• Quality aspects
• Market Standards
• Emergency Preparedness
• Ownership
• Latest Trends
In the business world, everyone is paid in two coins: Cash and Experience. Take the experience first; the cash will come later.
~Harold Geneen
The following slides will present a few important aspects of Administration in an Organization.
Disclaimer:
The information shared is intended to share the knowledge and help administrative professionals in day to day operations. It is not intended to hurt or misguide anyone as the information is/are only my personal views.
Happy Learning
The sublimity of administration consists in knowing the proper degree of power that should be exerted on different occasions.
~ Charles de Montesquieu
Significance of Quality in Administration
The ISO 9001:2000 requirements contained within Clause 6.3 Infrastructure focusesAT MACRO LEVEL on facilities, buildings and physical work areas, hardware &software, office & plant, and to the services that support all of this, such asmaintenance and information systems, that are provided by the Company.
When addressing the requirements in Clause 6.3, start by describing theinfrastructure you currently have in place, and then outline how maintenance andcapital expenditure programs keep the existing infrastructure in good shape to fillCustomer Orders and satisfy their needs.
The ISO 9001:2000 requirements contained within Clause 6.4 Work Environmentfocuses AT MICRO LEVEL on the work areas and work stations are provided by theCompany and includes physical, social, psychological and environmental factors.Employees need to be provided with a work environment that helps, and doesn’thinder, the supply of both products and services, in a way that will meet Customerrequirements.
http://www.isosupport.com/newsletters/rr_news/ISG_rr_2009_05.pdf
Other Critical Process which shall be implemented under ISO
• Employee Movement
• Visitor Management
• Emergency Handling at Office
• Purchase Process
• Key Handling
• Shredding of Confidential Documents
• Breach Reporting Process
Office Upkeep
Phases of 5S
There are five primary 5S phases: sorting, straightening, systematic
cleaning, standardizing, and sustaining. Three other phases are
sometimes included: safety, security, and satisfaction.
Sorting (Seiri)
Eliminate all unnecessary tools, parts, and instructions. Go through all
tools, materials, and so forth in the plant and work area. Keep only
essential items and eliminate what is not required, prioritizing things per
requirements and keeping them in easily-accessible places. Everything
else is stored or discarded.
Stabilizing or Straightening Out (Seiton)
There should be a place for everything and everything should be in its
place. The place for each item should be clearly indicated. Items should
be arranged in a manner that promotes efficient work flow, with
equipment used most often being the most easily accessible. Workers
should not have to bend repetitively to access materials. Each tool, part,
supply, or piece of equipment should be kept close to where it will be used – in other words, straightening the flow path. Seiton is one of the
features that distinguishes 5S from "standardized cleanup". This phase can also be referred to as Simplifying.[1]
Sweeping or Shining (Seiso)
Clean the workspace and all equipment, and keep it clean, tidy and organized. At the end of
each shift, clean the work area and be sure everything is restored to its place. This makes it
easy to know what goes where and ensures that everything is where it belongs. Spills, leaks,
and other messes also then become a visual signal for equipment or process steps that need
attention. A key point is that maintaining cleanliness should be part of the daily work – not an
occasional activity initiated when things get too messy.
Standardizing (Seiketsu)
Work practices should be consistent and standardized. All work stations for a particular job should
be identical. All employees doing the same job should be able to work in any station with the same
tools that are in the same location in every station. Everyone should know exactly what his or her
responsibilities are for adhering to the first 3 S's.
Sustaining the Practice (Shitsuke)
Maintain and review standards. Once the previous 4 S's have been established, they become the
new way to operate. Maintain focus on this new way and do not allow a gradual decline back to the
old ways. While thinking about the new way, also be thinking about yet better ways. When an issue
arises such as a suggested improvement, a new way of working, a new tool or a new output
requirement, review the first 4 S's and make changes as appropriate.
Safety
There is debate over whether including this sixth "S" promotes safety by stating this value explicitly,
or if a comprehensive safety program is undermined when it is relegated to a single item in an
efficiency-focused business methodology.
Security
To leverage security as an investment rather than an expense, the seventh "S" identifies and
addresses risks to key business categories including fixed assets (PP&E), material, human capital,
brand equity, intellectual property, information technology, assets-in-transit and the extended supply
chain.
Satisfaction
Employee Satisfaction and engagement in continuous improvement activities ensures the
improvements will be sustained and improved upon. The Eighth waste – Non Utilized Intellect,
Talent, and Resources can be the most damaging waste of all.
It is important to have continuous education about maintaining standards. When there are changes
that affect the 5S program such as new equipment, new products or new work rules, it is essential to
make changes in the standards and provide training. Companies embracing 5S often use posters
and signs as a way of educating employees and maintaining standards
Continued….
Latest Office Space Trends
http://www.youtube.com/watch?v=xduuZkKEkwA
http://www.youtube.com/watch?v=ZmfXksLir1g&fea
ture=related
Courtesy: http://www.asiapacific.joneslanglasalle.com/india/Gurgaon/June2012/Pulse_June_2012_India.pdf
Responsibilities of Management:
Dispose paper waste daily
Use only nonflammable cleaning products.
Declare entire office premises as ‘no smoking’ zone
Make sure that doors, pathways, stairs, and other exit routes are kept free of obstructions.
Maintain Fire Extinguishers, Smoke Detectors, Hydrants & Alarmsin operable condition
Form an Emergency Response Team and provide proper training
Enlighten employees on their roles & responsibilities on fire prevention
FIRE PREVENTION @ WORK
Continued….
Employees are responsible to take the following precautions:
Keep workstations free from dust & paper, maintain clean desk
Ensure files are stored in an organized fashion
Avoid bringing combustible materials inside the office premises Eg: crackers, fuel, etc.
Do not overload power circuits by adding power strips to connect multiple devices. Request for proper wiring if need be.
Switch off unused power switches & sockets wherever required
Report any suspected materials found inside the premises to the Admin Team immediately
Report any odor which you may feel a fire threat, to Admin Team immediately
Do not meddle with Fire Extinguishers and any other devices, they will serve help during emergencies
Respond to Evacuation Calls diligently, Obey instructions from designated teams
Courtesy: Usha fire safety equipments (P) Ltd
Simple Steps to Use a Fire Extinguisher
AIM AT THE BASE OF FIRE
Evacuation Procedure
Role of Employees:
If you hear an Alarm sound,
Do not panic, be calm
Follow instructions from ERT members, it can
be even your subordinate
Listen to the public addressing
system/announcement carefully
If you are asked to leave the premises, use
the nearest exit
oDo not use the elevator, use half the stairs,
leave room for rescue team to climb up
oDo not climb up the terrace, in case of Fire –
Fire spreads upwards
Please assemble in the safe assembly area
for roll call
Role of Emergency Response Team:
Guide the employees in an appropriate direction to exit
Inform Fire Brigade, Ambulance upon instructions from
ERT chief
Check closed rooms, cabins, store yards
Assist physically challenged
Provide first aid in case of injured
Take Role Call and inform the ERT chief
Assist Fire Brigade/Rescue teams
Ensure restoration of used equipments
Management’s Responsibility:
Ensure Smoke Detectors & Alarms in working
condition
Install proper Auto-glow sign boards & Evacuation
Plans indicating safe escape routes
Ensure Emergency Response Team is motivated in
performing their duties
Ensure Evacuation Drills at regular frequency
• Shall study the policies & procedures and strictly
adhere to them
• Promptly display identity card while in Office
premises
• Return keys borrowed from the security, before
you close for the day
• Cooperate with the security personnel during
baggage checks
• Help maintain workplace clean
• Report real/suspected breaches/threats
immediately
• Follow the instructions from ERT during an
emergency
• Do not share facility access/id cards
•Do not carry prohibited items into office premises
• Do not enter into restricted areas
• Do not meddle with safety & security equipments
Responsibilities of Employees
Responsibilities of Management
•Shall conduct awareness sessions on
Security Policies & Processes
• Shall forward email reminders to all the
employees, on a weekly basis, thereby
reminding the breach reporting procedure,
and various examples of breaches.
• Shall install Walk through Posters wherever
required to alert the employees and visitors
on security procedures and Do’s and Don’ts
( Admin Purview )
ATTITUDE
THE OTHER PERSON IS ALSO RIGHT
Suggestion for Perks
SUBSIDY
• Food
• Transport
• Telephone connection
• Data Card
• Team tours
• Club Memberships
• Technical training
• This will help boost employee Morale
FREE
• Trainings programs on stress busters, life saving skills, leadership, Meditation etc.
• First Aid kit
• Beverages
• Photocopying
• Tax planning
• Filing of Income Tax Returns
• Interest free loans
• Company Branded Gifts
Occasion Gift Ideas
Birthday
Recognition
Companywide Celeberation
Occasion Gift Ideas
BirthdayA surprise i-phone, an i-pad or a Play Station
Anniversary
Discount vouchers at MallsTickets to a Music concertTickets to Theme Parks
Recognition
Memento, Certificate, Cash Vouchers, An applause from Team members; a latest laptop
Companywide Celeberation
Wrist Watch, Travel Bag, T-Shirts, Pen, Flask, I-pod with Company Brand Print, Special Gifts like Foreign Trips
Joining Day
A New Brand Chocolate A Company Branded ShirtA Company Branded juice glass
Abdul Rahman. M. B.
Blog : http://administhekey.blogspot.in/Twitter: https://twitter.com/abdulrahmanmb
When I Asked God for StrengthHe Gave Me Difficult Situations to Face
When I Asked God for Brain & Brown He Gave Me Puzzles in Life to Solve
When I Asked God for Happiness He Showed Me Some Unhappy People
When I Asked God for Wealth He Showed Me How to Work Hard
When I Asked God for Favors He Showed Me Opportunities to Work Hard
When I Asked God for Peace He Showed Me How to Help Others
God Gave Me Nothing I Wanted He Gave Me Everything I Needed
- A Quote from Swami Vivekananda
Top Related