Ai Architects
Operations Manual August 2020
Version 20.3
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0.0 Table of Contents
1.0 What is an Operations manual (OM)? 1.1 Introduction 1.2 Updates
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2.0 About Ai Architects 2.1 Company Profile 2.2 Distribution 2.2.1 In-house Departments 2.2.2 3rd Parties 2.3 Office Procedures 2.3.1 Attendance 2.3.2 In-house Function i. Scheduling Appointments ii. Use of Equipment iii. In-house Library (Books, Magazines) iv. New Employee Orientation Procedure 2.3.3 E-mails 2.3.4 Time-off Policy 2.3.5 Documentation - Cost Estimates 2.3.6 How to interact with co-workers and clients 2.3.7 Social Media Policy 2.3.8 Working Time Documentation 2.3.9 Paycheck Distribution
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3.0 Filing Guidelines 3.1 Server Compartmentalization 3.1.1 Common (\\172.16.16.8) (A:) 3.1.2 Scanner (\\172.16.16.8) (Z:) 3.2 Starting a New Project 3.3 Project Filing System 3.4 Project Folder Name 3.5 Primary Sub-folders 3.5.1 Master 3.5.2 Other 3.5.3 Visuals 3.6 File Name Format 3.7 Worth-mentioning Folders 3.7.1 Common (A:) > AiA-Architectural FTF 3.6.2 Common (A:) > AiA-LIBRARY 3.7.3 Common (A:) > AiA-Stationery 3.7.4 Common (A:) > AiA-Web 3.7.5 Common (A:) > Ai-Camera Uploads > Ai 3.6.6 Common (A:) > AiA-iNFO > DATA > TENDERS
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4.0 Design Guidelines 4.1 Drawing Basics 4.1.1 Templates 4.1.2 Model Space vs Layout 4.2 Drawing Name 4.3 Revisions - Revision Clouds 4.4 Typefaces 4.5 Layers 4.5.1 Dimension Styles & Scale 4.6 Line types & Weights 4.7 Tags 4.8 X-ref Use 4.9 Printouts - Plot Style 4.10 Useful Files 4.10.1 Cover Page 4.10.2 Minutes of Meeting 4.10.3 Meeting Agenda 4.10.4 Drawing List 4.10.5 Contact List 4.10.6 List of Changes 4.10.7 Report Page 4.11 Project Back-up (non-active) 4.12 Presentations - Visuals 4.12.1 3D Preparation & Filing 4.12.2 Stills Presentation & Post-editing
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5.0 Safety Procedures
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5.1 General Safety Rules 5.2 Fire Prevention & Protection 5.3 Evacuation Procedures in Case of Fire 5.4 Earthquake Prevention & Protection 5.5 Evacuation Procedures After an Earthquake 5.6 Motor Vehicle Safety 5.7 Blackout Procedures
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6.0 Appendix 6.1 Important Documents 6.1.1 Cover Page 6.1.2 Minutes of Meeting 6.1.3 Meeting Agenda 6.1.4 Drawing List 6.1.5 Contact List 6.1.6 List of Changes 6.1.7 Project Folder - Tree View 6.1.8 Ai Architects A4-A1 Templates 6.1.9 Report Page 6.1.10 Comments Page 6.1.11 Snag List 6.1.12 Presentation Templates (A4 / A3)
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1.0 What is an Operations Manual (OM)? 1.1 Introduction // Operations Manual (also referred in this document as OM) is an integral part of any business organization because it communicates company policies that must be adhered to. This employee’s handbook is organized in a way to make every new employee feel comfortable with the space and the procedures of Ai Architects. // Preparing and maintaining an Operations Manual is an essential part of managing an architectural practice. A clear, all-inclusive manual will help create a stable working environment and will provide answers to questions that may arise. Human error is reduced to a minimum and everyone knows precisely what they need to do, who they might be waiting on, and who might be waiting on them to deliver results. // This manual will enable employees to: 1. Initiate action swiftly without seeking unnecessary direction and/or approval from Business Manager 2. Perform a procedure of another employee’s responsibility should the need arise 3. Eliminate delays that occur when procedures are unclear 4. Establish a standard of performance, so that all employees may be evaluated fairly and impartially. // This Operations Manual is composed of two distinct sections. The office policies section refers to rules and operation. The second part refers to the Design and Filing system of Ai Architects. Having an employee’s handbook that is tailored to the needs of the office is the best way to ensure consistency and uniformity. It’s a way of making sure that your team can reliably and efficiently carry out their tasks with consistent results.
OM is the collection of business processes, procedures and job aids (i.e., flowcharts, videos, templates) necessary to ensure consistent operations; primarily used as a training tool.
1.2 Updates // Plan to update the Operations Manual frequently. The office manual is an ever-changing document. Decide from the beginning who will be responsible for updating the manual and optionally how often revisions will be done. Encourage employees to notify whenever they notice a change that needs to be made to the manual. While not presuming to be all-inclusive, the guidelines represented herein are a composite of staff input over the years and have evolved to be the most effective and efficient, while in keeping with the mission of the Ai Architects practice.
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2.0 About Ai Architects Location: Evelthontos 20, PC 2018, Acropolis - Nicosia Email: info@Ai Architects.eu Website: Ai Architects.eu Find us at: Bēhance, Facebook, LinkedIn, Instagram
2.1 Company Profile // Ai Architects is a Boutique Architectural Practice that was founded by Aristotelis Irzenski in late 2007 and consists of a team of 4 people. Ai Architects treats every Project as a unique experience that needs to be nurtured into becoming the final as built living product. We are a small practice that strive and push each other to keep learning all the time. Research & Development are an integral part of the office philosophy. // Project Approach The process of design starts with the close understanding of the Clients’ needs and their necessities, we then prepare a design specific brief that allows us to move to the next levels of design. The direction Ai Architects takes in the design process depends very much on the Client; we cater to the needs of the Client without compromising our professional position. Ai Architects are very versatile, and research plays a vital role in how we approach project design. Our work to date ranges from interior design to larger mixed-use projects. Taking part in competitions allows us to work outside of an everyday mold, this helps us in giving back to ongoing projects we have in the daily office routine. We believe that in most cases an A-Z architectural package approach is crucial in achieving quality management and a satisfied Client. Architecture instils an emotion when one looks at / walks through / touches & interacts with a building and we want our Clients and those who experience our Architecture to feel positive emotions. // Sustainability The environmental impact is key to how we approach all our designs, but the most important factor in our design is to minimize running costs and maximize quality of life within the designed spaces, utilizing the natural surroundings and elements accordingly. We work closely with consultants that can offer the needed support, to be able to justify the direction we take at the early stages in the design process. We develop tailor-made designs that are suited to the location / orientation without impacting the surroundings negatively and try to incorporate minimum maintenance finishes / correct thermal solutions / best value for money heating & cooling equipment solutions and not only. The green approach we take is a blend and marriage of all necessary systems that are best suited for the Architectural Design / Location / Level of Living Comfort / Running Costs & Maintenance of the Build, with a nonexcessive value for money balanced outcome.
2.2 Distribution // Description
2.2.1 In-house Departments // Although a small practice like Ai Architects doesn’t need in-house divisions to function, the project singularities and needs, combined with the expanded field of Architecture, allows individuals to be creative, analytic or task oriented. In AiA a New Project is usually assigned to a team member, but occasionally a single task might be easier for another team member, due to their work background or education. In practices that employ Architects, Interiors or Product Designers, 3d Designers or even a QS and a variety of consultants, there will always be a specialist or an experienced member to take over / direct a specific assignment.
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// To distribute workload efficiently, someone must firstly get an understanding of time (effort required) and the impact of each task. The following list helps through its simplicity to set priorities and weekly goals: [1] [2] [3] [4]
Low Effort / High Impact High Effort / High Impact Low Effort / Low Impact High Effort / Low Impact
// By giving priority to tasks coded as [1] - with the lower effort and the higher impact - you can make your list smaller fast enough to remain rested and clear minded for all the remaining work. Always start with the “High Impact” to the project tasks. Tasks that are listed as [4] can be easily postponed or even canceled, since they are in low priority and they have the smaller impact to the project. Deferring less important requests will also reduce the workload of a small team’s bandwidth, which is essential of a small practice’s well-being and longevity.
2.2.2 3rd Parties // A big asset of Ai Architects team are the external collaborators, such as the Electrical and the Mechanical Consultant, the Structural Engineer, The Quantity Surveyor, and other specialists on their fields (pool supplier, automation supplier, landscape designer, etc.). Their studies and their contribution are essential for the operations and the completion of any project. Ai Architects are obliged to provide them with i) complete and satisfactory Architectural drawings for their studies and ii) clarifications and/or commentary on their proposals, after reviewing and comparing them with the Architectural Study. On their part they have to raise any perceived conflicts on time and keep the building site informed by updating their printouts regularly. It is important that the external consultants are introduced to the projects the soonest possible to avoid unnecessary architectural backtracking due to design complications etc. // Other professionals that eventually get involved with Ai Architects projects are the 3D Designer and the Photographer. These collaborations are for a very short period, they are usually freelancers, their work is hourbased or contract-based, and they need clear directions to operate and deliver the final product on time. The lack or the delay of feedback leads to delays in the project as well - furthermore, it demonstrates lack of respect to your freelancer’s efforts and time. Sharing sufficient preliminary information, giving space / freedom and prompt feedback and honoring your agreement are key elements for a successful cooperation.
2.3 Office Procedures // Office Procedures is one of the most important sections of the Operations Manual, since it gives the general directions on how staff work together in the office. It is mostly a set of rules or policies guiding the operations of a small business. Handling calls in and out, paperwork, filing, taking messages, and even customer interaction can fall under Office Procedures document. It eventually leads to a uniform way of doing things and creates consistency, efficiency and professionalism within the office environment. // This Handbook’s articles provide all the necessary information for the employee to be productive, responsible and at the same time in line with company policies.
2.3.1 Attendance // All employees are expected to be in the office at 8:00 from Monday to Friday. There is a daily lunch break between 13:00-14:30 and the departure time is set at 17:30. All full-time employees are expected to work 40 hours per week, unless otherwise noted. // At the end of the day, turn off all the lights and make sure all windows are closed before locking the office. Check that all delicate equipment is turned off. Note that all employees are responsible for their own workstation.
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2.3.2 In-house Function // Information is usually received in the form of letters, enquiries, phone calls etc. and this information must be converted into other forms, which can easily be followed by the management. These are drawings, orders, quotations, price-lists, replies to enquiries, etc., within the organization. // When taking a phone message, the information should be as complete as possible including: callers correct name, the agency if applicable, name the message is being routed to, the date and time of the call, and a brief message of what the call is regarding. // The Business Manager holds a staff meeting at the office on a week basis. Attendance at these meetings is mandatory unless prior authorization to be excused has been given by a team member.
i. Scheduling Appointments // Each employee is requested to notify all external appointments made (including the names of those you’ve made appointments with) on Outlook calendar or the AiA team. It is also advisable to inform them if you are expecting a visitor. This will help in case you are unable to report to work because of an emergency or illness, another employee can administrate or cancel your appointments. // Before reserving the conference table for an in-house meeting, please check / input into the Outlook Calendar. Similarly, inform the Outlook Calendar for any scheduled meetings to prevent mix ups. Consider having an Agenda with bullet points prepared for every meeting - if people want to take notes on their computers or phones, discourage them politely and inform them that they can peruse yours after the meeting - this will not distract them from the objective of the appointment. For further details you may also refer to 2.3.6 How to interact with co-workers and clients. // Since Ai Architects use Outlook to schedule meetings and make appointments, it’s convenient that you can send invitations to online Teams meetings directly from within Outlook. Select “Teams Meeting” in the meeting menu bar. Note that if you schedule a Teams meeting from here, the meeting will not be visible in the channel conversation thread.
ii. Use of Equipment // Ordering of Supplies: The Business Manager is responsible for ordering needed office equipment or supplies. Ordering is done through a regular vendor on a quarterly basis or when enough need dictates an order. A list should be kept in the supplies area, upon which all staff will write requested supply items or note when regularly stocked items are getting low. When supplies are picked up or arrive at the office, the Business Manager will distribute them. // Computers: the Ai Architects practice is equipped with a PC and a network at each workstation. These networks utilize a centrally located server and printer/scanner. Should any of the PCs, monitors, or software require repair or appear to be malfunctioning, please notify the Business Manager and/or the IT support immediately. // Photocopiers: Ai Architects office has its own photocopying and scanning machine. This machine is for work-related items only. Staff will make their own copies of the usual few documents that they have during the business day. When construction site or consultants need forms or many copies of something please notify / advise the Business Manager. All printing requests of items that require a printing shop are routed through the Business Manager, who will determine whether this is necessary or not. // Staff persons will not attempt to operate the photocopier until instructed in their operation and use.
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// Equipment Repair and Maintenance: The Business Manager is responsible for the ordering of repairs, maintenance calls and supplies for the equipment. Staff will inform the Business Manager of any equipment needs or malfunctions so that they may contact the appropriate vendor.
iii. In-house Library (Books, Magazines) // Ai Architects practice holds a variety of Architectural books and magazines on its premises. The material can be freely used by anyone, during the office hours, for R&D or brainstorming. Although AiA doesn’t have a Damaged Book Policy, their good condition is essential and in the complete responsibility of the user.
iv. New Employee Orientation Procedure // The Business Manager will oversee that all requisite new hire forms are completed and will establish a personnel file for every new employee. An orientation checklist will be utilized to ensure all areas are covered with the employee. The new employee will also be provided a copy of the Operations Manual and their step-by-step introduction to the office is not only the responsibility of the Business Manager, but a task for the whole team. Hiring Procedure is as follows: i. New Employee Orientation Checklist, ii. Job Description, iii. Salary Authorization (Business Manager’s competence), iv. Procedure Acknowledgement.
2.3.3 E-mails // Email is one of the most common forms of communication and an Immediate form of Record Keeping. Email messages remain in user's inbox unless deliberately deleted, and both email software and webmail services offer a search function that make tracking down fast and accurate. This creates a virtual “paper” trail that is far more efficient than printed documents. For these reasons a descriptive Title and a sender’s signature are essential. For the Email title, the instruction follows the folder naming principals:
AiA000 - Project | Subject - Details For example: AiA128 - CPO Geri | Arch. Study - Revision C AiA101 - P&E Residence | Basement - Carpentry // An employee’s signature can be created and saved for future use in Outlook Office 365 through the “Signatures & Stationery” ribbon command. Each signature should contain the below information: Name Surname Title - Position Ai ARCHITECTS 20 Evelthontos St., Office K1 2003 Strovolos, Nicosia – Cyprus Tel: +357 22 252255 e-mail: info@Ai Architects.eu Website: www.Ai Architects.eu Facebook: www.facebook.com/Ai Architects.eu
// Another useful and pivotal Email tool is the “Reply All” command. For group Emails, hitting “Reply All” will send your comments to the original sender, as well as all the “To” and “Cc” recipients of the initial Email. This is the only way to share the required information to all Parties and make sure that everyone will be equally informed and have the same privilege to respond or/and act accordingly.
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// Note: Use the "Reply All" command only if you secure that everyone listed needs to receive your email: a false information or a false group of recipients will jeopardize the actions involved in the project and will create significant destruction or damage. // Note: Use the complete name of Ai Architects or the acronym AiA (whenever required) for the file names, the emails and other applications. Ai acronym refers to Aristotelis Irzenski and not the company’s name.
2.3.4 Time-off policy // Vacation policies aim to place limitations on when employees can take a vacation and require advance notice and employer approval. Ai Architects do not have a strict vacation policy and do not require employees to take vacation during the summer shutdown only, the main request is to give a clear advance notice. Please consult Ai Architects owner for further details.
2.3.5 Documentation - Cost Estimates // The text and the contents in the Ai Architects Business Proposals must be clear, grammatically correct, without typing mistakes, and follow the format requirements. The proposed typefaces for creating official documents are the CF Helvetica and the CF Open Sans, which can be found at AiA-Stationery/Fonts. // Make sure that individual tasks are well thought-out and promote the objectives of the proposal. In the budget narrative, itemize each task and ensure that it reflects and explains all tasks and activities as per the Work Breakdown Structure. In case you need to print an official document created by Ai Architects, please use the provided cover letters (with header and footer). // Note that a well written proposal should not be visually excessive or create contradictory feelings to the Client, especially if it refers to cost estimates and fees. Try to avoid unnecessary bold text, underlined text, colors such as red (negative meaning), yellow and light grey (not readable). Same principles apply to the Emails: our written comments and thoughts are not more important than the recipient’s thoughts, so try to not overwhelm them. In conclusion, an official document should not contain unnecessary information, everything should concern directly and equally the reader, and the focal points should be limited in order to be memorable and meaningful.
2.3.6 How to interact with co-workers and clients // Better communication leads to a more productive workplace, which in turn increases a company’s revenue. This section describes the idea of the correct communication, the pros and cons of our personal habits and finally gives general directions regarding the Ai Architects best presence and 3rd Parties approach. // with employees who communicate well are more productive and experience lowers rates of employee churn. People hate not being heard. Communication skills are a huge part of being human - it's what allows us to create a connection with others. If someone can't connect and communicate effectively, it can become a bigger problem than just creating a sour workplace: he/she may find it very difficult to get work done successfully. Read the following tips and try to acknowledge your personal habits. As you work to improve your own communication skills, keep one principle in mind: treat others with respect and consideration. i. Be a good listener. Effective communication, by definition, is a two-way street. Start out by making sure you're hearing the message others are trying to deliver to you. Don't try to multi-task while someone's trying to get information into your brain. You can only respond effectively if you understand clearly what they're trying to say. If they're not being clear, ask them to clarify. ii. If you need something, ask for it clearly. Be direct and concise.
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iii. Understand your personal communication style. We all have our own communication preferences regarding the words and media we use. We're also communicating nonverbal information through our tone and body language. We all have pet phrases we get into the habit of using. Do those phrases help or hurt the message? When you see that your message isn't getting across, don't automatically assume the recipient is the obstacle. If it keeps happening, figure out how you can connect better with this person or setting - find a common thread you can both relate to authentically. iv. Respect people's preferred communication methods. Everyone has their preferred medium. Do you have a coworker who never answers their phone? Stop calling. he's probably communicating to you through some other tool - find it and use it.
In order to ensure AiA gets the most of everyone, make sure to communicate to all employees the purpose of the manual and the importance of their input.
v. Pick your moments. If you're concerned someone isn't pulling their weight or making some mistake, raise it directly with them, not in public at the team meeting. Don't assume the urgent issue you need to resolve right now is someone else's priority. They have their own urgent issues, so don't charge at them or send all-CAPS messages demanding a response right now. Your urgency doesn't make it their urgency. Let the stressful time pass, and then make your request. You may discover it will happen all that much faster, and with less drama. vi. Build relationships but stay professional. There's always room to talk about non-work stuff with coworkers. Everyone wants to feel connected to their coworkers to some degree. Getting personal at the right times helps us see coworkers as individuals, as real people with feelings. But don’t cross professional lines, especially during a loaded and stressful day. vii. When you do have to deliver a difficult message, stay constructive. The goal in communicating this message is to get a better result. Embarrassing someone or getting aggressive with them isn't going to lead to a better result. viii. Address mistakes. Whenever there's a miscommunication that's in the way of progress, address it quickly. Always be the first to admit whenever you've made a mistake. Apologize sincerely. Fix the mistake as best you can. By the same token, if someone else makes a mistake, don't rub it in - be gracious. // Keep in mind that the daily routine of an architectural practice usually consists of 25% design and 75% of communication and management or problem solving. Below there is a summary of the most common problems an office can face - setting ground rules to the external parties is essential for the good collaboration and to increase productivity. In case you need more information or directions on how to encounter an upcoming challenge, please consult an experienced member of the team. i. Most common problems with internal meetings: Duration, purpose - not use of an agenda, noise, setting boundaries ii. Most common problems with site meetings: Talking in circle (without a meeting leader), attendance time, improper use of MOM forms and Agendas iii. Most common problems Ai Architects face with Clients: Boundaries, technical or financial difficulties, getting busy with personal tasks during the meeting
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iv. Most common problems Ai Architects face with Consultants: Delays, coordination, technical support, liability / taking responsibility v. Most common problems Ai Architects face with Suppliers: Delays, lack of documentation, technical support, liability
2.3.7 Social Media Policy // The goal of a social media policy is to set expectations for appropriate behavior and ensure that an employee's posts will not expose the company to legal problems or public embarrassment. Please consult Ai Architects Business Manager or the legal department for projects’ copyrights and other important details.
2.3.8 Working Time Documentation // Ai Architects practice requests from the employees to supplement a Working Time documentation. This Timesheet tracking system should be up to date in case requested to support an on-going Project. Please follow the provided directions: 1. Record the daily hours spent for every task and for every Project, followed by a small description. This is essential during and/or at the end of the Project, to determine its financial estimates or balance the contract requirements with the workload. 2. Do not record the exact time of arrival or departure. 3. Do not record checking in and out time for your lunch breaks. 4. Record any Holidays, Sick Leave used, or Vacation hours used. Weekly Timesheets are created for each member team separately and they can be found on the path below:
Common (\\172.16.16.8) (A:) / AiA 2.3.9 Paycheck Distribution // Payroll and paychecks are distributed by the end of each month by the Business Manager and through the Bank of Cyprus Group. If the dates fall on a weekend or holiday, paychecks will be distributed on the first working day after the weekend or holiday. Staff who will not be at work on the day of paycheck distribution, will have their salary deposited into their bank accounts.
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3.0 Filing Guidelines 3.1 Server Compartmentalization // There are two major disks on AiA’s server that someone could have free access. Their paths are shown on PC stations as described below:
3.1.1 Common (\\172.16.16.8) (A:) // [A:] Disk contains all AiA data, including Project Files (current & non-current projects), photos from sites, consultants’ files, documentation
3.1.2 Scanner (\\172.16.16.8) (Z:) // Linked with Ricoh MP C2003 through “PC1” command. Every scanned document is automatically saved to [Z:] Disk and afterwards can be transferred to the corresponding project.
3.2 Starting a New project // Most of the Folders mentioned on this handbook are organized and classified in a major folder, located in Common (A:) > AiA > AiA000 Client Location. When Ai Architects are awarded with a new Project, the Project Architect must copy & paste the above folder and rename it accordingly to create a new project’s folder (alternatively someone can extract it from the *.zip file).
3.3 Project Filing System AiA provides a file with the approved folder path and the most frequently used files there-in. This file can be found at: Common (A:) > AiA > AiA000 Client Location
3.4 Project Folder Name / AiA000 Client Location // All running projects are in “Common\\AiA” folder and each individual project is named as shown on the title above (e.g. AiA131 IMPO Dali, AiA102 K&E Mosfiloti). Note that in the updated “AiA Operations Manual” the dash punctuation has been removed (compared to the projects from 2019 and before). // Each Project Folder contains the following Main Folders: “Initial”, “Master”, “Other”, “Temp”, & “Visual”. All Main Folders have a “read-me” file with notes and directions regarding each folder respectively.
3.5 Primary Subfolders // All Main Folders have sub-folders that help to optimize the settling and the regularization of the information. “Master”, “Other” & “Visual” folders have the most composite compartmentalization. Note that smaller subfolders will have to be created manually, using the project’s code and the running calendar week (e.g. AiA116 W23, AiA088 W18). Footnote: In order to not mix-up the week subfolders through the years, all the subfolders that belong to an older diary year will be transferred to a common folder identified as: AiA000 Year (e.g. AiA131 2018).
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3.5.1 Master // “Master” folder contains all the CAD studies and the files that are associated to them. Since the folder is originally empty, the subfolders need to be created manually. The project designer must create a new folder every week following the system described in article: 3.5 Primary Subfolders. This folder should also include the PDF files of the latest designs and the List of Changes file.
3.5.2 Other // This folder has the most composite information of the Primary Folders. It contains all the documents related to the Project, from authorities records to offers and official email material. All received studies from the consultants are also being archived in the “Other” folder, after review by Ai Architects. As a reference, Client and QS folders contain more confidential and/or financial information, Suppliers folder contains images, specs and price lists of the equipment used on the project, Topo folder has the official plot mapping out drawing (the topography of the site). // Important Filing notes: don’t hesitate to ask coworkers for directions and general clarifications. Don’t store files on your PC’s Desktop. File received data immediately. Use descriptive names while creating a new file or folder. Do not rename received data if it has a code name. Adapt the AiA Operations Manual and the System described to it to your workflow, rather than the opposite.
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3.5.3 Visuals “Visuals” folder manages all the presentational material and the files that are associated to them. The subfolders contain, among others, the scanned files (the non-official documents), post-edited files, graphics and power point files, 3D models etc. Each related to the project designer must create where required in the week subfolders by following the instructions given in article: 3.5 Primary Subfolders.
3.6 File Name Format / AiA000 Description // Most common architectural drawing descriptions are: plans, elevations, sections, details, etc. File name examples: AiA101 Plans, AiA132 Elevations, AiA128 Topo // Do not use dates, revision numbers or other tracking information on File Names (especially on Cad files), because the x-refs will not work properly (exclude names such as: AiA101 Plans 15-10-19, AiA132 Elevations 02, AiA128 Topo_Jun-18) and because this is not part of the updated Ai Architects Operations Manual. This can only work as an exception on preliminary stages and during concept development (at the Conceptual Stage).
3.7 Worth-mentioning Folders / (A:) Disk 3.7.1 Common (A:) > AiA-Architectural FTF // This folder contains all the projects that are frozen / terminated / finished. Eventually someone might need to trace back / backdate information or work for a short time on an old project. Every Ai Architects guidelines are applied as noted in the current OM.
3.7.2 Common (A:) > AiA-LIBRARY // The “Library” folder includes all information that does not belong to a certain project, such as cad blocks, product specs, details, suppliers and manuals. Plan to purge and update the AiA-Library frequently, since it’s an ever-changing folder. Decide from the beginning who will be responsible for updating the subfolders and optionally the frequency of it. Encourage employees to notify whenever they notice a misplacement that needs to be settled.
3.7.3 Common (A:) > AiA-Stationery // This folder contains information about Ai Architects, logo and Company Profile, site signs, presentation templates and other items. The AiA-Stationery folder can be considered as a work-in-progress, since there are shortcomings on Corporate ID and the overall settling.
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3.7.4 Common (A:) > AiA-Web // In the “AiA-Web” folder someone can find all Ai Architects’ information and the promotional material that has been uploaded into social media (Instagram, Facebook, Bēhance, other). This is also a folder that needs a frequent and constant update.
3.7.5 Common (A:) > Ai-Camera Uploads > Ai // Contains all the photos that were taken during site visits, fairs & exhibitions. All folder names follow the general direction, with the use of the project code and a small description and/or the date of the photo-shooting. Note that in the updated “AiA Operations Manual” the dash punctuation has been removed.
3.7.6 Common (A:) > AiA-iNFO > DATA > TENDERS // This folder includes the documentation has been created for potential Ai Architects clients. Its sub-folders are characterized by the “T000” code which eventually will be replaced by the “AiA000” code, after the economical proposal is accepted by the client and the project becomes “active” and part of the design calendar.
These filing notes and the Operations Manual in general are for people, not for filing cabinets.
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4.0 Drawing Guidelines 4.1 Drawing Basics 4.1.1 Templates // Ai Architects uses specific sheet formats for its drawings, ranging from A4 to A1 (A0 is not applicable), either in portrait or landscape format. Using a default template (titleblock) for our studies has both corporate and technical advantages. As a presentation tool, it’s the easiest way to share the required information in a sufficient way, by including the company’s logo, the selected graphics and symbols of the AiA System and the setting out described on this Operations Manual. As for the technical part, the reason CAD was invented was because it can make designing easier. CAD’s biggest advantage over and above drafting is that it reduces the amount of time and effort it takes to do repetitive work. For more details refer to the following sections. // Note: AiA Architectural Templates use automatically updated dates. Always recreate a PDF file when changes occur to have the date informed respectively (even if the Revision cell remains the same).
4.1.2 Model Space vs Layout // In AutoCAD there are two distinct working environments, called "Model Space" and "Layout” (aka paper space), in which you can work with objects in a drawing. By default, you start working in a limitless 3D drawing area (model space). Here you always draw in full scale (1:1). // The Layout space is useful when you want to plot for a variety of reasons - you can create viewports, scale the model space views relative to paper space, turn off the layers you don’t want to be visible, change drawing orientation, have multiple presentations (viewports) on one template, work with the Sheet Set Manager to limit time and effort (advance tool), etc. A designer can even create color and line-type variables among the same group of layers, by regulating and controlling each viewport in a unique way. Please consult other team members for directions or further clarification on the matter. // Note: after creating a layout with the required information, always lock each viewport separately to maintain the desirable settings.
4.2 Drawing Name // Drawing Name is partly similar with a file’s name and is shown on the bottom rightly corner of the Ai Architects’ Drawing Template. Having an “AiA000 Description” file doesn’t describe complete the quantity of the drawings and the information that is included inside. The Drawing Name consists of the Project Code, the Drawing Number, the Revision and the Drawing Title.
AiA000 00a Drawing Title For example: AiA129 01b Ground Floor AiA136 06c Section A. // Note that the Drawing List and the PDF files of the project are the only files that have a Revision (tracking) system, because these are the main printable files and the files that can be shared frequently with 3rd parties or can be found on site during the Construction Phase. Using the complete name of the Drawing layout is both useful in creating the PDF files and the Drawing List document.
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4.3 Revisions - Revision Clouds // Revisions are a major factor of the Construction Phase. All Architectural Studies should have Revision Numbers and Revision Clouds to inform the Main Contractor and the subcontractors accordingly about the design variations and updates. For every single alteration a designer needs to use two tools: The List of Changes and the Revision Clouds. // List of Changes is an excel document that tracks every change done during the construction on site, either due to the Client, the Architect or other party. All changes should be described with a Tracking Number (A/A), a Request (person, date) and a Reply (person, date) to be accurate. For further details you may also refer to item “4.10.6 List of Changes”. // Revision Clouds are used to call attention to portions of a drawing. A revision cloud is a polyline of sequential arcs to form a cloud-shaped object. If you want to review or redline a drawing, you can increase your productivity by using the revision cloud feature to highlight your markups. All Revision Clouds must be followed by a specific A/A number, which allows the receiver to identify the information on the List of Changes document and track the change. Each A/A should be unique regarding the instruction, but it can be shown on the drawing as many times as it is required. // Occasionally you may have an excessive number of Revision Clouds placed on the drawing (gathered from older Design Submissions). There are two ways to avoid the information conflict: either you delete the previous Revision Clouds (not recommended) or you change the color of the initial information to gray and continue with the layer color for the current updates.
4.4 Typefaces // Communication from the Ai Architects practice are most effective when the words are consistent in both content and appearance. These font families were carefully chosen to reflect the office’s Brand Identity. // Open Sans - for CAD drawings and documents. It’s a clean, modern sans-serif typeface that works well for display copy, body text, and everything between.
Sample Text / 001 // PF Isotext - for CAD drawings. It’s a more structural typeface that works well in titles and short descriptions.
Sample Text / 001 // CF Helvetica - for documents and presentations. It’s a clean, modern sans-serif typeface that works well for display copy, body text, and everything between. Preferably use the Light format of the font family.
Sample Text / 001
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// Note: if any of the above Sample Texts looks visually incorrect, please re-upload the font on your PC. Find the missing fonts in the file: A:\AiA-Stationery\AiA Operation Manual\AiA Typefaces and copy them to the following location: Windows (C:)\Windows\Fonts
4.5 Layers // Layers are a very important component of working with AutoCAD. They control the properties and visibility of your objects. Since layers organize your drawings, using layers efficiently will affect your productivity in the most positive way. Ai Architects recently updated their CAD Layering Standards (Oct 2019) and till further notice you’re invited to use them frequently and even adjust any object that has been copied from an older file.
// While using the AIA-EL plot style to create a PDF or plot on printer you should see the colors as shown above. If you don’t get a similar result, either re-upload the approved Plot Style (see also: 4.9.1 Plot Style) or notify the issue to the Business Manager. // Note: there are some distinctive differences between the previous Layer Chart and the current. If you see any discrepancies between the attached list and a CAD file, please inform or/and consult the design team.
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4.5.1 Dimensions & Scale // Dimensions are vital for a drawing, even knowing that the building site might have significant deviations from the Architectural Study. AiA000 Layers & Symbols CAD file (located at A:\AiA-Stationery\AiA Operation Manual folder) has the updated layer types and all dimension scales required for the AiA designs. The used font style is Open Sans (see also: 4.4 Typefaces). Note that up to1:25 scale, all dimensions are in millimeters (without a period or decimal units) and from 1:50 and above in meters.
4.6 Line types & Weights // Line type thickness and color is a big part of the drawing. The most common linetype is the continuous linetype, on layer 0 and in white (black print) color. In order to transfer the right amount of information and to make the drawing pleasant and integrated, a bigger variety of strokes is required. // Invoking the Linetype (LT) command will lead you to the manager dialog box, from where a designer can choose and load more linetypes to the current drawing. // By typing the Linetype Scale (LTS) command the designer can change the visibility of the drawing lines inside the working (model) space. Changing the line graphics inside the Viewport is an even more efficient way of saving time and viewing of the final design. The Linetype (LT) manager has the answer to this: tick off the Use paper space units for scaling box and the lines will always appear in the right scale in each created viewport.
4.7 Tags // Tags are secondary drawing tools / blocks that usually describe specific items, such as rooms, openings, finishes (mostly on elevations) and equipment (furniture, sanitary, other). All tags describe specific information that can only be communicated through them.
4.8 X-ref Use // An X-ref file can be very helpful on multiple occasions, if it is being used efficiently. X-ref files allow multiple users to work on the same project, they create smaller base files (in greater projects), they help to design or even update the elevations and the sections of a project and the collaborative files are automatically informed of any drawing updates. The “External Reference file” term can also refer to a PDF or other type of documents (xls, doc) that is being inserted into a cad drawing. // The main concern in using x-ref files for Ai Architects studies is how to share cad files to 3rd Parties that are not very familiar with the CAD methods and particularities. Please take some time to consider the pros and cons for each project separately, before adding an x-ref to your CAD file. For other information you may also see paragraph “3.6 File Name Format”.
4.9 Printouts - Plot Style // The plot style Ai Architects uses for the CAD drawings is “AIA-EL”. If someone needs to re-install it to his/her computer, it can be found at A:\AiA-Stationery\AiA Operations Manual. // Please follow the directions provided in section “iii. Use of Equipment / Photocopiers” for internal and/or external document printing. All printing requests of items that require a printing shop are routed through the Business Manager, who will determine whether the expense is necessary or not.
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4.10 Useful Files 4.10.1 Cover Page // Cover Page or “Project Information” page is a file that includes all the official information of a project, such as the name(s) of the Client(s), the Plot details, the Authorities Submissions (date & status), and all the inspection dates (Fire Dept., AHK Dpt. Archaeological Dept., etc.) You may also refer to 6.1.1 Cover Page template.
4.10.2 Minutes of Meeting // A Minutes of Meeting (MOM) document can be performed in two stages: During and after the meeting notes. // During the meeting, minutes are an effective contributor to successful meetings, yet they need to be appropriately written and distributed in time. These reports take a long time to be prepared properly, and they must be sent promptly after the meetings to let everyone know their action points. A good way of organizing your notetaking is to differentiate actions from remarks as well as noting the different actions per person with a deadline. // After the meeting: type out your notes in a logical manner and not chronologically. It needs to be organized to be sent out to 3rd Parties. Don’t forget to include the names of the participants, the agenda items, the actions and a short description of each task, to separate the primary from the secondary points and all the decision making. Future decisions or Pending Items are also important to be pointed out and settled before the next site meeting. You may also refer to 6.1.2 Minutes of Meeting template.
4.10.3 Meeting Agenda // A Meeting Agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes one or more specific items of business to be acted upon. This document is usually created a few days before a scheduled site meeting and shared in a timely manner with all involved Parties for review. You may also refer to 6.1.3 Meeting Agenda template.
4.10.4 Drawing List // This file shows all the drawings that are part of your current project. The Drawing List is one of the first documents a designer should prepare, by including both running and pending drawings. The file is sharable and attached to every Architectural Package that is being released to 3rd Parties. // The main categories of Ai Architects Drawing List are: E - Existing (Survey) 0 (zero) - General S - Setting Out / Structural Sleeves F - Floors C - Ceilings / Lighting / M&E Features
D - Details / Openings Schedule I - Interiors (Elevations @1:25) X - Carpentry M - Miscellaneous O - Other / Extra’s (Documents)
// Note that during the Construction Phase all drawings should be accompanied by a Revision Number (letter) and a Release Date, if and when changes/updates have been made. All drawings in the first Construction Package have a dash/- in the Revision box, but make sure that a revised drawing hereinafter will have a significant letter next to the drawing number (e.g. 01c, 04b, etc.). // After setting a Submission date, fill the Release Date box and the boxes next to each drawing accordingly. A dot system was created for this purpose, to point out the latest drawings that are included in each Architectural Package. For further information you may also refer to 6.1.4 Drawing List template.
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4.10.5 Contact List // This file has all the contact details of the people that are involved in a Project (clients / owners, quantity surveyor, consultants, Main Contractor & subcontractors, suppliers, etc.). This information concerns everyone and can be regularly shared with 3rd Parties. Please also refer to 6.1.5 Contact List template.
4.10.6 List of Changes // List of Changes is another sharable file and its purpose is to indicate all the changes that have been made from one Release Date to another. The document is tracking the total number of changes that have been raised during the study and gives information about all the Request and the Reply items and when these actions were taken. The Request column has a special weight, since it specifies the reason a change resulted. This information might be useful for the Quantity Surveyor, the Architect and/or the Main Contractor while sending valuations or payment orders/requests to the Client. For further details see to 6.1.6 List of Changes template.
4.10.7 Report Page // Sending Reports during the building phase is an architect’s norm. Creating a clear and presentable report is paramount. An eye-pleasing result can burnish your reputation and save valuable time and effort. Spend as much time as is required to create the document and follow the provided information if needed: i. Define the purpose of the Report. ii. Identify the receivers and their background (their ability of understanding the context). The readers’ knowledge of the subject will influence the information you include. iii. All reported items should have great impact on the project - do not include minor details if you want your audience to focus on the Primary Topics. Make sure that your conclusion is based on facts and research and not personal (not professional) opinion. iv. Highlight only the key points (do not overdo it, since the shared information is equally important), check for grammar and spelling and proofread the Report Page before sharing it with 3rd Parties.
4.11 Project Back-up // Ai Architects’ back-up procedure operates with two different systems: automatically through the main server and manually through the relocation of the non-active projects to the AiA-Architectural FTF folder (refer also to: A:\AIA-Architectural FTF). The supervision and/or the settings of the first action are under the competence of the IT Manager and the supervision of the second task applies to the Business Manager.
4.12 Presentations - Visuals 4.12.1 3D Preparation & Filing // Ai Architects filing system for 3D designs and proposals follows the same disciplines as the CAD filing system. All models and exported images should be saved in AiA000 Project > Visuals (refer also to: 3.5.3 Visuals). Use the Project Code and the week when creating a new subfolder, to describe each design attempt (unless otherwise noted or required) and be more descriptive with the file name where needed. For example: AiA129 W21 / AiA129 Kitchen 01 AiA136 W34 / AiA136 Building Block 04
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// In case the week subfolders are not applicable (mostly for projects started before Oct 2019), you may create a general subfolder that contains all the relative files, such as: Fireplace, Front Yard, Staircase, etc. The subfolder should also involve the Project Code and the general description of the content (for example: AiA103 Staircase, AiA 140 Pool Area).
Brainstorm and visualize first, design second and present your idea third. In no particular order. (The Office - Season 6, Episode 2)
4.12.2 Stills Presentation & Post-editing // The best way to increase efficiency before presenting a project or doing any photo editing is to organize and optimize your layout. This applies both Power Point or Photoshop (or other useful programs). Create a story board and try to visualize the result, the number of layers / slides required, and the time needed. This will help you manage the workload and choose the appropriate material for your presentation. You may also use the provided ppt file to save some time: A:\AiA-Stationery\AiA Operation Manual\AiA System\AiA Pres Templates. // Content and design are quite important - please follow these basic instructions before presenting your idea: avoid the slide themes included in the software (use the file mentioned on the link above or create a new one from scratch), don’t use too much text (let the image or graphics speak instead), use Sans Serif fonts (such as the proposed Helvetica and/or Open Sans), maintain strong contrast between text and background, size fonts appropriately (normal size fonts are not readable when presented), do not use more than three colors and work with a harmonious color palette, do not use more than two images per sheet (presentation slides have zero cost and there is no technical restriction) and last but not least, use only the good material: excess internet research is a personal need and not something you should share with a client. Resolution also applies in this last tip - do not use distorted or blurred images, if you want to get credits for your effort.
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5.0 Safety Procedures // All Ai Architects employees share the responsibility for protecting themselves and others from accidents and injuries by the careful observance of safe job practices and conditions. Accident prevention efforts assist in eliminating accidents, which can cause pain, and suffering to the victims as well as their families, and the loss of services to our consumers. This section of the procedure manual provides simple safety rules and procedures for the prevention of such accidents as well as emergency evacuation procedures for crises such as fire and earthquakes. // The omission of any safety information from this section does not reduce each staff person’s personal responsibility to remain alert and use good judgement when performing their duties.
5.1 General Safety Rules 1. Employees may not work under the influence of intoxicants. 2. Employees may not possess or use illegal drugs on the premises. Employees required to take prescription medication, which may impair mental or physical abilities, must notify the Business Manager. 3. Employees may not keep contraband material such as dangerous weapons or fireworks, on the premises. 4. Employees may not engage in wrestling, fighting. 5. Keep unattended drawers in desk, file cabinets, etc., closed to eliminate sources of tripping hazards. 6. Do not operate or attempt to operate any office equipment unless properly trained to do so. 7. Exercise care when using or storing sharp or pointed instruments such as letter openers, scissors, etc. 8. Keep all aisles clear of tripping hazards, such as wastebaskets, electrical cords, book stacks, etc. 9. Use power strips wisely, if additional electrical outlets are needed. 10. If climbing is necessary, use a ladder. Do not climb on to chairs or other office furniture. 11. Lift using leg muscles instead of back. Ask for assistance when an object is too heavy, awkwardly shaped, or blocks view when carrying it. 12. When observing an unsafe condition or unsafe act, report it immediately to the Business Manager.
5.2 Fire Prevention & Protection 1. Report all suspected fire hazards to the Business Manager or CFs immediately. 2. Use of any extension cords is a fire hazard and against the fire safety standards. Use of power strips is permissible by local standards. 3. Do not use spark or heat-producing devices in the vicinity of flammable liquids, vapors or gases. 4. Immediately dispose of oily rags or other flammable waste subject to spontaneous combustion in closed metal containers. 5. Smoking is not permissible in Ai Architects facilities. 6. All staff must become familiar with the location of the fire extinguishers. 7. Do not block or obstruct exits, passageways leading to fire exits, or fire extinguishing equipment.
5.3 Evacuation Procedures in Case of Fire 1. Evacuate area immediately using the safe exit and proceed to assigned assembly area. Move quickly, but do not run. Do not go to work areas to retrieve personal belongings. 2. Remain in assigned assembly area until authorized personnel of the Center or the fire department have instructed otherwise. While assembling in designated area, check to see if all personnel are present. If any staff member is missing, notify someone in charge as soon as possible, without leaving assembly area. 3. Never fight fires that involve the structure of the building. Only attempt to put out first stage fires if properly trained on how to use fire extinguishers and if it can be done safely. Remember, safety comes first.
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5.4 Earthquake Prevention & Protection 1. Keep large and heavy objects on lower shelves and drawers. 2. Bring to the attention anything that could move or fall. 1. If indoors, STAY THERE. Get under a desk or table or stand in a doorway or corner. Stay clear of windows, bookcases, cabinets, mirrors and falling plaster until the shaking stops. 2. If outside, get into the open away from buildings, trees, telephone poles and wires. 3. If driving or in a car, pull over, stop and remain inside the vehicle until the shaking is over. Do not park under overpasses or overhead wires. If the earthquake has been severe, do not attempt to cross bridges or overpasses.
5.5 Evacuation Procedures After an Earthquake 1. Be prepared for aftershocks. These are usually smaller than the main quakes, but some may be large enough to do additional damage to structures weakened by the main shock. 2. Check for injuries. If trapped, do anything to attract attention to your location. 3. If uninjured, check the people in your work area to see if they are injured or trapped and assist them as much as possible. Stop any bleeding injury by applying direct pressure to the wound. Do not move seriously injured people unless they are in immediate danger of further injury where they are. Cover injured persons if possible, (with jackets, sweaters, tablecloths, etc.) to keep them warm. 4. If uninjured and assistance is not required, proceed immediately to the assigned assembly area, following evacuation procedures, and stay there until official emergency personnel say it is safe to proceed elsewhere. Use of radio is essential for obtaining information and direction from local emergency broadcasting systems. 5. Do not use the telephone unless there is severe injury or fire.
5.6 Motor Vehicle Safety If an employee is involved in an accident while on Ai Architects business, the following steps should be taken: 1. Stop at the scene. 2. Assist any injured person. 3. Call police and medical assistance if needed. 4. Identify witnesses. 5. Notify the Business Manager.
5.7 Blackout procedures 1. Turn off all equipment that require electric power but leave one light on, so you know when the power returns. 2. Make sure your work area is safe and do not use candles or any fire generating objects for lighting. 3. Do work related activities that do not require electronics to perform such as: reading work related magazines, brochures, use the time to re-organize your work station, meet with each other over topics that you've been waiting to discuss, do site visits or project planning, etc. until the power returns.
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6.1 Appendix 6.1 Important Files 6.1.1 Cover Page
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6.1.2 Minutes of Meeting
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6.1.3 Meeting Agenda
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6.1.4 Drawing List
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6.1.5 Contact List
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6.1.6 List of Changes
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6.1.7 Project Folder - Tree View
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6.1.8 Ai Architects A4-A1 Templates
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6.1.9 Report Page
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6.1.10 Comments Page
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6.1.11 Snag List
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6.1.12 Presentation Templates (A4)
Also Available in these Colors:
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6.1.12 Presentation Templates (A3)
Also Available in these Colors:
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0.0.00 New Member Checklist
New Employee Information Name: Position: Contact Info:
First Day – DD/MM/YY Prepare for new team member’s arrival. Assign colleagues to answer general questions.
Administrative Procedures Review general administrative procedures. Office / desk / workstation Requesting time off Flexible scheduling options Reporting absences Attendance & punctuality Time keeping Standard Meetings
Introductions and Tours Give introductions to department staff and key personnel during department tour. Tour of department, including: Manager’s office (if applicable) Meeting room / common areas Printers Filing cabinets Colleagues working areas Emergency exits and Department supplies
Position Information Introduction to team. Review initial job assignments and training plans. Review job description and performance expectations and standards. Review job schedule and hours. Review payroll timing, policies and procedures.
Computers – [Insert Date] Software reviews, based on job, including: E-mail distribution list Meeting requests Data on shared drives / Databases
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