An important aspect of the management processes of any modern enterprise is the organization of control over the execution of documents. The control itself involves a complex structured sequence of actions that allow you to control the fact of the execution of documentation in the terms established by laws, rules, regulations, orders of the head. Responsibility for meeting deadlines is assigned to a specific employee or department. All of their tasks must be correctly registered in the duties.
Why and how?
The purpose of monitoring the execution of documents is to ensure the quality and timeliness of the documentation. Employees who are selected to be responsible for this are responsible for the quality of the information, on the basis of which it is assessed to what extent the various departments, divisions of the enterprise, and individual officials fulfill their tasks effectively. This helps to analyze the activities of the company, to formulate the extent to which managers effectively manage their departments, to identify the performance of performers and to conduct general analytics of the enterprise. Based on the information obtained during this study, you can develop the most effective course to improve the quality of the company.
The system for monitoring the execution of documents involves a comprehensive approach to the analysis of how different people employed in the company work. At the same time, numerous factors and indicators are evaluated. Having implemented such a system at the enterprise, you can understand the extent to which employees within the company adhere to performance discipline, and also work out measures to improve it.
What to do?
Monitoring the execution of documents and instructions begins with the formation of such a system through which you can monitor at what point the documentation is executed within the company. It is necessary to work out the system in such a way that both incoming documents and those sent to external recipients, formed and intended for internal interaction, are displayed through it. Of course, attention needs to be paid not to all, without exception, but first of all to important documents, regarding which the leaders formulated their instructions for further activities and operations. Employees responsible for the implementation of such a system should summarize the information obtained by analyzing the entire volume of documentation, bring it to the heads. Their task is to provide information in such a way that it can be easily understood, perceived, analyzed and draw correct conclusions. If necessary, officials are responsible for providing clarification regarding the statistics collected.
The document execution control program allows you to understand what problems are inside the company, what shortcomings are observed, and therefore, formulate assumptions regarding the improvement of the existing system. Ideas that help to speed up the flow of documentation, their processing, and therefore, strengthen the discipline of performers, can be implemented - this remains at the discretion of the company's leaders. In any case, it is the controlling system that is the main source of useful, objective information. Without them, making adequate decisions regarding the improvement of workflow is not possible.
What are we following?
Control over the execution of documents in paperwork is implemented in relation to some categories of documentation - there is no need to track all the papers received by the company, generated internally or sent to external recipients, without exception. It is imperative that you first have to control the instructions, documents, recommendations sent to the enterprise by higher authorities, structures, bodies. No less important are the administrative documents adopted within the framework of a particular company, as well as specific documentation implemented on the basis of the chosen approach to enterprise management. If the leader sets deadlines, then they must be respected unconditionally. If an order has been adopted regarding a certain type of documents regulating time periods, these also must be observed without any slightest deviations.
Not always accounting and control over the execution of documents is the responsibility of the document management service. Management may decide to assign such responsibilities to anyone employed within the company. Currently, this practice is spreading more and more. Sometimes managers take control, sometimes they appoint responsible people, for example, heads of departments, departments. You can assign control over the preparation of the document to any employee who is as close as possible due to the specifics of his position. The department responsible for document management should centralize all processes, monitoring the execution of important papers. Only this approach helps to make paper work within the company effective, efficient, and avoid “punctures”.
Step by step
The generally accepted stages of control over the execution of documents presuppose the consistent putting of an official paper under control, verification of the fact that it has been communicated to the executor, preliminary tracking of documents and decisions formed during its execution. In this case, the head can regulate the progress of the execution of the order. As a result of the work, the documentation is removed from the control, after which all the results are analyzed, taken into account, summarized.
The very first and most important step in registering and controlling the execution of documents is to identify that a particular official paper is subject to such processing within the company. The statement of control actually occurs at the moment when a certain document is formed within the enterprise or arrives here from an external addressee. The text may already contain a strictly agreed date by which all instructions must be completed. In some cases, the deadlines are set by a special list for standard documentation - this applies to the situation when official paper falls under one of the items on such a list. The control is carried out by a service that implements workflow within the company. The sequence is simple - registration, followed by - control. Individual dates can be assigned by the enterprise management, having considered the incoming document and formulating a resolution on it. It also becomes an occasion for control.
The technology for monitoring the execution of documents requires special attention to be paid to the type of documentation processed by the service, by responsible persons. If this is one of the administrative ones, then it is necessary to control each of the decisions presented in the text of the official paper. A classic example is an order from a higher authority. Each item requires a clear, unconditional control. If the document contains instructions, tasks, their implementation will also have to be monitored.
When will it be ready?
Control over the deadlines for the execution of documents suggests that those responsible for this know how much time they have to prepare an answer or implement measures that official paper requires. If we are talking about periodic documentation, as well as one that is formed within our country quite often, then you will have to follow the typical terms. This applies to the activities of some individual companies, legal entities. You can find out the current typical terms if you carefully study the legislation, presidential and governmental decrees, decrees, orders, and other significant regulatory acts. For example, special rules regulate the time frame for considering complaints, requests of deputies, transferring documents to custody or putting into force an already signed decision. The importance of following such rules is due to the need to follow the letter of the law. Violation of the terms becomes a violation of the law.
By-laws are another important source of information on the time frame for the preparation of answers and decisions. Management of control over the execution of documents implies the importance of specialized documentation governing the rules for reporting on statistics and accounting. Special rules establish the time period for making quality claims and when they should be considered, how to correctly and when to appeal to the court, how much time the instance has to respond to a request.
Everything is regulated!
For the correct control of the execution of official documents within a particular enterprise, specialized rules can be adopted that regulate the typical terms for certain types of official papers not specified in laws or other external legal acts. When the relevant regulations, orders, instructions in relation to the company are approved, all employees are obliged to follow the established rule. As a rule, standards for control and timing are introduced into the instructions of the clerk or a uniform time sheet. Everyone will have to take them into account.
Control over the execution of documents is carried out either by clerks, or the head, or by the persons designated by him in the resolution on official paper. If a specific document does not fall under the list of model documents, the head has the right to set the deadlines at his discretion. An exception is the situation when the author of the document himself sets a deadline in the text. If the manager wants the response to be prepared within a different time frame, this is also indicated in the resolution. Sometimes such a situation is also possible when, at the time of registration, management review of some official paper, it is not possible to understand the time frame for the implementation of the provisions. This forces us to formulate a catchable framework, which will be adjusted over time, if necessary.
Important points
Persons who are entrusted with monitoring the execution of documents must remember that the documentation that arrived at the organization is carried out within one month from the moment of receipt, if there are no special instructions in the text of the document or the head’s resolution, and the official paper does not fall under the lists standard documents. If the text contains specific terms in which, for example, the information should be sent to the addressee, then the received information is put under control, taking into account these time restrictions. Sometimes such a framework is larger than the standard, sometimes much shorter.
It is important to ensure the correct control of the execution of documents received from higher authorities, organizations, including certain instructions. Typically, such an official paper contains a deadline in which everything must be completed. If the document comes from a collegial body, it is among the administrative ones, as a rule, the text also contains deadlines for each of the items. If this is not clearly stated, it is necessary to focus on standard rules and the decision of the enterprise management. It is possible that the incoming document contains a question that has more than once been encountered in the working practice of the company. The best approach in this case is to formulate a general group of such documentation and reflect the rules for working with it in the internal instructions. This will help optimize the work and reduce the time for analyzing documents.
Technical aspects
The most convenient option available to almost any modern enterprise is automated document execution control, which involves the use of specialized equipment (electronic computers) and software systems. For a large company, you can order an individual development, taking into account all the features of the structure of the enterprise, its field of work. If the company is small, and the budget does not allow you to buy such an individual product for yourself, you can purchase a standard solution that is most suitable for requests and requirements, the realities of business processes. For very small organizations, maintaining a digital archive is sufficient. A simple automated accounting system can be implemented even on the spot, using the capabilities of Excel from the standard Microsoft package.
Analysis of the organization of control over the execution of documents in a company that implemented accounting precisely through automated means is much simpler. You can get information much more clearly - most programs can not only independently create tables, but also build graphs. You can request statistics for a specific type of document, artist or department. Such software systems themselves remind you of the points on which the deadlines. All this allows you to make the work of a legal entity more efficient, which is especially important if the workflow is very voluminous.
Design Features
Control over the execution of documents obliges you to correctly draw up all stages of work with official paper. At the moment when the documentation is registered and put under control, the responsible employee makes appropriate marks from above on an empty field (19th requisite). A similar mark should be indicated in the registration form. If the task is complex, it is possible that the deadline will be set for a long period - months, or even a year. This makes it necessary to divide the work into stages and for each of them to formulate individual terms, which will have to be tracked in the future. In any of the options, the moment of putting in control is the reporting point, after which the responsible persons must follow the document. The clerk (or other employee whose responsibilities it is) sends the paper to the contractor, fixing this moment in the ledger. The controlling official or body responsible for control will check the timeliness of receipt of documentation directly to the contractor.
Monitoring the execution of documents involves conducting checks, so that all the steps of the preliminary work to prepare an answer are monitored. The results of the intermediate steps must be recorded in the official paper registration card or in the control system. Contractor - an official responsible for providing information in a timely manner, accurately, in accordance with the actual state of affairs. Written checks can be organized, sometimes verbal enough. The control service may regularly send written notifications to responsible persons, which contain references to all documents currently under control. You can regularly send reminders about the documentation that is simultaneously in work with several departments of the enterprise at once. This helps coordinate structures more effectively.
Important aspects
Normally, the time frames during which preliminary checks are carried out as part of the control over the execution of documents are recorded in the documentation governing the operation of the enterprise. If there is no regulation, then an indication of such rules should be in the instructions or official duties of the clerk.
The head, in accordance with the decision of which control was introduced, has the right to remove official paper from the control. On the basis of an order from a superior, this can be done by the clerical service. On the fact of removal from control, a corresponding note is made in the registration system, automated accounting. The document indicated as executed is sent to the file for long-term storage. Notification of this becomes the completion of the 28th requisite.
Change of status
In order to classify an official paper as fulfilled, it is necessary in reality to fulfill all those instructions that are spelled out in its text. The execution must have documentary, official confirmation. An official appointed by the paper contractor is required to report to the management on the results of the work performed. In addition, reports must be provided to higher organizations, authorities, persons, if any, are interested in obtaining information. In some cases, the official receives the project for revision or is faced with additional instructions. In this situation, it’s too early to talk about the execution of documentation.If the document was transferred for execution from one official to another, the importance of its control does not decrease, the clerical service in any case must monitor compliance with the deadlines, as well as control the transfer thereof, if necessary. The service responsible for controlling the work on documents may consider that the official prepared in form, substance, content does not correspond to the assignment issued by the management. In this situation, the documentation is sent to the contractor for processing without shifting the time frame.
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