April 15, 2023 M. Nawaz Khalid Arbi 1

CHECKS ON DELAYS

BY

MUHAMMAD NAWAZ KHALID ARBI

Director

Provincial Disaster Management Authority

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What is a Check

To stop or arrest the motion suddenly or forcibly

To restrain; hold in restraint or  control To cause a reduction, as in rate or intensity; diminish

To investigate or verify as to correctness To prove to be right; correspond accurately 

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Delay

To move slowly;

To stop for a time;

To put off;

To procrastinate;

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Types of Delays

Depends upon the nature of work and the work environment.

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Impact of Delays

Failure in achieving targets

Cost over run

Customer Dissatisfaction

Organization earns bad name

Loss of resources

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Checks on Delays

Do not put of the business Keep time limitation in view Follow SOPs Fight Time Wasting Culprits and Stress

○ Distractions

○ Disorganization

○ Perfectionism

○ Procrastination

○ Rigidity

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Checks on Delays

It is the duty of the Head of an Office or Superintendent to check delays in the transaction of business in their offices.

(1) to ensure proper processing of papers already in the section

(2) to ensure that reports called for from subordinate offices are not delayed.

They must periodically inspect PRs of Clerks, call book, register of periodicals,

stock file etc.

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Monthly Arrear Statements

Monthly arrears statement in the prescribed form, on the 10th of every month (covering the end of the previous month) is to be submitted to the immediate boss.

list once prepared can continue to be sent to the boss every subsequent month with necessary omissions and new additions,

A new list be prepared after expiry of every three months.

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Reminders /DO Letters In the case of pending cases it shall be the

responsibility of the Branch Officer to pursue them after reasonable lapse of time in each case by issuing suitable reminders

The first two reminders to another department or subordinate office should be an un-official reference or office memorandum issued after a reasonable lapse of time.

The third reminder should be a demi-official letter by the immediate boss

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Reminders /DO Letters

Where it is necessary to consult various

departments or offices, a definite time limit for replies shall be fixed, noted on the file, and, if necessary, communicated to them. On the expiry of the time limit, it should be decided whether an express reminder or a demi-official letter should be issued or the case proceeded with/without awaiting further replies.

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Remember

Delayed Dictation / Typing of Minutes will lose the essence

Delayed distribution or dispatch of mail will create embarrassment

Coming to office late will spoil the day If Boss is late comer, subordinates will be

carefree Biggest check on delay is learning to

discipline oneself.

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April 15, 2023 M. Nawaz Khalid Arbi 13

Questions, if any

Thank You

April 15, 2023 M. Nawaz Khalid Arbi 14