Keep an information enquiry moving between the right departments.
Give every information request a department, response owner and clear next step.
How to build your administrative information requests
Describe the job
Give every information request a department, response owner and clear next step.
Review the first version
Choose how the request coordinator records the Enquiry reference and how the department reviewer reviews the next step.
Refine the views
Ask First to adjust the fields and views for the people who will use the app.
Test before sharing
Walk through the process with a sample record and check who owns the next action.
Follow Enquiry IR-042 through the handoffs.
This fictional administrative information requests example shows the ordinary handoff and the decision that remains open.
Administrative information requests example
- Record
- Enquiry IR-042
- Topic
- Program timetable
Current stage · Service desk coordinator
Classify the information enquiry
A fictional requester asks for a program timetable without naming the location.
Read the full walkthrough
Classify the information enquiry
A fictional requester asks for a program timetable without naming the location.
- Record:
- Enquiry IR-042
- Topic:
- Program timetable
Ask for the missing reference
The coordinator requests a location reference and leaves review on hold.
- Record:
- Enquiry IR-042
- Missing detail:
- Office location
Prepare the departmental response
The receiving department prepares a timetable response for the named office.
- Record:
- Enquiry IR-042
- Department:
- Community programs
Record the response handoff
The reviewer records the response version and the outstanding delivery confirmation.
- Record:
- Enquiry IR-042
- Response version:
- 2
What to include in your administrative information requests
Keep the Enquiry reference in context
Keep Enquiry reference, requested information, missing item, receiving department, response owner and response date together so the next person can understand the request or record.
When the next step needs a decision
A sample requester asks for a program timetable without naming the location. The coordinator requests a location reference and leaves review on hold.
Keep response date visible
Record the missing information and the department responsible for responding.
Choose what each person needs
Give the request coordinator a working view and the department reviewer a review view. Keep Enquiry reference and requested information attached to the decision as the work moves between them.
Questions about administrative information requests
Start with Enquiry reference, requested information, missing item, receiving department, response owner and response date. Describe who enters the information and who reviews the next step.
Try the workflow with your own process in mind.
Start with your workflow and make it yours.
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