Correspondence The centralis_d correspondence suffers from such disadvantages which may sometunes prove irritating and annoying not for the staff of the organisation but for those vi ho are said to be the outsiders but who matters because of their importance lo the oftice arid the Organisation. IL is. therefore, durable to arrange correspondence work at functional department level. Each department undertakes its own correspondence work and deals with them according to Uleir own requirements. Such an arrangement is Xnown as decentralized or departmental correspondence. :
Advantages of Decentralised correspondence. The following are the main advantages of a decentralized system of correspondence as compared to that of of correspondence::
(i) c:tre based on intimate first hand knowledge and thus relations may be strengthened and goodwill maybe added.
(ill Tlle reference (past and present) can be easily looked into and desp.ttcltcd accordingly Without any fear of frequent interruption tltus avoiding unnecessary irritation and friction.
(iii) The department is interested in its own interest to improve the quality of the letter Their department is at stake, therefore, ihey deal Sikh the correspondence Cult more caution and loyalty.
Disatliantagrs of Decentralised :CorreYpondence. It is again m comparison to that of centralized correspondence that a decentralized system of correspondence suffers from the following disadvantages:
(i) No specialized training and experience-in dealing with the correspondence 50 far as the departmental staff if concerned.
(ii) The quality of letters may very from one department to another
(iii) No uniform pattern.
(iv) No uniformity and intimate relations.
In order to have ffie advantages of both the systems and in order to do away with the disadvantages of both the systems it is generally advocated that Receiving and Despatching functions may be centralized to take the advantage of specialization, experience training and outer functions, e.g. . t connect the letters WiUI references etc. to draft and make preparation for despatching the same and to follow up fitnctions, may be decentralized cot dealt tenth at the department level. ( tiso see next que.. -
MAIL HANDLING
Q. 2. What is mail? What facilities are to be provided for hamdling mails? Should mail serniees be centralised? Explain
. Ans What is MaU?. frail is a ZNniten commlmication received or despatched through postal or messenger services IvZamy can ttsttaily be classified into three categories:
(. Inn ards or In.mning 2. IAii
(ii) Outwards or Outgoir -'.iail
(fir) Inter-departmenhti hlAii
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