The INDISPENSABLE BENEFITS of Establishing a "Clear Book System"

CLEAR BOOK SYSTEM is a tool that will make your life easier, your work lighter, your future brighter and the vision of your organization clearer...

CLEAR BOOK is a consolidation of everything about your office or organization...

The ULTIMATE OBJECTIVE of the CLEAR BOOK is to have a COMPREHENSIVE REFERENCE MATERIAL about our OFFICE or ORGANIZATION...if you have it, you should be a "WALKING DICTIONARY" about your unit or office.

It is called a CLEAR BOOK because it is updated regularly and the ultimate objective is it should be CLEARED from errors and mistakes.

As shown below is the basic table of contents of the CLEAR BOOK...the OBJECTIVE of the clear book is to have a complete information kit about the organization...it should be improved to become an ultimate guide for whoever the bearer of the clear book...it should be brought during conferences and when reporting to the Commander and other offices...

TABLE OF CONTENTS

1. HISTORY

History is very important in any organization. It honors the richness of the glorious past of the organization and the great contributions and sacrifices of the previous leaders and men who came before us. HISTORY is our bridge from the PAST to the FUTURE.

2. VISION

This is the future status of the organization. It should be CLEAR and UNDERSTOOD by everyone in the organization. It should be aligned and anchored on the VISION of the higher headquarters.

3. MISSION 

This is the reason of the existence of any organization. This should be the BASIS of everything in the organization.  Plans and programs, activities and projects should be done within the confines of the mandate of any organization. Utilization of resources should be directed to the MISSION of the organization. It should be CLEARLY stated in the clear book.

4. SPECIFIC FUNCTIONS

The mission is defined and enumerated to set a COMPASS to the leadership and personnel of the organization. They should be CLEARLY DISCUSSED to every personnel.

5. ORGANIZATIONAL SET-UP

Everyone in the organization should know his or her role. It should be CLEARLY defined in the organizational set-up.

6. COMMUNICATION FLOW CHART 
    (UPWARD & DOWNWARD)

This is very important in any organization to define the flow of communication whether upward or downward. The chain of command should be observed and followed.

7. DUTIES AND RESPONSIBILITIES

The top management down to the lowest rank personnel in the organization should have a defined set of duties and responsibilities as their guide in performing their tasks and managing their effort, time, and resources all directed to the successful accomplishment of the organization's mission or office function.

8. PERSONNEL FILL-UP

This is knowing the authorized and actual number of personnel in the organization including information about rank profile. The personnel fill-up data can be extended to other significant information about skills and field of specializations. 

9. COMPREHENSIVE PERSONNEL PROFILE

This is basically knowing all the significant information of all personnel of the organization such as complete name, serial number, designation, date of designation, contact number, home address, email address, birthday, wedding anniversary, educational background, previous work experiences, height, religion, source of commission, date of last promotion, nickname/s, blood type, and other pertinent data.

10. INVENTORY OF EQUIPMENT & FACILITIES

This is knowing the authorized and actual status of equipment and facilities to effectively accomplish the mission or function of the office. This will become the basis to request for the lacking appropriate equipment and responsive facilities to successfully accomplish given tasks.

11. LIST OF FORMER COMMANDERS

This is for historical value for the organization and for recognizing the contributions of the former Chiefs of office or Commanders.

12. COMPREHENSIVE MASTER SCHEDULE 

This is a ONE YEAR consolidation of all activities directly or indirectly affecting the organization such as HOLIDAYS, MAJOR ACTIVITIES, ANNIVERSARIES, EVENTS, BIRTHDAYS OF IMPORTANT PERSONALITIES, WEDDING ANNIVERSARIES, among others. This is facilitate detailed planning and complete preparation of requirements of incoming activities.

13. CHECKLISTS OF MAJOR ACTIVITIES

14. CHECKLIST OF ROUTINE ACTIVITIES

15. MONITORING CHART OF ACTIVITIES & PROJECTS



BENEFITS OF THE "CLEAR BOOK"

There are numerous essential benefits in establishing a comprehensive CLEAR BOOK for every organization or office. Some of them are: 

1. COMPREHENSIVE READY REFERENCE

2. STRESS-FREE MANAGEMENT 

3. COMPLETE PICTURE ABOUT THE ORGANIZATION

4. CONTINUOUS IMPROVEMENT

5. EXCELLENT IMPACT ON SERVICE REPUTATION

6. EFFICIENT UTILIZATION OF RESOURCES

7. TIMELY ACCOMPLISHMENT OF ACTIVITIES

8. ELIMINATE UNNECESSARY CONFERENCES

9. FOSTER HARMONIOUS WORKING RELATIONSHIP

10. OPEN DOORS FOR GREATER ACHIEVEMENTS

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