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ORGANIZATION BOARD
Keep abreast of all post changes. As the Org Board is changed, the Comm
Centre
baskets are changed. Always know who is occupying what post so that when
you
deliver a dispatch you will always know whose basket it goes in. If you are
not sure,
check the Org Board.
RESPONDING TO COMMUNICATIONS
Handle your dispatches daily. Do not let them stack up on you. When
someone
sends you a dispatch let them hear from you. Do not get the reputation of
'I hesitate
to send so and so a dispatch because I don't know when I'll hear from it,
or if I'll ever
hear from it.' DO NOT LET YOUR DISPATCHES DEAD-END. When you let your
dispatches (or letters) stack up on your desk, you are in actuality
chopping the comm
lines of the organization and in so doing chopping your own pay cheque.
ANSWERING LETTERS
Secretaries who type letters should always take care to staple the
carbon copy on
top of the incoming letter-do not use a paper clip. In answering letters,
answer their
questions. Give them the information they are seeking. Use the gradient
scale method.
DO NOT FAIL TO ANSWER THEIR QUESTIONS. If you don't know the answers,
find out.
ORIGINATED DISPATCHES
The purpose of the secretarial unit is to type answers to letters. Most
all
intra-organizational dispatches can be handwritten: this saves time in
putting them on
tape (when you could be writing them yourself) and saves the transcriber's
time for
replying to letters. Stay in communication with other staff members and
with our
correspondents. If you don't handle your dispatches properly don't reply to
the
sender, as I said before, you are cutting your own pay cheque.
L. RON HUBBARD
LRH:ml.rd
Copyright� 1966
by L. Ron Hubbard
ALL RIGHTS RESERVED
[Note: The two earlier issues of 8 Apr '58 and 13 Dec '62 were the same
basic issue as the above
Policy Letter, with a few changes reflecting the evolution of the Comm
System and the Org Board.
13 Dec '62 was a straight reissue of 8 Apr '58-as part of the Reissue
Series (7)-with minor changes
such as the inclusion of a salutation in the dispatch example, and in the
first paragraph under Comm
Centre Baskets, addition of a phrase, "(except in some larger Orgs, where
there is a Communicator for
this purpose)" after the sentence saying each person is responsible for
picking up and delivering his
own dispatches.
4 Jan '66, Issue III (above) gave two dispatch examples instead of one as
given in both earlier issues,
showing the different routing for information or advice and for a request
or an order; added the
second half of the last paragraph on page 101 re including the attestation
"it is okay" on a dispatch;
updated the Colour Flash System in line with the 7 Division Org Board,
which in the earlier two
issues had been based on type of dispatch, report, letter, carbon copy,
etc. as opposed to Divisional
colour flash; and deleted a second half of the paragraph entitled Written
Requests, which read, "We
have a Comm Centre where dispatches are to be placed. Place your dispatches
in the person's basket,
not in his hands. IT IS ANXIETY ABOUT COMMUNICATION ONLY THAT CAUSES PEOPLE
TO JUMP THE LINES. There may be, however, a few exceptions: emergencies, or
if you have a large
article that would not fit into a Comm Centre basket. The point is, do not
mn around all day handing
people dispatches, nor put them down on someone's desk. This tends to
intermpt their work and
causes confusion on the lines." It also added the second paragraph under
Comm Centre Baskets
re Divisional Comm Centres; and under the paragraph Answering Letters,
after the sentence, "Give
them the information they are seeking," deleted "-but do not try to sell
them a course and an
intensive if all they want is some information concerning an ad we are
running."]