Greetings, I am planning to develop an office maintenance and operation manual along with guidelines. Could anyone share any samples? Ideally, what I intend to cover includes maintenance, disinfection routines, cleaning, pantry management, office assistant schedules, plant maintenance, cleaning, and maintaining office equipment. I truly appreciate any help that can be provided. There are no HR topics intended to be covered in this manual.
Thank you
From United Arab Emirates, Abu Dhabi
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From United Arab Emirates, Abu Dhabi
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This subject is continually being discussed here on CiteHR by other members. It is a topic that comes up at least a couple of times every week. There is a ton of stuff already posted here on all types of office and procedural type manuals.
Please use the search function at the top of the page next to the CiteHR logo to find all the previous discussions. You may not find exactly what you are looking for, but there are plenty of examples for you to use and adapt to meet YOUR organization's requirements.
From Australia, Melbourne
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746Please use the search function at the top of the page next to the CiteHR logo to find all the previous discussions. You may not find exactly what you are looking for, but there are plenty of examples for you to use and adapt to meet YOUR organization's requirements.
From Australia, Melbourne
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Dear Rithu,
The reply to the query is exhaustive. However, I recommend you divide the entire facility into the various sections or departments and identify the daily, weekly, monthly, quarterly, half-yearly activities required. In the beginning, just make a list without categorization. However, later categorize the subjects depending on admin or maintenance activities.
To do this, you need to sit with the HOD of each department and understand what admin support he/she expects from you.
Identify the capital assets like AC Systems, DG sets, etc., and prepare the preventive maintenance schedule.
An admin or maintenance manual is all about writing down the following:
a) Who will do the activity? b) When will he/she do it? c) Where will he/she do it? d) How will it be done? e) In what time span does it have to be done? f) Which parties need to be given prior information, and when is it to be given? g) Which parties need to be given information after the completion of the activity?
You may refer to the following past threads of this forum. A few links are as below:
https://www.citehr.com/217085-admin-...-download.html
https://www.citehr.com/43812-admin-m...-download.html
If possible, then prepare the maintenance schedule on Google Sheet or MS Excel of Office 365. The cloud-based data helps in tracking the work remotely also.
For further queries, if any, feel free to contact me.
Thanks,
Dinesh Divekar
From India, Bangalore
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The reply to the query is exhaustive. However, I recommend you divide the entire facility into the various sections or departments and identify the daily, weekly, monthly, quarterly, half-yearly activities required. In the beginning, just make a list without categorization. However, later categorize the subjects depending on admin or maintenance activities.
To do this, you need to sit with the HOD of each department and understand what admin support he/she expects from you.
Identify the capital assets like AC Systems, DG sets, etc., and prepare the preventive maintenance schedule.
An admin or maintenance manual is all about writing down the following:
a) Who will do the activity? b) When will he/she do it? c) Where will he/she do it? d) How will it be done? e) In what time span does it have to be done? f) Which parties need to be given prior information, and when is it to be given? g) Which parties need to be given information after the completion of the activity?
You may refer to the following past threads of this forum. A few links are as below:
https://www.citehr.com/217085-admin-...-download.html
https://www.citehr.com/43812-admin-m...-download.html
If possible, then prepare the maintenance schedule on Google Sheet or MS Excel of Office 365. The cloud-based data helps in tracking the work remotely also.
For further queries, if any, feel free to contact me.
Thanks,
Dinesh Divekar
From India, Bangalore
Acknowledge(0)Amend(0)
Dear CiteHR member Ms. Rithu Nandaa,
Your post does not provide complete information regarding the type of industry/office for which you wish to devise a plan for office and plant maintenance. Such plans are industry-specific due to the nature of activities involved. However, a CiteHR Senior Contributor has outlined a broad plan from which you can draw inspiration.
I would like to add some points relevant to the topic of your question. It appears that you aim to devise an SOP (Standard Operating Procedure), which is a set of procedures tailored to specific requirements and operations. These procedures outline the necessary steps to complete tasks in accordance with organization/industry regulations and state/country laws. Additionally, these standards may align with management expectations to establish good industry practices.
Given your mention of maintenance, disinfection routines, cleaning, pantry management, office assistant schedules, plant maintenance, and upkeep of office equipment, it is evident that your manual will need to cover various activities, each distinct from the others. I suggest categorizing your manual as follows:
1. Housekeeping activities for office and plant (assuming "plant" refers to a factory), encompassing cleaning, hygiene, disinfection procedures, etc.
2. Maintenance of office equipment – typically covered under an Annual Maintenance Contract.
3. Plant maintenance, which includes machinery, equipment, and tools. Maintenance schedules should be obtained from plant engineers based on factors like machine usage (e.g., running hours), with technical service providers often handling AMC.
4. Office assistants should maintain a diary/register to record all AMCs and monitor schedules as per contract agreements.
I trust this categorization will aid you in drafting an Office and Plant Maintenance Manual. For contract validation, seek assistance from your legal team, considering the local laws of UAE, Abu Dhabi, where you are based.
Regards,
Chandra Mani Lal Srivastava
Master Consultant
Contract Management, Tender, Works, and Legal Expert
India, New Delhi / 28.01.2022 / 11:47 pm
Contact: 9315516083
Email: srivastavacmlal@gmail.com
From India, New Delhi
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Your post does not provide complete information regarding the type of industry/office for which you wish to devise a plan for office and plant maintenance. Such plans are industry-specific due to the nature of activities involved. However, a CiteHR Senior Contributor has outlined a broad plan from which you can draw inspiration.
I would like to add some points relevant to the topic of your question. It appears that you aim to devise an SOP (Standard Operating Procedure), which is a set of procedures tailored to specific requirements and operations. These procedures outline the necessary steps to complete tasks in accordance with organization/industry regulations and state/country laws. Additionally, these standards may align with management expectations to establish good industry practices.
Given your mention of maintenance, disinfection routines, cleaning, pantry management, office assistant schedules, plant maintenance, and upkeep of office equipment, it is evident that your manual will need to cover various activities, each distinct from the others. I suggest categorizing your manual as follows:
1. Housekeeping activities for office and plant (assuming "plant" refers to a factory), encompassing cleaning, hygiene, disinfection procedures, etc.
2. Maintenance of office equipment – typically covered under an Annual Maintenance Contract.
3. Plant maintenance, which includes machinery, equipment, and tools. Maintenance schedules should be obtained from plant engineers based on factors like machine usage (e.g., running hours), with technical service providers often handling AMC.
4. Office assistants should maintain a diary/register to record all AMCs and monitor schedules as per contract agreements.
I trust this categorization will aid you in drafting an Office and Plant Maintenance Manual. For contract validation, seek assistance from your legal team, considering the local laws of UAE, Abu Dhabi, where you are based.
Regards,
Chandra Mani Lal Srivastava
Master Consultant
Contract Management, Tender, Works, and Legal Expert
India, New Delhi / 28.01.2022 / 11:47 pm
Contact: 9315516083
Email: srivastavacmlal@gmail.com
From India, New Delhi
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