National Cleaning Drive of Post

OfficesOffices

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

Spotless post office

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• Old and outdated notices should be removed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

Remove unwanted notices , banners

etc

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.

Welcoming entrance

• Post office with badly maintained LBs at the

entrance

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.

ILL-KEPT work area

Keep your working area neat and tidy .

Remove the hanging cables/ wires and

arrange it properly

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

Keep all the hanging wires in casing ,

remove unwanted furniture/hw etc..

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

Properly kept sorting cases in delivery

hall

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