______________________________________________________________
Application of E-Office in Mail Management (Study at a Vocational High School Office)
Vishwani Amisa1, Agus Sugiarto2, Lelahester Rina3
1,2,3Universitas Kristen Satya Wacana Salatiga, Indonesia
[email protected], [email protected], [email protected]
I. Introduction
The development of information technology today continues to go hand in hand with the increasing dynamics of organizational activities. Utilization of information technology, especially in the organizational sector, is expected to create faster and more efficient results. This is because the implementation of the work can be carried out easily and lighter.One of the jobs in organizations or institutions is office work. The use of information technology in office work is called Electronic Office (E-Office)., E-office is considered as one of the results of the development of information technology which is expected to be able to help the performance of employees in the organization, especially in terms of archiving correspondence.
Utilization of electronic systems in the management of document management or correspondence is very important given the current rapid technological advances, but it is possible that there are still some agencies that have not been able to implement the electronic system or are still using the manual system due to several existing obstacles.
Based on the initial observations that have been made, it is found that:a Middle School Administration Office in Salatiga Cityslowly starting to implement an electronic system in document management or correspondence, but unfortunately it is still very limited, for example in terms of sending and receiving letters still using a manual system by using courier services, besides that there are also limitations in terms of Human Resources who are still lacking in understanding electronic systems and internet (network) limitations.
Based on the phenomenon that appears in the management of e-office in a high school administration office in the city of Salatiga, so researchers are interested in referring to the pattern of problems, namely how to manage and implement e-office management as
Abstract
The e-office system is useful to minimize the use of paper (paperless), and to make storage and processing the information at the office become centralized easier. The purpose of this research is to know about how the e-office management at a Middle School Administration Office in Salatiga City and to know about the difficulties and also challenges in the implementation the processing of e-office. This method of that used in this research are the descriptive and qualitative approach. The result of the research shows that the processing of mail management at the SMK Kristen Bisnis Salatiga uses two systems. Manually and electronic, but the implementation is still dominated by the manual system. The mail processing with the electronic system at a Middle School Administration Office in Salatiga City is still limited. But nowadays, it adapts to use electronic system during pandemic COVID-19. This difficulty is natural and reasonable and often occured. But the most important is how the school organizes and manages it, also give the best specific solution.
Keywords
management; e-office; email
Budapest International Research and Critics Institute-Journal (BIRCI-Journal) Volume 4, No 4, November 2021, Page: 12952-12963 e-ISSN: 2615-3076 (Online), p-ISSN: 2615-1715 (Print)
www.bircu-journal.com/index.php/birci email: [email protected]
well as the challenges and obstacles faced in a Vocational high school administration office in the city. The Salatiga. This research is expected to obtain information, namely how to manage e-office and what are the obstacles and challenges faced in the process of implementing it in a vocational high school in Salatiga. This research is also useful theoretically, namely understanding that electronic mail can minimize paper usage (paper less), reduce costs (cost) and speed up and provide convenience in the mail management process. Then from a practical point of view, this paper helps employees and the wider community to understand the importance of implementing e-office management in an administrative office and in everyday life. In this case, the orientation of this paper will refer to the management of e-office management which is still minimal or unlikely to be used in a Vocational High School administration office in Salatiga city. In response to this, schools began to collaborate with manual and electronic systems in supporting the efficiency and effectiveness of mail management. The orientation of this paper will refer to the management of e-office management which is still minimal or unlikely to be used in a Vocational High School administration office in the city of Salatiga. In response to this, schools began to collaborate with manual and electronic systems in supporting the efficiency and effectiveness of mail management. The orientation of this paper will refer to the management of e-office management which is still minimal or unlikely to be used in a Vocational High School administration office in the city of Salatiga. In response to this, schools began to collaborate with manual and electronic systems in supporting the efficiency and effectiveness of mail management.
II. Research Method
This research uses exploratory research method with qualitative descriptive approach. Qualitative research is research that uses a scientific background, with the aim of interpreting phenomena that occur in the environment by involving various existing methods. Qualitative research with its line of thought seeks to understand human experience, prioritizes the interview process and focuses on groups to directly access the context of the head of the community, and depends on the expertise or empathy skills of the researcher in reaching an object of research (David Silverman 2019). Qualitative descriptive research also aims to systematically describe certain facts or characteristics factually and carefully, researchers act as observers, observe symptoms, and observe behavior that occurs.
The research instrument used in this study was the researcher himself by utilizing the Interview Guidelines that had been made previously. The use of researchers as research instruments aims to obtain empirical data in the field. The location in this study takes place ina Vocational High School Administration Office in Salatiga City, precisely in the Administration section. Data collection techniques in this study used three techniques, namely 1. Observation, 2. Interview and 3. Documentation. In carrying out in-depth interviews, of course, it is necessary to research subjects/informants who are considered the most representative to answer questions regarding the research focus. Determination of informants is based on position, experience and understanding of the object under study. In this study, the research subjects were as follows:
Table 1. Resource Name Code
No Name (Initial) Position Code
1 EP OTKP teacher EP
2 WH Administration WH
3 TH Principal TH
4 R Student 1 SR
5 F Student 2 SF
6 S Student 3 SS
The data analysis technique in this study uses the Miles and Huberman model, which is carried out by taking and collecting data directly and completing data collection within a certain period or time. During the interview, a researcher has provided analysis and interpretation of each answer obtained from the informant. The method used is an interactive method (process of analyzing qualitative data continuously to obtain credible results), so that in the research process, if it is not satisfactory, the interview will continue to obtain valid and satisfactory data analysis.
III. Results and Discussion
3.1 Results
a. E-office Management in Mail Governance
Basically, mail management consists of making letters, managing mail archives and others, so it is necessary to use e-office in order to organize letters more effectively and efficiently. (Juairiyah and Hendrixon, 2017). This statement can illustrate the importance of using e-office in the management of mail management. Some excerpts from interviews with school principals, teachers, TU staff, and several students regarding the use of e-office in a vocational high school in Salatiga city.
Interview with TH as the principal regarding the management of e-office management in correspondence and he said that
“We use 2 methods, one manual and two via email” and TH as the head of the school also said about when the use of electronic mail via email "Yes, since there was e- mail we have implemented such a way of writing" (Interview 15 April 2021).
An interview with EP as a subject teacher majoring in Automation regarding e-office management in office governance said that
“For the handling of letters at Christian Vocational Schools it is handled by the administration. Meanwhile, we are still using the manual system and every incoming letter is received by Mrs. Yani, then we will post it later.”(Interview March 4, 2021)
He continued, regarding the possibility of implementing e-office management to support the effectiveness of mail management in a Vocational High School in Salatiga, he said that
"The implementation will be effective if we are ready with skills, it will make our work easier, the problem is that we haven't trained the mail management staff so if we want to do it electronically, we have to practice first and introduce how the e-office system actually is, just Yes, the problem is that the human resources are not ready to use e-office because they have never used it” (Interview March 4, 2021).
Interviews were also conducted with three students, namely SR, SF, and related SSWhat kind of letter does the school give to students?, one out of three students said
"Hard file ma'am" and the other two said that:
"Both, ma'am, if the soft file is via email/wa, but if the hard file is directly in the form of paper containing letters" (Interview, 23 April 2021).
Based on observations and interviews that have been carried out, it was found that the management of correspondence management in a Vocational High School Administration Office in Salatiga City uses 2 methods, namely manually and electronically in the correspondence management process. In fact, the management of correspondence in a Vocational High School Administration Office in Salatiga City with an electronic system is still very limited, this is due to the lack of existing Human Resources (HR) skills and the limited network available at a Vocational High School Administration Office in Indonesia.
Salatiga city.
b. Office Electronic Management and Manuals in Mail Governance
Basically, the management of e-office management in the management of correspondence includes how the management of mail management can be carried out as efficiently as possible. In reality, mail management, both manual and electronic systems, are still used and collaborate with each other in realizing more effective and efficient governance. Information obtained related to the management of correspondence through interviews with WH as administrative staff at a vocational high school in Salatiga city, he said that
“The management at Christian Vocational Schools uses an agenda book, the agenda book is a special book to handle correspondence, in general incoming mail, the letter number is adjusted to the school code and I continue the previous one. Then the files are grouped again and at any time if needed again I will still save it in the agenda book, if it's been a long time I sort it out myself"(Interview March 30, 2021).
Reinforced and supplemented by WH speaking about the management of correspondence at the Salatiga Vocational High School, he stated that
"If the letter storage is usually like accreditation, you know, 3 more years is no longer needed" and for the storage period the WH also said that "Sometimes some data collection is still needed, I put it in a certain folder so it's easy to find it, that's the incoming letter, now. Outgoing mail is the same, where is the destination address, the date, the number is the same, this also adjusts the outgoing letter, what is this about, this is mostly if the outgoing letter is related to the teacher assigned where is KP 2, KP is Personnel, 2 is a letter of assignment, if KP 1 is about how long he teaches here, the teaching certificate is about work, this is indeed different for each agency”(Interview 30 March 2021).
The results of the interview above prove that the management of correspondence in a Vocational High School Administration Office in Salatiga City is more dominant using a manual system, rather than an electronic system. The manual system requires a special agenda book to handle correspondence. The completed letter will include the principal's signature, then the letter will be made into 2 letters, namely the first letter to be sent to the destination and the second letter will be the school archive and then stored manually. If there is an incoming letter, it will be received directly by the administrative staff officer and then a copy of the letter will be given to each destination, while the original letter will be stored by the administrative department for manual filing.
Figure 1. The Process of Manually Managing Incoming Letters
Vocational High School Administration Office in Salatiga Cityimplement a manual system in the process of managing incoming mail. The management process starts from the letter received by the recipient of the letter (Administrative Staff). The administrative staff has the duty to record in the agenda book according to the format that has been made, then the incoming letter is duplicated and immediately disposed of according to the address and importance of the letter, as well as archiving or storing it in a special folder for incoming mail. The manual system also applies in terms of managing outgoing mail. The management steps are inseparable from the role of the administrative staff as letter makers.
Figure 2. Manually Processing Outgoing Mail
After the letter is made according to the address and importance of the letter, the letter is signed by the principal. The next process is so that the letter is not lost and is well documented, then it is duplicated and then the letter is ready to be sent by courier. After the letter has been sent, the next process is to record it in the manual incoming mail agenda book and the letter is stored/archived. Storage of letters inVocational High School Administration Office in Salatiga Citystored in a special folder and recap once a week. The documents are considered not needed again if they have been stored for a period of more than 3 years. If there are letters that are still needed that are important, they are stored in a special place so that they are easy to find again if needed.
Of course, in the application of electronic mail management there are obstacles and difficulties. Constraints in the use of e-office such as lack of skills and expertise in using technology can be overcome by using regular training. Regarding training on the use of e- office, WH as an administrative staff at one of the Salatiga Vocational High Schools said that
"In the past, Christian schools were under the synod, Ms., under LP3S, specifically for Christian schools in Central Java, I attended it for 3 days and didn't use electronics, so
the quality management report card was from the department about school conditions, for example. How many students do you have left, about large buildings and so on, only now it's not anymore?”(Interview 30 March 2021).
WH's opinion was strengthened by TH as the principal regarding e-office management training for TU teachers and staff, he said that
"If the teacher training is clear from the government, from the synod LP3K then from professional institutions, until the teacher gets a professional certificate for correspondence and so on, it means that he is also an examiner for national exams if the TU staff are mostly from LP3K the synod is like that, but we have also trained the teachers and the TU” (Interview 15 April 2021).
Based on the interview above, teachers and administrative staff have also attended training related to e-office management. This training includes e-office management organized by the government, LP3K synod or from professional institutions, but unfortunately the training has not shown significant results.
The outbreak of this virus has an impact of a nation and Globally (Ningrum et al, 2020). The presence of Covid-19 as a pandemic certainly has an economic, social and psychological impact on society (Saleh and Mujahiddin, 2020). Covid 19 pandemic caused all efforts not to be as maximal as expected (Sihombing and Nasib, 2020).
The use of electronic mail began massively and openly by one of the Vocational High Schools in Salatiga during the COVID-19 pandemic. The COVID-19 pandemic requires every agency to adapt and be affiliated with electronic or digital systems. In this case, the school experienced a disruption that directed administrative governance to use an electronic system that was more practical and paperless. Likewise, a vocational high school in the city of Salatiga began to have close contact with the electronic system even though it started only using the WhatsApp and E-mail applications. The management of incoming and outgoing mail has changed during the context of the COVID-19 pandemic, namely sending and receiving letters using the WA and e-mail applications.
"Yes, it depends on the agreement, only with the current pandemic, everything is via WA, I only noted many outgoing letters, all incoming letters were WA, over time this will no longer be used later, only we have files later maybe on the map, like that's it"(Interview 30 March 2021).
In this case, the results of the interview above show that schools have begun to adapt to increasingly rapid technological developments and advances, which can be seen sending and receiving letters using WhatsApp and e-mail applications. Then WH emphasized again regarding the use of e-mail in sending letters during the post-covid-19 pandemic with him saying that
"There are also e-mails, some they use couriers", "Hmm e-mails, more e-mails" and the WH also said, "So far, we have not received any outgoing letters, only they ask for data, for example students who want to take an exam, we will do it, we will take photos and then we will e-mail" (Interview 30 March 2021).
The opinion of the WH was strengthened by TH as the Principal in his interview regarding the management of manual and electronic letters during the covid-19 pandemic.
He said that
"It's still running, only someone asks to be sent by post, if the assignment letter is also directly to the person concerned, if the teacher for example has an assignment letter, we give it to the teacher, if the letter to our parents uses WA, we scan it and we send it through the group WA for each class by each homeroom teacher”(Interview 15 April 2021).
The following is the process and stages of managing electronic outgoing mail at:
Vocational High School Administration Office in Salatiga City.
Figure 3. Process of Managing Outgoing Letters Electronically
The process of managing electronic outgoing mail at Vocational High School Administration Office in Salatiga Citystill use applications such as WhatsApp and e-mail as a substitute for the manual delivery process, namely couriers. The step in managing the electronic inbox is the first process the administrative staff makes a letter according to the interests and mailing address. If the letter has been drawn up and signed by the principal then the letter can be distributed via WhatsApp or e-mail. After that, the Administrative Staff makes notes in the outgoing mail agenda book and keeps/archives.
The following is a table of research results related to the description of the types of documents and files, the applications used, distribution methods, and the parties involved in this Vocational High School Administration Office in Salatiga City.
Table 2. Description of Types, Formats, Applications and Methods in Letters No Document
type
File Formats
Type of Application Used
Letter Distribution Method
Involved Parties 1 Meeting
Invitation Letter
Digital Microsoft Word Via
Principal, Teacher, Administration 2 Letter of
assignment
Digital Microsoft Word Via
Teacher 3 Letter of
Statement
Digital Microsoft Word Via
Student 4 Circular to
Students
Digital Microsoft Word Via
Student Parents
Based on the table, it can be seen that the use of e-office has begun to be applied by Vocational High School Administration Office in Salatiga City. The application used in making letters or documents is Microsoft Word.In distributing letters, online applications have also been used, such as whatsapp and e-mail as well as mailing interests usually involve principals, teachers, students, and parents.
c. Barriers and Challenges in E-Office Management
The results of research that have been carried out prove that the perceived obstacle in the use of electronic systems is the internet network. In the following, the researcher presents a table describing the obstacles and challenges in implementing e-office in IndonesiaVocational High School Administration Office in Salatiga City.
Table 3. Description of E-Office Barriers and Challenges
No E-Office Stage Resistance Challenge
1 E-Office Creation Lack of HR skills The rapid development of technology
2 Letter Distribution Limited internet network available Diverse online media in receiving e-mail
3 Storage Not stored properly (hard to find) Too much frequency of electronic archives
The table above provides an overview and explanation of the obstacles faced and the challenges that will be faced byVocational High School Administration Office in Salatiga Cityin the application of e-office management. Lack of Human Resources capabilities is the main obstacle in making e-office, this of course requires Human Resources to continue to self-actualize considering the rapid development of technology.
3.2 Discussion
a. E-Office Management in Mail Management
E-office management has proven to be able to have a big impact on Vocational High School Administration Office in Salatiga Cityin terms of cost reduction, minimizing paper usage and efficiency and effectiveness of correspondence governance. These developments have an impact on the shift of the traditional service system based on paper administration to an electronic-based service(Alfiyah, 2019).
In addition, electronic media is not only very helpful for mail management but also increases the acceleration and effectiveness of the teaching system in schools. Based on the results of research that has been carried out related to the management of e-office management in mail governance in IndonesiaVocational High School Administration Office in Salatiga Citycurrently using 2 systems in the management of mail administration, namely manual and electronic. In practice, manual systems are more dominant than electronic systems and are still in the transition stage to electronic systems. The following is a display and proof of the electronic and manual systems carried out byVocational High School Administration Office in Salatiga City.
A Vocational High School Administration Office in Salatiga Cityusing e-mail and WhatsApp applications as a medium for receiving and sending electronic mail.
Researchers have investigated and analyzed the office management process at this school that has entered the stage of implementing an electronic system although its implementation still needs many improvements to make it more effective and efficient.
Teachers and administration should try to always improve the quality of work by studying and exploring the use of electronic media to support systematic and uncomplicated administrative work.
Archival management is basically one of the activities aimed at managing all existing documents in an organization in achieving its goals(Tuzzahra and Rahmah, 2020). It is undeniable that the use of technology is very important, given that technological progress is unavoidable. The application of e-office is proof of the emergence of a new era in
electronic-based mail management management. The introduction of e-offices increased the accuracy and efficiency of organizations and thereby increased their level of service, while theoretically lowering costs and drastically reducing paper consumption (Dewandaru, 2013). This statement is also supported byAras (2014)who said that electronics in e-office can mean that all work related to office administration is done electronically and using the help of communication tools and information systems. This is of course in the context of improving public services, especially the management of mail management in IndonesiaVocational High School Administration Office in Salatiga City.
Management of incoming and outgoing letters systematically in terms of receiving letters has been implemented by a company Vocational High School Administration Office in Salatiga City. It is the administrative staff who are responsible for receiving letters and collecting them according to their urgency and are responsible for proof of sending and receiving letters. This has met the initial requirements in terms of the earliest mail management. Then the sorting is carried out by separating the letters according to the letter class, such as ordinary, routine, and secret letters. However, the archive is still manual, namely in a special agenda book. This is quite unfortunate considering the importance of electronic archive management in mail management. Electronic archive management is carried out by identifying, capturing, registering, storing, using, and shrinking data(Tuzzahra and Rahmah, 2020).
This recording is the duty and responsibility of the Administrative Staff to the archiving or storage of letters. The manual system is still the method that is often done byVocational High School Administration Office in Salatiga City. The school assumes that the use of electronic mail management is still not significantly needed, but for the school it is easier and has real physical evidence. Then the next reason, the frequency of incoming and outgoing lettersVocational High School Administration Office in Salatiga City still relatively few.
For this reason, schools should keep abreast of very fast developments in technology and communication, considering the era of digitalization, which must be answered as needed. Electronic mail management will make it easier for schools to organize and manage incoming and outgoing letters with a high frequency and will not take a long time(Sari, 2015). E-office is able to work optimally and is able to provide convenience to workers/staff so that it helps in effectiveness and time efficiency and can increase employee productivity(Fauzia Herdiana, 2019). Training has indeed been carried out for teachers and staff related to the use of technology in the management of correspondence, but according to researchers, training is not enough to only be carried out once, two, or three times but must follow technological developments that are dynamic in nature, need consideration and evaluation every time. options so that massive and periodic trainings are needed(Bays and Kaelin, 2011). For example, the use of certain applications or software will certainly experience internal updates and improvements so this is also part of the training.
b. Barriers and Challenges in E-Office Management
Digitization is the answer to an organizational system that is more renewable and follows the current developments. The “work from home” policy requires every individual to be able to adapt to the electronic system. Teachers and administrative staff are required to be able to use applications related to letters as a medium for sending and receiving, considering that physical encounters make it possible to contract COVID-19. according to Lailatul Muniroh (2020)said that there were many obstacles that would be encountered when mail management was still done manually, one of which was when a book was lost
or damaged, the data contained would also be lost. Obstacles and challenges are certainly something that cannot be separated from the application of technology. The administrative system is generally known for its convoluted system and takes a long time, but with the implementation of e-office, the administrative system is expected to be more effective and efficient.(Muttaqin and Prihandoko, 2018). Water and Hidayat inIrfan, Rahim and Haq, (2018)reveals two major obstacles faced in the use of technology, namely the Limitations of the Internet Network and the Readiness of Human Resources. Human Resources have an important role in an organization because it is one of the main supporting factors in an effort to create excellence for an organization(Angga Dwi Saputra, 2021). Human Resources who have not been maximized in utilizing technology are also felt byVocational High School Administration Office in Salatiga City. Lack of expertise and untrained Human Resources are key factors for the success of using technology. This is not in line with Yulanti and Saputra's statement inNawati, Sadjiarto and Rina (2021)who said that the current revolution era is a time full of competition where human life is always related to technology and information. This statement is also supported by Sedana inNawati, Sadjiarto and Rina (2021)who said that the industrial revolution is an era where the digital world has become a paradigm and reference in the challenges of today's life, so that human resources need to be improved so that they can use school facilities properly. Based on this, researchers provide solutions and anticipation related to obstacles and challenges that may arise.
The following is a table of e-office barriers and the solutions provided:
Table 4. E-Office Barriers and Solutions No Obstacles Encountered Solution
1 Lack of Human Resources capability Training for teachers and administrative staff 2 Limited internet network available Increase LAN and internet network capacity
at school
3 Hard-to-find file search Make a good software and have a large capacity
The following is a table of e-office challenges and the anticipation given:
Table 5. E-Office Challenges and Anticipation
No Challenges to be met Anticipation
1 The rapid development of technology Schools provide adequate instruments 2 Various electronic online media in
receiving letters from outside the agency/organization
Preparing administrative staff who are reliable in using a variety of electronic online media
3 Too much frequency of electronic archives Prepare large-capacity electronic archives
It is hoped that this e-office application will assist users in managing data sent or received letters and can dispose of letters quickly and easily (Megawaty, 2020). The e- office application is also expected to be able to accelerate the mechanism of coordination, communication and information delivery (Tachjar and Sutarno, 2011).
IV. Conclusion
Based on the results of research conducted by researchers, it can be concluded that:
The management of e-office management in a Vocational High School Administration Office in Salatiga City uses 2 systems, namely an electronic system and a manual system. In practice, the management of correspondence is still dominated by the manual system, namely the archive uses a special folder and agenda book. Researchers also found conditions in the field that the school had begun to implement an electronic system in terms of sending and receiving letters using e-mail and WhatsApp applications and the archive was stored in a special folder. This shows the changes that have occurred in a vocational high school in the city of Salatiga, which previously used a purely manual system and then switched to collaborating with manual and electronic systems.
In the application of electronic offices, especially in electronic systems, there are still some obstacles, namely the lack of expertise/skills and the untrained human resources (HR) in using electronic media, the limitations of the internet network, and the difficulty of finding files or documents due to limited expertise. The challenges that will also be faced are the increasingly rapid and dynamic development of technology, various electronic online media in receiving letters from outside the agency/organization, and the frequency of electronic archives that are too many.
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