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Managing Overtime Essay, Research Paper

Managing Overtime Worked in Area Offices

Of the United States Postal Service

Abstract

In the following report, I will be give illustrations and possible solutions for an overburdening problem that exists in the U.S. Postal service Operations throughout the country. Overtime is an age-old problem that has gone long overdue without someone or a group paying serious attention to correcting this problem.

Introduction

The United States Postal Service is a large organization with many facets of operations; I will be concentrating on what we call the Field Operation or Area Office. This is where the public comes into personal contact with the Postal Service either by way of the individual letter carrier (mailman) or the window clerk who assists with business transacted at the post office. Every community across America has a Post Office. We are one of the most visible employers in the world. The U.S. Postal Service employs approximately 750 thousand diverse people. Many different cultures and nationalities come together to combine as an efficient workforce that gets the job done. The pay is moderate, so it would be pretty difficult to become independently wealthy working for the Postal Service. But, there are some employees that believe if they work, as much overtime as possible, maybe they can become rich. Unfortunately, this poses a daily obstacle to overcome for most managers in the U.S. Postal Service.

The U.S. Postal Service is a production driven outfit therefore; everything is based on production verses cost ratio. The average workday for a postal employee is eight hours. It does not take a genius to figure out that the longer it takes to do the job, the more money is made. So, the employee that desires more money would be motivated to take longer to complete his or her assigned task(s).

Historically, the Postal Service has been plagued with managers that were not diligent in doing their jobs with regard to overtime management. Because of this clusters of employees became accustomed to a Carte Blanche style of working. Employees were in effect managing the overtime and work production. During my career as a letter carrier, I completed my assigned tasks within my eight-hour shift working overtime only when deemed necessary by my manger.

When I became a manager, I expected everyone who worked for me to have the same work ethics that I had. If this was not case, I attempted to force them to work as hard as I did. I later found out that this was not a good management approach. In fact, this was the easiest way to harvest disgruntle employees.

Here was my dilemma; I was the new young manager who expected an honest day s work, for an honest day’s pay, paired with a staff that had been allowed to do whatever they wanted for the past ten years. The office of my first management assignment had 90 percent of the employees working an average of 10-16 hours of overtime per week. My performance as a manager as well as well as the production performance for our office was based on the amount of manpower hours used to deliver the total volume of mail.

I will present information about the systems put in place that worked as a check and balance format. These systems enabled me to demonstrate to my employees that my requests were not unfair or unreasonable. I will discuss the areas that the employees were able to assist in helping to aleve the excessive use of overtime. I will also discuss in detail areas that contributed to the excessive use of overtime that did not involve my employees. With implementation of the new systems, my office has reduced its overtime to 14 percent.

Objectives to Controlling Overtime

Being Properly Staffed

 Meet complement

 Managing the Overtime Desired List

Employee Productivity

 Requesting all employees to meet standards

 Holding employees accountable

Mail Flow

 Scheduled dispatches

Scope

While controlling overtime may seem as easy as just making an announcement that no one is allowed to work overtime ; this is very far from true in the U.S. Postal Service area offices. There are many variables that come into play, the first of which is staffing. In order to do a good job; the office must be properly staffed. We have percentage breakdowns that factor in amounts of carrier routes; amounts of deliveries per zip code that derives to an employee complement. Each office has a number that satisfies their complement. If for any reason a particular office is operating under their complement that makes the task a more difficult. Any office can be fine one week and short the next, due to retirement, injuries, or details to name a few. If any of the aforementioned were to occur a manager could request replacement for these employees, whether they will be granted or not is another story.

Then we have the day-in day-out mystery of who will call in on sick leave. Having any of these instances to take place in a given day can simply cripple an operation. If we take a carrier operation anywhere in the world that has 35 city carrier routes and 4 carriers call in sick on a Monday, that manager now has to scramble to get coverage for those four vacant routes. It is not like other organizations where your work can carry over by one day; the mail must be delivered daily without exception. This makes it difficult to get the work done in an eight hour day for the remaining employees. The first thing the manager must do is to telephone four employees who would normally have the day off and ask them to come in and work their day off. Bare in mind that the U.S. Postal Service has something called an Overtime Desired List, a voluntary list of employees who wish to work overtime on assignments.

When the manager telephones employees

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