National Cleaning Drive o Post Of ces · – a citizen centric organization with clear focus on...
Transcript of National Cleaning Drive o Post Of ces · – a citizen centric organization with clear focus on...
Back Ground
• Hon. Prime Minister of India has directed to prepare an action plan to transform every government Department into – a citizen centric organization with clear focus on effective delivery of
services
– with minimum inconvenience to the citizens.
• One of the action points to achieve the above objective is to make • One of the action points to achieve the above objective is to make the post office – Spotless
– Presentable
– Welcoming
• Deliverable : Perceptible change in our thinking and behavior towards customers
How to achieve these objectives?
• Working environment has to be improved to improve the work culture
• Clean and lean approach should be applied to • Clean and lean approach should be applied to internal space/office campus
• A drive to be conducted in all offices to give a business like look to all the offices
How to make your post office
SpotLess?
• Every office has three well defined areas of
operation
– Public space- public hall , entrance to the office ,
the front garden etcthe front garden etc
– Operational area- work table of each official ,
postmen delivery hall , postmasters chamber ,
server room , back office .
– Facility / Amenities area : washrooms, staircases,
lunch/rest rooms, recreation rooms, canteen etc.
Why spotless Office ?
• It gives a lean and trim appearance
• The office looks professional .
• The office gives a welcoming feeling to the • The office gives a welcoming feeling to the
customers.
• It is more pleasant and healthy to work in a
spotless office
How to make the office spotless
• Good house keeping : – Good house keeping means cleanliness , tidiness
and much more
– There should be a place for everything and everything should be in its place everything should be in its place
– Ensures that unwanted items are disposed off .
– Ensures that the costly resource - space in post office, is used for operation and customer service and not for dumping unwanted items
– Ensures that employees remain healthy and energetic.
Front office
• Public hall should be cleaned from time to time
• In the public hall only the following 3 boards should be displayed – Citizen charter
– Hours of business
– Public notice board
• All signboards , customer writing ledges , chairs and other • All signboards , customer writing ledges , chairs and other equipments in the public hall should be dusted
• Old and outdated notices should be removed
• One calendar and one clock only is required to be displayed on the wall
• All signboards displayed in counter hall should be of standard format , clean and legible
Front Office
• All furniture not conforming to project arrow standard should be removed from the counter hall of PO
• In other offices uniform furniture only should be kept in the public hall
• Remove all broken and rickety furniture from the • Remove all broken and rickety furniture from the counter hall
• Customer writing ledge should be cleaned off gum, paper wastes and any other discarded material by the customer at periodical intervals
• Proper dustbin should be provided in the counter hall and should be cleared at periodical interval
Front Office
• All the tube lights and fan should be in working condition
Fans should be cleaned periodically.
• The public hall should not have any hanging wires . All loose wires should be cased properly
• The public hall should not have any hanging wires . All loose wires should be cased properly
• Identify an official to supervise the arrangement on daily basis.
– Provide this official with a checklist
– Include this responsibility in the memo of duty of the identified official
Activity
• In your opinion what are the activities to be
taken up to make your front office spotless?
• Trainees to make a list of such activities.
• Trainees will discuss with the postmaster of • Trainees will discuss with the postmaster of
their office about these activities and take
action to make their office spotless on their
return to work.
Spotless entrance to post office
• The entrance of post office should be made presentable by periodic cleaning
• All broken pots should be removed.
• No unwanted furniture/ letter box should be piled at the front side of the post office
• If space permits, maintain a small garden • If space permits, maintain a small garden
• Garden should be well cared .
• Office letter box should be well maintained . The time of clearance should be visible , hour plates should be legible and changed as per schedule.
• Office name board should be in good condition.
• The standee provided should be displayed in a prominent place in front of the office
• All hanging wires/ cable should be properly cased.
Spotless back office
• Back office consists of following areas
– Counter operation area
– delivery hall
– Accounts branch , Sub-accounts branch , SBCO – Accounts branch , Sub-accounts branch , SBCO
branch etc
– Server room
– Postmaster’s chamber
Spotless back office
• Work table of each official
– Every morning You should dust your table, computer and other peripherals
– Do not expect a cleaning staff to come and do this for you as your work table is an extension of your personality . Cleaning staff may rather unsettle your work table while cleaning, though unintentionally.personality . Cleaning staff may rather unsettle your work table while cleaning, though unintentionally.
– A clean and tidy work table projects you as an organized & systematic employee with no pending work .
– Remove all unwanted and useless work papers from your table
– All the papers which are required for further processing should be properly filed
Work area of the staff
– The files which are not in use should be stacked properly in the almirah provided
– The files no more required in work area should be segregated and sent for weeding out by making appropriate entries in the index register
– Do not eat at the working table , it gives a messy and unprofessional look
– Remove the used coffee/Tea mugs / glasses immediately from the – Remove the used coffee/Tea mugs / glasses immediately from the table.
• Arrange the furniture in your work area in a professional and visually appealing manner – Sit in the customer’s chair across your to able to see and understand
the image you are presenting to the customer .
– Then make all required changes to give it a neat and professional look.
Activity
• Trainees to list out actions to be taken for
making their work area spotless on return to
their place of work/ office.
Spotless Postmaster’s chamber
• Remove all unwanted notices/ calendar’s/ photographs etc displayed in the chamber
• The visitors chairs should be of uniform size, shape and should be in good condition
• The tables and chairs should be dusted and clean. The tables and chairs should be dusted and clean.
• Keep sufficient number of information brochures of various products handy in your Almirah as customer may ask for it.
• Do not dump bags / items of stock in your chamber . The place for such items is the stock room
Spotless server room
• Remove all the old hardware from the server room and send it to the designated office for condemnation
• Those hardware which are to be repaired and put into use should be stored in almirah or in stock room
• Rearrange all the wires and cables into casings. The • Rearrange all the wires and cables into casings. The room should not have hanging/ trailing cables which gives a shabby appearance
• Server should be kept in the server racks provided
• Computer and peripherals should be dusted and kept in proper working condition
Postman delivery Hall
• Ensure that no unattended letters are left behind by the postman while leaving for the beat
• Sorting case should be well maintained.
• Post boxes should be kept in the closed position from inside to avoid loss of letters
• A proper watch should be kept to ensure periodic clearing of post box by the subscribers
• A proper watch should be kept to ensure periodic clearing of post box by the subscribers
• No hoarding of undelivered letters , bags in the delivery hall
• Dust the tables, sorting cases , post boxes daily
• The post box should be painted at prescribed interval
• Damaged locks of Post box should be repaired immediately
• All stamps and seals should be cleaned at periodic interval to get proper and legible stamp impression
• All letters received / dispatched should be stamped
Spotless amenity area
• The amenity area includes
– Wash room
– Dining/lunch room
– Staircases – Staircases
– Recreation club
– Canteen if any
Spotless Wash room
• Wash room should have provision for uninterrupted water supply
• Wash room should have sufficient ventilation and lighting
• Should be provided with exhaust fan• Should be provided with exhaust fan
• There should be a system in place for proper and periodic cleaning of toilets and wash basin .
• Unbroken and clean buckets / mugs should be kept in the washrooms
• Cleaning liquids in sufficient quantity should be provided to the cleaning staff
Spotless wash rooms
• Hand wash/soap should be made available in the wash room
• All leaking taps should be fixed immediately to avoid wastage of water
• Wash rooms may be supplied with pedestal • Wash rooms may be supplied with pedestal waste bins
• Before leaving washroom , the users should ensure that the area is clean and usable for others
• Throw rubbish only in the bin provided
Spotless stair cases• Do not dump broken furniture/ letter
boxes / bags/ broom sticks etc in the stair case.
• Do not spit on the corners of the staircase wall. May provide spit bucket in places where the habit of chewing in places where the habit of chewing tobacco/pan is more prevalent.
• Clean the stair case also daily .
• Cleaning of staircase dailycan be included in the job list of cleaning staff
Spotless dining room
• The lunch room should have proper furniture
• Lunch room should have proper ventilation
• The table should be wiped off the remains of
food after finishing the mealfood after finishing the meal
• All used plates and glasses should be washed
and kept in the space provided
Spotless recreation club
• All the equipments in the room should be arranged in pleasing manner
• After use , the equipments should be placed in their proper place
• Do not throw around the carom coins , carom powder boxes, chess coins , dumbbells etc around the roomboxes, chess coins , dumbbells etc around the room
• Keep the mat folded if not in use.
• Switch off the TV/ Music system when you leave the room
• Keep the magazine in the rack provided
• An almirah or a rack can be provided to the recreation club to keep the items in the recreation room in an orderly way
Spotless canteen
• Some bigger offices have canteens.
• The canteen should have proper seating arrangement.
• Should have proper lighting and ventilation .
• The canteen staff should wear clean and tidy dress.
Canteen should adhere to good personal hygiene. • Canteen should adhere to good personal hygiene.
• The tables should be cleaned after the customer leaves the table.
• The floor should be mopped with disinfectant at frequent interval .
• There should be a proper system for waste disposal
Canteen
• The kitchen should be clean , well ventilated and provided with sufficient number of exhaust fans
• The arrangement for water supply and sewage should be available
• System should be put in place for cleaning of utensils /plates/ glasses. – Make arrangement for providing hot water for utensil cleaning
Proper drainage arrangement should be made for the cleaning area
Make arrangement for providing hot water for utensil cleaning
– Proper drainage arrangement should be made for the cleaning area
• The used plates should be cleaned immediately without keeping it piled
• Sufficient quantity of cleaning chemicals should be supplied
• Kitchen should be cleaned after each meal preparation
• Periodic pest control through professional agency should be carried out
Role of postmasters in ensuring a
presentable PO
• Provide sufficient storage equipment for record keeping
• Ensure that electrical installations are in working condition
• Ensure that old records are periodically weeded out • Ensure that old records are periodically weeded out
• Identify a place / room which is not visible to the public to store unwanted records/ items till its disposal
• Dispose the discarded store at prescribed interval by following prescribed procedure
• Encourage the staff to inculcate the habit of maintaining clean office