Office Procedures: Practical Assignments - Charitable Organization

This assignment solution by Ahmed Sameer covers several practical projects related to office procedures. The first project involves crafting an economic and social mission statement, along with a tagline, for a charitable organization. The second project is a memorandum to employees regarding professional development workshops, including the agenda and schedule. The third project is a job refusal letter. Project four presents a time distribution chart, detailing task assignments and substitutes. Finally, the fifth project provides a telecommunications guide for an intern, covering call screening and etiquette. The assignment demonstrates an understanding of various office communication and organizational tasks.

Office Procedures
Ahmed Sameer
Course
Professor
Date

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Project 1: Mission Statement for a charitable organization
Economic Mission: To enable all individuals to achieve their dreams by helping them to acquire
homes and food products.
Social Mission: Building better, happy and united communities by meeting their basic needs.
We aim to improve the quality of lives among the most vulnerable groups in our communities;
the homeless and the hungry.
Tagline: A little more kindness to enhance our communities.
Mission Statement: Enhancing communities is at the heart of our organization, and we strongly
hold the belief that humanity is characterized by kindness and the desire to create more bearable
environments for others. We can all climb up the ladder together.
Project 2: Memorandum
To: All Employees
From: Sameer Ahmed, Human Resource Manager
Date: 12th September 2018
Subject: Attending the 2018 Professional Development Workshops
Our company has organized for a series of workshops aimed to improve the employee
skills and efficiency. I would like to request all of you to attend these events as they are also
geared towards the attainment of the company's ultimate goal. Employees will be not charged
any fee for attending these programs. The meeting agenda of each workshop is attached. Please
do ensure that you gain the maximum out of these workshops as they will not be held much
often.
The workshop meetings will be held in the company's meeting hall and will run from the
17th to 20th of September 2018. The meetings will only take a maximum of two hours starting
from 3:00 pm to 5:00 pm.

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Project 3: Job Refusal Letter
12th September 2018
Catherine Alison
Operations Manager
GTK Company
88 BET Plaza
Bluetown, BT 20908
Dear Mrs. Alison
I would like to first thank you very much for considering me in your selection. I was very
glad that you offered me the post of an assistant manager in your company. I liked your company
very much as well as the interviewing panel. I would like to admit that the interview session was
a tough one but it was the only one that would lead to the selection of the ideal candidate.
After a careful and in-depth consideration, I regret to inform you that I have no choice
rather than to decline your given offer. Although I still believe that you were the most reassuring
in defining your future goals and advancement possibilities within the company, I have accepted
chosen to accept another post that has more links with my career goals, skills, and passion.
It was much interesting and enjoyable meeting both you and the entire team. Your
kindness and graciousness throughout our interaction is quite commendable. You were the most
accommodating both in the interview process and in the rest of my job search mission. I wish
that the current circumstances would have allowed me to accept your offer
Best wishes in your future endeavors and continued success.
Sincerely,
Sameer Ahmed

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Project 4: Time Distribution Chart
Assignee Task Time Lunch Break/Substitute
Sameer Answer phones
and route calls
9am-11:30am 11:30am-12:30pm
Substitute: Radu
Georgina Attend the
customer service
desk
9am-11:30am 11:30am-12:30pm
Substitute: Sandeep
Radu Handle office
correspondence
such as receiving
faxes, opening
email and snail
mail.
9am-12:30pm 12:30pm-1:30pm
Substitute: Finola
Sandeep Shipping and
receiving
products
9am-12:30pm 12:30pm-1:30pm
Substitute: Janus
Janus Marketing and
Sales and
Invoice.
9am-1:30pm 1:30pm-2:30pm
Substitute: Sameer
Finola Social Media
Specialist
9am-1:30pm 1:30pm-2:30pm
Substitute: Radu
Project 5: Telecommunications
I am glad to inform you that your request to work as an intern in our company has been
accepted. I believe that this will be a great opportunity for you to not only exercise what you
have been learning at college but also to learn more in a realistic environment. While in the
company, you will be tasked with the duty to answer to phone calls while the receptionist is out
for lunch. Communication is critical in the company, and you need to be very careful to ensure
that all works smoothly. I know you have already learned a lot in the telecommunications sector
and could be aware of these things. However, would like to give a reminder and some quick

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guidelines to guide you in your task. Please go through this script as well as the ones in the
receptionist's office to thoroughly understand what is required of you. Please do not assume
anything. You can always seek assistance when stranded. I will be available and am sure the
other members of the staff are also more than willing to help.
Screening Calls
During the time that the receptionist will be out for lunch, you will be expected to perform all
duties that have to do with phone calls. You will be responsible for screening calls, and savvy
etiquette is critical in this task. You are not only required to save time for the parties you are
representing but at the same time ensure that you offer a quality service to the callers. You
should always ensure that they are able to get the information they require without much delays.
You will have to coordinate with the receptionist to confirm the parties whose calls should
always be answered. For instance, supervisors, board members important clients and spouses1
1
Agarwal, Shipra, and Ashish Garg. 2014. "The Importance of Communication within Organizations: A." IOSR Journal of
Business and Management (IOSRJBM 3 (2): 40-49.