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Example of A Short Informal Report

The document summarizes an investigation into wasteful stationery and photocopying practices within a department and provides recommendations to address the issues. It finds that stationery costs have increased 30% quarter-over-quarter and 18% year-over-year, despite no corresponding increase in department output. Wasteful practices identified include using printed stationery as notepads, overuse of envelopes for internal mail, batch photocopying on single-sheet copiers instead of more efficient machines, and failure to utilize email for document distribution. Recommendations include tightening stationery controls, centralizing photocopy work, revising email policies, and training staff on cost-effective practices.

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Akashaf Mohamad
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896 views

Example of A Short Informal Report

The document summarizes an investigation into wasteful stationery and photocopying practices within a department and provides recommendations to address the issues. It finds that stationery costs have increased 30% quarter-over-quarter and 18% year-over-year, despite no corresponding increase in department output. Wasteful practices identified include using printed stationery as notepads, overuse of envelopes for internal mail, batch photocopying on single-sheet copiers instead of more efficient machines, and failure to utilize email for document distribution. Recommendations include tightening stationery controls, centralizing photocopy work, revising email policies, and training staff on cost-effective practices.

Uploaded by

Akashaf Mohamad
Copyright
© Attribution Non-Commercial (BY-NC)
Available Formats
Download as PDF, TXT or read online on Scribd
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Example of a Short Informal Report

To

Mrs K Pearson Office Manager Christine Fellows Personal Assistant CF/AB 12 August 2005

From

Ref Date

REPORT ON THE PREVENTION OF WASTEFUL USE OF STATIONERY AND REPROGRAPHIC SERVICES

1.0 INTRODUCTION On Tuesday 28 July you asked me to investigate the current wasteful use of stationery in the department and to suggest ways in which it might be more economically used in the future. My report was to be submitted to you by Friday 14 August 2000.

2.0 FINDINGS 2.1 Stationery Use Investigated The range of the departmental stationery investigated comprised: headed letter and memoranda notepaper, fanfold, tractor-fed printer paper, cut-sheet printer and photocopying paper, fax paper and the range of envelopes in use. 2.2 Stationery Associated with Correspondence/Internal Mail The suspected increase in wasteful practices was confirmed upon investigation. I spoke to executive staff who confirmed that, despite our extensive use of WP drafting, a significant proportion of ostensible final copies were being returned because of errors still present. Observation and discussion with secretarial staff confirmed that clerical and executive staff in particular are using printed stationery and unused envelopes on occasion as message pads. Regarding envelopes, white ones are being used where manilla would serve, and much more confidential internal mail is being sent in sealed envelopes. No member of staff appears to be reusing envelopes. Also, despite the introduction of the LAN, staff are still distributing paper-based memoranda and attached copy files when multiple distribution could be achieved through the network with commensurate cost-saving on photocopying. 2.3 Photocopying Practices The departmental copier is in need of servicing and staff are wasting extensive amounts of copy paper as a result of a fault which creases paper. Furthermore, departmental staff continue to use our three single-sheet copiers for batch copying instead of the much cheaper departmental and company systems copiers, despite regular requests not to do so. 2.4 Increase in Stationery Costs

I analysed the cost of departmental stationery, comparing this years second quarter with the first, and this years consumption to date against last years. Note the top of an informal report is like a memorandum The stationery bill for the second quarter of this year is 30% higher than for the first quarter (Jan-March: 621.50; April-June: 807.95). Allowing for increase in price, the departments stationery bill for this year to date against an equivalent period last year is some 18% higher - 1731.01 compared with 1419.42 last year. This increase does not appear to be justified by an equivalent increase in the output of the department. Moreover, the rate of increase is rising.

3.0 CONCLUSIONS AND RECOMMENDATIONS The investigation I have made does justify the concern expressed about excessive waste of office stationery and reprographic services and its impact on departmental running costs. The increase in careless use of stationery is not confined to one section but is to be found, in different forms throughout the department. If action is not taken immediately the department is unlikely to keep within its administration budget. I should therefore like to recommend the following information for your consideration: 3.4 A meeting with senior secretarial staff should be called to discuss the gravity of the problem and to obtain their co-operation in improving both managerial and secretarial performance. A refresher course could be mounted by the training department. 3.2 Control of stationery issues should be tightened; sections should be required to account quarterly for stationery if this proves practical in principle. 3.3 Consideration should be given to centralising all reprographic work carried out in the department so as to

ensure that cost-effective approaches are optimized. 3.4 notified. Departmental policy on LAN emailing procedures and message routing should be revised and all staff

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