How Do Secretaries Handle The Work Of Letters And Visits?

Help leaders do well

The work can be divided into four stages:

(1) the preparatory stage for sending letters and visits to leaders before giving instructions.

1. receiving registration.

The main forms of receiving letters and calls are: incoming calls, visiting letters, signing, receiving letters from superiors, sending letters and receiving letters on the Internet, etc.

When receiving, we should do the registration work of the letter number, the name of the incoming person, the communication address, the telephone number, the reflection item and so on.

2. summary of contents.

It refers to summarizing the main contents of letters and visits, and forming a brief paragraph, so as to save time for leaders to read and approve letters and visits, and facilitate leaders to make specific instructions.

3. recommend the contents.

According to the principle of "petitions and visits" of "territorial management, graded responsibility" and "who is in charge, who is responsible", the pfer of letters and visits is regularly followed, that is, the proposal for which units should be pferred to the source of the letter (the administrative place of ownership) and its contents.

(two) the stage of supervision and supervision of leading instructions.

4. pfer.

Letters and visits and leading instructions should be promptly assigned to specific contractors or contractors.

The general letters and instructions will be delivered within 1 days. Urgent and important letters and instructions should be handed over immediately.

If the leader's instructions require the time limit to be completed, the time limit for handling the assignment must be specified.

5. supervise and supervise.

After the letters and visits are handed over, they should be promptly or regularly urged to supervise and make good records. For urgent and important letters and visits, we should check the progress of the work at any time, speed up the handling and promote the implementation of the instructions.

(three) the feedback phase of complaint handling.

6. summarize the results.

In order to ensure the effective implementation of the petition and the implementation of the leader's instructions, we should collect and summarize the results of the letters and visits on the leadership's instructions on time, which can normally be carried out on a monthly basis, and report to the leaders who have made the instructions.

7. reply to explanation.

When handling letters and visits, secretaries often receive telephone calls or direct visits from petitioners.

(four) sorting and analyzing stage of letters and visits.

8. filing.

The collation of letters and visits and the summary of the results should be arranged on a regular basis.

9. analysis and statistics.

This paper sums up the contents reflected in the petition letters at a certain stage, analyzes the strong contradictions and the causes of the problems in the current society, and studies the Countermeasures for solving and eliminating these contradictions and problems, so as to provide references for the leaders' decision-making and the work of the relevant departments.

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Two. Issues to be noted in handling letters and visits.

(1) correct the position.

The Secretary's handling of letters and visits, from the nature and scope of the work, is only a supplementary work for the leaders to read and approve letters and visits. Its responsibilities differ from the specific government departments that are undertaken by the government, and also from the government's petition agencies. It is not suitable for them to directly handle letters and visits, nor is it appropriate to take the lead in coordinating the relevant departments to handle letters and visits (except the special requirements of leaders).

When handling letters and visits, it should be handled within the scope of its responsibilities, neither offside nor vacancy.

If connected

In the process of receiving the electricity, you should not say anything in the head, do too much work, prevent problems and expand or intensify the contradictions. When pferring letters and visits, you can not use the banner of leadership to arbitrarily pressurize or give orders to the contractors. At the same time, you can give the petitioners to solve and answer questions within the scope of their duties. They should be actively resolved and answered, and can not be evasive or ignored.

(two) timely and efficient.

Letters and calls are the requests and voices of the masses when they encounter problems, difficulties and contradictions in their production and life.

It is also an effective way to resolve conflicts, deal with problems and settle disputes in time. It is also an effective way to establish trust relationship between the government and the masses. It is also an important way to establish a good image of the government and leaders.

In 2004, a foreign businessman wrote to my mayor and asked for information about attracting investment in our city.

When the Secretary received the letter, he did it in a timely manner, and the leader gave instructions at once, and the contractor also provided relevant information quickly.

It was less than a week since the letter from the businessmen arrived and received the information. The merchants were very satisfied with it. Later, I wrote letters to express my appreciation for the efficiency of our municipal government and came to discuss the matter many times.

(three) strict confidentiality.

Confidentiality is the fundamental requirement for handling letters and visits.

A large part of letters and visits are written instructions for important issues and contradictions. Some of them are related to personal reputation, interests or personal safety. Some involve the interests of some groups and even the stability of society. Therefore, we must do a good job of confidentiality.

The requirement of confidentiality is reflected in every aspect of handling work.

For example, if the contents of the letters and visits are not disclosed, they can not be collected by others at any time, and the letters must be lost and picked up by others. In the stage of pfer, the confidentiality of the letters and visits and the leader's instructions should be ensured during the process of duplication and assignment, so as to prevent people who have nothing to do with the work to see the relevant contents.

It can be said that comrades who handle letters and calls must maintain a high degree of political sensitivity at all times and strictly abide by the confidentiality provisions. They should be cautious and cautious, and selfless and free from desires. They are not allowed to reveal anything irrelevant to their work.

(four) patient and meticulous.

Patience and meticulous is an important requirement for handling letters and visits.

Only by being patient and careful can we ensure that there is no mistake in the process of handling the work so as to ensure the confidentiality of the handling process, so that every letter and petition can be efficiently handled.

The handling of letters and visits is a work of perennially. Comrades who do this work must be able to endure loneliness and seek fame and wealth. In addition, they must wholeheartedly consider the masses, so that they can read every letter with patience and handle every instruction carefully.

Every letter and petition must be carefully registered and abstracted before sending to the leader for approval. In the process of assignment, it should be carefully checked to prevent errors such as incomplete page numbers, missed or wrong rotation. When receiving the results, the government should carefully check whether it has been carried out according to the instructions of the leaders, and whether it has solved the difficulties and problems of the petitioners.

The comrades who handle letters and visits should answer the questions within the prescribed limits when receiving letters and petitioners who inquired for the results. They should give a reply in a serious and accurate manner. If they could not answer them at that time, they should be patient to explain and actively do a good job of persuasion.

Some letters and visitors can not be solved because of the problem. In the speech, they often have the tone of weariness or threat. At this time, they can not be bureaucratic, rebuke, scolds or hang up the phone, but stand in the view of the visitors and help them to find ways to solve the problems as soon as possible. In this way, we can avoid the expansion and intensification of problems and contradictions, effectively weaken or eliminate the disputes of letters and visits.

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Three, need to be strengthened and improved.

(1) establish and improve the handling system.

The handling of letters and visits is a top-down system work, involving almost all departments of the party and government organs.

Internally, secretaries should have a complete and standardized handling system for letters and visits, including letters, visits, procedures, time limits, and confidentiality provisions for letters and visits.

Externally speaking, letters and visits from leaders should be pferred to the next party and government organs and departments. Therefore, all localities and departments should formulate relevant handling systems according to their respective responsibilities and characteristics.

At present, most departments and units have set up a certain system, such as the establishment of special departments or special persons, the responsibilities, job requirements, and procedures of handling personnel, etc., but many units have not yet stipulated the time limit, results feedback, filing and so on, and need to further improve the system.

The handling system of letters and visits should be clearly defined in the form of documents and should be regularly inspected.

(two) strengthen supervision and collection.

Some comrades who handle letters and visits have concluded their work by sending letters to the public. This often affects the quality and effectiveness of handling letters and visits.

Strengthening supervision and collection of letters and visits, from a small angle, is conducive to improving the efficiency of handling letters and visits, and helps the petitioners to inquire about the results, which helps the leaders to keep abreast of the progress and the situation.

Solving problems with contradictions as soon as possible will help to establish the prestige and good image of the government.

Therefore, the work in this field should be further strengthened in practice.

For important letters and visits, in addition to telephone calls, it is also possible to take the form of a reminder, on-site supervision and so on, and intensify supervision.

The summary of the results should be carried out on schedule, and a working system should be formed to ensure that each of the instructions is processed.

(three) strengthen analysis and statistics.

This is a work extended from the work of handling letters and visits, which can fully reflect the assistant role of the secretary.

In 2005, our city leaders learned from the statistical analysis of letters and visits that the current mode of treatment was relatively low and the voice of the grassroots was louder. We immediately asked the relevant departments to conduct investigations, and then published a document on how to improve the treatment of labor models.

"Letter and visit" is a barometer for reflecting the social and public opinion. Through the statistical analysis of the letters and calls from the masses, we can find the hot spots and focal points in the society in time, help lead the leaders to have a deeper understanding of the social and public opinion, and provide first-hand reference materials for making decisions on major issues, so as to facilitate the government to take measures to solve the problem of social repercussions, introduce relevant measures, safeguard the legitimate rights and interests of the masses in a timely manner, and promote social harmony and stability.