By Remya Roshni IPS (ex), Academic Director, Pathways IAS Academy
Officers run IAS academy in Kerala is a rarity and the trainers who run Kerala civil service academy Thiruvananthapuram may not have an accurate picture on the qualities actually required to be a civil servant. In the Indian administrative service, one could be posted in a variety of positions dealing with different areas ranging from education to revenue and from day one, an officer is expected to take decisions going through files. So, one need to grasp the finer points fast in order to make informed decisions which affect people’s life. The ability to master large amount of information becomes the most important ability required to be part of the Indian civil service.
Another important quality required for a civil servant is the ability to communicate clearly and efficiently. As an officer, one will be going through hundreds of files every day, each containing specific issues to address with. The content has to be understood clearly and decisions need to be made. Then it has to be written in simple precise words in the files so that there is no room for confusion. As the file will be read by multiple people, the instructions given should be to the point. Apart from this daily file noting, officers will be requested to prepare detailed study reports on issues from time to time. Here, a complete analysis of the problem with suggestions and solutions is required. The clarity of presentation is paramount in such reports as well.
The clarity of presentation is essential when it comes to verbal communication as well. Because in a large system of hierarchy one needs to communicate continuously to subordinates and superiors. Clear instructions to people below and proper explanations to people above is a routine affair. Apart from this an officer has to interact with political executives and general public. So, from the head of state to the commoner should understand what the officer is communicating to them. This requires usage of simple, precise words. People often associate flamboyant and stylish style of speaking with officers. But in reality it is the efficiency that matters in business communication. Even the
How one controls the emotions in public is also important for a civil servant. Because a civil servant is expected to mediate conflicts. When people come with grievances and complaints, they will be in a state of agony and despair and may react with emotions. The officers are expected to hear them with patience, assure them of a positive solution and provide the same consulting the options available. It is important to maintain a calm composure throughout such process. The civil servants represent the face of administration and one needs to maintain decorum in public. The emotional outbursts are too unbecoming of an officer.
As mentioned earlier, the civil servant is part of the team. So, one should be a team player to really fit in with the system. Ideally, one should have an idea about how the system works before entering it to avoid disappointments because the media do not paint a picture of accuracy about the civil service. The whole narrative of politicians transferring and punishing honest officers is slightly farfetched. Politicians could make civil servants scapegoats when things go wrong but at the same time they understand the importance of having capable administrators to get things done. Many a time the officers get into an ego clash with politicians rather than trying to work as a team. Proper communication based on mutual respect can resolve a lot of tension between the permanent and political executives.
A lot of paper work is part of the job of a civil servant. The glamorous field postings constitute only few years in a career spanning decades. The movies do not portray this fact and people fail to acknowledge the part involving the routine part of the job. So, basic clerical ability and comfort with repetitive nature of the job is also a requirement.
