Without vehicles and audio visual equipment, the PR personnel are just like soldiers on the war front without arms. These are very essential tools for PR. Their proper maintenance and deployment, coupled with a fool-proof system to recognize good workers would improve the efficiency of the Department.
Vehicle history card
Each vehicle should carry a vehicle history card to ensure its proper maintenance. This should contain the following particulars :
- A proper record of numbers and models of the vehicles.
- Date and source of purchase.
- A preventive maintenance schedule covering routine servicing, change of parts (spark plugs, tyres and batteries) when due and when done.
- Mileage given by the vehicle/litre of fuel.
- Expenditure incurred on maintenance.
- Details of major accidents and repairs carried out and expenditure incurred on repairs as well as routine maintenance.
- Driver’s handling of the vehicle, to fix responsibility and appraise performance.
- Major overhauls.
- Date of condemnation.
Systematic deployment of vehicles
Availability of vehicles for travel and tour often becomes a bone of contention among the officers. This is not because the Department lacks a sufficient number of vehicles but more because of the absence of a system for proper deployment of vehicles. The following system will take care of most of, if not all, such problems :
- Officers should plan their tour programmes for the next month at least by the last week of the previous month and inform the Technical Section.
- Officers may be asked to pool the vehicle while travelling on the same route. For instance, an officer proceeding on tour to Rohtak can drop and pick up the officer travelling to Karnal or Panipat.
- For travelling to Delhi, vehicle should be dispensed with and the journey should be undertaken by train, air-conditioned bus or air travel, as the case may be.
- Vehicles should normally be earmarked for critical sections like the Press Section, the Film Section, the Photo Section and the Publications Section.
- Adequate arrangements for diesel and petrol for vehicles should be made well in advance.
Other equipment like the mike system, audio-visuals, projectors, generators and stabilizers should also be carefully listed and a preventive maintenance approach here too will help. If these measures are followed up by an occasional inspection by the Director General himself, there is no reason why any tempers should be lost or any vehicle jacked up and rendered immobile for months together. The latest technology and the most sophisticated instruments are sure to produce better results in the PR system.