Can the public sector live up to the ideals?

National Productivity Award for Ministry of Media and Information-Success story behind productivity:

by Indeewara Thilakarathne

The conventional perception of a Ministry is that of an untidy office with heaps of dusty files and a snobbish staff who consider public as a nuisance rather than purpose of their work.

The work-ethics in a Ministry is as lethargic as the staff themselves. The oppressive atmosphere and internal-mayhem will always ensure a poor service, earning public wrath not only for the staffers but also for the Minister concerned. Under such circumstances, it is no wonder that a section of the population entertain the idea whether it is possible to privatize the government itself.

However, in the light of the Ministry of Media and Information securing the National Productivity Award in the Inter-Ministry category, the traditional perception of public sector institutions in general and Ministrries in particular has to be changed.

One of the significant aspects of the entire process of transformation is that the dramatic improvement and development of physical as well as human environment which has a positive effect on the staff. It is this transformation which is instrumental in bringing about a change in attitude on the part of staff towards the public and about their superiors.

Perhaps, the Ministry offers a role model for public institutions. The implementation of the 5 S Concept has ensured a clean and stress-free environment and speedy delivery of service. It has also effectively shattered the myth that the public sector cannot live up to the ideals and the panacea for universal ills is privatisation.

According to an employee, day-to-day office work has become much easier since the implementation of 5 S Concept which has tremendously improved efficiency in almost all aspects of the work including public relations and handling of files.

Especially, the improvement of physical environment has changed the entire perception of an office from being an oppressive and strenuous atmosphere to that of a stress-free and friendly atmosphere.

The well-gardened premises with vegetable beds nurtured by the employees, has added a pleasing dimension to the otherwise inhuman concrete structure. The exterior gardening has rendered a much needed greening effect to the environment.

"I think 5 S is a very convenient way. If I want to find anything, it is now very easy. As the files are listed, it is very easy to retrieve a particular file. Since there is a colour code, even an outsider can operate the air-conditioner and switch the lights on. An attitude change has been made.

I would like to highlight the withdrawal of license for ABC. The day on which the license was withdrawn, was a Poya day and Secretary called me the previous night and asked me to work on Poya day in the morning. I called the particular subject clerk and peon. They also came. The ABC Company's argument was that we (Ministry) had worked on a holiday and delivered the letter by midnight.

"That was possible because of the change of attitude. There is a qualitative change and time management has also been improvement.

Government sector can also be productive if it gets encouragement from the decision makers." 'said Senior Assistant Secretary Dharshana Senanayake on the positive effect brought about by 5 S Concept.

"Dedication on the part of the staff and their happiness has also been taken into consideration when selecting the Ministry for the Award. Minimising wastage and speedy delivery of service has been tremendously improved since the implementation of the 5 S Concept.

In order to instill team spirit among the staff, diverse activities such as cultural festivals (New Year, Thaipongal) and excursions have been organised. Quality Circles have been set up under the 5 S, in order to diagnose problems in each section.

The quality circle suggests solutions. If they cannot overcome problems, the problems will be referred to the Parent body of the quality circle. A meeting is held once a month to evaluate the progress in addition to a staff meeting which is presided over by the Minister of Media and Information," "said Secretary A. Dissanayake, speaking on the progressed achieved following the implementation.

The success story of Ministry of Media and Information as a productive public entity shatters the universal myth that Ministries are white elephants maintained at public expense.

This further confirmed the fact that most of the ministries and government entities are made white elephants by sheer mismanagement and lethargic work ethics.

Apart from being a role model, the Ministry of Media and Information will continue to inspire the public sector and perhaps a harbinger for a vibrant public sector in the long march to sustainable development and prosperity.

It is the fervent hope that public sector entities including ministries would emulate the example set by the Ministry of Media and Information.

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