2.3.3 E-mails

// 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.