Report Handling Incoming Letters

A.    Background

Vocational High School has the view that the learning in the classroom is not enough or is not maximize for the student’s knowledge. For that, the school needs to conduct activities outside the school, such as Internships, On the Job Training, ect, for the students to know and feel the real situation in a company. Equipped with knowledge and technology of the school will allow students to carry out an Internships or On the Job Training.

Handling incoming letters is all activities carried out since the receipt of incoming letters, completion until the letter is stored. Letter has important part of the company growing. Because letter is one of the communication ways to contact one company to other. But now a days the good growing of technology replace the existence of the letter. Letters can be replaced by telephone, telegraph, radio, or even just online (internet). These media have their advantages, It can be faster than letters, but letters also have their own advantages to give  information to others. That letters can give information more detail and can use as an authentic prove.

Dinas Kebersihan dan Pertamanan (DKP) Surakarta helps the students of SMK N 6 Surakarta to do the work procedure in the field. One of them is about doing the communication by letter. Many works done at DKP office, for example : fill the agenda’s book, control card, etc. In DKP, the writer can get a lot of experiences and knowledge of the work in a real field. In the other side the writer also can compare the world of the real work and the training which the writer learn in her education.

The writer hopes that after doing the On The Job Training the students can do the work which is already given at school and also in the OJT correctly and do it with high responsibility. Beside that the writer also hope that the students can straight go to work after the students graduate from SMK N 6 Surakarta. Moreover after the writer also hopes that all the students can bring the good name of their school after their go to the work place.

B.     Objectives

On the Job Training has purposes to:

1.      Introduce the students about the work world

2.      Practice handling letter theory in to the activities of the work world

3.      Improve discipline in the world of work

4.      Prepare qualified employee

5.      Enhance student’s skill on the field of knowledge, attitude, and skill in accordance with agency demands

6.      Increase knowledge and experience

A.    Time And Place

The implementation of the On the Job Training had been done on 1^st March until 25^th April 2013, and the work hour was at 08.30 A.M. until 04.00 P.M. except on Friday and holiday on Saturday.

The writer had On the Job Training in Dinas Kebersihan & Pertamanan Kota Surakarta, or commonly known as with DKP Kota Surkarta. The located of Dinas Kebersihan & Pertamanan  Kota Surakarta in Menteri Supeno street No.10,  Surakarta.

B.     Materials and Equipments

The Materials to do On the Job Training were:

1.      Incoming letter

2.      Agenda’s book and Control sheet of incoming letter

3.      Deposition sheet

4.      Pen

The Equipments to do On the Job Training were:

1.      Photocopy machine

2.      Fax-mile

3.      Snail hector

4.      Stapler

5.      Stamp

6.      Perforator

C.    Theoretical Review

1.      Handling letters is letters processing activities that began with the receipt of incoming letters, then the solution until the letter is stored. http://fhittriana.blogspot.com/2012/11/penanganan-surat-masuk-sistem-buku.html

2.      According to Ida Nuraida, SE. (76, 2008) Modul Manajemen Adm.Perkantoran : Incoming letters is incoming letters into a company or the company in a good part coming from another company or from another part of the same company. Incoming mail can thus originate from the external and internal sides of the company.

3.      According to Drs. Sutrisno, ct an (44-48, 2007) Modul Melakukan prosedur Administrasi perkantoran : Procedure how to handle company’s document, includes :

·         The flow of procedure incoming letters system Agenda.

·         The flow of procedure incoming letters system control sheet.

·         The flow of procedure outgoing letters.

·         The flow of handling documents in addition to manuscript letters.

D.   Scheme of Work

Writing

Accepting and sorting

Making Disposition

Giving to head of mutation department

Processing

Archiving

 

E.     Motion of Work

              During the Job Training in Dinas Kebersihan & Pertamanan Kota Surakarta. I work on handling incoming letter, there are many to do it. There are :

1.    Acceptance and sorting

We do accepted and sorting where there is incoming letter, that letter will be accepted by secretary department and usually the secretary will be filling expedition’s book. After that had sorted based on important record, useful record and unimportant record.

2.    Writing

Writing in agenda’s book and control sheet. The incoming letter which accepted will be written in agenda’s book and control sheet. The matters are filled :

·      Number of agenda

·      Date to write

·      Letter source

·      Day, time and letter’s number

·      The summary of letter

·      Notifications

3.    Disposition

After it’s written in agenda’s book and control sheet the incoming letter had to be inserted a disposition sheet.

4.    Given to head of mutation department

The incoming letter will give to head of mutation department to get and signature and instruction form the Head of mutation for handling the letter.

5.    Processing

After getting instruction of head of mutation department, and then given to employee that’s responsible for it.

6.      Archiving

Last Procedure, the incoming letter is archived that suitable with archives code. In order to when be needed can be found with easy.

F.        Result

The result of handling incoming letter are as follow :

•      DKP at Surakarta everyday receive and handle incoming letters about 10-15 letters. Within 2 months when the writer was there, she handle more than 600 letters.