OFFICE PROCEDURES FOR CRP PERSONNEL

rating normally perform these duties aboard ship. On ships without IMs stationed aboard, this maintenance is performed by personnel from a tender; or the Ditto machine is sent to a maintenance facility ashore for service. The RP should set up a preventive maintenance check with the department having repair responsibility to en- sure that Ditto machines are maintained in good operating condition. As previously discussed, Ditto duplication fluid is quite toxic and should be stored in a well- ventilated, cool place. Also, smoking CANNOT be allowed in the immediate area of the Ditto machine as the fluid is also flammable. DRY ELECTRICAL PROCESS MACHINES Dry electrical process machines (fast-copy) such as the one shown in figure 2-3 are used extensively throughout the Navy. Letters, draw- ings, and forms may be reproduced in a matter of minutes or seconds depending on the capabilities of the specific model. Since there are several types of copying machines in use, it is im- portant for RPs to review the operating manual for the type or types used at their command. These machines should not be used to reproduce forms or publications that can be ob- tained from stockrooms or other official sources. The use of dry electrical process machines should Figure 2-3.—Dry electrical process machine (fast-copy). be kept to a minimum because the cost of reproduction on these machines is normally far greater than other methods. Carbon paper should be used at the time of typing to obtain a few extra copies; Ditto machines are appropriate for up to 150 copies; Mimeograph machines are ap- propriate for up to 1000 copies; and print shops should be used when more than 1000 copies are required. It is important for junior RPs to seek the advice of their leading chief/petty officer as to the most efficient and practical method of reproduction. OFFICE PROCEDURES FOR CRP PERSONNEL The RP plays a vital role in establishing sound human relations practices within the office of the chaplain both afloat and ashore. Visitors normally encounter the RP before seeing a chaplain and it is important for these visitors to feel relaxed upon entering office spaces assigned to CRP per- sonnel. To be a good receptionist, the RP must understand that many of the people who seek the advice and counsel of chaplains may not be in the best of spirits. Therefore, it is imperative that RPs be friendly. RECEPTIONIST DUTIES Good receptionists make it clear that they are there to help. The RP receptionist should strive to be pleasant, friendly, and gracious as a matter of routine. Using good manners is a must even though some visitors to the office of the chaplain may seem to make unreasonable demands or requests. Following are some suggestions for greeting visitors to CRP office spaces: Visitors should be greeted as soon as possi- ble after they enter the office spaces. A friendly smile and pleasant tone of voice will help to place visitors at ease. After visitors have been made to feel welcome, the RP must then seek relevant infor- mation concerning: name of visitor, reason for visit, which chaplain (if appropriate) needs to be seen, and if an appointment was made. The RP should never assume that a visitor knows all about the office of the chaplain. It is 2-6