Railway Administration Complaints Quiz

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Questions and Answers

Which of the following situations would be classified as a valid public complaint against railway administration?

  • A passenger's personal preference for a specific type of train seat.
  • A lack of cleanliness in the train's restroom facilities. (correct)
  • A general dissatisfaction with a city's public transportation system unrelated to the railway.
  • A passenger’s preference for different meal options in a train.

What immediate action should a railway employee take upon receiving a complaint about non-functioning lights in a train coach?

  • Inform the passenger that no action will be taken at the moment.
  • Suggest the passenger to contact the relevant department later.
  • Advise the passengers to use their personal light sources.
  • Immediately inform the concerned employee to resolve the issue. (correct)

If a complaint is registered about men traveling in a ladies' coach, what is the correct procedure to follow?

  • Allow the situation to continue as there is no immediate threat.
  • Ignore the situation as it is a minor issue.
  • Request them to leave and, if failing, seek assistance from security personnel. (correct)
  • Immediately use physical force to remove the men.

A passenger reports that they were overcharged for their ticket. What kind of complaint is this considered?

<p>A valid complaint of overcharging the railway customer. (D)</p> Signup and view all the answers

Which of the following is NOT a typical mode for lodging a formal complaint, according to the provided information?

<p>Submitting a complaint through the railway’s website. (D)</p> Signup and view all the answers

A railway employee is consistently found to be unaware of updated rail travel rules. Which type of complaint would this fall under?

<p>Railway employees' ignorance about rules. (A)</p> Signup and view all the answers

What is the fundamental reason why organizations like the railway need a Complaint and Suggestions Book?

<p>To ensure the organization can identify service deficiencies not otherwise apparent to employees. (B)</p> Signup and view all the answers

How many foils are contained in a passenger complaint book, and to which entities are they allocated?

<p>Three foils: one for the station record, one for the passenger, and one for the Divisional office. (B)</p> Signup and view all the answers

What information should be included when making a complaint in the designated book?

<p>The name, address, reason, and signature of the complainant. (A)</p> Signup and view all the answers

At the Zonal level, what entity serves as the Nodal Authority for CPGRAMS?

<p>Assistant General Manager (AGM) (D)</p> Signup and view all the answers

To which office should the third foil of the complaint book be sent and by what means?

<p>To the DCM office by first available train. (A)</p> Signup and view all the answers

What is the consequence if a railway employee does not provide a complaint book to a passenger upon demand?

<p>The employee may face departmental action. (B)</p> Signup and view all the answers

Which of the following is NOT a channel through which complaints/grievances are forwarded to CPGRAMS?

<p>Public Grievance Cell (D)</p> Signup and view all the answers

On which days and what specific times can a rail user contact the Additional General Manager for grievance redressal at Zonal level?

<p>On the first and third Friday of each month, from 15:00 to 16:00 Hours. (D)</p> Signup and view all the answers

After receiving a complaint, where are grievances initially forwarded online?

<p>To the concerned department at HQ and Division level. (C)</p> Signup and view all the answers

What is the primary function of the CPGRAMS portal, and what entity created this system?

<p>To provide a web-based platform for public complaints and grievances, created by the Department of Administrative Reforms and Public Grievances. (A)</p> Signup and view all the answers

What is the primary focus of monitoring the redressal mechanism on the web portal at the Board level?

<p>Both the timeline and quality of redress. (B)</p> Signup and view all the answers

What is the number that passengers can directly call for security related concerns?

<p>182 (C)</p> Signup and view all the answers

Which of the following best describes customer care?

<p>Building an emotional connection with customers. (D)</p> Signup and view all the answers

Besides a physical complaint book, what other method is mentioned for a Railway passenger to register a complaint?

<p>By sending an SMS to a specific mobile number. (D)</p> Signup and view all the answers

What distinguishes customer care from customer service?

<p>Customer care is more about the emotional aspects of interaction; customer service is more about advice or assistance. (D)</p> Signup and view all the answers

Who heads the public grievance redressal machinery at the Railway Board level?

<p>The Executive Director (Public Grievances) (D)</p> Signup and view all the answers

What is the key reason for the necessity of customer care?

<p>To ensure customer respect and satisfaction. (D)</p> Signup and view all the answers

What is the ultimate goal of customer care?

<p>To achieve optimum customer satisfaction and respect. (B)</p> Signup and view all the answers

What is the role of the PG Cell in the complaints process?

<p>To facilitate the transmission of feedback from departments. (B)</p> Signup and view all the answers

Where are e-mail complaints to the General Manager (GM) lodged and handled?

<p>Within the CPGRAMS system. (C)</p> Signup and view all the answers

What is a primary benefit of effective customer care?

<p>Increases customer retention and recurring revenue (A)</p> Signup and view all the answers

Which aspect is NOT part of the behavioral factors affecting customer care?

<p>Market competition analysis (C)</p> Signup and view all the answers

What is the primary purpose of a Unique Registration Number (URN) issued after lodging a complaint?

<p>To track the real-time status of a submitted complaint. (A)</p> Signup and view all the answers

What are the two types of customer satisfaction mentioned in relation to railway services?

<p>Physical and Mental satisfaction (D)</p> Signup and view all the answers

What is the typical sequence of steps after a citizen submits a grievance online?

<p>Nodal officer receives, forwards to concerned departments, then the Board level. (B)</p> Signup and view all the answers

Which of the following contributes to a negative image of an organization like the railway?

<p>Inability to satisfy customers (D)</p> Signup and view all the answers

A complainant is not happy with how their issue has been resolved; what action can they take using the same portal?

<p>Use the same URN to file an appeal on the same portal. (A)</p> Signup and view all the answers

What is the primary motto of a commercial organization like the Indian Railway?

<p>Serve customers before earning profit (B)</p> Signup and view all the answers

Which of the following complaints is unlikely to be addressed by CPGRAMS?

<p>A military sector complaint regarding pay discrepancies. (C)</p> Signup and view all the answers

What does the status notification 'Examined at our Level' imply regarding a grievance?

<p>An acknowledgement letter has been sent, and the complaint is under review at the Local Office. (B)</p> Signup and view all the answers

Who are the two primary nodal agencies that handle public grievances in the Central Government?

<p>DARPG and DPG. (A)</p> Signup and view all the answers

What happens if a grievance is categorized as 'No Action is Required'?

<p>The complaint is deemed unsuitable for action by CPGRAMS. The complainant is informed, along with a reason. (C)</p> Signup and view all the answers

What is an option available on the online portal related to reminders and clarifications?

<p>To find newly received notifications or clarifications from high officials. (B)</p> Signup and view all the answers

What is the immediate next step after a grievance is received by the Nodal Officer?

<p>It is forwarded to the relevant ministries or government departments. (D)</p> Signup and view all the answers

Which type of cases are explicitly mentioned as NOT being entertained by CPGRAMS?

<p>Cases finalized by a court of law. (A)</p> Signup and view all the answers

Which of the following scenarios would necessitate security personnel involvement after initial intervention by railway staff?

<p>Uncooperative passengers when requested to leave a coach they are not permitted to travel in. (A)</p> Signup and view all the answers

What is the most appropriate step for a railway employee to take when a passenger reports a theft of luggage?

<p>File a report and investigate the matter promptly. (A)</p> Signup and view all the answers

Which scenario best demonstrates a failure to fulfill a railway employee's duty that leads to a valid complaint?

<p>A railway employee fails to properly explain a railway rule, resulting in confusion. (A)</p> Signup and view all the answers

According to the provided information, what is the primary purpose for providing complaint books throughout multiple railway locations?

<p>To provide a method for passengers to report issues that may not be noticeable by staff. (B)</p> Signup and view all the answers

When should a railway employee proactively request assistance from security personnel, related to complaints?

<p>When passengers refuse to cooperate after being requested to leave a coach they are not permitted to occupy. (B)</p> Signup and view all the answers

Which of these actions demonstrate a railway employee attempting to prevent the need for complaints to be lodged?

<p>Adhering strictly to safety and service rules. (B)</p> Signup and view all the answers

If a passenger complains of inadequate drinking water, how should a railway employee first respond?

<p>Inform the employee responsible for water provision immediately. (D)</p> Signup and view all the answers

Besides the complaint book, what is another method by which railway passengers can register complaints according to the provided document?

<p>By sending an SMS to a designated phone number. (C)</p> Signup and view all the answers

If a passenger wants to escalate an unresolved issue at the Divisional level, when can they directly contact the General Manager for resolution?

<p>The last Friday of every month between 15-16 Hours. (A)</p> Signup and view all the answers

What is the primary function of the Executive Director (Public Grievances) at the Railway Board level in relation to complaints?

<p>To oversee the functioning of the public grievance redressal system. (B)</p> Signup and view all the answers

If a rail user has a grievance and wishes to speak directly with the Additional General Manager, on which days and times are they available for contact?

<p>The first and third Friday of the month between 15-16 Hours. (B)</p> Signup and view all the answers

A passenger files a complaint through CPGRAMS. Which entity initially acknowledges this complaint?

<p>The concerned Ministry or Department where the grievance is lodged. (A)</p> Signup and view all the answers

What is the key difference between lodging a complaint via the physical complaint book versus using the CPGRAMS portal?

<p>CPGRAMS allows for 24/7 accessibility, while the complaint book is limited by operational hours. (C)</p> Signup and view all the answers

How is the third foil of the passenger complaint book handled after a complaint is registered?

<p>It is sent to the DCM office by the first available train. (D)</p> Signup and view all the answers

Besides the CPGRAMS portal, what other entity is mentioned where a complaint can be submitted, specifically for security concerns?

<p>The 182 helpline. (A)</p> Signup and view all the answers

Where do citizens receive electronic acknowledgement upon lodging a complaint through the CPGRAMS portal?

<p>Through their email linked to their CPGRAMS account. (C)</p> Signup and view all the answers

What is the primary focus of customer care within a commercial organization like Indian Railway?

<p>To enhance customer satisfaction through quality services (A)</p> Signup and view all the answers

Which factor is NOT considered a behavioral aspect impacting customer care?

<p>Product pricing strategies (B)</p> Signup and view all the answers

Which type of customer satisfaction is primarily associated with emotional response rather than physical amenities?

<p>Mental satisfaction (D)</p> Signup and view all the answers

What could negatively impact the public image of Indian Railway?

<p>Failure to address customer grievances promptly (C)</p> Signup and view all the answers

Which of the following statements about customer care is accurate?

<p>Customer care is a proactive approach that involves understanding and addressing customer needs. (C)</p> Signup and view all the answers

What is the primary function of a Unique Registration Number (URN) issued after lodging a complaint?

<p>It allows tracking of the complaint status. (B)</p> Signup and view all the answers

Once a grievance is lodged, what immediate action is taken with the complaint by the Nodal Officer?

<p>The grievance is communicated to the concerned ministry. (A)</p> Signup and view all the answers

What happens if a complainant is not satisfied after a grievance has been addressed?

<p>The complainant can appeal using the same URN. (B)</p> Signup and view all the answers

Which of the following is NOT a category of cases entertained by CPGRAMS?

<p>Complaints regarding corrupt practices. (B), Grievances involving public safety. (C)</p> Signup and view all the answers

Which agency is responsible for the broad oversight of public grievances in the Central Government?

<p>Directorate of Public Grievances. (C), Department of Administrative Reforms and Public Grievances. (D)</p> Signup and view all the answers

What does the status notification 'No Action is Required' indicate regarding a grievance?

<p>The grievance has been rejected. (A)</p> Signup and view all the answers

What information is generally communicated to the complainants after their issue is assessed at the local office?

<p>An acknowledgment letter. (A)</p> Signup and view all the answers

What type of grievances does CPGRAMS specifically avoid handling?

<p>Cases involving family disputes. (D)</p> Signup and view all the answers

What role do higher officials and authorities play in the grievance process?

<p>They provide notifications or clarifications. (D)</p> Signup and view all the answers

What initial action does the Nodal Officer take after receiving a grievance online?

<p>Forward it to the affected department. (C)</p> Signup and view all the answers

What is the primary function of the PG Cell in the grievance process?

<p>To receive and forward grievances to concerned departments (C)</p> Signup and view all the answers

Which of the following best characterizes the distinction between customer care and customer service?

<p>Customer care is about satisfaction, and customer service is limited to assistance. (A)</p> Signup and view all the answers

Which entity serves as the Nodal Authority for CPGRAMS at the Zonal level?

<p>Assistant General Manager (AGM) (D)</p> Signup and view all the answers

What is the consequence if a grievance is categorized as 'No Action is Required'?

<p>The grievance is recorded but not acted upon. (B)</p> Signup and view all the answers

What is indicated by the status notification 'Examined at our Level' regarding a grievance?

<p>The grievance has been acknowledged but requires further action. (A)</p> Signup and view all the answers

Which of the following is a key reason why organizations like the railway prioritize customer care?

<p>To ensure customer loyalty and retention in competitive markets. (D)</p> Signup and view all the answers

What strategy is primarily used by the CPGRAMS to monitor the grievance redressal process?

<p>Real-time tracking on a dedicated web portal (D)</p> Signup and view all the answers

Which of the following channels does NOT directly forward grievances to CPGRAMS?

<p>Railway employees via personal logs (D)</p> Signup and view all the answers

In terms of customer care, what does the concept of identifying customer needs and emotions aim to achieve?

<p>To foster customer loyalty and enhance satisfaction. (C)</p> Signup and view all the answers

Which of the following roles are explicitly differentiated from customer care according to the content?

<p>Customer success (A), Customer service (C), Customer relations (D)</p> Signup and view all the answers

Flashcards

What is a railway complaint?

A formal expression of dissatisfaction with a service or incident involving the railway administration.

What are common causes of railway complaints?

A list of common issues that lead to complaints, like delayed trains, dirty coaches, and rude staff.

What's the purpose of the Complaint and Suggestions Book?

The book where passengers can write down their complaints and suggestions about the railway service.

How are railway complaints resolved?

The process of resolving complaints by addressing the issue and providing help to the passenger.

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What is a railway employee's role in preventing complaints?

Being aware and taking action to prevent complaints, like making sure trains are clean and staff are polite.

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How does the railway handle specific complaints?

The process of addressing complaints like theft, delay, or damage by providing assistance and resolving the issue.

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Why is it important for passengers to lodge complaints?

An important avenue for passengers to share their concerns and suggestions with the railway administration.

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What is a complaint book?

A complaint book is used to record passenger complaints. It consists of three identical copies. The original is kept with the Station Master, the second copy is given to the passenger and the last copy is sent to the Divisional office.

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How can passengers file complaints?

Complaints can be filed in various ways, including verbally, through post, SMS, email, phone, Twitter, assistance booths, helplines, complaint cells, public representatives, committees, CVC/vigilance, the Railway Ministry, direct contact with officers, and PIDPI.

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What is the Public Grievance Redressal Machinery?

The Public Grievance Redressal Machinery operates at the Railway Board, Zonal, and Divisional levels. It handles passenger complaints and grievances.

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Who handles public grievances at each level?

The Railway Board, Zonal and Divisional levels each have a designated official responsible for handling public grievances. The Railway Board's Executive Director (Public Grievances), the Zonal level's Additional General Manager, and the Divisional level's Additional Divisional Railway Manager.

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How can passengers contact the General Manager for grievances?

Passengers can directly contact the General Manager on the last Friday of the month between 3 PM and 4 PM.

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What is CPGRAMS?

CPGRAMS is a web-based portal for lodging complaints and grievances. It works 24/7 and is accessible at www.pgportal.gov.in.

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Who can use CPGRAMS?

Anyone can submit a complaint through CPGRAMS against any government ministry or department. All Indian citizens can register, submit complaints, and receive automated acknowledgements.

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What is the dedicated helpline for security issues for passengers?

Passengers facing security issues can directly call 182. 157 for immediate assistance.

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What is another way to submit complaints?

Passengers can also send complaints via SMS to +919717680982.

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What is a URN (Unique Registration Number)?

A unique reference number assigned to a complaint filed on the CPGRAMS portal.

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Who is the Nodal Officer?

A designated individual responsible for receiving and forwarding grievances to the relevant government department or official.

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How can you track a complaint on CPGRAMS?

The online portal allows you to track the progress of your complaint and get real-time updates.

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What is the 'Reminders/Clarifications' feature on CPGRAMS?

The CPGRAMS portal offers an option to receive new notifications or clarifications from government officials regarding your complaint.

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How are complaints handled at the Board Level?

Complaints are reviewed and addressed at a higher level (board) before being forwarded to the relevant department.

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How can a complainant appeal a decision on CPGRAMS?

The portal allows for appeals if the complainant remains unsatisfied with the initial resolution of the complaint.

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What types of issues are not accepted by CPGRAMS?

CPGRAMS doesn't accept cases already under judicial review, personal disputes, RTI matters, or issues impacting national security.

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What are the two main Nodal Agencies for CPGRAMS?

These two government agencies are responsible for overseeing and managing the CPGRAMS platform.

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What are the final outcome notifications on CPGRAMS?

Complainants receive notifications indicating the status of their grievance, like 'Examined at our Level' or 'No Action Required'.

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Who is the Nodal Authority for CPGRAMS?

The AGM (Assistant General Manager) at the zonal level.

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What is the PG Cell in CPGRAMS?

A specialized cell within the railways responsible for managing CPGRAMS.

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How are complaints forwarded to CPGRAMS?

Complaints are forwarded through various channels such as DARPG, DPG, PMO, Cabinet Secretariat, Ministry of Railways, and email.

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What happens to a complaint after being received by CPGRAMS?

Once received, the complaint is forwarded online to the relevant department at headquarters and division level for resolution.

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How are complaints resolved through CPGRAMS?

The concerned department analyzes the complaint, takes remedial action, and sends feedback online to the PG Cell.

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How is the complaint redressal process monitored in CPGRAMS?

The Board level monitors the redressal process, checking both the timeliness and quality of resolution.

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What is Customer Care?

Providing professional assistance and ensuring customer satisfaction before, during, and after service delivery.

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How is Customer Care different from Customer Service?

Customer care focuses on building an emotional connection, while customer service simply provides advice or assistance.

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Why is Customer Care important for businesses?

Customer care is essential for business survival, especially in competitive markets. Customer satisfaction is crucial for business success.

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How does customer care impact revenue?

Providing excellent customer service can increase customer loyalty, leading to more repeat business and revenue.

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What are some key behavioural aspects of customer care?

It's about creating a positive first impression, using appropriate body language, and communicating effectively.

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How do you manage customer expectations and complaints effectively?

Understanding and addressing customer expectations, managing their complaints, and resolving issues promptly.

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What are the customer care needs in the Indian Railway system?

Ensuring smooth ticket booking and delivery of goods. Meeting needs like catering and passenger amenities.

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Why is customer satisfaction crucial for the Indian Railway?

Providing excellent customer service is key for a healthy business. Aiming to satisfy customers both mentally and physically.

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What is a Unique Registration Number (URN)?

A unique reference number given to each complaint filed on the CPGRAMS portal for tracking and identification.

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What is the PG Cell?

A specialized cell within the railways dedicated to managing the CPGRAMS platform.

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Who handles complaints at the Board Level?

The board level, which monitors the complaint resolution process, focusing on both the timeliness and quality of the resolution.

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How does First Impression affect Customer Care?

The first impression is crucial for building a positive customer relationship.

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How does Customer Care affect employee morale?

Excellent Customer Care can boost employee morale as they feel valued and appreciated for their efforts.

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What does 'Managing Customer Expectations' involve?

It includes understanding and addressing customer expectations and issues.

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What is a URN and its purpose?

When a complaint is submitted, a unique and traceable number called Unique Registration Number (URN) is assigned to it. This URN allows the complainant to track the status of their grievance.

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How can individuals update and track their complaints on CPGRAMS?

The online portal CPGRAMS allows complainants to update their grievance form and monitor its progress until it's resolved. Complainants can also check the status of other grievances on the portal.

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Who is the Nodal Officer and what's their role?

Once a grievance is filed, it's received by a designated Nodal Officer who then forwards it to the relevant government ministry or department for resolution.

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What happens to a complaint at the Board level?

Complaints are reviewed and addressed at a higher level, known as the Board level, before being forwarded to the relevant department for further action.

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What are the two main Nodal Agencies regulating CPGRAMS?

Two key government agencies are responsible for managing CPGRAMS. These are the Department of Administrative Reforms and Public Grievances (DARPG) and the Directorate of Public Grievances (DPG).

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What are the final outcome notifications for grievances on CPGRAMS?

When a grievance is assessed, there are notifications indicating the status. 'Examined at our Level' means the complaint is reviewed by the local office, while 'No Action Required' signifies the grievance was rejected.

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What is the CPGRAMS portal?

CPGRAMS is a web-based portal run by the government of India. It allows citizens to register, submit complaints, and track their progress against any government ministry or department.

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How are grievances assessed on CPGRAMS?

For every grievance raised on CPGRAMS, an assessment is conducted. Based on this assessment, notifications are sent to the complainant indicating the status of their grievance.

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Study Notes

Public Complaints

  • Definitions: A public complaint is lodged when there is a deficiency in services or amenities provided, causing inconvenience to passengers. The complaint is an allegation against the railway administration.

General Causes for Complaints

  • Theft of luggage: Theft of passenger luggage on trains.
  • Unauthorized passengers: Entry of unauthorized passengers into passenger coaches.
  • Delayed trains: Delays in train schedules.
  • Damaged luggage: Damage to booked luggage or parcels.
  • Cleanliness: Improper cleanliness in trains and stations.
  • Dirty bedding: Dirty bedrolls on trains.
  • Claims: Issues regarding claim settlements.
  • Corruption: Complaints regarding corruption.
  • Catering: Deficiencies in catering service.
  • Staff behavior: Discourteous, non-cooperative, or rude behavior from commercial staff.
  • Water: Inadequate water facilities.
  • Electrical equipment: Malfunctioning electrical equipment.
  • Information: Incorrect information and improper guidance to railway customers.
  • Rules: Railway employees' lack of knowledge about railway rules.
  • Amenities: Insufficient amenities provided to railway customers.
  • Accidents: Accidents to passenger trains and inadequate disaster management.
  • Overcharging: Overcharging of railway customers.
  • Enquiry office: Failure to promptly answer inquiries at the enquiry office.
  • Luggage: Overcarriage of parcels and luggage.
  • Gender segregation: Men travelling in ladies' coaches.

Disposal of Complaints

  • Complaint books: Every station, train, and office has numbered complaint books for passenger use.
  • Complaint details: Complaint books must include the complainant's name, address, reason for the complaint, signature, and a date.
  • Processing: Complaints should be resolved immediately at the time of complaint lodging and the third copy routed to the DCM (Directorate of Complaint Management) office.
  • Alternative methods: Alternatively, complaints can be submitted verbally, via email/SMS/post or via telephonic service.
  • Action if unresolved: If a complaint isn't resolved quickly, railway authorities can be held accountable for a lack of proactive department action.

Complaint Redressal Machinery

  • Levels: Complaint redressal processes are managed at Railway Board, Zonal, and Divisional levels.
  • Contact details: Contact persons are available at each level for public engagement and addressing complaints. Certain complaint resolutions are scheduled throughout the week. Specific contact times for these persons are available.

CPGRAMS

  • Online portal: The CPGRAMS portal is an online platform for lodging and resolving complaints and grievances.
  • Availability: The portal is accessible 24/7.
  • Grievances: Citizens can submit their grievances to any government ministry or department via the CPGRAMS portal.
  • Tracking: A unique registration number (URN) is assigned to each complaint, enabling the complainant to track the grievance's status online. A unique registration number (URN) allows for tracing the complaint's status.

Nodal Agencies

  • Role: Several designated nodal agencies handle public grievances at the central government level.
  • Example agencies: Department of Administrative Reforms and Public Grievances (DARPG) and the Directorate of Public Grievances (DPG).

Final Outcome of Complaints

  • Assessment: Complaints undergo assessment by local offices.
  • Outcomes: These assessments can result in resolutions, no action (with a reason), or referral to a subordinate office.
  • Notification: Complainants receive notifications detailing each resolution step and the rejection reasons.

Monitoring Complaints

  • Mechanism: Redressal mechanisms are monitored at the Board level to ensure timely resolutions and quality handling.
  • Areas monitored: Monitoring encompasses timing and quality of complaint resolutions.

Customer Care

  • Definition: Customer care involves providing professional, helpful, and high-quality support throughout the customer journey.
  • Process: The process involves identifying customer requirements, emotions, and expectations for exceptional customer satisfaction.
  • Customer care aspects: First impressions, body language, self-confidence, communication skills, and active listening play a role in effective customer care interactions.
  • Customer care satisfaction: Customer care delivery that meets expectations leads to heightened customer satisfaction.

Indian Railways' Courtesy

  • Courtesy: Courtesy is essential for Indian Railways employees who directly interact with the public.
  • Conduct Rules: Railway Administration publishes conduct rules for employees, covering timely attendance, proper uniform, proper identification, providing complete & accurate information, and addressing customer complaints and grievances.
  • Importance: Courteous behavior is important for efficient customer relations.

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