Callers Office Assistant

[cloherty1976]

Enquiry office retrieval system

[Rudolph_Hucker]

One of the few worthwhile things that my workplace coach taught me was to put a brief description of the item on the 739, he covers in the caller's office so saw things from both sides.

As crazyshrew says, even something as basic as "grey bag", "A5 white jiffy" or even just "A4 Do Not Bend" can save someone time when locating an item in the office. We keep all the Amazon boxes in one section, so just putting "amazon box" can direct someone to the right area.

Brill thanks.

Has anybody else got any little tips on how to help the office they would like to share?

Using the 'Enquiry Office Retrieval System' properly is the best help for the callers office. As long as everything is put on the system correctly then its no problems.

Sorry but how does that help us posties help the lads in the office?

[dvbuk55]

Enquiry office retrieval system

Very droll!

[marshallmercury]

One of the few worthwhile things that my workplace coach taught me was to put a brief description of the item on the 739, he covers in the caller's office so saw things from both sides.

As crazyshrew says, even something as basic as "grey bag", "A5 white jiffy" or even just "A4 Do Not Bend" can save someone time when locating an item in the office. We keep all the Amazon boxes in one section, so just putting "amazon box" can direct someone to the right area.

Brill thanks.

Has anybody else got any little tips on how to help the office they would like to share?

Using the 'Enquiry Office Retrieval System' properly is the best help for the callers office. As long as everything is put on the system correctly then its no problems.

Sorry but how does that help us posties help the lads in the office?

If everything is keyed in correctly on the Retrieval System then the only help required from the posties is that the p739 is written clearly so the address can be read. If the address can be read on the docket then it should be simple.

[dvbuk55]

What retrieval system?

[marshallmercury]

What retrieval system?

At our callers office window we have a computer with an Enquiry office retrieval system on it. When the docket lefts are brought back they are entered on the computer. Name/Address/Parcel or Tracked or Special delivery etc. Then each item is given a number and put on the shelves in number order. Then when someone calls for a docket left you enter their address into the program and find the latest entry for them and get the item number. Then you just go to the shelf and get the item for them. Whole process takes about 30 secs.

[Rudolph_Hucker]

What retrieval system?

At our callers office window we have a computer with an Enquiry office retrieval system on it. When the docket lefts are brought back they are entered on the computer. Name/Address/Parcel or Tracked or Special delivery etc. Then each item is given a number and put on the shelves in number order. Then when someone calls for a docket left you enter their address into the program and find the latest entry for them and get the item number. Then you just go to the shelf and get the item for them. Whole process takes about 30 secs.

A COMPUTER!!!? Well I'll go to the foot of our stairs, no such thing here. Nearest to that is the bell a customer presses when they want attention!

[marshallmercury]

What retrieval system?

At our callers office window we have a computer with an Enquiry office retrieval system on it. When the docket lefts are brought back they are entered on the computer. Name/Address/Parcel or Tracked or Special delivery etc. Then each item is given a number and put on the shelves in number order. Then when someone calls for a docket left you enter their address into the program and find the latest entry for them and get the item number. Then you just go to the shelf and get the item for them. Whole process takes about 30 secs.

A COMPUTER!!!? Well I'll go to the foot of our stairs, no such thing here. Nearest to that is the bell a customer presses when they want attention!

So what's the process in your office when someone comes to collect a docket left?

[dvbuk55]

What retrieval system?

At our callers office window we have a computer with an Enquiry office retrieval system on it. When the docket lefts are brought back they are entered on the computer. Name/Address/Parcel or Tracked or Special delivery etc. Then each item is given a number and put on the shelves in number order. Then when someone calls for a docket left you enter their address into the program and find the latest entry for them and get the item number. Then you just go to the shelf and get the item for them. Whole process takes about 30 secs.

A COMPUTER!!!? Well I'll go to the foot of our stairs, no such thing here. Nearest to that is the bell a customer presses when they want attention!

Same here - a bell I mean - who has time to enter all that on a computer - there's only one person manning the counter at any one time and it's a full time job keeping the queue down

[clashcityrocker]

- who has time to enter all that on a computer - there's only one person manning the counter at any one time and it's a full time job keeping the queue down

Ours isn't computerised but it is all manually written down.
Who has the time? That's how we create jobs.

[Rudolph_Hucker]

What retrieval system?

At our callers office window we have a computer with an Enquiry office retrieval system on it. When the docket lefts are brought back they are entered on the computer. Name/Address/Parcel or Tracked or Special delivery etc. Then each item is given a number and put on the shelves in number order. Then when someone calls for a docket left you enter their address into the program and find the latest entry for them and get the item number. Then you just go to the shelf and get the item for them. Whole process takes about 30 secs.

A COMPUTER!!!? Well I'll go to the foot of our stairs, no such thing here. Nearest to that is the bell a customer presses when they want attention!

So what's the process in your office when someone comes to collect a docket left?

They ring the bell, our chap gets the docket from the customer and looks for the parcel/letter in one of half a dozen coffins. If it's tracked or signed for then it's held on a shelf, if it's recorded it's held in the office.

We are a small office with about 30 rounds, give or take.

[dvbuk55]

- who has time to enter all that on a computer - there's only one person manning the counter at any one time and it's a full time job keeping the queue down

Ours isn't computerised but it is all manually written down.
Who has the time? That's how we create jobs.

Yes chance would be a fine thing. Originally there was supposed to be double cover after 10, then it became 1045 - in reality that guy is taken to deliver packets and cover any holdover specials and parts of delivery lapsed or left in. The managers don't feel it's necessary to record parcels and packets with the exception of tracked items which are recorded on a daily basis and numbered - a much easier system than raking through the shelves looking for something which may or may not be there. Every callers office must have had the customer turn up with a card, not on the shelf only to find the postman had pushed the card through the door and then handed said package to a neighbour. You'd be on much firmer ground in front of the customer if you had a record of it's return/non return.

[marshallmercury]

I forgot to say that we do put 24 hours on the back of our dockets as standard. That way everything is on the system before customers call in for their items.

[dvbuk55]

I forgot to say that we do put 24 hours on the back of our dockets as standard. That way everything is on the system before customers call in for their items.

So do we but many of our P&L bods don't get back until 5ish - they can just about manage to get them on the shelf let alone record everything - and they don't always manage that - there's anything between 40 and 100 tracked back every day. There's certainly scope for improvement and that's for sure but there's no way they'll put more hours in.

[marshallmercury]

I forgot to say that we do put 24 hours on the back of our dockets as standard. That way everything is on the system before customers call in for their items.

So do we but many of our P&L bods don't get back until 5ish - they can just about manage to get them on the shelf let alone record everything - and they don't always manage that - there's anything between 40 and 100 tracked back every day. There's certainly scope for improvement and that's for sure but there's no way they'll put more hours in.

Yes I can see it would be difficult if docket left items are not coming back until that time. All our deliveries are back by half two. Yes we are a p&l office with about 60 deliveries.