Every organization sooner or later faces the problem of monitoring the tasks set by management. Everyone solves this issue differently: some implement an electronic document management system, some put marks in registration books, others set up a file cabinet the old fashioned way. In this article we will look at the problem of monitoring instructions issued by the manager regarding incoming and internal documents of the company, and will present you with one of the options for organizing a control system using MS Outlook.

What is task execution control?

An order from a manager usually begins with a resolution placed on an incoming or internal (for example, an internal memo) document. As is known, the resolution must indicate the executor, the content of the task and the period within which the order must be completed.

If the organization does not have a control system, then, as a rule, the manager finishes his work on the document with a resolution, and the execution of the assignment remains entirely on the conscience of the executor. In the best case, the director will make a note for himself in the diary so as not to lose sight of the most important matters, but when the volume of incoming documents reaches several tens or hundreds per day, no diary will save him.

As a result, the responsibility to monitor execution falls on the fragile shoulders of the secretary (or, alternatively, one of the office employees). One way or another, the controller’s task is to familiarize himself with the resolution, bring the order to the executor and ensure that it is completed on time.

Are all documents put under control?

At the very beginning, when a document control system is just appearing in your organization, it is better to control only part of the documents. Which ones - let the leader decide personally. Firstly, it will be easier for the controller, and secondly, the negative (as always happens with changes) reaction of employees will be smoothed out. In the future, the list of documents sent for control will gradually expand. Let’s say that at the first stage a decision was made to monitor the execution of instructions on complaints received from individuals, and upon any requests from government authorities.

However, if a company immediately switches to electronic document management, there is no problem of choice: EDMS programs automatically track the path of each document.

Create a task inMS Outlook

Outlook first - mail client, which is capable of replacing an electronic document management system only in terms of communications between users; it does everything successfully necessary functions, in particular, monitoring the execution of tasks and generating reports.

An indispensable condition for organizing control inMS Outlook: the manager’s resolution must one way or another be embodied in in electronic format. The controller must either scan the document with the resolution in order to attach this file to the task, or reproduce the text of the resolution manually in the body of the task.

To create a task for a user, launch MS Outlook and in top menu select commands sequentially File, Create And Order(Fig. 1), after which a new window will open - your future task.

Fig.1. Creating an order

Let's start filling out the fields. In the first of them ( To whom) enter the address of the executor appointed by the director.

If there are several performers, the task is created for each separately (a feature of the program; otherwise there will be difficulties in tracking the task).

Second field Subject you need to fill it out as correctly as possible so that it is already clear what the task relates to, for example:

Input-234 dated 01/29/2013.

This will be convenient for both the controller and the performer.

The next important field for us is Term. It is established based on the deadlines for execution of documents accepted in your company.

We remind you that the standard period accepted in the practice of business communication is 30 calendar days.

Near the field Term You can select the task importance level: low, normal or high.

Fields Start, State And Ready When creating a task, the controller usually does not touch it, because the executor has not yet started execution, and the start of the time allocated for work will be the moment the task is sent to the executor.

On the menu Options You can schedule a task to repeat by clicking on the corresponding button.

This is relevant for, for example, monthly reports or providing other information at a specified frequency.

Here you are asked to select a category (if you use it) and add a reminder for the performer.

It is convenient to set a reminder three days before the deadline: on the required day, the contractor will receive a letter with the corresponding content.

Options Keep an updated copy of this task in your task list And Send me a status report when a task is completed are turned on and off using a checkmark in the checkboxes.

On a note!

Checkbox (from the English check box) is a graphic element user interface, allowing the user to control a parameter with two states - ☑ on and ☐ off.

The text field is entered in the letter field - the instructions necessary to complete the task. If there are none, you can enter the standard Please read the resolution and carry out the instructions.

Go to the menu tab Insert. Here we attach a file with a resolution letter to the task.

After that, click Send– and the task goes to the responsible person (Fig. 2).

Fig 2. Sending a task for execution

Performer's work on a task

The contractor will receive a letter with an attachment containing the task. Having opened the task, he will see a file with the manager’s resolution, the completion date and other information that you sent him (Fig. 3).

Rice. 3. Receipt of the task by the performer

to Fig - in this picture there is no dot after the order, but in the previous one there is

Having completed the assignment, the executor must draw up a report. To do this, in the task, as in the usual email, you need to select the option Answer, write the text of the report and send it to the controller.

The report must be correct and contain up-to-date information about the completion of the task, and not a simple unsubscribe Completed or, worse, OK.

Example of a report on the execution of an order:

A letter dated January 30, 2013 No. 323 was sent to the counterparty by mail.

Completing a task

After receiving the report, the controller marks the task as completed. To do this, right-click on the task in the list of tasks and select the command from the drop-down menu For execution, and then Mark as completed(Fig. 4).

Rice. 4. Completing the task

Reporting

Monitoring the execution of orders will lose all meaning if the controller does not periodically analyze the quality of the performers’ work. To do this, you need to generate a report based on the parameters that interest you.

To see the entire list of orders you have sent, click on the button in the lower left corner of the screen Tasks. A list of tasks will be formed in the central field, and in the left column Current view Any selection can be made. Typically controllers use views Detailed list , Overdue tasks And By responsible(Fig. 5).

Fig.5. Detailed list of submissions

Any list can be printed by selecting the appropriate command in the menu File.

Regulating the process and working with personnel

As is the case with any innovation, it is impossible to do without regulations for the process of monitoring the execution of orders. It is advisable to include rules for setting and completing tasks in the office work instructions. If you don’t have one yet, you can create a separate document, “Rules...” or “Instructions...”. One way or another, the process needs to be described in as much detail as possible, and it is advisable to provide the description with screenshots. The instructions must be approved by the General Director.

Go to new system control means the emergence of a number of new rules that are mandatory for everyone. However, compliance with these rules will not be much of a hassle for your colleagues.

Firstly, each employee will now have to keep MS Outlook constantly on. As a last resort, check your email at least twice a day.

Secondly, colleagues will have to remember: the task, the author of which is the secretary, is not his (the secretary’s) whim. This is nothing more than an order from the director, presented in electronic form. It was the director who appointed the executor and set the deadline for the task, and it is actually the director who will have to report on the implementation, and not the controller-secretary.

As you can see, the process of setting tasks in MS Outlook is quite simple and is quite suitable for a small company where up to 20 tasks are set daily. The main thing is that each of the instructions sent in this way is drawn up as correctly as possible: it has a specific addressee and deadline, and is sent in writing. The completion of work on a task is clearly recorded. The controller, in turn, is freed from calling the performers with reminders: he only has to make sure that the execution report arrives on time.

We considered only one of the options for automating the system for monitoring the execution of orders in an organization. Like any of the control methods we listed at the beginning of the article, this one has its own set of advantages and disadvantages. However, in our opinion, this is one of the optimal budget alternatives for a company that is just beginning to discover electronic document management.

Evgenia Kozhanova, specialist in preschool educational institutions and personnel records management

To begin with, let us recall the rules for monitoring the execution of orders, which we will later begin to automate using standard MS Excel capabilities.

There is control over the essence of resolving issues and control over the deadlines for completing tasks.

Substantive control

Control on the merits is an assessment of how correctly, successfully, and completely the issue has been resolved. Such control is exercised by the head (of an institution or department) or a specially authorized person. Responsibility for the correct and timely resolution of issues reflected in the documents lies with the heads of structural divisions and employees entrusted with the execution of the document. The performer usually:

• indicated in the manager’s resolution on a document (for example, on an incoming letter, on an employee’s application) or
• is written directly in the text of the order (usually in the order/protocol, individual instructions are drawn up as independent paragraphs of the text and formulated in such a way that it is immediately clear what, to whom and when needs to be done; accordingly, each item - task / instruction is put under control separately) ,
• when the performer is not directly specified, he is determined in accordance with the distribution of responsibilities in the organization.

If several executors are indicated in the resolution/instruction of the manager, the person first indicated in the resolution is responsible for the execution of the document/instruction and, accordingly, organizing its execution.

Instructions can follow from the text of the document, or they can be “independent”, i.e. undocumented and yet subject to control of their execution. If the order is created on the basis of a document, it contains a link to the basis document (see filling out the first four columns in the table in Figure 1). Instructions are issued by managers at all levels. However, each organization decides for itself which documents/instructions to put under control. Usually these are all instructions from the head of the organization and his deputies. How more quantity documents in the organization, the more important it is to streamline the work of monitoring the execution of documents and the more selectively the organization approaches the solution to the question “what will we control” - the golden mean is important here. So, control is usually placed on the execution of instructions from the first person; this is done by the preschool educational institution service or the secretary.

Instructions must be clearly and unambiguously formulated:

• the order itself;
• period of execution;
• executor (it is possible for several persons to carry out an order, then one is appointed as the responsible executor, and the rest are considered co-executors).

When forming instructions, it is advisable to adhere to simple rules: formulations should be brief, succinct, eliminating ambiguity of interpretation, and have a clearly defined and measurable result.

While the order is being executed, the following actions are possible:

• the author can change the deadline for completing the order;
• the author can change the responsible executor of the assignment;
• performers create reports on the results of execution;
• the author has the opportunity to return the order for revision or approve the result of execution.

If the task was divided between co-executors, then the responsible executor receives their performance reports. It is he who generates the final single report on behalf of and sends it to the author.

Control over deadlines

Control over the deadlines for the execution of documents/orders is carried out by the management documentation support service (DOU), and in a small organization - by the secretary.

The technology for monitoring deadlines can be divided into the following procedures:

• recording of all documents, instructions, instructions, and management assignments put under control;
• checking the timely delivery of the document to the executor;
• adjustment of data on controlled documents when deadlines for execution change, documents are transferred from executor to executor, from division to division (we record this in the “Execution Status” field, see Figure 1);
• reminder to performers and heads of departments about the presence of unfulfilled documents and instructions;
• informing managers (divisions and organizations) about the status and progress of execution of documents;
• entering data on the execution of documents;
• analysis of the state of affairs and the level of performance discipline for the organization as a whole, by structural divisions, specialists, types of documents and other aspects.

Deadlines documents can be defined:

As you can see, the deadline for executing an order is usually set by its author. It is accepted that orders containing instructions "urgently", are subject to execution within 3 days. The instruction “promptly” provides for a 1-day period for execution of the order. If the execution date is not specified in the order, it is subject to execution within 1 month from the date of its signing (until the corresponding date of the next month, and if in next month there is no such number, then until last day month). If the last day of the order execution period falls on a non-working day, it is subject to execution on the previous working day.

For documents containing a complex task, long deadlines can be set (several months, six months, a year). In this case it is necessary divide the assignment into stages and monitor the completion of the task step by step.

Term control includes:

• current control,
• helpful and
• final control.

The main types of control are current and preventive.

Under current control understand the daily preparation of information about documents that expire today. Current control is carried out by daily checking the progress of the document and reminding the contractor about the expiration of the execution period and the need to complete work on the document. Those responsible for execution control (in a small company - a secretary) daily, usually at the beginning of the working day, identify and compile a list of documents whose deadlines expire today.

Current control helps to create a work plan for the day. It immediately shows what tasks must be completed today (resolving an issue at a meeting, signing a document, sending a fax, etc.). Therefore, control over the deadlines for the execution of documents is a function that is necessarily provided for in job description manager's secretary. Every day, identifying documents whose deadlines are about to expire, the secretary finds out the possibility of resolving the issue in a timely manner, and if the deadlines are missed, reports this to the manager.

During preventative control reports are compiled and executors are notified regarding documents whose deadlines expire in 2-3 days (in our organization we do this 4 calendar days in advance). And then the employee still has time to resolve the issue in a timely manner.

The control position is very important. Only the orientation of control to helping employees, and not to identifying shortcomings, the desire to help, remind, and not incriminate, can ensure the greatest efficiency of the control service.

A systematic check of execution, skillfully and correctly carried out by an employee who tactfully reminds that the document is needed on time, that the prosperity of the company depends on the timely resolution of the issue, etc., emphasizes the need for this employee and his efforts. In addition, the “time card index” helps in planning the manager’s working day, since it reflects the events and tasks for a given date.

If upon receipt of a document or during its execution by the contractor it becomes clear that it is impossible to execute it on time, this is reported to the manager (the author of such an order), who has the right to postpone the deadline for execution of the document. If the manager extends the deadline, the secretary, in accordance with his instructions, enters a new deadline in the registration form.

The question of postponing the deadline for the execution of a document must be raised no later than 1 day before the expiration of the target date. Postponing the deadline retroactively is not allowed and, as a rule, is impossible in principle in automated systems.

For documents with a long (several months) execution period, intermediate stages of execution can be monitored by recording information about the progress of execution (we do this in the “Execution Status” field of the document registration card).

Often, resolving an issue requires sequential work on a document by several executors or coordination of the document with several departments. In these cases, the length of time the document is held by each executor must be controlled. When transferring a document, the fact of transfer must be recorded. Registration is usually carried out by the secretary of the unit transmitting the document. We reflect the movement of the document and the date of its transfer in the “Execution Status” field.

When documents appear expired execution their list is printed out on the same day and reported to the manager.

If the right to register documents can be granted to a wide range of employees, then changes reflecting the progress of its execution, as a rule, are carried out by only one responsible employee: the assistant secretary or a preschool education specialist.

Removing a document from control carried out only after complete execution of the document: execution of the manager’s resolution, preparation of a response document, receipt of a response to the outgoing document or other documented confirmation of the fact of execution. The result of the execution of the document must be recorded in the registration card (for example, “an invitation was sent”, “a letter was sent from... No....", etc.). The registration card also contains information about the date of execution of the document and indicates the case number according to the nomenclature in which the executed document is filed.

TO final control include analytical work to summarize performance discipline and the performance results of employees of a department or organization as a whole. Final control is carried out by employees (service) responsible for monitoring execution, or by the secretary of the organization at a given frequency (weekly, monthly, quarterly). The results of subsequent control are reflected in the final quantitative and list reports of the status of execution of tasks (controlled documents). This allows management to know what a particular employee (division) is doing and how things are going in a specific area of ​​activity (resolving a particular issue).

Final control, in mandatory combination with preventive control, is a stimulating factor in increasing employee discipline.

Example of order control using MS Excel

Now we will show what can be automated using standard MS Excel capabilities. To begin, open a new MS Excel workbook and create a table in it with the fields/columns/graphs shown in Figure 1. This is the main table that displays information on timely control of the execution of orders in our organization.

Next, in a separate cell, put the formula so that when you open of this sheet MS Excel is always above the table the current date was displayed(indicated by number 1 in Figure 1). Then it will be useful to us in everyday work with the table. You can do this in two ways:

Figure 2

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In this table, you can filter rows (i.e. controlled orders) according to various criteria. But to do this you need to enable the filter:

Figure 3

On-screen button for enabling a filter in MS Excel 2007 and 2010

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Figure 4

Criteria for filtering table rows by column contents in MS Excel 2007 and 2010

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The filtering criteria shown above appeared as a result of clicking on the gray square filter button in the “Artists” column (marked with the number 1). The cells of this column are filled with text, so the program offered us the following choices:

2 - firstly, we can filter one or more performers, leaving “checkmarks” only for them; we can also choose only empty lines, leaving a “tick” only in the last item in the list; if we leave the checkbox in the “Select all” position, then there will be no filtering by this criterion (this is now shown in the Figure);

3 - secondly, you can filter by the text contained in the column cells, however, this criterion is more suitable when working with the “Summary” column of a document, etc. For example, if we don’t exactly remember the title, but we remember keyword, which should be in it, then you need to select the item “contains...” and type this word without its ending, then as a result of the filter, only lines will remain on the screen that have the word we typed with different endings in the “Summary” field .

You can remove the filter by selecting the command of the same name - indicated by the number 6. If you filtered rows by specifying different selection criteria in several columns, then selecting this command once will remove the filter only in the column where you selected such a command, with the remaining filters in other columns will remain valid - each of them must be removed individually. In those columns in which the filter is enabled, the filter call button changes its image to the enabled filter button.

If the column by the contents of which we want to filter the table rows is filled with dates, then instead of a text filter the program will offer us another one - special for dates - indicated by the number 4: we can select not only a specific date, but also later or earlier than some date or limited period of time, yesterday, today or tomorrow, etc.

Our table has 3 columns with dates.

The numeric filter (indicated by the number 5) is specially designed to work with columns whose contents are numbers (in our case, this is the document registration number).

Figure 5

Criteria for filtering table rows by column contents in MS Excel 2003

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In MS Excel 2003, the filter by column content is called the same way screen button, as in later versions of the program, but as a result of clicking it, one general list opens for selecting a specific cell value or setting a more complex filtering condition, which is already customized individually for text, dates or numbers - it launches in a separate screen window after selecting list item “(Condition...)”.

Figures 4 and 5 clearly show What criteria can we now filter by? table rows in MS Excel different versions. We will be able to filter orders by executor, their authors, deadlines, controlled document data and any other information entered into a spreadsheet. Moreover, it will be possible to filter simultaneously by several criteria, for example:

• For which orders does the deadline expire today for a specific contractor:
  in the “Performers” column, select the required employee (see number 2 in Figure 4), and in the “Due Date” column, filter the rows whose date meets the “today” criterion (number 4 in the same Figure) or
• To whom did our chosen leader give instructions this month:
  in the “Author of the order” column we select the manager we are analyzing (number 2 in Figure 4), and in the “Execution Deadline” column we filter the dates that fall under the “This month” criterion (number 4), etc.

Now we’ll teach you how you can configure the program so that when you open a file automatically receive information about which orders must be completed, for example, after 4 days, to notify performers about this in advance. To do this, we provided a special column in the table, which we called “Distribution period”. Now let's configure it:

• select cell I6 (in the first line of the custom column) and type the “=” sign in it;
• click the mouse on the adjacent cell J6 (in the same row, but in the “Due Date” column) and you will see that it is included in the formula for calculating the contents of cell I6;
• then continue bookmarking the formula by typing “-4” from the keyboard;
• At this point, filling out the formula is completed (its current state can always be seen in the formula bar located above the Excel sheet, see symbol 1 in Figure 7, we get “=j6-4”). Now press on your keyboard Enter- and the result of calculating the embedded formula will appear in the table cell;
• after this, the formula can be copied to subsequent rows of the table, and then in them in the “Distribution Deadline” column the date will always be 4 days earlier than in the “Due Date” column: point the mouse at the lower right corner of cell I6 (while the pointer "mouse" should take the form of a black bold cross), click left button"mouse" and, without releasing it, drag down to the end of the column, then release the button. In Column I you will see the dates of all required warnings (number 2 in Figure 7);
• Then you can make sure that in the “Distribution period” column the cells with the current ones are automatically highlighted in color, i.e. today's dates (October 1 these will be some cells, and October 2 - different ones, etc.). To do this, you need to use the conditional formatting function. In MS Excel 2007 or 2010 this is done like this:
  • select all table cells in the “Distribution period” column located below the “header”;
  • click the button Conditional Formatting in Group Styles on the tab home(see Figure 6), select the command Cell selection rules, and in the panel that opens on the left or right, select the command date. A dialog box of the same name will open, in which there are two lists (Figure 8): on the left you need to select a position Today, and on the right - a way to format cells that satisfy this condition, for example, Light red fill and dark red text. Next click Ok.

Figure 8 shows what the finished table looks like with conditional formatting. By opening this table, for example, on August 13, 2012, a specialist can easily determine which notifications are sent out.

You can provide for the presence of the last “technical” column in the table; in it, in each row you need to place the number 1. Then, when filtering by any one or more criteria, you will always quickly count the number of filtered rows. To do this, select the remaining cells on the screen with the mouse in this column - MS Excel will calculate the sum of their values ​​and write it in the bottom reference line under the Excel sheet.

Figure 6

Conditional Formatting

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Deadlines for the execution of documents can be interpreted differently. For example, at what point should the term begin to be calculated (from the day the order was issued or the day after it)? Should it be counted in calendar or working days? What to do with documents whose deadline falls on the weekend? What if the deadline is not specified at all? All these questions are answered in detail, and much is explained with examples (16 in total) in the article “How to determine deadlines? "on page 12 of magazine No. 8" 2011

It is unrealistic to control the execution of all documents of the organization. Therefore, recommendations for determining the list of documents subject to execution control will help you. You will learn what deadlines are usually set and how this is done, as well as how you can control verbal orders. See the article “What will we control? "on page 30 of magazine No. 7" 2011

The Order Execution Control application is a wonderful tool that will help you control the execution of orders in your organization. Despite its simplicity, the program is very effective. The “Order Execution Control” utility was written in Microsoft Excel, so the main working environment of this program is tables. The user configures the structure of the order tables in a way that is convenient for him.

The program is multi-user, with the ability to define access rights. For example, for an ordinary employee only the function of creating a report for managers will be available. Access rights are configured by the administrator. For any table field, you can connect reference books that give Additional information. Task statuses (completed, in progress, not completed) are calculated automatically. The program generates reports independently, you can create templates. It is possible to export reports to electronic form. To allow users to quickly master this program, a training system was added. Although using this utility will not be difficult, especially for someone who has worked in Excel.

February 26, 2010 3:19 pm

Alexey Afanasyev, Quality Director of InterTrust company

At many Russian enterprises, especially those that have experienced last years rapid growth, the same problem is observed: the inability of the organization’s officials to ensure high-quality and proper control over the execution of their instructions. Typically, new companies suffer from this problem, while those organizations that still have a Soviet past, as well as the administrations of municipal, regional and federal authorities, quite effectively use the experience of directive management, which was especially popular in our country before perestroika. This article sets as its main goal the transfer of experience in the field of monitoring the execution of instructions from executives to modern companies.

Almost any type of management activity of an organization is associated with the execution of instructions from its management, so it is important to establish control over the execution of instructions. Instructions can:

● affixed in the form of resolutions on internal and incoming documents (for example, on memos and letters);

● be formulated in administrative documents of collegial bodies (in minutes) and individual management bodies (in orders and directives).

Regarding citizens' appeals, we note the following. Formally, the procedure for working with them is identical to the processing of incoming correspondence, however, the deadlines are regulated by current legislation at the federal level, which must be taken into account by both the manager who sets the deadlines and the contractor called upon to comply with these deadlines.

Many documents are in the process of being processed life cycle can be put under control. We can see both the imprint of a stamp with the letter “K” and the word “Control” written in red pen or made in the form of an imprint (see Example 1). The purpose of such notes is one - to draw attention to the need to control the instructions given in the text of the document or in the resolution on it (in our example, the incoming letter contains a resolution with instructions from Ignatova Yu.S., what needs to be done and when). Until completion of execution, such documents are stored in a separate folder. Upon completion of execution, a note about this is made on the document (in Example 1, in the lower right corner on 10/07/2009, a note was made about the conclusion of the agreement and the placement of the document in file No. 08-24).

Setting the task for performers

Who formulates the order? This is done by managers at all levels. It’s just that usually control is placed on the execution of instructions from the first person or the entire top management of the organization, and the preschool educational institution service deals with this. And the instructions of lower-ranking managers - heads of departments, as a rule, are handled by employees of the same departments, responsible for office work in them.

It would seem that the text of the resolution or administrative document should already clearly and unambiguously formulate:

● the order itself,

● deadline,

● specific performer.

If at least one of these conditions is not met (which happens), a separate employee is needed who can clearly reformulate the requirements of managers, and, if necessary, break them down into smaller ones, but with clearly defined performers.

When formulating instructions, it is advisable to adhere to the following simple rules: the wording should be brief, succinct, maximally eliminating ambiguity of interpretation, and have a clearly defined and measurable result. All this will allow you not to waste time on additional clarifications of the order. On the other hand, this gives the executor a goal, and the author of the order the confidence that the result from the executor’s actions will be expected.

Here are examples of vague formulations and the corresponding correct text structures:

When an organization establishes control over the execution of instructions, fairly soon the documents begin to change: instead of general requirements, short and complete instructions appear with a specific executor, deadline and expected result. This significantly increases the efficiency of company management, which is almost immediately noted by both its management and owners.

Order execution deadline

The deadlines for the execution of orders in an organization are usually set by the author-manager who created the order. In some cases, the deadline for the execution of orders may be established by a local act of the organization or an external regulatory document.

Let us quote here the Model Regulations for the Interaction of Federal Executive Bodies:

Document fragment

Model regulations for interaction between federal executive authorities, approved. Decree of the Government of the Russian Federation dated January 19, 2005 No. 30, as amended on February 21, 2008 The order is subject to execution within the time period specified therein. If a period of time is set as the execution deadline, its beginning is considered to be the date of signing the order. An order containing the instruction “urgent” is subject to execution within 3 days. The instruction “promptly” provides for a 10-day period for execution of the order. If the execution period is not specified in the order, it is subject to execution within 1 month from the date of its signing (until the corresponding date of the next month, and if there is no such date in the next month, then until the last day of the month). If the last day of the order execution period falls on a non-working day, it is subject to execution on the previous working day.

In order to improve the organization's management system, it makes sense for orders that are put under control to unify the deadlines for execution - to bring them to a single basis established in the organization. Initially, such a decision must be documented in a local act, for example, in the Office Management Instructions. Changing the deadline should also be possible only in cases documented in the organization’s local acts. And of course, the introduced system for calculating deadlines should correspond to common sense. After all, it is difficult to find a more demotivating factor for the performer than an impossible task.

We will give examples of several wordings of instructions and explain which date for each of them will be considered the last date for the timely execution of the instruction. This is very important because... There is often confusion on this issue.

A fairly common situation is when one manager entrusts the completion of a task to another manager at a lower level, and he, at his own discretion, lowers the assignment to another “floor below”. Thus, the order passes through the hands of several managers before reaching the final executor. True, going down this ladder, the assignment can “branch” into several “subtasks” performed by different people at different times. This system is called creating a “nested order”.

When formulating For “nested” orders, it is important to provide a temporary reserve. In relation to the “parental” order, it must be at least 1 to 3 working days. It is advisable to avoid too much “nesting” of instructions, excluding from the chain those managers who are only “passing the baton further.” If there is a executor who is responsible for the execution of the entire order as a whole, he is called a “responsible executor”.

As an example, when the deadline for executing an order is regulated by an external regulatory document, let us cite Federal Law No. 59-FZ “On the procedure for considering appeals from citizens in the Russian Federation.” According to this document, the maximum period for consideration of a written application from a citizen of the Russian Federation is 30 days, and it begins to be considered from the moment of registration of such a document (the Law allocates 3 days for this procedure from the moment the application is received).

If a citizen, for example, requires assistance from a local government body in exercising his rights, then the time period required for this often greatly exceeds 1 month. In such a situation, the applicant is sent a written response within a month, which does not resolve his issue on the merits, but clearly describes the procedure for further assistance from the body. In the authority itself, the order formed on the basis of consideration of such a complaint must be put under working control with regular submission of a report on the development of the situation to the manager - the author of the order.

It often happens that citizens address their appeals incorrectly. And then the addressee does not consider them, but forwards them to the body or official whose competence the issue falls within. The Law allocates 7 days for this from the date of registration of the application. In this case, the citizen is notified of such redirection. And, by the way, the Law clearly prohibits sending complaints for consideration to the body or official whose decision or action (inaction) is being appealed.

Procedure for monitoring the execution of orders

Now, having basic information on preparing instructions, it is necessary to consider in detail the procedure for monitoring the execution of instructions.

Note that at a specific enterprise work to control the execution of orders can be carried out:

● manually using a file of registration and control cards (RCC);

● in an electronic document management system, where the composition of the information recorded in “electronic cards” remains the same, but many operations to notify performers and generate reports on performance discipline are carried out automatically;

● there is also an intermediate option, when the capabilities of MS Excel are used to facilitate work - orders put under control are described in tabular form, in which you can then filter information by executors, deadlines, etc. See.

At the “Placement for control” stage, the office employee registers the order. If it is contained on a document, then a “K” or “Control” stamp is placed on it, or the same is written with a bright pen; it is also possible to simply move the document to the folder of controlled orders.

The executor, receiving the order, must familiarize himself with it and, before the expiration of the deadline specified on the order, complete the tasks set in it. If the contractor needs to transfer work to be performed by other employees subordinate to him, then he creates orders of a lower level, as we discussed earlier.

If the contractor realizes that the deadline does not correspond to the ability to complete the specified tasks on time, he petitions the manager who issued the order to postpone the execution date. In another case, if the executor realizes that the execution of the order is beyond his competence and area of ​​responsibility, he may apply for complete or partial cancellation of the order.

If the manager decides to postpone deadlines or cancel an order, he informs the person responsible for deadline control about this. In any case, requests from the executor to reschedule or cancel the assignment must be submitted to the manager before the expiration date of the assignment's control period.

« Control over the execution of instructions on the merits» is usually carried out by an employee competent enough to assess the relevance of the achieved result of execution to the task set in the assignment. Such control can be started by a competent employee upon receipt of a performance report and can be completed either by removal from control or return for revision.

The procedure for “Removing control” of an order is carried out by an employee who has verified the execution of the order on its merits, as well as if the manager satisfies the request to remove the order completely.

As part of the stage " Control of execution on time» a dedicated employee controls the deadlines for the execution of all active, that is, currently being executed, orders at the same time (if such work in an organization is carried out manually or using MS Excel, then this is usually done by the secretary of the author of the order or employees of the preschool educational institution service). Currently, most of this work can be performed by electronic document management systems, informing performers about the deadlines for completing the execution of orders. The notification is a cross-sectional warning for all orders that have not been removed from control (see Example 4).

The workload on an individual performer is constantly increasing and, as a result, the performance discipline of workers begins to fall due to elementary forgetfulness. Periodic informing of employees, for example, weekly, allows you to clearly understand the scope of tasks to be carried out and navigate the deadlines for reporting.

Information sheet can be either brief (see), or more complete, with the composition of information presented in the table from. By the way, if in such a MS Excel table we filter orders for a specific executor with an empty execution mark, then by printing the result we will get another version of the information sheet for the executor.

If such sheets are generated by the EDMS, then it is convenient to include in the tabular form a column with the number of days remaining until the end of the execution period. Ranking orders by expiration date is also very convenient - this allows the contractor to quickly navigate and manage his own working time more effectively.

Reporting on performance discipline

Some organizations practice interim reporting of performers. If it is necessary to regularly monitor the progress of execution of particularly important orders, their authors add to the text of the order information about the need for periodic, for example, weekly reporting, which must be provided throughout the entire execution period. An interim performance report is usually prepared in any written form or in the form of a memorandum. The preparation of such reports can be carried out by:

● the performer himself

● secretary subordinate to him,

● an employee responsible for performance discipline in the company.

To monitor the level of performance discipline in an organization periodically or at the request of management, several types of reports are prepared that may relate to performance discipline:

● a separate executive officer;

● specific division

● the organization as a whole;

● instructions issued by a certain manager, etc.

Information is summarized in the form of a statistical summary for management about delivered, executed, and also transferring to another reporting period instructions. To enable more effective management of performance discipline, different reporting models are used. Options for reporting forms are presented in and in the opinion of E. Kameneva.

Since such reports are prepared both for the organization as a whole and for its divisions in particular, only those officials to whom the manager directly gives instructions are included in the executors section. For example, for general director these will be his deputies and heads of areas of activity, while for the head of a department these will be the heads of departments and, possibly, sectors.

Even if the organization does not have full automation of document flow through an EDMS, such a document is quite convenient to prepare and maintain in a Microsoft Excel or OpenOffice.org Calc spreadsheet system. These systems have a largely similar interface and functionality; they can assist in automating accounting and reporting in a small and medium-sized company. The main thing is to clearly know what exactly you need to get as a result.

Opinion

We examined the issues of placing and removing orders from control, as well as the methodology for executing orders and reporting on monitoring their execution. The models of directive management proposed in the article will help make the management of the organization clearer and more transparent.