark on the routing slip, that stated, ’Please read and sign the letter for approval. So, the manager read and signed the letter for approval and return it to the secretary. Once the secretary received the letter back, the letter will be arranged for postage by the secretary. The secretary checked/marked to READ AND RETURN box By referring to an example of the routing slip above, once the receiver received the routing slip, the receiver needs to see also a message or an instruction as stated in the remark. This is because, a complete action to be taken is not relying on the checked or the marked box (action to be taken) only, but a complete instruction in referring to both the marked or checked box with the remark that is stated at the routing slip. 3.3 Read and Pass On READ AND PASS ON action is describing a situation in which the document distribution that is received by a receiver needs to give to another person once the document is read by Please read and signature the letter for approval Secretary Operation Manager r 14.02.2022
21 | P a g e him or her. This is because the receiver needs to deliver information stated in the distribution document to other related people. For example, the Human Resource Manager giving asked the secretary to deliver information through a memorandum about ‘New Employee Dress Code Etiquette’ to the Creative and Art Unit. After receiving the instruction, the secretary prepared the requested memorandum document. In addition, the secretary also prepared a routing slip and included an instruction that stated ‘Please distribute the memo to Creative and Art Unit staff’ at the routing slip remark so that the receiver clearly understands the action that needs to be taken once received document. After preparing the document, the secretary distributes the document with the routing slip to Operation Manager. The reason the secretary is given the memorandum and routing slip to the Operation Manager is that the manager is a unit superior and responsible to manage the unit. Once the manager received the memorandum with the routing slip, the manager read the routing slip first, in the order for him or her to understand the action that needs to be taken towards the memorandum. Then, the manager read the memorandum and pass on (distributes) the document to the unit. The secretary checked/marked to READ AND PASS ON the box Secretary 14.02.2022 Operational Manager Please distribute the memo to Creative & Unit staff
22 | P a g e 3.4 Read and Take Action READ AND TAKE ACTION is describing in which the document distribution received by the receiver that needs to execute an instruction stated on the remark of the routing slip. This is because an instruction or a simple message that is stated on the routing slip remark is very important for the receiver to take an action towards the document that he or she received. For example, a secretary sends a purchase order and routing slip to the Financial Manager. In addition, the routing slip was checked or marked at the ‘Read and Take Action box’ with stated an instruction at the remark that stated ‘Purchase order need to approval’. So, once the purchase order document and routing slip are given to the Financial Manager, the manager will read the routing slip first to identify the action need to be taken towards the purchase order document. Once the manager notices and understands the message stated in the routing slip, he or she will read the document to verify the information stated in the document to make approval the document for a business routine of the company. The secretary checked/marked to READ AND TAKE ACTION box. Secretary 14.02.2022 Financial Manager Purchase order need to approval
23 | P a g e The receiver needs to read the instruction at the routine slip remark to avoid misunderstanding and miscommunication when the receiver the document is distributed by the secretary.
24 | P a g e 4.0 THE DOCUMENT INCLUDED WITH THE ROUTING SLIP A record can be defined as storing information that is created or received by a person or group of people by the organization to make as evidence of the organization's operation and it has value and requires retention for a specific time (Read & Ginn, 2010). So, a record can be related to the documents that are often used in the organization for its business operation. Every document has its own recorded information which has value for the company to continue its business operation. Record information stated in the documents must be delivered or distributed to the appropriate person and each document has its action to be taken. So, to state the action that needs to be taken towards the document, a routing slip is must be attached with the document distribution to act as an instruction need to be done by the receiver once the document distribution received by him or her. 4.1 What is the document required for a routing slip in the organization? 4.1.1 Report The report is most frequently used in the business operation of the organization. A report is a document that states a records information about an activity that happened within (internal) or outside (external) of the organization. For example, a report related to outside activities is a situation in which the organization participating in a government activity such as Program Usahawan Digital that is related to the organization's business operation, is need stated in the organization’s report for references among employees in order the organization help the government to produce a digital entrepreneur in Malaysia. The report related to activities within the organization is an operational report that includes the safety procedure when handling chemical items. So, if the report is prepared and needs to distribute within the organization, in which to the other department or other employees, a routing slip is needed to be prepared.
25 | P a g e 4.1.2 Interoffice Memorandum Interoffice memorandum is a document that acts as a communication tool to communicate or deliver the messages between the people that work in the organization. the document is only distributed within the organization. For example, a memorandum document is made by the Human Resource department towards the Marketing Department which related to the usage of office telephone for private calling issues among the employees. The memorandum document is an efficient way to give information to employees in the organization instead of using verbal communication that can cause inaccurate information. According to R. Prabavathi & P.C. Nagasubramani, 2018, stated that when a situation required delivering a complex message among people, written communication is delivered better than oral communication. In other words, it is an appropriate way to use written communication when distributing an important message among employees in the organization to avoid miscommunication situations which can cause a bad impact on the business operation of the organization. Since the document is related to distribution activities towards others people that work in the organization, a routing slip is needed. 4.1.3 Correspondence or Business Letter Correspondence or business letter is a document that is used as same as interoffice memorandum document usage. The document also acts as delivering a written message to the other people that work in the organization. However, there are several differences between the document and the interoffice memorandum document. Firstly, the document is used not just within the organization, but also outside of the organization. For example, correspondence or business letter is made, and then after approval by an appropriate person, the letter will be posted to other people or agencies. For example, the organization wants to invite a speaker from Jabatan Keselamatan dan Kesihatan (JKKP) for giving a speech on Safety and Quality in the workplace. So, a correspondence letter needs to be made and approved by the appropriate person. Then, the letter will be posted to JKKP for the invitation purpose. Secondly, the situation does not need a routing slip, since the routing slip is only distributed among employees in the organization. So, the routing slip will be replaced with an envelope (by inserting the letter inside it) to state the address that needs to deliver to the receiver.
26 | P a g e However, there is a situation in which the letter should include a routing slip. The situation is related to the distribution of the letter within the organization only. For example, the invitation letter for the JKKP speaker needs to get approval from the Operational Manager, before delivering the letter to the JKKP. So, the letter with the routing slip needs to distribute to the Operational Manager for the manager to take an action (approval) to the letter. 4.1.4 Minutes of Meeting Minutes of Meeting is a document that stated information that needs to discuss during a meeting. A person that is responsible to write a minute is a secretary. The document is made for references about items that need to discuss in which it is related to a current issue and also pending issues of the organization. Therefore, since the document recorded the meeting issues, the discussion involved a group of people that work in the organization. Moreover, this document is connected with many employees from below, middle, and top hierarchy management, and the distribution of the minutes of meeting document happened in the organization. So, it is necessary for the document includes a routing slip during distribution to the appropriate person. 4.1.5 Notice and Agenda Furthermore, notice and agenda are a document that needs a routing slip attachment once the document needs to distribute to a group of participants in a meeting. A notice of meeting is used as noticing or calling the participants that participated in the meeting in the organization. According to Nurbaya, Lisa, Salasiah, et al, (2021), stated the notice of a meeting required certain information that stated the day, time, place, and purpose of the meeting that will conduct before the meeting within the organization. An agenda is a document that listing about an issue or topics that want to discuss during the meeting in the organization. (Nurbaya, Lisa, Salasiah, at el, 2021). So, a notice and agenda document is relevant needed a routing slip since it is related to group participation in the meeting.
27 | P a g e 4.1.6 Travel Expenses Statement Travel Expenses Statement is a document that stated an expenses statement of a person after he or she returns from an outstation or business trip. The purpose of the document is to claim or refund the expenses that the personal expenses by his or her own money during outstation or business trip work. This document can be used once the person has an outstation or business job in which the job must be related to the business operation of the organization. Therefore, once the document is filled by the related person, this document needs to distribute to the appropriate person which is the Financial Manager for approval. The distribution of the document must include a routing slip for the Financial Manager clearly understand about action that needs to be taken towards the document that he or she received. 4.1.7 Purchase Order A purchase order is a document made by a buyer to issue to the vendor. This document required information related to the number of a purchase order, address of buyer and vendor, date issue, signature approval, pricing charged, quantities, discounts and taxes charged (if included), and the description of goods or services provided by the vendor or seller. The purpose of the document is used by the organization to order goods or request services provided by the vendor. A purchase order document is not distributed to the outsider only, but the document is also distributed to the person that works in the organization. Once the document distributes within the organization, a routing slip is needed to attach with the document. For example, the organization wanted to purchase a photocopy machine. So, the organization contact the supplier and requested a quotation. Once the quotation submits by the supplier, the organization received the quotation. The quotation is a document that states the information on the price of a photocopy machine. The quotation is then used for references by the organization to create a purchase order document. The purchase order is prepared and includes a routing slip for distribution to the financial department. The Financial manager will receive the purchase order and a routing slip. Then the manager read and understand the instruction stated in the routing slip. Next, the manager read and checked the information stated in the document to prevent misinformation given to the supplier. After done checking
28 | P a g e the document, the manager will make approve the document and be ready to submit it to the supplier. 4.1.8 Flyer Flayer is a printed paper that use to publish information with graphic images and words. A flyer is used for advertising purposes to distribute information that is related to an event, product, or service provided. The flyer is published for the outsider especially a citizen or other organization for them to know about the information that the organization has given. However, there are situations in which the flyer needs to include a routing slip for the distribution of the paper. For example, a secretary gets an instruction to make a flyer. Based on the information given, the secretary starts to make a flyer. After the flyer is made, it must distribute to the Sales and Marketing Department for proofreading. So, the flayer with the routing slip is distributed by the secretary to the Sales and Marketing Manager to proofread the flyer.
29 | P a g e 5.0 THE DOCUMENT DOES NOT INCLUDE A ROUTING SLIP Several documents are not necessarily to prepare a routing slip. Below is an example of the document. 5.1 What document is not required a routing slip in the organization? 5.1.1 Daily Reminder Sheet A daily Reminder Sheet is a reminder note that reminds about an activity that happened outside of the organization towards the related person that participates in the activities. This sheet does not need a routing slip since it used only a single purpose. For example, it acts as reminding a person or participant about the activities that happened which does not require any action to be taken that stated in the routing slip, such as Read and Keep, Read and Return, Read and Pass, or Read and act. 5.1.2 Appointment Sheet An appointment Sheet also does not need an attachment or a routing slip. This is because the appointment sheet is often can be related to the daily reminder sheet. Moreover, both sheets required the same usage, which is to act as a reminder. However, the daily reminder sheet differs from the appointment sheet. For example, although both sheets act as a reminder to the person or participant, the appointment sheet has more specific information, which required a special note. The special note in the sheet is used as a remark for stating additional information about the activities that happened to the participant. 5.1.3 Correspondence or Business Letter (postage) Moreover, correspondence or a business letter does not require a routing slip. However, it is depending on the situation. This is because there is a situation in which the correspondence or business letter needs a routing slip attachment during the letter distribution to the other appropriate person that works in the organization. As earlier mentioned, a routing slip is used for delivering a message about the action that needs to be taken to the
30 | P a g e distribution document within the organization. For example, the letter needs approval for the Marketing and Sales Manager before distributing outside of the organization. So, when the letter is needed to distribute to the outsiders of the organization, a routing slip will not use and it is replaced with an envelope. 5.1.4 Itinerary In addition, an itinerary is not required with a routing slip attachment. An itinerary is a document that lists information on activities trips that happened from the beginning to the end of the activities trip. This document required a period of date and time of the trip, trip location, and the name of a person that participate in the trip. This document is often related to an outstation work situation.
31 | P a g e 6.0 THE TRICKS OF THE USAGE OF ROUTING SLIP 6.1 TRICK #1 If the secretary involves preparation that is related to a financial document, such as a PURCHASE ORDER or TRAVEL EXPENSES STATEMENT, the routing slip MUST BE PREPARED to the FINANCIAL MANAGER for document approval. THE TIPS is, once preparing the routing slip, the secretary must ensure to check or mark the READ AND ACTION BOX first. Next, the secretary must state a remark in the routing slip by stating PURCHASE ORDER OR TRAVEL EXPENSES STATEMENT NEED TO APPROVAL. 6.2 TRICK #2 If the secretary involves a preparation that is related to a document that needs to distribute or deliver to ALL STAFF or ALL MANAGERS, the routing slip MUST BE PREPARED to the INFORMATION TECHNOLOGY AND XEROGRAHPIC MANAGER for him or her to make a copy and distribute to ALL STAFF or ALL MANAGERS. THE TIPS is, once preparing the routing slip, the secretary must ensure to check or mark the READ AND ACTION BOX first. Next, the secretary must state MAKE A COPIES AND DISTRIBUTE TO ALL STAFFS or MANAGERS as a remark in the routing slip. 6.3 TRICK #3 If the secretary involves a preparation that is related to a correspondence or business letter postage outside of the organization, routing slip preparation is not necessary and is replaced with the usage of ENVELOPE.
32 | P a g e THE TIPS for preparation of envelope is easy. The secretary must ensure that the address of the receiver on the envelope must similar to the address of the receiver in the letter. 6.4 TRICK #4 If the secretary involves a preparation that is related to DAILY REMINDER SHEET, APPOINTMENT SHEET, ITINERARY, and CORRESPONDANCE OR BUSINESS LETTER POSTAGE, a routing slip is not necessary to prepare for these documents. THE TIPS is the secretary must try to remember these documents for him or her familiar with the document preparation procedure. 6.5 TRICK #5 If the secretary involves in preparation and proofreading towards FLYERS, he or she must prepare a routing slip. After the secretary is done preparing the routing slip, it must distribute together with flyers to the SALES AND MARKETING MANAGERS. THE TIPS for preparing the routing slip is, that the secretary must ensure to check or mark the READ AND ACTION BOX first. Next, the secretary must state PLEASE PROOFREAD AND REVIEW THE FLYERS DESIGN as a remark in the routing slip.
33 | P a g e 7.0 TEST YOURSELF Fill in the routing slip below based on the situation that is being given. Situation 1 Mr. Khamsis is the CEO of HM Holdings. He asked you, as a sectary in the organization to prepare a travel expenses statement for him. After done prepared the documents, you will need a routing slip attachment. Below is a routing slip template. Please complete the information needed in the routing slip given.
34 | P a g e Situation 2 Mr. Khamsis is the CEO of HM Holdings. He asked you, as a sectary in the organization to prepare a notice of meeting and agenda. He asked you to inform all the managers in the organization to attend a meeting on New Telephone Procedure next week. After done prepared the documents, you will need a routing slip attachment. Below is a routing slip template. Please complete the information needed in the routing slip given.
a ATTACHMENT 1.0 Below is a survey of the understanding of usage routing slip towards DSK Semester 5 students for Session 2 2021/2022. The survey is conducted based on Google Form. 1.1 Survey of Responses 1.2 Survey of Understanding Routing Slip Usage
b ANSWER TEST YOURSELF Situation 1
c Situation 2
d REFERENCES Bucăţa, G., & Rizescu, A. M. (2017). The role of communication in enhancing work effectiveness of an organization. Land Forces Academy Review, 22(1), 49–57. https://doi.org/10.1515/raft-2017-0008 PERMAHAMAN ASAS DALAM PENYEDIAAN DOKUMEN KURSUS OPS. Google Form. https://forms.gle/DiuBifBV3Y2LuDFz7 Pexels. (n.d.). Retrieved August 10, 2022, from https://www.pexels.com/ Prabavathi, R., & Nagasubramani, P. C. (2018). Effective oral and written communication. Journal of Applied and Advanced Research. https://doi.org/10.21839/jaar.2018.v3is1.164 Read-Smith, J., & Ginn, M. L. (2011). Records management. South-Western Cengage Learning. Routing slips. Mitratech Success Center. (2017, September 19). Retrieved August 10, 2022, from https://success.mitratech.com/Lawtrac/User_Guide/Matters/My_Matters/document_mana gement/23_routing_slips Vijayan, Mathangi. (2018). IMPACT OF JOB STRESS ON EMPLOYEES’ JOB PERFORMANCE IN AAVIN, COIMBATORE.