National Cleaning Drive of Post Offices

1. National Cleaning Drive of Post Offices

2. 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 the post office • Spotless • Presentable • Welcoming • Deliverable : Perceptible change in our thinking and behavior towards customers

3. Spotless post office

4. How to achieve these objectives? • Working environment has to be improved to improve the work culture • 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

5. 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 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.

6. Why spotless Office ? • It gives a lean and trim appearance • The office looks professional . • The office gives a welcoming feeling to the customers. • It is more pleasant and healthy to work in a spotless office

7. 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 • 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.

8. 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• All signboards , customer writing ledges , chairs and other equipments in the public hall should be dusted • Old and outdated notices should be removed • One calendar and one clock only is required to be displayed on the wall • All signboards displayed in counter hall should be of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

12. 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 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

13. 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 • 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

15. Remove unwanted notices , banners etc

16. 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 • 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.

17. Welcoming entrance

18. Post office with badly maintained LBs at the entrance

19. Spotless back office • Back office consists of following areas • Counter operation area • delivery hall • Accounts branch ,Sub-accounts branch , SBCO branch etc • Server room • Postmaster’s chamber

20. Activity • Trainees to list out actions to be taken for making their work area spotless on return to their place of work/ office.

21. 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 • 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

22. Properly kept sorting cases in delivery hall

23. Spotless amenity area • The amenity area includes • Wash room • Dining/lunch room • Staircases • Recreation club • Canteen if any

24. 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 • 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

25. 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 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

26. 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 tobacco/pan is more prevalent. • Clean the stair case also daily . • Cleaning of staircase dailycan be included in the job list of cleaning staff

27. 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 meal • All used plates and glasses should be washed and kept in the space provided

28. 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 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