How do civil servants handle official documents well

In the office, dealing with official documents is stressful and risky; One careless move will lose the game; A miss is as good as a mile. Many document processing workers are in sub-health state, often suffering from symptoms such as nervousness, anxiety and insomnia, and are prone to "occupational diseases", such as eye diseases, cervical spondylosis, arthritis, neurasthenia and depression. Document processing refers to a series of interrelated and orderly work such as document handling, management, sorting (filing) and filing. In practical work, it mainly refers to the handling of official documents, including issuing documents and receiving documents. The official document processing seems simple, but in fact it is complicated, difficult, tight and dangerous. One is complexity. Complexity refers to the complexity of matters, the number of people and the complexity of procedures. (1) The complexity of matters Take a prefecture-level city as an example. Generally, a department in the government office is responsible for document processing, such as secretarial section or secretarial section, which is mainly responsible for document processing: reviewing, signing and issuing messages in the name of the municipal government and the municipal government office; Responsible for sorting and organizing incoming calls; Responsible for sending and receiving messages, keeping confidential, seal management, archives and other work; Responsible for the coordination and business guidance of the official document processing work of the municipal government system; Wait a minute. The types of documents processed include official messages of the State Council, the State Council General Office, provincial government and provincial government general office; Letters from the State Council, provincial government departments and other provincial and municipal governments and departments; Report official documents of county and city governments and municipal government departments and units (including situation reports, research reports, briefings, reference information, opinions and suggestions, etc.); Official messages of the municipal party committee and the municipal party committee office (including the documents of the superior party committee distributed by the municipal party committee office). (2) There are many people. The government office (hall) is the window of the government and the hub of the government's work operation. The department responsible for document processing is the hub of office work, which plays a key role in communicating up and down, contacting the inside and outside, and coordinating the left and right. Due to the complexity of the affairs in this department, people are often crowded here. Who are the personnel? On the one hand, it is the personnel of other departments who take and send documents or materials and print documents; On the other hand, it is the personnel of municipal party committees, departments or enterprises and institutions who take and send documents or letters. There are also telephone consultation personnel. (3) Procedures There are strict procedures for making and issuing complicated documents, handling incoming letters, instructions, requests for instructions, handling passwords and telegrams, handling documents for going abroad, and using seals. Which leader is responsible for each step has a clear division of labor. For example, the process of making and distributing non-classified documents of the municipal government involves more than a dozen people and more than ten steps. Although this is a working system, the front line is too long, which leads to the slow operation of the documents and the cumbersome official document processing procedures. Second, it is difficult for the municipal government to issue non-classified documents. Difficulty mainly refers to difficulty in auditing and confidentiality. After the document is drafted, it will be reviewed by the document processing department. The drafting department of the document often just submits a lonely document to the document processing department, and it is easier to examine whether it is really necessary to write, whether the writing method is appropriate, whether it meets the relevant requirements of the writing rules and the drafting of the document, and whether the document format meets the relevant regulations. The biggest difficulty in auditing is the content of the documents. Because there is no or lack of background materials and reference materials, sometimes in the process of auditing, it is necessary to call the drafting department several times to inquire about the drafting situation and related matters of the documents, which reduces the work efficiency, delays the issuance of the documents or leads to the inaccuracy and inadequacy of the purpose of expressing the documents. As mentioned earlier, the document processing department, as a document center, gathering place and "Wenshan", has a large number of documents coming and going every day, such as requests and reports from counties and cities, municipal departments, enterprises and institutions; There are notices, opinions, meeting minutes, measures and speeches issued by the municipal government and government offices; There are letters and thank-you letters from ministries and commissions in the State Council and other provinces, cities and units. Moreover, a large number of documents are removed from the leadership every day, many of which are classified documents, so the staff need to carefully and seriously clear them. In addition, with the development of e-government and the popularization of electronic official documents, a considerable number of official documents are transmitted through the network, which involves the confidentiality of documents. How to prevent leakage has become a key and difficult point in the current office (office) work. But sometimes it is impossible to prevent, such as foreign units coming to send and receive emails or using USB flash drives, which may lead to the loss of secrets, and then cause irreparable losses to the country. Therefore, at present, the country, provinces and cities are strengthening the confidentiality of government information. The third is tight. Tightness means tight time, tight task and tight nerves. The complexity and difficulty of matters directly lead to the intense and exhausted work of document processors. A large number of documents, letters, information materials and so on come in one after another every day, which often makes the processing personnel too busy to see, especially the handling of urgent documents, approval documents, requests for instructions, document review and so on. Moreover, it is common practice to work overtime and be on duty. How to complete the task with good quality and quantity in a limited time is always a difficult problem for document processors. The fourth is risk. Risk means high risk. Official document processing procedures are complicated and error-prone links abound. At present, leaks have occurred frequently, and how many document processors have fallen off the horse can not help but make people think deeply. Error-prone links The above table only talks about some characteristics of the official document processing work of the government. These characteristics are closely related. The complexity of work leads to the difficulty of work, which in turn leads to the tightness of work, and the complexity, difficulty and tightness of work finally leads to the risk of work. (Shao Jianguo, Document Literature Research Office, China Document Writing Research Association) If Instant Messenger members say that the post of document processing in our department is called sending and receiving documents, I think the key to sending and receiving documents is to make records, record the events to be handled, the writers and the deadline, and it is not finished before the deadline, which is the business of the writers. On the one hand, we should get the documents in time when sending and receiving documents, and then read them to the leaders. On the other hand, we should record the reading of the documents for future inquiry. -Xu Zhu's objective problems cannot be avoided. Subjectively, we can only look at how others write, and be familiar with the format and emotional color. There is also the ability of logical thinking. Think more about making a thing clear, dividing it into those points, and how to make it clear, without ambiguity, and concise. -Ma Chao personally feels that it is not so difficult, as long as the meaning of the leader is expressed in place and explained to the masses. Official documents are trivial, but as long as they can be handled patiently and meticulously, there should be no major problems. —— Every link in Te Li's office work is closely linked. When entering a certain link, we should consciously use ourselves as a tool in that link. This is the most basic professional ethics. The procedure is there, as long as we don't cut corners, everyone will do their part well and there will be no big problems. A large organization will have a corresponding detailed division of labor, and everyone is only responsible for a small part. This part requires that people do not need to have too much thoughts, opinions and motives in their work, but only think about how to do a good job in that part of their hands. People who are oppressed by the operation of official documents think too complicated. Such a complicated work doesn't need people in a link to see it from beginning to end. All it needs is to be quiet and serious. -Yang Yulin This is also a good reference for candidates who take the civil service examination. -Zheng Tutu's official document exercise book is a procedural work. It can be done well according to the established process without being too complicated. -Li Susu suggested developing a set of software for sending and receiving official documents. These procedural "difficulties" can be solved by code, and the Commissioner is responsible for the documents that need to be kept secret, which can reduce a lot of workload. -xia yang seems to be complicated, difficult, tight and dangerous, but isn't that their job? Besides, don't many people who are engaged in copywriting in society also face such problems? There are many projects, and we have to work overtime, which is very complicated; The project has never been touched, so it is difficult for us to learn from scratch; It is common to catch up with work, and we are also very tight; There was a mistake. Civil servants lost their political future. We are both economic future and rice bowls. It's very dangerous. Of course, don't mention sub-health, cervical spondylosis, keyboard players and so on. They are all floating clouds. -The difficulty of handling official documents with pen and pen is certain. To solve this problem of handling official business, we should start from the structure of our own organs. There are so many people in government agencies. Does this clerk and receptionist really need so many people to handle affairs? I think there are some people with titles, but in fact there are not many affairs, so there are always people who say that civil servants work leisurely, and they can spend a day drinking tea and reading a newspaper at work. There are also cumbersome procedures. It is notoriously inefficient for government departments to do one thing with this approval and that seal. If this way of doing things is not changed, the difficult problem of official handling will not be solved. China people's work is bad because of the management system, which is always unable to keep up with the international standards. Even Hong Kong is far behind. The economy is developing at a high speed, but the efficiency of this work can't keep up with the economic speed. The system problem is still the key. -Gao Xinting puts it simply: information work is risky, and word processing needs to be cautious! In addition to official documents, in fact, the clerks who handle words in the company are the same. Just like every time I send a mass email, I have to check it again and again with trepidation and careful consideration, and then look back. I'm afraid the whole company will see your jokes when the master mailbox is sent out. Speaking of it, it is right to write well, and writing wrong words is a major mistake in the work. Like falling into hell, come to a bad end. Speaking of which, why do secretaries look for girls? Probably because girls are more careful. Letters, instructions, and documents are meticulous, and you can't make any mistakes. After working as a secretary for a few years, she must be born early. -Pan Xinmiao, should there be a "document writing ceremony" to include all the official document paradigms that can be used and involved? In this way, official document writing will be done. It is their job for civil servants to write official documents, so there is no need to talk about these meaningless hardships. What line is not as difficult as that one? Really decisive, these things should be solved. -Wen Yang document processing requires that everything must be done in detail, and the staff engaged in document processing are treading on thin ice. A temporary carelessness will cause irreparable losses, regardless of public or private interests. —— Ma Bingqi has higher requirements for civil servants who deal with official documents. He is cautious, has better ability to withstand pressure, and has better adaptability and ability to deal with complex problems than ordinary people. Can cumbersome official documents be made simpler? At the beginning, traditional Chinese characters can be simplified after being used for so many years. Now, the complicated document processing should be simplified by using modern tools and computers. -Zhang Huan's official documents are easy to handle, but difficult to handle. The key depends on the attitude of the leaders. If the leaders are not serious, the official documents are easy to handle, so just set a form. If leaders attach importance to it, have their own understanding and opinions, and want to express them, then this official document is not easy to do. Nowadays, many people's official documents are from the internet. Just make a makeover and fool around. The leader didn't look at it, and if he handed it in, it is estimated that no one will look at it. Of course, some official documents are excluded. -Wang Ling is like a mountain, but people in the industry say that it is difficult to do things. On the one hand, it is true feelings, on the other hand, it reflects that there are still problems in dealing with things. -Liu Pengfei