The functioning of Information, Public Relations and Languages Department as far as the administrative set up is concerned is not much different from any other department of the government. But what distinguishes it from other departments is that PR does not deal with any tangible product or palpable service. The challenge of personnel management, therefore, is to identify the stage of development of each person or category of people and cater to their unfulfilled needs through appropriate policies, procedures, methods, systems, techniques and processes. The success of an organization depends upon the selection of the right type of personnel to handle various jobs and their proper placement. Induction of fresh recruits cuts down learning time, helps in the adoption of a uniform work-culture and improves inter-personal relations and inter-sectional coordination. A fool-proof grievance procedure, a continuing training programme and proper appraisal system which takes into account the performance in relation to the objectives and also the personal qualities of the officers are other factors which lead to higher efficiency.
Performance appraisal is what is normally referred to as annual confidential report. The performance appraisal is expected to serve the following ends :
- The Administrative Wing keeps the personal records of the staff and manages all their service matters like leaves, salaries, promotions, transfers, confirmations etc.
- To appraise the performance of an individual during a particular period is another duty.
- To furnish information and record of the staff to DGIPR for rewards and punishments.
- To identify the major strengths and weaknesses of an individual pertaining to his conduct, character and other antecedents and his training needs for improving his professional caliber are other cares of this wing.
- This section also plans the career of individual officers/officials.
In the modern age of electronics and computerization the PR system has also undergone certain major transformations. Therefore, in this era of technology the importance of training hardly needs to be emphasized. The rationale of training is that in a situation of rapid changes in the environment in which the Department is functioning-Political, social, economic and technological - it become necessary to keep abreast of these developments. As a rule of thumb, five per cent of our time and one per cent to two per cent of our resources should be spent on the training of personnel of all categories. Obviously the Administrative Wing arranges to manage all this process.
Discipline, punctuality and regularity
What is needed is “constructive discipline”. Its aim is the prevention of those acts which call for corrective or harsh punishment.Punctuality and regularity flow out of a positive attitude towards the task allotted. Lack of clarity about the task and absence of fixed time schedule to achieve the same generate both these shortcomings. This wing puts the whole PR system in order with the help of certain sets of rules and regulation.
Money spent lavishly without maintaining proper accounts leads an organization to fiscal stringency and budgetary deficit. But the Accounts Section of any set up helps in overcoming such snags. The Accounts Section operates and maintains the accounts of the Department in accordance with Financial Rules. Observance of strict financial discipline by the service departments is also necessary to achieve maximum results by proper utilization of available funds. Full cooperation of media heads is very necessary to achieve this objective and also to settle individual claims of the employees and also the claims of the suppliers of goods and services.