Greetings, I am planning to develop a office maintenance/ operation manual and guidelines. Can anyone share any samples? Ideally what I intend to cover is maintenance, disinfection routines, cleaning, pantry, office assistant schedules, plant maintenance, cleaning and maintaining office equipment's etc. I really look forward to any possible help received. There is no HR topics intended to cover in this manual.
Thank you
From United Arab Emirates, Abu Dhabi
Thank you
From United Arab Emirates, Abu Dhabi
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 organisation's requirements.
From Australia, Melbourne
661Please 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 organisation's requirements.
From Australia, Melbourne
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 categorisation. However, later categorise 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 does he/she expect from you.
Identify the capital assets like AC Systems, DG sets etc and prepare the preventive maintenance schedule.
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 it is 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
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 categorisation. However, later categorise 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 does he/she expect from you.
Identify the capital assets like AC Systems, DG sets etc and prepare the preventive maintenance schedule.
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 it is 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
Dear CiteHR member Ms Rithu Nandaa,
Your post does not give complete information as to what type of industry/office you wish to devise a plan for office and plant maintenance. It is because such type of plan of activities are industry specific. However CiteHR Senior Contributor has given a broad outline on which you can venture to draw out a plan.
I would certainly wish to add few points which are relevant to the subject of question posted by you.
It is apparent that you wish to devise an SOP (Standard Operating Procedure) which in fact is a set of procedure specific to the requirements/operation as they depict the various steps of activities necessary to complete the tasks according to organization/industry regulations, State/Country's laws. In addition to this these standards can also be according to the management expectations for running their business as a model to establish a Good Industry Practice.
Since you have talked about maintenance, dis infection routines, cleaning, pantry, office assistant schedules, plant maintenance, cleaning and maintaining office equipment's etc., hence it is apparent that you have to cover different types of activities in the proposed manual and each activity would be different from the other. I would categorise you Manual as under:
1. House-keeping activities for office and plant (here by plant I understand it is some kind of factory). It will cover all types of cleaning, hygiene and disinfecting procedure etc
2. Maintenance of office equipments - Annual Maintenance Contract is that standard practice adopted for this purpose.
3. Plant maintenance pertains to machinery, equipments and tools etc. Its maintenance schedule is to be obtained from the concerned plant engineers which depend upon the use of machine eg running hours etc. Generally its AMC is also given to the technical service provider firms/professionals.
4. Office Assistant will maintain a diary/register to keep a record of all AMCs and monitor periodical schedules as will be chalked out in the contract agreement of AMCs.
I hope the above broad categorisation will be helpful to you in drafting an Office and Plant Maintenance Manual. If you need vetting of any contract then take the assistance of your legal team as you are placed in UAE, Abu Dhabi as local laws of that country and state have to be kept in consideration.
With regards,
Chandra Mani Lal Srivastava
Master Consultant 9315516083
Contract Management, Tender, Works and Legal Expert
India, New Delhi/28.01.2022/11:47 pm
From India, New Delhi
Your post does not give complete information as to what type of industry/office you wish to devise a plan for office and plant maintenance. It is because such type of plan of activities are industry specific. However CiteHR Senior Contributor has given a broad outline on which you can venture to draw out a plan.
I would certainly wish to add few points which are relevant to the subject of question posted by you.
It is apparent that you wish to devise an SOP (Standard Operating Procedure) which in fact is a set of procedure specific to the requirements/operation as they depict the various steps of activities necessary to complete the tasks according to organization/industry regulations, State/Country's laws. In addition to this these standards can also be according to the management expectations for running their business as a model to establish a Good Industry Practice.
Since you have talked about maintenance, dis infection routines, cleaning, pantry, office assistant schedules, plant maintenance, cleaning and maintaining office equipment's etc., hence it is apparent that you have to cover different types of activities in the proposed manual and each activity would be different from the other. I would categorise you Manual as under:
1. House-keeping activities for office and plant (here by plant I understand it is some kind of factory). It will cover all types of cleaning, hygiene and disinfecting procedure etc
2. Maintenance of office equipments - Annual Maintenance Contract is that standard practice adopted for this purpose.
3. Plant maintenance pertains to machinery, equipments and tools etc. Its maintenance schedule is to be obtained from the concerned plant engineers which depend upon the use of machine eg running hours etc. Generally its AMC is also given to the technical service provider firms/professionals.
4. Office Assistant will maintain a diary/register to keep a record of all AMCs and monitor periodical schedules as will be chalked out in the contract agreement of AMCs.
I hope the above broad categorisation will be helpful to you in drafting an Office and Plant Maintenance Manual. If you need vetting of any contract then take the assistance of your legal team as you are placed in UAE, Abu Dhabi as local laws of that country and state have to be kept in consideration.
With regards,
Chandra Mani Lal Srivastava
Master Consultant 9315516083
Contract Management, Tender, Works and Legal Expert
India, New Delhi/28.01.2022/11:47 pm
From India, New Delhi
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