Perform Administrative Tasks: TTT CMN02

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Perform Administrative Tasks T-TT CMN-02
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Welcome

• This unit deals with the attitudes, skills and
  knowledge with regard to performing
  administrative tasks by a Travel and Tourism
  Officer.

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Key Competencies

• The tasks relate to common competencies for the
  tourism industry based around
• Processing office documents
• Drafting written communication and
• Maintain a document record keeping system
• Using office equipment to process office
  documents

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Processing office documentation

• Whatever job you have in the tourism industry
  will require you to process office documentation.

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Types of documents

• Memorandums (memos)
• Letters
• Reports
• Facsimiles (faxes)
• Invoices Receipts
• Telephone Messages
• Tickets and Itineraries

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Document Processing

• Some of the more common processing techniques
  include
• Filing
• Mailing
• Photocopying
• Faxing
• Emailing

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Filing

• Filing can be classified into five categories
• Alphabetical
• By date (chronologically)
• Numerical
• Geographical
• By subject

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Processing Mail

• Each company will have its own Inward and outward
  mail processing procedures. Normally these
  include
• Sorting the mail
• accounts payable, accounts receivable, customer
  correspondence, advertising material, urgent
  correspondence

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Processing mail (cont.)

• Open and record mail in mail register
• Make sure all attachments are secured to
  correspondence
• Date stamp mail (stamped with todays date and
  received)
• Record any payments received in the mail register

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Photocopying

• It is often necessary to keep copies of documents
  for legal requirement and record and statistical
  purposes.
• It is quick and easy enough to make copies of
  most documents using a photocopier.

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Photocopying
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Faxes

• Faxing information can often be a very useful and
  time-efficient way of sending documents.
• It is also a good way to get information to
  another organisation or customer quickly.

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Emailing

• Email is extremely useful for getting documents
  and information to other parties electronically.
• Computer files can be sent via email so that the
  person at the other end can either use the file
  to add information to and/or print it off at
  their end.
• The quality of print is therefore better than a
  fax.