NOTING SKILLS for S.As.

V. Syed Shafee, Sr.Asst. CHNC Kanekal Anantapur sshffee@gmail.com

What is a Note/Draft?
Note = remarks recorded on a case under consideration to facilitate its disposal. It includes prcis of previous papers analysis of questions requiring decision, suggestions, regarding the course of action and the orders passed thereon. Draft = a rough sketch of a communication to be issued subject to approval (including modifications/alterations) of the competent authority.

NOTING = DEFINITION
The DOM defines a NOTE as The remarks recorded on a case to facilitate its disposal, and it includes A prcis or previous papers, a statement or an analysis of the questions requiring decision, suggestions/regarding the course of action and final orders passed thereon.

NOTING = NEED
A NOTE contains facts and figures, rules, law procedures, and precedents, as also views of other departments, which might have been consulted. It helps the decision-making authority in taking a decision. It should normally comprise a brief resume of the case, the analysis/statement of the point(s) at issue, suggestions regarding the course of action or the orders, if any passed thereon.

NOTING = ESSENTIALS
The name, designation and telephone number of the officer signing a note should invariably be typed or stamped with a rubber stamp below the signatures, which should be dated. In recording the date, the month and year should also be indicated along with the date.

Why record a note?

The working of the government is a continuous affair. The officers may come and go, but the policy of the Government has to remain uniform in a given set of circumstances. It is, therefore, necessary to have a written record of the reasons for adopting a particular course of action in a case so as to ensure identical treatment to a similar case coming up in future. The NOTES thus lend consistency and continuity to the action and decisions of the Government. The NOTES also provide a very useful guide to the officers who might have to handle the same or a similar case in future in as much as they reveal the line of thought and logic behind the decision taken earlier.

NOTING SKILLS
COMMANDS = Check up FACTS Supply MISSING FACTS
Refer RULES/REGULATIONS Quote PRECEDENT Suggest ALTERNATIVES Assess IMPLICATIONS.

ESSENTIALS OFNOTING SKILLS

NATURE OF CASE NECESSITY OF NOTING Strategic/Operational Problem Solving Correspondence Handling Routine Cases Unnecessary cases Maximum Maximum Minimum Minimum No noting.

Searching questions One Dozen

What is the problem? How has it originated the case? What is the nature of the case? Is it worth detailed examination? Can it be broken into major and ancillary parts? Does any part involve any other agency? Is there any rule/policy/guideline/precedent available? What are the possible alternative solutions? Which is the best solution? Why? What should be its implications? If not worth detailed examination, is there any standard process sheet? Who will finally take the decision?

Functional approach to Noting.

Noting should be restricted to the minimum. It should be systematic and functional. Various approaches could be adopted for noting on various categories of cases.

Routine or Repetitive cases.

You will be seeing in all offices lot of routine and repetitive nature of correspondence. In such cases a standard skeleton note should be developed indicating pre-determined points of check. This will not only help the dealing hand to look into all aspects without waste of much time and also without missing any of the points. In respect of other routine cases a fair draft should be put up without any noting.

Correspondence handling cases.

These cases do not require detailed noting. It would be sufficient if a brief note is recorded indicating the issue and consideration and the suggested action for. Example: The current is a letter from the headquarters asking for information regarding ______. The information is available from the ______. A draft reply is put up for approval.

Problem solving cases.

These are the cases actually dealing with the problems of public or others. Details need to be examined. In these cases, a detailed note will be necessary. Even then the note should be concise and to the point, covering the following aspects. What is the problem? How has it arisen? What is the rule, policy or precedent? What are the possible solutions? Which is the best solution? Why? What will be consequences of the proposed solution?

Policy and Planning Cases

These types of cases would not be large in number in any organization. They require thorough examination, particularly because important decisions are to be taken at top management level. A note in such cases should be structured in the following manner. Problem, Additional Information, Rule, Policy etc., Precedents, Critical analysis and concluding para.

Structure
Problem: State the problem. How it has arisen and what are the critical factors. Additional Information: Give additional information to size up the problem. The information would be available on the files and other papers in the section. If sufficient information is not available to enable thorough examination, it should be collected before attempting a note.

Structure continued.
Rule, Policy etc: The relevant rule position in accordance with the Government Orders or Codes and Manuals to be brought out clearly as far as it relates to the issue under consideration. Precedents: Precedent cases having a bearing on the issue under consideration should be put up if there are varying precedents or any precedent differs in certain respects from the case under examination. The difference should be brought out so as to arrive at a correct decision.

Structure continued.
Critical analysis: The case should then be examined on merits answering questions like what the possible alternative solutions/which is the best solution. It should be ensured that views of other sections etc. have been obtained where necessary. Attention should also be paid to other aspects like the financial and other implications, repercussions and the modality of implementing the decisions and the authority competent to take a decision.

Structure continued
Concluding para: The concluding para should suggest a course of action for consideration. In cases where a decision is to be taken by higher authority like committee, board etc., the point or points on which the decision of such higher authority is sought should be specifically mentioned.

Modifications of notes.
Whenever a senior officer finds it necessary to correct or to modify the facts stated in a note put up to him/her, he/she should do so by recording his/her own note giving his/her views on the subject. He/She should not require the note recorded by his/her junior to be modified or replaced. Notes recorded on a file should, in no circumstances be pasted over, because pasting over (i)amounts to mutilation of official records and(ii) gives an inelegant look to the file.

Oral discussion: Minutes.

All points emerging from discussions between two or more officers in a meeting and the conclusions reached will be recorded as minutes of the meeting. Confirmation of the outcome of the meeting i.e., the minutes is to be signed by all the participating officers.

Oral instructions by higher officers

Normally, it is incumbent on the superior officer to give his direction in writing regarding the manner of dealing with a case. In some occasions due to paucity of time at the disposal, the instructions have been given orally. The oral instructions thus given may be confirmed in writing at the earliest opportunity. If such instructions are not from the immediate superior, it is to be brought to his notice. In case the orders not confirmed in writing at a later date, it is necessary that the person putting up the note should indicate the action taken by him on such oral orders and bring it to the copetent authority and take his post approval.

Guidelines for Noting.

All notes should be concise and to the point. Excessive noting should be avoided. Adopt simple and direct style of writing. Avoid usage of involved language. Use Note Sheets for recording Notes and orders. Notes should not be recorded on the receipt itself except in very routine matters. Avoid verbatim reproduction of extracts, paraphrasing of the currents, notes of other sections on the same file. When running summary of the facts is available, do not repeat any part of the facts. Please refer it. Use courteous and temperate language, free from any personal remarks. Reproduce the remarks recorded by the immediate superior officer, or other senior officers on the receipt before the note is recorded. An officer should confine his note to the actual points he proposes to make. He should not repeat or reiterate the ground already covered in the previous notes. If he agrees to the line of action suggested in the preceding note, he should merely append his signature.

Guidelines for Noting

When a paper under consideration raises several major points which require detailed examination and respective orders on each point or group of related points, it will be noted upon separately in sectional notes. The dealing hand has to append his signatures with date on the left below the note. An officer will append his full signature on the right hand side of the note with designation and the date. A note will be divided into paragraphs of a convenient size.. Paragraphs should be serially numbered and may also have brief titles, if necessary.