About this process

  • Department: Company
  • Responsible: Company
  • Accountable: Managing Director
  • Consult: Employee forum/Management Team
  • Inform: Company
  • Date created: 23/05/2019
  • Date last updated: 30/01/2020

As the agency offers a flexible working model, it is important that we are able to maintain an ‘open office’ to prospects and customers from 9-5 Monday to Friday.  We, therefore, need to have a process in place as we risk having nobody available to answer the door, phone or pick up leads if everyone is taking advantage of flexible working.

Step 1 of the process

At the end of each quarter, the new rota is produced for the following quarter. This will take into account anyone that has joined or left the company. It is the responsibility of the individual (not the organiser) to swap around weeks if your allocated week falls in a week/day you are not in. It is also your responsibility to swap a day if you are OOO/WFH with someone else or ask your ‘partner’ to complete this task on their own.

If you finish early / come in later as it fits in best with your external commitments/travel then it is your responsibility to see whether a team member can cover you. 

Office Rota

Step 2 of the process

The rota is sent round in the monthly BQ newsletter and it is the responsibility of each person to put a diary entry/task into teamwork to remind themselves they are on ‘duty’ that week.

Step 3 of the process

Requirements when on duty:

  • Making sure there are tissues and toilet paper in all toilets
  • Making sure that the office is presentable for client meetings at all times
  • In charge of the phones, both individuals must be logged in all week and cover each other when busy
  • Taking the rubbish out
    • Using clear bags for recycling bins
  • Tidying up the kitchen
  • Making sure there are tissues and toilet paper in all bathrooms
  • Making sure that the office is presentable for client meetings at all times
  • Watering the plants (upstairs and downstairs) at least once a week
  • Opening up the office at 9 am, being available to take calls, answer the door or pick up leads
  • Locking up the office at 5 pm (4.30 pm on Friday) if you are the last in, being available to take calls, answer the door or pick up leads
  • Ordering pizza for new starters (if applicable)
  • Making sure the dishwasher filter is cleaned weekly
    • Remember the dishwasher tablet goes in the door!

Topics: Operations Processes