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This is an area I feel managers need to stress to their bosses so that all efforts are exhausted in hiring more employees for offices to operate under their complement. The earlier mentioned example could have been avoided had that office been properly staffed. A fully complemented office would have unassigned employees who would have been given those assignments for the day avoiding the need for overtime. In order to be a successful office you must be fully complemented. When I was finally able to get my office fully complemented my overtime was reduced by 10% – 30% as shown in the graph below.

The U.S. Postal Service has another formula that we use to gauge an employee s production. There is a standard based on demonstrated ability. We can not hold Carrier A to Carrier B s standards. This formula is for sorting letters and flats (magazines, newspapers, etc.). The formula allows 1 hour to sort 2 feet of letter mail. This is 2 linear feet, 2 linear feet equals 454 pieces of letter mail or 230 pieces of flat mail. So in order to standardize an employee the manager must count out 2 feet of mail, letters or flats, and calculate the amount of time it takes the employee to sort this mail. The average carrier has no problem at all meeting this quota, but there are those who attempt to outsmart their managers. If the manager is not focused on them during the sorting period there are those carriers who have the tendency to leave their areas to socialize among their coworkers, or slow sort their mail. The longer it takes a carrier to sort his mail, the longer it takes that carrier to get out of the office on the street to deliver this mail, making this same carrier late in returning from his assignment guaranteeing this carrier overtime for the day. You multiply this by several carriers in one office daily and you come up with an unaccountable amount of overtime usage as a manager. This affects your production numbers for the office as a whole.

This where a manager has to jump in and approach the individual carriers immediately. As a manager I that this has happen to, I have approached the individual and asked some very basic questions to make certain that there are no health or personal issues going on with the carrier affecting their productivity. If nothing out of the ordinary exists, I point out that they are not meeting their productivity quota and make certain suggestions to assist them in meeting their quota. There are those times when you are challenged as a manager to verify your findings. When those situations arise, I go out and measure, with the carrier present, the actual number of feet of mail for them to sort and time them sorting this mail. Once you demonstrate to your employees that you are only expecting from them what is minimally required, and that you will hold them accountable for just that you run into this type of problem less and less.

Another major contributor to overtime usage is the actual mail flow itself. Most days this is not a problem, but when it is a problem it is usually a big problem. In Northern Virginia we have two mail distribution centers, one in Merrifield and one in Dulles. For the Falls Church Post Offices, we receive our mail from Merrifield. Each morning we receive 3 dispatches of mail from 6:00 a.m. to 8:30 a.m. When these dispatches are on time everything runs smoothly, but when these dispatches are late an office goes from running smoothly to being hectic.

One of the main reasons for a delayed dispatch is the mechanical failure of a mail-processing machine in Merrifield. In preparing itself for the new millenium, the U.S. Postal Service Distribution Centers are equipped with high-tech automated mail processing machines that do the job of ten employees sorting mail. In the event of a mechanical failure, one of our dispatches can be delayed by 1 2 hours. This 1 2 hour delay is passed along to my operation in 1 2 hours of down time for my carriers while they are waiting for their mail to deliver. That equals approximately 1 2 hours of unforeseen overtime per employee that day. As demonstrated in the graph below this is a large usage of overtime for an entire office when calculated. The combination of mail volume and properly scheduled mail dispatches is critical in minimizing overtime.

Recommendation

In closing, I would suggest that as we approach a new millenium the U.S. Postal Service would be better served by doing away with some of the older ways of thinking. The Overtime Desired List should be dismantled. This forces managers to go outside of the employees already present for work as a first solution to a vacant assignment list. To me this encourages overtime usage. I would also suggest for offices receiving mail dispatches late at least 3 times a week to move their scheduled time for mail receipt back and bring their carriers in a little later to accommodate for the dispatch schedules. For example if an office has consistently been receiving their dispatches an hour late, instead of having the carriers report to work at 6:30 a.m. they would move the carriers reporting times up to 7:30 a.m. instead eliminating that hour of downtime per person that they are

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