On smaller ships, most administrative and
personnel functions are likely to be performed out of
a single office. On larger ships, such as aircraft
carriers, these duties may be carried out in several
different spaces. For example, a large aircraft carrier
may have a separate personnel office, an educational
services office, an administrative office, and a legal
office. As stated earlier, the size and composition of a
personnel office will vary from one command to
another and also from ship to ship.
Whether you are assigned to a personnel office
afloat or ashore, you will have specific responsibilities
for the appearance and efficiency of your office. In the
following paragraphs, we will examine these
OFFICE APPEARANCE AND
The amount of control you will have over the
physical conditions in your office will vary with the
location and the type of duty to which you are assigned.
Aboard ship and ashore, conditions outside your con-
trol may determine the kind of office and equipment
you will have. However, regardless of the conditions,
you will be expected to take your share of the respon-
sibility for the general appearance and neatness of your
office. We will discuss more about the appearance of
your office in the next paragraph and in the section
pertaining to customer service. We want to point out
your responsibilities for your office and how you
should perform these duties as a routine part of your
job-and not wait to be asked by your supervisor or
other senior petty officers to perform them. Take the
initiative yourself and carry out these duties!
NEATNESS AND CLEANLINESS
The general appearance of an office can be greatly
affected by a simple practice such as putting things
away from day to day. It will be one of your
responsibilities to see that articles used during the day
are put back where they belong. In securing your ships
personnel office for the night, you should properly
secure and store all gear and supplies to prevent
damage to equipment or injuries to personnel from
flying objects if your ship should encounter heavy
weather. If you are serving ashore, it is no
differentyou should still put away articles and clean
up your work area before you secure for the day.
Whether your office is ashore or afloat, you should
go through your correspondence basket daily to see
that work does not pile up. When you handle classified
documents, be especially careful. After using classi-
fied documents, make sure you store them according
to the guidelines set forth in the Department of the
Navy Information and Personnel Security Program
Regulation, OPNAVINST 5510.1.
Make sure all supplies such as ink and correction
fluid that may stain other materials are put away prop-
erly. Do not leave any equipment on the deck that
might be damaged when the office is cleaned. Avoid
accumulations of loose papers or other objects that
may create a fire hazard. Desks should be dusted
frequently. Do not allow dirt to build up until field day.
In putting away things others have been using or
in dusting someone elses desk, use care and good
judgment so that you do not lose or misplace anything.
Do not disturb the arrangements they have made of
ARRANGING YOUR DESK
Your own desk is one item for which you are
always responsible. Arrange it in a manner that is neat
and organized. Set the example for those individuals
who are less organized than yourself.
The following suggested plan is suitable if you
spend most of your time typing letters or other
correspondence and forms. Your work may require
that you provide space for other types of supplies, but
the general principle will still be applicable.
l Keep pencils, erasers, paper clips, and other
small articles in shallow drawers or trays.
l Insert slanted stationery trays in one of the upper
drawers. Use a separate tray for each type of stationery
or form. Place the most frequently used stationery or
forms at the front, with the additional trays similarly
containing forms according to frequency of usage.
. Keep carbon paper in its box to keep it from
curling or from soiling the stationery.
l If you keep any personal belongings such as
clothes in your desk, place them in a separate drawer or
in a location away from public view.
. At the end of the day, clear everything possible
from the top of your desk. You should straighten any
articles that remain on top of your desk and close all
drawers. Make sure all classified or sensitive material is