Callers Office

[drb]

Just wondering what system other DO's use in their caller office.Do you manually write everything down in a book
by date or do you use a PC based software?
Any help would be much appreciated.We have a PC installed now in our office.I'm just trying to update
the old system of manually writing everything in.

[ROCKY]

true blu can fill you in with the details
at first all p739 items went onto pc after it was fitted, but this caused a huge backlog and the stuff on the shelves never fitted with pc records with posties fetching stuff for customers etc etc

the next problem was cancelling each item as it was collected, or returned when out of date, the pc was taking a massive amount of manpower logging stuff in and out and the lines outside were becoming legendery, so it was reduced to logging in special del and recorded del

the next problem was items that got missed of the pc people got accused of all sorts including theft, when their 739 was not where it was supposed to be mind you it did proove we had a thief at one point, my advice if you have several shifts make sure there is a smooth handover between them, use the pc for as little as poss, and bin the written records and ensure that everyone gets their delivery sheets stamped as proof of having returned an item, we had to get stamps made up for each person working in the callers office at one point there was so many cock ups funny thing there was never any problem before the pc went in there but the older staff who had done the job for years left at about the same time

another point i have noticed is that if the pc says you have not returned an item and you say you have you will be wrong the computer is never wrong

[TrueBlueTerrier]

We use excel but If you have it and have someone who can use it try Access or any database program. I am trying to get ours on that as it is easier to track items on it if done the right way.

In ours all we book in are, and on a daily basis from when the form left was done.

Recordeds
Internationals (Signed For)
and Prios

We colour code them so you can tell at a glance what they are and we have the following coloumns

Surname (or whatever it has on the packet)

House Number (if using excel this is the best coloumn to sort by)

Street Name

Recorded Etc bar code number

Short desciption along these lines
Small Brown Pkt
A4 DNB
Large Blue Box



Hope this helps, and you have my sympathy as I know how bad the General Public can be.

[drb]

Many thanks True Blue.Yes we have a similar Excel system.And yes the public can be........

[Fishyfingers]

You all must have big callers offices,don't do any of the above in our office, Phg covers the callers office plus all A level tasks.

[TrueBlueTerrier]

You all must have big callers offices,don't do any of the above in our office, Phg covers the callers office plus all A level tasks.

Yep mine is busy. 2-250 recordeds and prios per day and proabably 300 pakets in a day. usually 30 voice mail messages overnight and 50-60 calls a day.
Not forgetting 16 Gas boxes 4000 box numbers. It can be hectic at times.