An Everyday Example

In the context of C-Class offices, where leave has been granted for four days (For example) (from Wednesday to Saturday), the responsibility of deputing a PA to take charge becomes crucial. One of the common issues faced in this scenario is the timing of the deputation, especially when the official to be deputed is involved in counter work until 1800 hours, as opposed to the SPM’s insistence that the PA must report to take charge before 1600 hours. This creates a dilemma as to how the work and branch tally of the relieved official can be managed.

Understanding the Situation:

1. Routine Hardship for SPMs in ‘B’ or ‘A’ Class S.Os: The situation described above is a common challenge faced by the SPMs of ‘B’ or ‘A’ class offices. There are no alternative solutions, and it becomes the responsibility of the SPM of the ‘B’ class office to relieve the PA to take over the duties at the C-Class office. In such cases, the office must be managed by the SPM or, if not feasible, the SPM can request the Divisional Office (D.O.) to defer the deputation due to the inability to manage the office single-handedly.
2. Timing of Relief: It is important to relieve the PA in time to ensure a smooth handover. If the office to which the PA is being deputed is located outside the city, it is recommended to relieve them in the forenoon (FN) and ensure that the charge is officially reported in the afternoon (AN). This would allow for the timely transfer of responsibilities, even if there are some delays in the relief timing.
3. Alternative Solutions for Charge Transfer: In cases where physical relief may not be possible due to logistical reasons, it can be feasible to take the charge over the phone. This has been a practice in some offices, where PAs have been able to report to their new office and take charge remotely through a telephone conversation. While this is not a standard procedure, it offers a temporary solution when time constraints are tight and the physical presence of the PA may be delayed.  (I striked this, because dont put into practice.)
   

While the timing of deputation and relief can pose significant challenges, especially when counter work overlaps, proper communication and planning can help address the issue. The SPM should either manage the office independently, request a delay in deputation, or explore alternative methods, such as remote charge-taking, to ensure smooth operations and avoid disruption in the official duties. It is crucial to maintain a balance between the operational needs of the office and the responsibilities of the staff involved.