Management specialists believe that 75% of the efficiency of an enterprise depends on formalized administration, that is, on the ability to competently draw up instructions, orders and control their execution.
In order for an order to be effective, it must contain at least three main elements for each item in the order, namely: what needs to be done, for how long, and which employee is responsible for it.
Most executives don't stick to data common truths, so often in orders there is no deadline, then the performer. In one travel company, an order was put up for review by employees and customers: "To improve customer service, we order to perform all stages with high quality." The head of another company, having been abroad, decided to introduce dress code at work in accordance with Western standards. The order signed by him sounded like this: "To improve the culture of work, I oblige all employees to adhere to the corporate style of dress." But this demand of the leader remained unanswered. Firstly, no one explained to the employees what the manager thinks " corporate style clothes". Secondly, the order does not specify the timing of the transition to this style and responsible person, monitoring performance.
There are three types of orders:
Consider the methodology for compiling an order for the main activity.
Orders for the main activity are legal normative acts that implement the controllability of objects from top to bottom, i.e. from the managing body to the managed one.
Order preparation includes several stages:
The processing of administrative documents may be regulated by the regulation on the procedure for the preparation and entry into force of the organization's administrative documents or by the introduction of an appropriate section in the instructions for the organization's office work.
The text of the order consists of two interrelated parts: ascertaining and administrative. The ascertaining part indicates the reasons that served as the basis for issuing the order. Usually this part begins with the following set phrases: "In order to ...", "On the basis of ...", "In connection with ...".
If the basis for issuing an order is any normative act of a higher body, then in the ascertaining part, the type of act, its author, full name (title), number and date should be indicated, i.e. all search data are given. If there is no need to give clarifications, then the ascertaining part may be absent.
The administrative part is separated from the stating part by the verb "I order", which is written in capital letters from a new line, without a paragraph and quotation marks, a colon is placed at the end of the verb. The administrative part is divided into paragraphs and subparagraphs, which are numbered in Arabic numerals. Each paragraph of the administrative part indicates the performer, the prescribed action and the deadline for execution. Both individual officials and organizations can act as executors. The number of performers for each item is not limited. The performer is indicated in the dative case. For example: "To directors of factories ...", "To the head of the personnel department Ivanov V.P ...", etc. The prescribed action is expressed by verbs in indefinite form"prepare", "enroll", "provide", "approve". The deadline must be realistic, correspond to the scope of the proposed work. Usually, a separate due date is set for each task. The last item in the orders indicates the person who is entrusted with control over the execution of the document (position and full name). Administrative documents may have appendices, which are referenced in the relevant paragraphs of the administrative part. However, the "application" prop in this case not formalized, references to annexes are given in brackets in the relevant paragraphs. For example: "Approve the instructions for office work" (Appendix 1).
On the application itself, in the upper right corner of the first sheet, the word "Application" is printed (if there are several applications, they are numbered) and it is indicated to which order or paragraph of the order the application belongs, for example:
Dictionary of personnel records management. Order - a legal act issued by the head of a management body acting on the basis of unity of command to ensure the main and operational activities.
Annex to the order - additional materials of reference, documentation or other nature to the main text of the order.
If the appendix to the order is an approved document (regulation, rules, instructions, etc.), a note is made in the corresponding paragraph of the administrative part: "(attached)", and the stamp of approval of the document is placed on the appendix in the upper right corner.
In draft orders that have one or more applications, there must be a single pagination covering the main text and all applications.
Annexes to draft orders must be endorsed by the executor who prepared them, the heads of structural divisions. A mailing list is attached to the draft order.
The order is issued on a common form of A4 format. Further, in the course of work on the draft order, the stages of approval and signing follow. Draft orders prepared for approval are drawn up for standard sheets paper with all necessary details and indicating on the top field of the document on the right - "Project".
The project before signing is subject to agreement with all interested parties, as well as with structural units and officials to whom it concerns. Coordination is carried out by sighting. Visas or stamp of approval, as a rule, are affixed to the first copy of the project. In case of disagreement with the project, a reasoned conclusion is written. Before signing, the project is carefully checked for spelling or stylistic mistakes. The order is signed by the head or deputy head of the enterprise.
To familiarize yourself with the order, extracts from the order for each item can be prepared.
The order for administrative and economic activities is drawn up in the same way as the order for the main activity.
The employer must organize the correct and timely maintenance of work books, and the responsibility for maintaining, storing, recording and issuing work books is borne by a specially authorized person appointed by order (instruction) of the employer. The issuance of such an order for the main activity is mandatory, despite the fact that the duties of working with work books are always included in job descriptions and in the employment contracts of employees responsible for working with work books. In connection with the periodic change of personnel officers, as well as their possible temporary absence, it seems undesirable to indicate in the text of the order on the appointment of the person responsible for working with work books the name of the employee currently working and you can limit yourself to the title of the position (if one staff unit is assigned to it).
Orders on personnel constitute a separate group of personnel documentation and require certain rules drafting, other than orders for the main activity. They fix the hiring. job relocation, dismissal from work, establishment official salaries, holidays, business trips, name change, incentives, penalties, etc.
Currently operating unified forms most orders on personnel (Resolution of the State Statistics Committee of Russia dated 05.01.2004 N 1). They have features of drafting and execution: these orders are issued not for several actions, but for one, that is, an order is issued independently for hiring, independently for transfer, dismissal, secondment. Each order can be issued not for an individual employee, but for several at once, which is very convenient with a large number of employees.
The introduction of unified forms caused a variety of opinions: some believe that such forms are convenient and necessary for the personnel service, others believe that the new forms increase the complexity of maintaining personnel records.
However, it should be borne in mind that modern personnel documentation has such shortcomings as: the unsuitability of some documents for processing by means of electronic computers, an unjustified variety of forms that draw up similar tasks for organizing personnel management, the lack of a single regulatory document for the preparation of personnel documentation.
The developers of unified forms of personnel documentation pursued two goals: to streamline and unify the traditional set of documents that draw up a number of tasks for organizing personnel management and to adapt these documents to computer processing.
The introduction of unified forms of orders for personnel made it possible to introduce uniformity into the structure of the text of the document and relieved personnel officers of doubts about choosing one or another variant of writing the administrative part.
Due to the fact that unified forms have not been developed for all orders for personnel, we will consider the general features of the design of orders for personnel that are not included in the list of unified forms.
The execution of orders for personnel does not have clear instructions from GOST for the execution of administrative documentation (GOST R 6.30-2003 "USD. USORD. Requirements for the execution of documents"), however, in order to introduce uniformity in the preparation of this type of document, it is necessary to adhere to a number of rules that are specified in instructions for organizing work with documents in a particular organization.
Orders for personnel are issued on A4 forms and have the following composition of details:
Orders are numbered during the calendar year. The number (index) is written with the letter "k", which means an order for personnel, or l / s (order for personnel), others are possible letter designations. The main thing to remember is that orders with different storage periods cannot be formed into one case. Orders are usually endorsed by the deputy director for personnel, an employee of the personnel department, the head of the department to which the employee is sent, and orders that have a clause on liability must be endorsed by an accountant. The employee who maintains personnel documentation must familiarize each employee with the order, after which the employee affixes his visa, consisting of the following items: "Familiarized with the order", signature, transcript of the signature and date of familiarization.
Orders come into force from the moment they are signed, but sometimes the text of the order may indicate a different date of its entry into legal force. For example, the order was signed on April 22, and the employee was appointed to the position on April 27.
The texts of the order on personnel are presented special requirements: the wording must be clear, precise, as they reflect the labor rights of the employee. An order for personnel, in contrast to an order for core activities, may not contain a stating part and the command word "I order" (it is not contained in orders for personnel, unlike an order for core activities). The command word in orders for personnel is the words: "Accept", "Dismiss", "Assign", "Change", "Assign", etc.
The text of the order, in connection with the established practice, can be drawn up in two ways.
The first option, when the administrative part usually begins with the verb: "Change", "Assign", "Declare", etc., printed in capital letters without a paragraph from a new line after the heading to the text. The heading to the text of the orders answers the question "about what?": about admission, about dismissal, about changing the surname, about reprimanding, about transferring to another job, etc. Further, from a new line, from the paragraph, the full surname, first name are written , patronymic of the employee to whom the order is issued and the order is subject to.
Announce:
Ivanova Irina Sergeevna, Senior Expert of the Sales Department, reprimanded for
negligent attitude to official duties, resulting in damage
technical equipment.
In the second variant, the command word is written on the same line as the action. Consider drawing up an order to amend documents containing the employee's personal data in connection with the employee's marriage. This order does not have a unified form and is drawn up according to the rules for issuing administrative documents. The text of such an order must necessarily contain information about both the old and new data of the employee, the details of the documents on the basis of which new information about him is entered. The recommended name for such an order is "Order on Amendments to Documents Containing the Employee's Personal Data".
It is not recommended to use a common wording like "From such and such a date, consider Ivanova Lebedeva in connection with the registration of marriage ...", because this is illiterate. You might think that without an order from the employer, Ivanov would not be considered Lebedeva? She is considered Lebedeva on the basis of a marriage registration certificate, and not on the basis of an order from her employer.
Another common wording is also incorrect - "Make changes to the employee's personal data." To change the personal data of an employee is the authority of special government agencies rather than the employer's HR department. The personnel service only makes changes to documents containing personal data on the basis of documents on changing the personal data of employees issued by special state bodies.
The date of the order is the receipt of a copy of the passport by the personnel department.
An order to amend documents containing personal data is registered in the relevant order register.
With the order to amend documents containing personal data, all interested parties are familiarized against signature: the employee himself, the relevant employees of the personnel service and accounting department.
Based on such an order, changes will be made to work book employee, personal card of the employee, personal account of the employee and other documents of the personnel department, accounting department, security service and other structural divisions.
Orders for core activities have a "permanent" retention period. Orders on administrative and economic issues - a period of storage of 5 years.
Orders on personnel on the admission, dismissal, movement of employees are stored for 75 years. However, orders to grant study holidays, duty, penalties, short-term business trips within Russia have a shelf life of 5 years in accordance with Art. 6 of the List of standard management documents generated in the activities of the organization, indicating the periods of storage. The orders in the case are arranged according to the serial numbers of the orders.
Bibliography
1. State system documentation management support (GSDM). Main archive. 1991.
3. Doronina L. A. Organization of workflow: Educational and methodological manual. M.: GUU, 2005.
4. A list of standard management documents generated in the activities of the organization, indicating the periods of storage. Moscow: Rosarkhiv; VNIIDAD, 2002.
L. Doronina K. e. PhD, Associate Professor, Deputy Director of the Institute Information Systems management of the SUM
Closed joint-stock company"April"
CJSC "April"
ORDER
About changing the surname in accounting documents
In connection with the marriage of the economist of the planning and economic department Sukhova P.P. and change of surname to Ilyina, -
I ORDER:
1. Until March 05, 2009, change the name of the economist of the planning and economic department Polina Pavlovna Sukhova to the name of Ilyin in all accounting documents of CJSC April.
2. Bring this order to the attention of the accounting department in order to make changes to the personal account of Sukhova (Ilyina) and settlement documents.
Base: personal statement of Sukhova P.P., a copy of the marriage certificate dated February 15, 2009 No. 445788123, passport 64 55 No. 123889.
CEO Olkhovsky R.I. Olkhovsky
legal adviser Mironov O.I. Mironov
26.02.2009
Chief Accountant Sheveleva I.Yu. Sheveleva
26.02.2009
Head of Human Resources Petrova A.M. Petrova
26.02.2009
OJSC "Mayak"
ORDER
On the appointment of the commission.
In connection with the completion of the installation and adjustment of the video surveillance system,
I ORDER:
1. Appoint an inventory commission to check the availability and installation of property and equipment of the video surveillance system in the following composition:
Chairman of the Commission - Deputy Director Safonov Yu.V.;
members of the commission - senior administrator Sobolev N.I.,
system administrator Shishkin A.A.,
storekeeper Kotkova M.V.
2. Conduct a complete inventory of video equipment by February 20, 2009.
3. Leading specialist in electronic and technical support Shcherbakov Yu.I. provide acts of installation of video equipment with diagrams attached.
4. Report the results of the check by an act by February 25, 2009.
CEO Stupina M.Yu. Stupina
Acquainted with the order:
Signatures of the persons indicated in the order
Closed joint-stock company "Parus"
CJSC Parus
ORDER
On the performance of duties of a temporarily absent employee
In order to replace a temporarily absent employee - senior merchandiser of the sales department Vlasova O.D., who is on maternity leave, in accordance with Articles 602 and 151 Labor Code RF,
I ORDER:
1. From February 19, 2009, until the start of work, Vlasova O.D. the temporary performance of her duties, according to the job description of the senior merchandiser, is assigned to the merchandiser of the same department, Lyudmila Alekseevna Tokareva, with her written consent.
2. Establish that the duties of the temporarily absent employee Tokareva L.A. will perform within his working hours along with his main job.
3. Install Tokareva L.A. additional payment for temporary replacement in the amount of 5,000 (five thousand) rubles.
4. Notify Tokareva L.A. that in case of early refusal from additional work she should warn about it CEO in writing no later than three business days.
5. To impose control over the execution of this order on the head of the department
personnel Borovikova A.Yu.
Base: additional agreement to the employment contract dated March 01, 2004 No. 10.
Appendix: job description senior merchandiser
CEO Malinovsky S.N. Malinovsky
Head of Human Resources Borovikov A.Yu. Borovikov
12.02.2009
Chief Accountant Kosarev G.I. Kosarev
12.02.2009
Familiarized with the order: Tokarev L.A. Tokarev
12.02.2009
Open Joint Stock Company "Tourist"
JSC "Tourist"
ORDER
About the recall from vacation Goncharova I.M.
Due to the need for the presence of an interpreter Goncharova I.M. during
partner visit of representatives of the company Rivera.ltd from the UK
I ORDER:
1. To recall translator Goncharova Irina Mikhailovna from vacation for a period from March 25
through March 27, 2009 inclusive.
2. Provide Goncharova I.M. unused part of the vacation three calendar
day at any time convenient for her or, at her request, to add to the vacation for the next working year.
3. In connection with the recall from vacation, enter the necessary information into the vacation schedule from
December 13, 2008 No. 1 and in the time sheet for the month of March 2009
4. To impose control over the execution of this order on the head of the department
personnel Ustinov E.E.
Base: notification of Goncharova I.M. about recall from vacation with her written consent dated March 12, 2009 No. 11.
CEO Vorobyov A.V. Vorobyov
Head of Human Resources Ustinov HER. Ustinov 20.03.2009
Familiarized with the order:
Goncharova I.M. Goncharova
OPTION
Open Joint Stock Company "Maria"
JSC "Maria"
ORDER
On the transfer of an employee to another structural subdivision
In order to evenly distribute production load employees and in connection with the receipt of a large order for the manufacture of car covers from CJSC Kruiz
I ORDER:
1. Move the cutter of shop No. 1 Marina Fedorovna Petrakova to shop No. 2 without changing the labor function for a period until the order is completed.
2. To acquaint M.F. Petrakov with this order. under painting.
CEO Stupina M.Yu. Stupina
Personnel Inspector Romanova L.B. Romanova
05.02.2009
Acquainted with the order:
_______________ M.F. Petrakova
(JSC Mayak)
ORDER
March 19, 2009 No. 17-l/s
Moscow
About granting another day of rest
Paramonov E.R. in connection with the return from a business trip on a day off
Due to the fact that the leading engineer of the experimental design department Paramonov E.R. returned from a business trip from Vesna LLC (Yekaterinburg) on a day off (Saturday, March 17, 2009 at 14:30),
I ORDER:
1. Provide Paramonov Evgeny Romanovich instead of March 17 with another day of rest (time off) during the month of March 2009 on any working day at the choice of the employee.
2. In this regard, enter the necessary information in the time sheet for the month of March 2009.
3. To impose control over the execution of this order on the head of the personnel department Slavina D.I.
Base: travel certificate dated 03/12/2009 No. 21 with a mark of departure from 000 "Spring" on 03/17/2009, an air ticket "Yekaterinburg-Moscow" with a mark of arrival in Moscow on 03/17/2009 at 14:30.
CEO Taranov L.Yu. Taranov
Head of Human Resources Slavina DI. Slavina
19.03.2009
Acquainted with the order:
Paramonov E.R. Paramonov
19.03.2009
Open Joint Stock Company "Mayak"
(JSC Mayak)
ORDER
February 21, 2010 No. 17-l
Samara
About changes to organizational structure, size and staffing of the enterprise
In order to improve the organizational structure, optimize the size of the organization, -
I ORDER:
1. Starting from 01.06.2010 at Mayak OJSC, a department for organizational, legal and contractual work should be created on the basis of organizational, legal departments and a group for working with customers and contractors. Establish the maximum number of members of the department of organizational, legal and contractual work for 2010 - 32 positions, including:
1.1. Management Administration - 2 staff units.
1.2. Organizational department - 10 staff units.
1.3. Legal department - 10 staff positions.
1.4. Department of contract work - 10 staff units.
2. By March 1, 2010, the head of the personnel department, in cooperation with the chairman of the certification commission of the organization, submit proposals for the movement of employees specified in paragraph 1, structural units, their additional staffing, as well as candidates for the positions of the head of the department and his deputy. Pay special attention to the observance of the law when considering issues related to the movement and, in particular, the dismissal of employees whose positions are subject to reduction in connection with the indicated organizational changes.
Until 01.04.2010, in cooperation with the Deputy General Director for Management and the Chief Accountant, ensure that the necessary changes are made to the current organizational structure, number of employees and staffing of Mayak OJSC.
3. To put into effect from 01.06.2010 an updated organizational structure, number of employees and staffing of the enterprise (drafts of the relevant documents are presented in Annexes No. 1-3 to this Order).
4. To impose control over the execution of this Order on the Deputy General Director of the organization.
Appendix: according to the text, on 8 sheets.
Director personal signature A. A. Agafonov
legal adviser personal signature E. V. Kashina
Head of Human Resources personal signature D. E. Zhukova
Order on approval of the vacation schedule and business trip plan for employees of the enterprise. Open Joint Stock Company "Mayak"
ORDER
December 17, 2010 No. 123-l
Samara
On approval of the vacation schedule and business trip plan for the company's employees for 2011.
For the purpose of proper organization of work on the provision of annual paid holidays to employees of the enterprise, their sending on business trips, -
I ORDER:
1. Approve the vacation schedule for employees of Mayak OJSC for 2011 (Appendix No. 1 to this Order).
2. Approve the business trip plan of the organization's employees for 2011 (Appendix No. 2 to this Order).
3. The head of the personnel department, in cooperation with the head of the office, until 12/30/2010, ensure the preparation of extracts from those specified in paragraphs. 1 and 2 of this Order and promptly bringing them to the attention of the heads of structural divisions against signature.
4. Heads of structural subdivisions to bring to the attention of subordinates (as far as they are concerned) the terms for granting regular paid holidays, assignments on business trips for 2011.
Proposals and requests for amendments to the vacation schedules and the travel plan approved for 2011 by this Order should be sent in exceptional cases to the head of the personnel department no later than 5 working days before the planned date of granting leave or sending on a business trip, and in urgent cases - immediately. Have a reserve of employees in the subdivisions to be sent on business trips to replace the sick, retired, etc.
5. To impose control over the execution of this Order on the deputy director of the organization.
Appendix: according to the text, on 4 sheets.
Director personal signature A. A. Agafonov
legal adviser personal signature E. V. Kashina
Head of Human Resources personal signature D. E. Zhukova
Option
Order on the preparation of fire fighting measures
Open Joint Stock Company "Mayak"
ORDER
Samara
On additional measures to ensure fire-safe conditions for the operation of facilities, buildings and structures of Mayak OJSC in summer period 2010
In connection with the onset of the summer period, in order to ensure fire-safe operating conditions for facilities, buildings and structures of Mayak OJSC in accordance with the Fire and Technical Safety Rules in Russian Federation(PPB-01-93), -
I ORDER:
1. Deputy director for administrative, economic and logistics support to take additional measures to create and maintain fire-safe conditions for the operation of facilities, buildings and structures of the organization in the coming summer period. The list of measures should be reflected in the draft plan, which, after agreement with the interested parties, should be submitted to me for approval by 06/01/2010.
2. Appoint officials responsible for ensuring fire-safe operating conditions for facilities, buildings and structures of Mayak OJSC in accordance with the attached scheme for securing the territory of the enterprise (Appendix No. 1 to this Order).
3. Before 06/01/2010, within the areas of assigned territories, the officials named in Appendix No. 1 to this Order, by their authority, determine those responsible for ensuring fire-safe operating conditions in each workroom and in the adjacent auxiliary (technical, economic, etc.) territory. Keep lists of those responsible in workbooks in the form specified in Appendix No. 2 to this Order.
Responsible for ensuring fire-safe operating conditions in the working premises and in the auxiliary territory adjacent to them:
3.1. Place on information boards evacuation schemes in case of fire, layouts of fire extinguishing equipment, lists of fire brigades, instructions on how to proceed in case of fire, telephone numbers for calling the fire brigade.
3.2. Have in working premises (in the auxiliary territory adjacent to them) serviceable fire extinguishing equipment, complete first-aid kits, bags for carrying documents, fireproof covers (casings) for sheltering especially valuable property and equipment.
3.3. Until 06/05/2010, conduct 2-hour instructive-methodical and practical classes with employees performing their duties in the relevant working premises and (or) in the auxiliary territory adjacent to them. During the classes, work out the procedure for evacuation in case of fire, explain the rules for the use of fire extinguishing equipment, determine the routes for the removal and storage of evacuated documents, property, equipment.
4. To the head of the emergency fire brigade of the enterprise:
4.1. Until 05/25/2010, check and put in readiness for use in case of fire all available fire extinguishing equipment, fire and fire alarm systems, if necessary, submit an application to the Deputy Director for ACMTO for resupplying with the specified means in the form specified in Appendix No. 3 to this Order.
4.2. In the period from 25.05 to 05.10.2010 to ensure effective, systematic monitoring of the serviceability of automatic fire protection, maintaining the fire water supply system in proper condition, the availability and condition of primary fire extinguishing equipment, evacuation routes and compliance with the fire regime at the facilities, in buildings and structures of the enterprise.
4.3. Until 06/01/2010, check the availability and, if necessary, place appropriate signs on the doors of the main and emergency exits, as well as signs with the names of those responsible for fire safety in each working room (based on data received from the heads of structural divisions).
4.4. Until 06/05/2010, conduct a 4-hour unscheduled training session with the emergency fire brigade. During the training, practically work out the main questions of the most effective application fire extinguishing means, as well as the procedure for interaction with the city fire brigade.
5. The Secretariat, in cooperation with the heads of structural divisions, by June 5, 2010, shall ensure the distribution of the attached Memo on measures among the employees of Mayak OJSC fire safety(Appendix No. 4 to this Order).
6. For the period from 25.05 to 05.10.2010, it is strictly forbidden in the working premises and in the auxiliary territory adjacent to them:
6.1. Smoking, except for the places specified in Appendix No. 5 to this Order.
6.2. Use of open fire.
6.3. Use of faulty heating, lighting and other electrical appliances (including kettles, microwave ovens, boilers, etc.).
6.4. Manufacture of welding and other similar works without the appropriate permission of the chief engineer and head of the emergency fire brigade.
6.5. Obstruction of exits from working premises and evacuation routes.
6.6. Improper use of fire extinguishers.
7. The heads of structural divisions personally and through their subordinates daily monitor compliance with fire-safe operating conditions within the assigned territory. Record the results of the control in workbooks in the form specified in Appendix No. 6 to this Order.
Those guilty of violating fire-safe conditions of operation shall be held accountable by their authorities, and in case of repeated violations, they shall represent the perpetrators to be held accountable by the authority of senior commanders.
8. Control over the execution of this Order shall be entrusted to the Deputy Director for ACMTO.
Appendix: according to the text, on 24 sheets.
Director personal signature A. A. Agafonov
Legal adviser personal signature E.V. Kashina
Head of the personnel department personal signature D. E. Zhukov
Option
Order on the organization of control over the execution of documents
Open Joint Stock Company "Mayak"
ORDER
Samara
On additional measures to organize control over the execution of enterprise documents
In order to improve the documentation support for the management of Mayak OJSC, -
I ORDER:
1. Deputy Director for general issues in cooperation with the head of the office until 08/15/2010 to develop and, in agreement with the interested parties, submit to me for approval a draft plan of additional measures aimed at optimizing the system of control over the execution of documents in the organization. When developing a draft plan, be guided by the provisions of the Intersectoral enlarged standards for work time for preschool educational institutions (Ministry of Labor of the Russian Federation, 1995), Standard Instructions for Office Work (approved by order of the Ministry of Culture of the Russian Federation dated November 08, 2005 No. 536), methodological recommendations VNIIDAD (2007).
The draft plan should include:
1.1. Measures to improve the efficiency of the system for monitoring the execution of documents of the organization.
1.2. Activities for additional vocational training employees of Mayak OJSC responsible for monitoring the execution of documents.
1.3. Measures for logistical, financial and other types of support for the proper functioning of the system for monitoring the execution of documents.
1.4. Development of Instructions for monitoring the execution of documents in structural divisions.
1.5. Development of instructions for employees responsible for organizing systematic control over the execution of documents (instead of the current one), paying special attention to the set of actions that ensure the timely, complete and high-quality execution of documents or the actions prescribed by them.
2. Control over the execution of this Order shall be entrusted to the Deputy Director for General Affairs.
Director personal signature A. A. Agafonov
legal adviser personal signature E. V. Kashina
The order is the main administrative document of the enterprise. In the nomenclature of the affairs of the organization, the issuance of such orders, as a rule, is divided into two large groups: orders for core activities and personnel. Let's consider the first group.
These are local regulations that reflect management decisions on issues of production and economic activities, planning, reporting, financing, lending, sales of goods, etc. As a rule, a local normative act is prepared by the structural unit whose activities are related to its implementation. In the article we will give samples of orders for the main activities of the enterprise, which can be used in everyday work.
Among orders for core activities (OD) special place occupy orders on administrative-organizational or administrative-economic issues. They should be kept separate as they have different dates storage. If orders on ML are stored permanently, then on administrative and economic issues - 5 years.
Often, clerks have difficulty classifying an order as a local regulations by OD or by personnel. The basic principle is as follows: if the document regulates labor relations with the organization of specific employees, this is an order for personnel (hiring, dismissal, vacation, business trip, promotion, penalty, training, etc.), but if we are talking about the organization as a whole, this is an order on the main activity, even if it names the responsible persons and gives instructions to specific employees.
Let's take it far complete list orders for the main activity. These include the following orders:
Requirements for the execution of a number of documents classified as organizational and administrative are enshrined in GOST R 6.30-2003. This document specifies the composition of the details and the requirements for their design. Here are the layouts of the details on the form.
The text usually contains the following:
If separate documents, for example, explanatory documents, are attached to a local normative act, this is indicated in the text. For clarity, we give a sample order for the main activity.
It is customary to register orders issued at the enterprise, since it is necessary to keep records of them. Local regulations are not only approved by the head, but also receive their own number, under which information is entered about them in a journal specially designed for these purposes. If the company introduced the division of orders into groups, then it is better to immediately register and store them separately. This will allow at the end of the year not to spend additional efforts on classifying documents in accordance with their retention periods.
A journal is used to register local regulations. At the legislative level, there are no requirements for such a document. Its meaning is to ensure that the following information can be recorded there:
The register of local regulations is used throughout the calendar year. Every year starts new magazine(book), and the numbering of orders for the main activity in it is carried out anew.
In every organization labor activity regulated by orders and orders of the head. At the same time, it is common practice in many companies when the development of orders is entrusted to the secretary (personal assistant). In this article, we will consider what rules for issuing orders in this case must be observed.
From this article you will learn:
Each secretary is required to know the rules and requirements for the execution of various documents. This is especially true when it comes to documentation regulating the activities of the company and its employees. Given the fact that secretaries quite often have to control the execution of documents, he must know that this document is drawn up in accordance with all the rules. It is the rules for issuing orders that we will discuss in more detail.
Before addressing the issue of issuing orders, we first understand their classification. The order is the main administrative document in the organization. For convenience, it is customary to divide orders into two groups: by personnel and the rest. Accordingly, the personnel service (as a rule) deals with orders for personnel, and the head of the organization deals with the rest (for core activities). In our material, we will conditionally talk about orders that do not concern personnel, since the attitude of the latter to office work is not so obvious.
Note that in order to place an order, you must use the form for special types documents with the corresponding name. It should also be noted that the text of the order is divided into two parts: ascertaining and administrative. The first part serves as a rationale and an indication of the reasons that served as the basis for the order. The second is the order (order) itself, which tells about changes, innovations, etc. If there are several items in the administrative part of the order, each should be numbered in Arabic numerals and start on a new line. In this case, it is necessary to indicate the responsible person to whom the execution is entrusted. The position, surname and initials of the performer are indicated in the dative case ( to the head of the legal department Ivanov S.S.).
The composition of the details of the order is regulated by GOST R 6.30-2003. According to this standard, the order must contain the following details.
Permanent details of the "single" form:
Variable details of the "single" form:
The title of the order should answer the question "about what?". For example, “On changing the work schedule”, “On changing tariff plans”, etc.
Quite often, when placing orders, errors occur due to a large number of requirements for registration. Below we will look at the most common ones.
I ORDER:
2. Commissions for the transition to a new wage system:
2.1. Conduct workshops at least once a week. Unscheduled - as needed.
2.2. The activities of the Commission are:
Analysis current state staffing table by category of personnel;
The ratio of positions (professions) of employees, provided for by the staffing tables of institutions, with professional qualification groups and qualification levels.
Comment: in the above example, clause 2.1 should be worded differently: “hold workshops at least once a week, unscheduled - as needed”; the content of clause 2.2 is by its nature not for an order. The information set out in paragraph 2.2 should be contained in another document, for example, in the regulation on the commission. Example: a clause in the administrative part in the order to create a Commission for the transition to a new wage system.
I ORDER:
3. In its work, the Commission is recommended to keep in mind that the wages of employees (staff) established in accordance with the new wage system cannot be less than the wages paid to employees in accordance with the employment contract before the introduction new system remuneration, subject to maintaining the volume official duties employees (personnel) and their performance of work of the same qualification.
Comment: paragraph of the order is worded as a recommendation. In order for this provision to acquire a prescriptive (directive) character, it must be stated as follows:
3. Commissions proceed from the position that the wages of employees (staff) ...
Comment: orders should not contain vague provisions, provisions general that do not involve specific actions, for example:
1.5. Strengthen control over the working conditions of medical workers.
In order for this provision to become specific, so that the order can be put under control, this paragraph must be worded differently, for example:
1.5. The heads of medical institutions, by (date), bring the working conditions of medical workers in line with the regulatory documents on labor and labor protection.
According to Wikipedia:
Prikah- in administrative law, a type of act of management, a strong-willed imperious official order of the head, given within his official powers and obligatory for execution by subordinates.
GOST R 7.0.8.-2013 "Office work and archival business"
- Resolution of the State Standard of the Russian Federation of 03.03.2003 N 65-st "On the adoption and implementation of the state standard of the Russian Federation" (together with "GOST R 6.30-2003. State standard Russian Federation. Unified documentation systems. Unified system of organizational and administrative documentation. Documentation Requirements"
- Order of the Ministry of Culture of the Russian Federation of August 25, 2010 N 558 "On approval of the "List of standard managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage"
- Decree of the State Statistics Committee of the Russian Federation of 05.01.2004 N 1 "On approval of unified forms of primary accounting documentation for accounting for labor and its payment"
In commercial organizations, things are a little simpler. According to federal law dated December 6, 2011 No. 402-FZ “On Accounting” Starting from January 1, 2013, each company has the right to independently develop any documents. At the same time, it does not matter at all whether they are included in the album of unified forms of documents or not. An important condition is the presence in the form of mandatory details, such as: the name of the document, the name of the company, the type of document, the date of its compilation, a description of the personnel operation performed, indicating the value of its measurement (monetary or natural expression). Also, according to paragraph 2 of Art. 9 of Law No. 402-FZ, the responsible persons, their place in the organization, signatures, accompanied by a decoding of the initials and surnames, are indicated without fail. With the exception of the clarification of the signature, the rules for processing primary documents have not changed much.
Each company has executive orders related to the activities of the company and requiring formalization. They are usually led by the company secretary. But when the inspection bodies come to us, they request certain orders, which are mandatory in the company. And here lies the big risk for the company. We all know that often the leader issues orders that are contrary to the current legislation.
For example: as a manager, I was obliged to go to work in holidays according to the schedule and it was not paid. It was called "watch". But, as we know, these days must be paid in double size, which did not happen. Seeing such an order, the employee labor inspectorate Be sure to check the accruals for these days in the accounting department.
In addition, we sign an order with the head to put the staffing table into effect, and a copy of this order must remain with the secretary (if the orders are in the secretariat). This is a direct violation of the Law on Personal Data.
I would like to draw your attention to the fact that we carry orders for signature to the general director (head) personally(or Head of Human Resources). Never leave a folder with orders in the secretariat "for signature". Always wait for the manager to approve the documents and pick them up personally.
I recommend that in the personnel department (in the personnel department) create separate folders: for orders for personnel, for orders for vacations, for orders for business trips and orders for core activities. The last folder will just contain the orders of the manager regarding employees, and mandatory orders.
What folders of orders will we form?
1. Orders for personnel (by personnel):
- about hiring
- transfer to another job (relocation)
- on dismissal
2. Orders on business trips.
3. Leave orders
4. Orders on the main activities of the company
- about disciplinary actions,
- about combining
- about encouragement,
- on the establishment of a salary increase,
- about changing the personal data of the employee,
- on the assignment of ranks, class,
- about change working conditions,
- obligatory orders.
Orders are formed according to the terms of storage. Personnel orders (recruitment, transfer, dismissal) are stored in the company 50 or 75 years old, orders for vacations and business trips - 5 years. Then, an act is drawn up and orders are destroyed.
Personnel orders, as we said earlier, can be conducted in free form (taking into account the required details) or in forms approved by the State Statistics Committee. In my opinion, these orders are quite convenient and do not require changes.
I would like to consider the mandatory orders for the main activity in more detail. By the way, these orders are requested during any checks, therefore, I recommend publishing them and making a copy, putting them in a separate folder so as not to request them from the archive if necessary.
1. Order on the approval of the used forms of documents. An example of this order can be viewed below.
Even if you use unified forms of documents in your work, you need to fix this in the order. Samples of all forms in question must be attached to this order. Or samples of forms developed by the company. By the way, the form of the company's employment contract can also be approved by the same order.
In our classes, students often ask the question: having studied the course material, they realized that the contract needs to be improved. Is it possible to re-sign contracts with employees again?
No. The contract is concluded once. We make the necessary additions by an additional agreement, but with newly hired employees, it is possible to conclude new forms of employment contracts, as amended and approved by order.
2. Order on the entry into force of the Local Regulations.
This order is issued on the first day of the establishment of the company. But there are still firms in which Local Regulations have not been developed.
Then the algorithm of actions will be as follows:
1.
An order that in 2 months (and if there is a trade union company, then in 3 months) the following Local Regulations will come into force:
- Internal labor regulations
- Regulation on the protection of personal data
- Regulations on wages and awards.
The list of acts can be continued by adding, if necessary, the Regulations on business trips (Regulations on certification), i.e. those that are necessary for the normal operation of the company.
2.
We acquaint all employees of the company with this order against signature and provide an opportunity to familiarize themselves with the Acts.
3.
After 2 months, we issue an order on the entry into force of these Local Regulations and again collect signatures to familiarize all employees with this order and separately with the Acts.
If there is a need to make changes to these regulatory documents, then the procedure will be the same. Do not forget that if the Acts were put into effect by the Order, then the changes should be introduced by the Order, and not by the Order.
Now small businesses have been given the right not to develop these Regulations, but to include their content in Labor contract. In my opinion, it is more convenient to work with the Acts, because the number of the company may change and you still have to enter them.
3. Order on the entry into force (on approval) of the staffing table.
Everything is simple here. Most likely, you have already made this order. It is very short in content, and many novice personnel officers begin to “for solidity” add clauses about the cancellation of the previous Staff Schedule, a clause about the period of validity, and so on. As we discussed in our Human Resources classes, the responsibilities of administering staffing with some periodicity, the employer does not. We approve as needed. Appendix to the Order - Staffing.
4. Order on the approval of the vacation schedule.
Let me remind you that the order is issued no later than 2 weeks before the new calendar year.
If employees are employed in the company after the approval of the schedule, then Orders can be periodically made to approve an addition to the vacation schedule. This document is of a planned nature, is not a Local Regulatory Act, and the employer has no obligation to acquaint employees with the vacation schedule.
5. Order on the appointment of a person responsible for accounting, maintaining and issuing work books.
Often the company ignores this order and by default the CEO is responsible. He also signs work books. When an employee is dismissed, an entry is made in the work book and it is certified by the responsible person appointed by the order. The most common mistake in this order is that it does not specify who performs these functions in the absence of a personnel manager in the office.
6. Order on the appointment of a person responsible for the processing and storage of personal data of employees.
This order is necessary in the company, since, according to our legislation, all personal data of employees must be strictly accounted for and cannot be accessed by random persons.
Remember the famous movie "The Meeting Place Can't Be Changed"? There was a wonderful dialogue between Zhiglov and Sharapov, in which Zhiglov said that all the documents were upside down on his desk. Alas, not everyone who comes to our HR department comes on business. Some people come for news.
All documents in the personnel (personnel) department are in closed cabinets or safes.
7.
The following obligatory follows from the previous order Order on the organization of work to protect the personal data of employees.
It seemed, why issue a separate order, when it is already clear that documents cannot be scattered around? However, in my practice, I came across such a case when a sales manager, walking around the office and talking on the phone, asked the secretary for a draft, on which he made the necessary notes. He then went to the CEO's office, where they continued to discuss the terms of the deal, and at one point the paper was turned over. It was a damaged photocopy of the CEO's passport. As you understand, such negligence on the part of the secretary is simply unacceptable.
8. Order on the appointment of a person responsible for maintaining military records.
According to our law, we are obliged to keep a record of citizens liable for military service. This is a big and serious job. Accounting can be kept by an individual, or it can be an employee of the personnel department who is entrusted with these responsibilities. Hence the need for an order.
According to our legislation, all orders that we keep must be registered. The form of the registration log can be arbitrary. But you need to comply with the mandatory sections, namely: the order number, the number of the order itself, the date of publication, the short name of the order. I would also provide a "Note" section. In order to be able to clarify what kind of person we are talking about (for a quick search). If we conduct office work in a program (for example, 1C), then all orders (except for the main activity) are automatically numbered and you can print the Order Log from the program.
It happens that you come to new job, and before you, personnel records management was carried out on a case-by-case basis, and you receive “inheritance” orders with numbers 1,2,6,8,15 and so on. There are no missed orders and there is no way to restore them either. How to be?
In the register of orders, we write “Orders from No. 3 to No. 5 are absent.”
But what if two orders were issued with the same number? You can put a fraction with an additional number, but these situations attract the attention of inspection bodies.
What other orders for the main activity do we issue in the course of work?
- If an employee is assigned additional obligations to combine professions or expand service areas, then this requires registration, indicating the reasons for this need, the consent of the employee and a list of cases for execution;
- Orders for disciplinary action. The most common mistake in these orders - a monetary fine imposed on the employee. This is strictly prohibited by law. How to arrange it correctly? Come to - we will analyze in detail;
- Orders on the accrual of bonuses to employees;
- Orders for work on weekends and holidays and so on.
There are mandatory orders for core activities that regulate labor protection, but this is a topic for a separate article.
General rule for all orders: the company's internal documents are not stamped!
Still very important point: the order is signed by the head or a person authorized by a power of attorney. Facsimile signature on orders is not put!
You read the article and realized that there are no orders in the company. What to do? Publish and sign retroactively? There is no exact answer to this question.
I wouldn't file any paperwork with the company. You can miss minor (in your opinion) nuances that can turn into big problems. I believe that it is necessary to make documents from the moment you discover their absence. In case of verification, you will say that indeed, the documents should have been made earlier, but we corrected and made them later. This is much better than their absence, or a fake signature of an employee will pop up during verification.
Good luck and remember that every master was once an amateur!
