Office and telephone calls and personal letters

Office calls

Just as the extension agent visits the farmer, so he can expect that from time to time the farmer will visit him at his office. Such a visit is often a reflection of the interest which the agent may have aroused among the local farmers. The more confidence local farmers have in the extension agent, the more likely they are to visit him. Such office visits are less time consuming for the extension worker, and offer some of the advantages of a farm visit. While no extension agent would wish to be overwhelmed by such visits every day, he should encourage farmers to drop in if it is convenient for them to make the exchange of visits two-way.

As with farm visits, office visits similarly have to be prepared. Although the agent may not know when a farmer is likely to drop in, he can at least arrange the extension office in such a way that the visitor feels at ease and can understand the activities of the office. The arrangement could include:

- ensuring that access to the extension office is adequately posted and the agent's name displayed;
- having a notice-board clearly displayed upon which useful, up-to-date information can be pinned;
- having one or two chairs where visitors can wait for appointments;
- displaying any bulletins, circulars or other written extension literature that the visitor can read.

For some farmers, a visit to the extension office may be a difficult experience. The agent should, therefore, try to put the farmer at ease, asking a few questions in order to get the farmer to explain his problems. The agent should be polite but purposeful, and try to find out the reason for the visit as quickly as possible. When he feels that the matter has been adequuately discussed, the agent should tactfully terminate the interview in order not to let it drift aimlessly on. The agent should always escort the visitor out, and say goodbye. A note on these office visits should also be added to the farmer's record card, and any follow-up implemented.

Letters

Occasionally, the extension agent will correspond with a farmer by letter. Letters can be a follow-up inquiry resulting from an agent's farm visit, or sent because a farmer is unable to make a personal office visit. Drafting and replying to letters are very important skills for the extension worker and he should give every thought to them. Problems can arise with the use of words or complex technological language, or if the letter has been badly typed or written. In writing a letter to a farmer, the extension agent should try to put himself in the farmer's shoes. The letter should be in the local language, preferably not on impressively headed writing-paper, and should always contain some personal greeting to the farmer. Often, farmers will show such letters to their neighbours and thus it is important to create a favourable impression. The following points are important:

- letters should be clear and concise, so as not to confuse the reader;
- the information in the letter should be complete and relevant to the issues raised;
- where possible, letters should be answered promptly. If time is needed to collect information for the reply, a short letter of acknowledgement should be sent;
- a copy of the letter must always be made and entered in the office file.

Other individual methods

Telephone calls

Telephone calls and office visits serve a very similar purpose. It is improbable that the extension worker will deal with many of the farmers in his area (if at all) by telephone. If the telephone is used, however, it will not be for long discussion but for passing on specific advice or information. Whatever the reason, it is important for the agent to speak clearly, to note the main points discussed and to enter them on the farmer's record.

Informal contacts

Informal contacts will occur continually during the agent's stay in a particular area. Market days, holiday celebrations or religious events will bring him into contact with the farmers with whom he is working who will inevitably talk about their problems. By attending such events, the agent can become well acquainted with the area where he works and with the farmers and their problems, and he will be able to pass on ideas and information on an informal basis.