PROPER METHOD OF STORING MATERIALS

Take care of your gear and supplies by securing or storing them properly at the close of each business day. his is especially important at sea since your ship could encounter bad weather and rough seas at anytime. Keep your supplies in good condition, out of the way, and securely stored.

You will be responsible for a wide variety of materials, including ecclesiastical supply items that must be stored. Closed cabinets are preferable to open shelves for storing supplies because they protect materials from dust and damage. Store liquids or other reproduction supplies so they will not stain other materials if leakage or breakage should occur. Store toxic fluids in a hazardous gear locker consisting of a cool, well-ventilated place.

NOTE: In regard to toxic fluids, only a small amount normally will be needed for each use. Consequently, you should maintain only a limited amount of these materials. There are regulations prohibiting the storage of toxic materials in certain locations on Navy ships. Check your command's regulations and instructions concerning the storage of these materials. Remember, being safety-conscious is an attribute that every RP must possess.

In maintaining supplies, remember how important cleanliness and order can be to safety as well as to appearance. Accumulations of loose papers may pose fire hazards. Plan cleaning periods and field days. Dust desks and immediate areas frequently. This not only makes for a more pleasant working environment but also protects machinery and automatic data processing (ADP) equipment from harm.

Label wrapped packages for easy identification. Open only one package of each kind of materials at any given time. his helps avoid waste and makes sure the office of the chaplain does its part in using command funds productively and responsibly.

USE AND MAINTENANCE OF OFFICE EQUIPMENT

A basic responsibility of all RPs is using and maintaining office equipment, whether it involves calculators, typewriters, Mimeographs, spirit process duplicators, dry electrical process machines, or computers.

Your sophisticated office equipment probably will require two levels of care. The first level is manufacturer-suggested use and maintenance. The second level can best be described as operator care and troubleshooting. Let's look at each of these levels, starting with troubleshooting.

Troubleshooting

Manufacturers' troubleshooting checklists can help you resolve some of the problems you may encounter. Manufacturers' checklists include installation checklists, feature checklists, and checklists that explain normal daily operator maintenance. If, after following the manufacturer's checklist, you cannot solve the problem, you may need to call a customer service representative.

Servicing

Your operator's manual will usually list the phone numbers for customer service representatives. Before calling your customer service representative, however, you should gather certain information. If you have this information readily available when you make the call, the customer service operators will be able to help you faster and more effectively. Specific information you will need before calling includes the manufacturer's manual you are using, registration number of the equipment, and any product information such as the brand and type or model. If your equipment is a computer, you may also need the name and type or model of the interfacing equipment such as the monitor, version of DOS, RAM memory information, printer, or sheet feeder.

However well designed your equipment may be, it will eventually need servicing. To do this there are five generally recognized methods:

1. A service contract with the manufacturer

2. A service contract with an individual service person

_3. Maintenance by Navy-trained service personnel

4. Use of the manufacturer's service person on a per call basis with no contract

5. Use of independent service personnel on a per call basis with no contract

Machine servicing is clearly a matter of concern, and the Navy usually chooses among these five methods to keep its equipment serviced and in good working condition. Without a service contract, however, the tendency is to wait until something has gone wrong and then the machine may be out of commission for days.

In addition to service maintenance contracts, the Navy has a program of planned maintenance service (PMS). This is a form of programmed care and troubleshooting that when carefully done can reduce machine breakdowns.

Now that we have talked about the general appearance of the office, let's take a look at some of the procedures for which you may be responsible.

OFFICE PROCEDURES FOR PERSONNEL ASSIGNED TO THE CRP

RPs afloat or ashore play an important role in establishing human relations within the office of the chaplain. Most of the time you will be the first point of contact for visitors before they see the chaplain. It is of great value to the chaplain that these visitors feel relaxed upon entering the office for counseling or care. To be a good receptionist, you must keep in mind that many of the people who seek the advice and counsel of chaplains may not be in the best spirits. Therefore, you must remember to be friendly, sensitive, and polite.

Receptionist Tasks

Good receptionists are there to help. As a receptionist, you should strive to be pleasant, friendly, and gracious as a matter of routine. Even though some visitors may seem to make unreasonable demands or requests, you should maintain good manners and decorum.

VISITOR CONTACT.- One of your most important duties will be to greet the visitors. Remember, your efforts to be pleasant and helpful will contribute significantly to the success of the visitor's session with the chaplain as well as the atmosphere of your RMF. When greeting visitors, try to keep the following principles in mind: 

l Greet visitors as soon as possible after they enter the office spaces. 

l Use a friendly smile and a pleasant tone of voice to help put visitors at ease.

. Seek pertinent information concerning the visitors name, reason for the visit, which chaplain the visitor wishes to see, and whether the visitor has made an appointment. 

. Listen attentively to the visitor's inquiries to determine what actions you must take. 

. Personally escort the visitor to the person he or she wishes to see. Never assume that a visitor is familiar with the RMF. . Introduce or announce the visitor to the chaplain. 

. See that the visitor's needs are met. 

. Remember that you are not a counselor in the absence of the chaplain. ^{When a chaplain is not} available, help the visitor to make an appointment. In emergency situations, refer the visitor to the nearest chaplain or resource agency, if appropriate. 

. Keep a level head. Remember to think and to be patient, calm, and kind.

Finally, all RPs must remember to maintain a courteous and fair atmosphere in the office of the chaplain. Accept full responsibility for your part in this. You may discover this to be easier in one office than another. Some offices may require additional energy or thought on your part to compensate for a less than receptive or productive environment. Regardless of the atmosphere of your office, the responsibility for a welcoming and helpful tone remains yours.

TELEPHONE CONTACT.- Among the more difficult tasks of a receptionist is the ability to communicate effectively on the telephone. This is because neither you nor the visitor can see or detect each other's gestures over the phone.

Gestures make up the nonverbal part of any message between a sender and a receivcr. It is estimated that a message that is transmitted in spoken words directly between two persons is made up of 7 percent actual words, 38 percent tone of voice, and 55 percent gestures. With 55 percent of the message missing in conversations that are not face to face, it is easy to understand why telephone communication is so difficult. This is why you must be especially skillful when you communicate over the telephone. You can be very effective in your telephone contacts if you try to use the following guidelines: 

. Speak clearly and distinctly. Use a steady voice that can be easily heard by the other person on the line. Practice your telephone-speaking voice. 

l Before placing a call, make notes of the key conversation points you wish to cover. 

. Vary the volume of your voice to help maintain interest. 

l Speak slowly and express your words so that the other person can easily understand the message. 

. Be polite and professional. (Sometimes this may take effort and tact.)

Establish a standard manner of answering the telephone in the office of the chaplain. Some of your techniques might include: "Office of the chaplain, Petty Officer Doe speaking. May I help you?" You should first identify the organization and office, next identify yourself, and then offer ^{assistance. Be polite.}

You may ask the caller's identity. Simply ask

_{"May I tell the chaplain who is calling, please?"}

When the chaplain with whom the speaker wishes to speak is not in the office, you may offer the _{services of an available chaplain. Whenever} appropriate, you may take the caller's name and the message that he or she did call and inform the caller that the chaplain will return the call.

^{You must answer the phone promptly. During normal working hours, you must be available to attend to the telephone.}

_{If you must place a caller on hold for a period} of time, you should explain the reason for the delay. Then check back regularly with the person on hold to ask if he or she wishes to continue to hold.

Above all, remember that the way in which you handle all telephone contacts directly affects the ^{caller's impression of the RMF.}