शनिवार, 24 अक्तूबर 2015

CIVIL SERVICES MAINS EXAM General Studies- IV: Ethics, Integrity, and Aptitude, part 5

4. EFFICIENCY

Efficiency is a very important criterion for civil servant. Ultimate aim of Civil service is to deliver Public goods and services in a timely and efficient manner. Public supports officers who delivers, who provide solution of difficult problems, who creates an atmosphere of peace and development. For efficiency in administration, we require team building, proper planning and co-ordination, focussed attitude,innovation, getting to the root of problem and to provide solution for it. 


Friends, I am sharing with you summary of report prepared by DOPT and UNDP on Civil Service Competency Dictionary with my observation. You can read this report on link given below-
http://persmin.gov.in/otraining/Competency%20Dictionary%20for%20the%20Civil%20Services.pdf


4.1 Result Orientation
High Drive for achieving targets and competing against a standard of excellence.

• Works towards meeting timelines and expresses a desire to do better
• Is mindful of waste, inefficiency and red-tapism while discharging duties
• Consistently ensures on-time delivery of quality work
• Monitors efficiency of work practices and modifies them to provide better service
• Works to achieve tasks better, faster, and more efficiently; and looks to improve quality,
community satisfaction, and morale, without setting any specific goal
• Motivates, encourages others to set higher benchmarks and strive for superior performance
• Continually looks to adapt leading practices from other Departments/organisations to
improve performance
• Recognises and rewards innovation, setting higher benchmarks to create a culture of high
achievement
• Encourages and rewards continuous review and improvement of work processes
• Inspires individuals to consistently exceed performance targets

4.2 Conceptual Thinking
Understanding a situation or environment by putting the pieces together and identifying
patterns that may not be obviously related. Connecting the dots while resisting stereotyping

• Able to derive conscious rationale or its absence from recurring situations or events
• Creates own hypothesis to current situation or problem
• Makes complex ideas or situations clear, simple, and understandable
• Breaks-down a complex issue into a useful model or illustration
• Assembles ideas, issues, and observations into a clear and useful explanation
• Willing to experiment without being constrained by bias, stereotypes and traditional views
• Proposes alternative, radical hypotheses and tests them/keeps them in play
• Redefines the understanding of stakeholder and community needs

4.3 Initiative and Drive
Contributing more than what is expected in the job, refusing to give up when faced with
challenges, and finding or creating new opportunities

• Anticipates situations up to a year in advance, in order to plan action and build in
contingencies
• Creates an environment where individuals are willing and able to take initiative without
fearing consequences of failure

4.4 Seeking Information
An underlying curiosity to know more about things, people, or issues. This includes ‘digging’
for exact information and keeping up-to-date with relevant knowledge

• Studies best practices of other states, sectors, regions organisations etc
• Conducts field visits (if needed) to gain a comprehensive understanding of situation
• Identifies individuals or develops trusted sources to conduct regular information gathering
• Validates the veracity of informal information through other means and resources

4.5 Planning and Coordination
Ability to plan, organise and monitor work with effective utilisation of resources such as time,
money, and people

• Demonstrates good time management skills to meet short- and medium-term objectives
• Plans own work schedule and monitors progress against it optimally
• Uses available resources optimally to meet work objective
• Identifies and tries to solve bottlenecks in own area of work
• Monitors progress periodically and revises work plans as required
• Keeps oneself up-to-date and makes necessary adjustments to timelines, work plan, and
resource allocation as necessary

4.6 Desire for Knowledge
Keeps up-to-date with relevant knowledge and technology, shares latest developments with
others, and advocates the application of acquired knowledge.

• Keeps own policy and procedure binders (circulars, memorandums, OMs), working papers,
and ensures that files are up-to-date
• Proactively reads relevant literature to enhance knowledge of relevant practices  such as policy documents, external reports, or professional and Government journals
• Encourages and facilitates the acquisition of knowledge in others
• Suggests strategies to develop Departments’/Civil Services’ overall knowledge base


4.7 Innovative Thinking
Open to change, approaches issues differently, offers alternate/out of the box solutions and
strives for efficiency by working smartly.

• Seeks improvement in public service delivery through multiple methods such as technology,
efficient work practices etc
• Proactively engages with stakeholders for continuous improvement in service delivery
• Identifies bottlenecks and warning signs and initiates preventive action
• Prepared to meet the challenges of difficult change and encourages others in doing the
same
• Challenges the status quo and looks for unconventional solutions
• Encourages ideas, improvements and measured risk-taking to improve services
• Identifies & implements changes to transform flexibility, responsiveness, and quality of
service
• Creates a culture of innovation, flexibility and responsiveness, mobilising the Department
to respond swiftly to changing priorities

4.8 Problem Solving
Understanding a situation by breaking it into smaller parts, organising information
systematically, and setting priorities.

• Able to diagnose multiple cause and effect relationships in a problem (ability to see several
potential causes of an event or several events)
• Develops potential solutions and identifies risks involved
• Ability to see the holistic picture
• Creates solutions that address not only immediate issues (quick fixes) but also takes steps
for medium to long-term impact of the solutions

4.9 Developing Others
Genuinely believes in others’ capabilities to develop and takes personal responsibility for
their development. Creates a positive environment for learning and provides developmental
opportunities for individuals and teams.

• Encourages team members to develop learning and career plans and follows up to guide
their development and measure progress
• Takes risks on others to enable them to grow, by delegating responsibility and decisionmaking
• Provides mentoring support and direction to attain the team members’ learning needs for
the long-term development
• Builds capacity-development strategies to support career development for all employees

4.10 Self Awareness and Self Control
Identifies one’s own emotional triggers and controls one’s emotional responses. Maintains
a sense of professionalism and emotional restraint when provoked, faced with hostility
or working under increased stress. It includes resilience and stamina despite prolonged
adversities.

• Remains calm in stressful situations and listens to others’ point of view
• Has an honest understanding of own weaknesses and strengths
• Uses stress management techniques to deal with stress and control responses
• Responds constructively and professionally to extreme challenges, provocation and/or
professional disappointments
• Continues providing effective leadership in situations of stress or adversity
• Able to maintain focus and stamina for self and others in prolonged adversity
• Nurtures a culture to identify and dissolve stressors by better planning and analysing the
past instances

4.11 Communication Skills
Articulates information to others in language that is clear, concise, and easy to understand.
It also includes the ability to listen and understand unspoken feelings and concerns of
others.

• Conveys information, opinions and arguments fluently and confidently in a manner that
clearly explains the benefits of one’s proposition on different people in the society
• Adapts communication style to suit the situation
• Communicates complex issues clearly and credibly, to widely varied audiences
• Uses different forums, media vehicles, tailors messages accordingly to achieve optimum
results

4.12 Team-Working
Working together as a unit for the common goal. Building teams through mutual trust,
respect and cooperation

• Willingly complies with the team decisions, is a good team player, does his or her share of
the work
• Willingly gives support to co-workers and works collaboratively rather than competitively
• Shares all relevant information with the team members, provides ideas, inputs and
suggestions
• Solicits ideas and opinions to help form specific decisions or plans
• Displays willingness to learn from others, including subordinates and peers
• Genuinely values others’ expertise
• Incorporates others’ suggestions into planning and decision making
*Encourage others
• Works towards building positive team environment and addresses descriptive behaviour
such as threats, insults, stereotyping or exaggerations

 I hope that this blog post will help you in General Studies 4th paper and I hope that many of you will achieve success to provide efficient, effective, accountable, responsive and transparent governance as per vision of DoPT(GOI).

I sincerely acknowledge DOPT and UNDP for this Report. I hope that our Civil Service Aspirants will get full benefit of this report.
You can read full report on link given below-
http://persmin.gov.in/otraining/Competency%20Dictionary%20for%20the%20Civil%20Services.pdf

Best of luck,
Keshvendra Kuamar, IAS
District Collector, Wayand, Kerala

CIVIL SERVICES MAINS EXAM General Studies- IV: Ethics, Integrity, and Aptitude, part 4

EQUITY
For a Civil Servant, equity is a very important concept. It is a constitution value. Summary of Chapter  on Equity from  'Civil Services Competency Dictionary'( GoI-UNDP Project: Strengthening Human Resource and Management of Civil Service) is being produced here for the benefit of our civil service aspirants.

Friends, I am sharing with you summary of this report with my observation. You can read this report on link given below-
http://persmin.gov.in/otraining/Competency%20Dictionary%20for%20the%20Civil%20Services.pdf

3.1 Consultation and Consensus Building
Ability to identify the stakeholders and influencers, seek their views and concerns through
formal and informal channels. Build consensus through dialogue, persuasion, reconciliation
of diverse views/interests and trusting relationships.

*Confidently presents views in a clear, concise and constructive manner
*Develops links with the experts and relevant information sources, proposes good solutions
to benefit the public
*Proactively Looks for Opportunities to Promote Convergence
*Helps to Align Diverse Interests to a Common Goal
*Promotes consensus building and Convergence

3.2 Decision Making
Makes timely decisions that take into account relevant facts, tasks, goals, constraints, risks
and conflicting points of view.

• Makes timely decisions, based on applicable rules or guidelines
• Clearly explains (verbally and in writing) the rationale behind each decision
• Maintains clear communication and transparency on the reasons for the decision taken
• Identifies relevant and credible information sources and collects new data, when necessary,
from internal and external sources
• Recognises scope of own authority for decision making and escalates to the appropriate
level if necessary
• Empowers team members to make decisions
• Demonstrates accountability and rises above bias when making decisions
• Demonstrates decisiveness when under pressure or faced with complex or sensitive
situation aligning with policy trend in that field.
• Analyses the impact of past decisions made and incorporates lessons learnt in future
decision making process
*Makes Decisions in Complex Situations
• Foresees impact of decisions on the society by conducting social cost-benefit analysis
• Foresees the unintended impact(s) of decisions and takes actions to overcome them
• Interprets political and national pressures to develop strategies that positively impact the
public good, especially for the benefit of the marginalised and disadvantaged
• Gives unbiased advice to Ministers based on the basis of robust analysis, and not on the
basis of what will be welcomed
Makes decisions for the good of the society (even if it leads to loss of personal popularity)
and defends them at the highest level when required

3.3 Empathy
Empathy is about being able to accurately hear out and understand the thoughts, feelings
and concerns of others, even when these are not made explicit.

• Demonstrates active listening skills (such as asking probing questions, not interrupting)
• Displays openness to diversity of opinion and adapts behaviour to be helpful and
considerate
• Is sensitive to underlying problems, and why people act or behave the way they do
• Demonstrates empathy by correctly understanding reactions or emotions of others
• Creates a culture of mutual trust and respect
• Encourages others to read deeper into others’ emotions by providing practical tips
• Creates the systems promoting empathy

3.4 Delegation
Delegates responsibility with the appropriate level of autonomy so that others are free to
innovate and take the lead.

*Provides Personal Guidance and Direction
• Expresses confidence in the ability of the team members to get the work done
• Delegates full authority and responsibility to team members to provide solutions for the
Government and community on agreed policies
• Creates a culture of trust and empowerment amongst team members

I sincerely acknowledge DOPT and UNDP for this Report. I hope that our Civil Service Aspirants will get full benefit of this report.
You can read full report on link given below-
http://persmin.gov.in/otraining/Competency%20Dictionary%20for%20the%20Civil%20Services.pdf

Best of luck,
Keshvendra Kuamar, IAS
District Collector, Wayand, Kerala