I just watched Channels Television’s Sunrise Daily programme this morning featuring the Oyo State Commissioner for Information, and the News Head, Fresh FM, on the demolition of Fresh FM building complex in Ibadan, Oyo State few days ago, of course with mixed feelings. While i can not dismiss political undertone from the entire brouhaha and also think the Oyo State Government wash a bit too hasty with its decision to demolish the structure despite appeals from various quarters. Government must not be perceived or seen to taking steps that make things difficult for private business owners as that would in itself hamper business activities and result in economic hardship.
On a flipside of the coin, i find the administrative arm of the organization( Fresh FM) complacent especially on administrative issues like correspondences. It appears the organization does not have an active and well structured administrative wing where letters are received and sent out on behalf of the organization. It is good administrative practice to reply every letter that comes to an organization. It ensures efficient record keeping and proper documentation. I was also amazed to hear that of all the letters that were forwarded to Fresh FM by the Oyo State Governemnt, only one of those letters got a response from Fresh FM. That is obviously a bad administrative practice. I am not writing this to give legitimacy to what the Oyo State Government did to Fresh FM, I am rather putting this out there with the hope that some one will learn a thing or two on how to be administratively active in an organization.
What are the things a well structured organization must have?
1. An Adminstrative Desk Officer: There must be a dedicated desk officer whose mandates must amongst other things, include receiving and sending out correspondences for and on behalf of the organization and timely share same with the appropriate and concerned members of the organization.
2. Stamp pad: Every organization must have an official stamp pad to stamp received and acknowledgment copies of any letter coming into the organization.
3. A proper referencing system: This is almost disappearing in our day to day official correspondence, but it is as important as number 2 above, as it helps in tracking movement of the letter and further shows from which unit of the organization the letter emanated.
4. Letter head and seal: The paramount place of letter head paper and seal for making impression can not be over emphasize and need not be discussed here.
Every organization must put the above in place to stay active an efficient and the list above is by no means exhaustive.
Like i said, every single written communication to an organization must be responded to through the same means by the receiving organzation irrespective of whether the issues contained therein has been resolved by other means. In otherwords, response through email, telephony calls, and other means are not sufficient.
Clinton Biragbara N. (@PrinceCBN)