Post on 13-Nov-2014
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SIT BACK, RELAX SIT BACK, RELAX
& ENJOY& ENJOY
Reminder free offices.Reminder free offices.
T.J Joseph, Staff Trainer.T.J Joseph, Staff Trainer.
ILDMILDM
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REMINDER FREE OFFICES.
Presented by. T.J Joseph.Staff trainer-ILDM&IMG
File Disposal in Revenue Offices.Present System.
Petitions received in collectorate are forwarded to sub offices for report.
.
File Disposal in Revenue Offices.Present System.
Petitions received in collectorate are forwarded to sub offices for report.
.
File Disposal in Revenue Offices.Present System.
If no reply is received, reminders in writing are sent till the receipt of reply.
.
issue of issue of
chain of chain of
reminders.reminders.
Long pending files.Long pending files.
DELAYDELAY
Wastage of effort,Wastage of effort,
money and materialsmoney and materials
Large files.Large files.
Increased work Load.Increased work Load.
COST OF A FILE.
A draft letter in a file costs Rs 500. (Wages of the
Officials,allowances,cost of materials etc…..)
.
Reminder Free Files.
NEW SYSTEM,NEW SYSTEM,
Paper Reminders. Vs REMINDER REGISTERS..
.
NEW SYSTEM
Procedure 1
REMINDER REGISTERS.REMINDER REGISTERS.
REMINDER REGISTERS.Procedure-1
A Reminder Register with 8
columns in each page will be maintained in the front office.
.
REMINDER REGISTERS.Procedure-1
1. Serial Number. 2. File Number in the Higher office. 3. Subject. 4. Date of issue of letter for report. 5. Sub Office file Number. 6. Remarks
.
REMINDER REGISTERS.Procedure-1
There will be separate registers for each
sub office. or Sufficient number of pages will be
earmarked for each sub office in a single register.
.
Procedure 2
REMINDER REGISTERS.REMINDER REGISTERS.
REMINDER REGISTERS.Procedure-2
1.Whenever Reminder is due in a file,instead
of sending the reminder, the section clerk will enter the details in the reminder register.
simultaneously he will mention the fact in the note file with serial number in the register.
.
REMINDER REGISTERS.Procedure-1
Writing the note file-
Eg- No reply has been received in the matter. So the details pertaining to the file has been entered in the reminder register with Sl No-23. The reply may be awaited .
(Sd) J.S
Procedure 3
REMINDER REGISTERS.REMINDER REGISTERS.
REMINDER REGISTERS.Procedure-3
1.The officers or tapal clerks from sub offices who visits the higher office verify the reminder register and note the details of pending files related to their office.
2. List of pending files will be sent to each sub office 7 days before the monthly officers conference.
REMINDER REGISTERS.Procedure-3
This process will be more simple if the reminder registers are computerised.
Section clerks can register the details in the computer and the list can be sent to sub offices
via E-mail.
Procedure 4
REMINDER REGISTERS.REMINDER REGISTERS.
REMINDER REGISTERS.Procedure-4
When ever reply from a sub office is received at the tapal section or front office, the corresponding Sl No. will be rounded with red ink after completing the entries in column-5 with initials of the receiving officer in remarks column.
Procedure 5
REMINDER REGISTERS.REMINDER REGISTERS.
REMINDER REGISTERS.Procedure-5
During the monthly conference the reminder registers are reviewed.
During the review the sub officer has to promise the date of submission of the reply in the pending file which are mentioned in the register
( Sl No not rounded with red ink).The date of promise should be noted
in the remark column.
The EXTRA MILE APPROACH.
Do A little bit more than you are getting paid for.
The EXTRA MILE APPROACH.
There is no competition along extra mile..
The EXTRA MILE APPROACH.
Avoid limited thinking..
The EXTRA MILE APPROACH.
Focus on the solution...
The EXTRA MILE APPROACH.
First impression...
The EXTRA MILE APPROACH.
Avoid limited thinking ….Break the boundaries……
The EXTRA MILE APPROACH.
The DOM is a Good Servant......But a Bad Master.
The EXTRA MILE APPROACH.
Spend your money for a noble cause.
The EXTRA MILE APPROACH.
Learn to Use technology…...
Mobile phone & Computer.
The EXTRA MILE APPROACH.
Try to be the first person completing a task….
The EXTRA MILE APPROACH.
Time management….
The EXTRA MILE APPROACH.
Realise your potentials….
The EXTRA MILE APPROACH.
Planning….Foresee the problems…
problem solving skills.
The EXTRA MILE APPROACH.
Effective
communication.
The EXTRA MILE APPROACH.
Listening skills.
The EXTRA MILE APPROACH.
Don’t Argue….But discuss.
• When you are good to others, you are best to yourself …
The EXTRA MILE APPROACH.
Courtesy
The EXTRA MILE APPROACH.
Empathy.
The EXTRA MILE APPROACH.
Presentation
skills..
The EXTRA MILE APPROACH.
Body Language…..
The EXTRA MILE APPROACH.
Delegate work …..
The EXTRA MILE APPROACH.
Apply innovative
simple ideas…..
The EXTRA MILE APPROACH.
Inter personnel skills …..
The EXTRA MILE APPROACH.
Event
Management…..
The EXTRA MILE APPROACH.
Disaster
Management…..
The EXTRA MILE APPROACH.
Team Leader…..
The EXTRA MILE APPROACH.
Social Leader…..
The EXTRA MILE APPROACH.
Enquiry…..
The EXTRA MILE APPROACH.
Designer…..
The EXTRA MILE APPROACH.
Accept
responsibility …..
The EXTRA MILE APPROACH.
Fund raising…..
The EXTRA MILE APPROACH.
1.Disposal of
waste papers.
The EXTRA MILE APPROACH.
2.Maintenance of
Notice Board.
The EXTRA MILE APPROACH.
4.Display map of
the village.
The EXTRA MILE APPROACH.
5.Maintenance of
Special regisers.
The EXTRA MILE APPROACH.
6.Village
Directory.
The EXTRA MILE APPROACH.
7.Good stock file.
The EXTRA MILE APPROACH.
8.Basic facilities
for the citizen.
The EXTRA MILE APPROACH.
9.Display of
information….
The EXTRA MILE APPROACH.
10.Computer &
Telephone….
The EXTRA MILE APPROACH.
11.Diary of V.O….
The EXTRA MILE APPROACH.
12.Vehicle.
The EXTRA MILE APPROACH.
13.Creating first
impression.
The EXTRA MILE APPROACH.
14.Queue system.
The EXTRA MILE APPROACH.
15.Speed and
accuracy.
The EXTRA MILE APPROACH.
16.SERVICE OF
NOTICES.
The EXTRA MILE APPROACH.
17.TELEPHONE.
Thank you.
T.J JOSEPH.T.J JOSEPH.ADHIKARATHIL.S.H MOUNT P.OKOTTAYAM.
Pin-686 006MOB-9447464502