• 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