Reminder free Revenue Offices

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.

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.

.


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

.


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



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.

.


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



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.


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



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



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.


There is no competition along extra mile..


Avoid limited thinking..


Focus on the solution...


First impression...


Avoid limited thinking ….Break the boundaries……


The DOM is a Good Servant......But a Bad Master.


Spend your money for a noble cause.


Learn to Use technology…...

Mobile phone & Computer.


Try to be the first person completing a task….


Time management….


Realise your potentials….


Planning….Foresee the problems…

problem solving skills.


Effective

communication.


Listening skills.


Don’t Argue….But discuss.

• When you are good to others, you are best to yourself …


Courtesy


Empathy.


Presentation

skills..


Body Language…..


Delegate work …..


Apply innovative

simple ideas…..


Inter personnel skills …..


Event

Management…..


Disaster

Management…..


Team Leader…..


Social Leader…..


Enquiry…..


Designer…..


Accept

responsibility …..


Fund raising…..


1.Disposal of

waste papers.


2.Maintenance of

Notice Board.


4.Display map of

the village.


5.Maintenance of

Special regisers.


6.Village

Directory.


7.Good stock file.


8.Basic facilities

for the citizen.


9.Display of

information….


10.Computer &

Telephone….


11.Diary of V.O….


12.Vehicle.


13.Creating first

impression.


14.Queue system.


15.Speed and

accuracy.


16.SERVICE OF

NOTICES.


17.TELEPHONE.

Thank you.

T.J JOSEPH.T.J JOSEPH.ADHIKARATHIL.S.H MOUNT P.OKOTTAYAM.

Pin-686 006MOB-9447464502

Reminder free Revenue Offices

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