New Starter Pack
October 2016 24
Tim Pinchin
Contents Welcome to T-Impact ................................................................................................................................. 3 Key office contacts ...................................................................................................................................... 4 Value Proposition ........................................................................................................................................ 5 T-Impact History.......................................................................................................................................... 6 Sales Snapshot ............................................................................................................................................ 7 Timeline for what happens next ................................................................................................................. 9 What we need from you ........................................................................................................................... 10 Holiday ...................................................................................................................................................... 11 Sickness Notification ................................................................................................................................. 13 Dress at Work............................................................................................................................................ 14 Office environment ................................................................................................................................... 15 Equipment and Data on server ................................................................................................................. 16 IT, Technical & Remote Access ................................................................................................................. 17 Health and Safety documentation ............................................................................................................ 18 Do’s and Don’ts ......................................................................................................................................... 19 T-Impact Company Policy confirmation.................................................................................................... 20 E-mail Etiquette ........................................................................................................................................ 21
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Welcome to T-Impact Congratulations on securing your new position with T-Impact! T-Impact prides itself on providing a high quality service to its clients and employees and ensures that it complies with all applicable codes of practice, standards and regulatory requirements. Please read through the following information and keep it safe as it not only provides you with a complete record of the documentation that you will need to provide us with, but it also serves as a source of reference for contact points at TImpact, administration procedures etc.
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Key office contacts
Office telephone: 01235 854044 Contact Keith Stagner Russ Boreham Kevin Morgan Paul Hunt Marko Marcevski Tim Pinchin
Role CEO Head of Sales Finance Manager Head of HR/Resource Technical Support Head of Marketing
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Email keith.stagner@t-impact.com russ.boreham@t-impact.com accounts@t-impact.com paul.hunt@t-impact.com marko.marcevski@t-impact.com tim.pinchin@t-impact.com
Value Proposition T-Impact designs, automates and improves business process and workflow, delivering: • 42% reduction in cost for back-office systems • 40% efficiency savings for transformation programmes • 57% reduction in customer touch points for on-boarding journey Company Values • Customer Obsession - We start with the customer and work backwards. • Innovation - If you don't listen to your customers you will fail. But if you only listen to your customers you will also fail. • Bias for Action - We live in a time of unheralded revolution and insurmountable opportunity--provided we make every minute count. • Ownership - Ownership matters when you're building a great company. Owners think long-term, plead passionately for their projects and ideas, and are empowered to respectfully challenge decisions. • Value for Money - We spend money on things that really matter and believe that frugality breeds resourcefulness, self-sufficiency, and invention!
You are an ambassador for our company and our values
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T-Impact History
A brief history of T-Impact
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Sales Snapshot
We have deep knowledge of Business Process Management, gained over a number of years across a number of engagements. Some of these engagements include:
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Our services justify the investment - helping clients to deliver and achieve their goals
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Timeline for what happens next • We will set you up with a T-Impact Email account and instant messaging tool details. • Upon generation of your Email account access will be granted to the TImpact Policy Dropbox. • Any pre-screening certification to be completed with our nominated supplier. • All documentation returned to T-Impact (Documents are listed on page 9). • Within the first five working days you should contact Kevin Morgan (Finance Manager) to discuss any queries that you may have with payroll, benefits and expense re-imbursement (contract staff will also receive an overview of the invoicing and payment process). This will ensure correct and timely payments are made to you.
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What we need from you To ensure smooth on-boarding and eliminate any delay in payments we need the following documents from you. • • • • • • • •
Signed copy of your employment contract P45 Bank Details for BAC’s payment References Passport / Identification – scanned and signed copy of original Emergency contact details Proof of Identity Proof of Address
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Holiday Dates of your holidays should be agreed in advance with your manager and client by submitting a holiday approval form. T-Impact’s holiday year starts on 1 January and ends on 31 December. Your first year will be pro-rata from your start date. Holiday is accrued for each month worked. If you intend to take five days’ holiday or less, approval should be sought at least one week in advance. If you wish to take more than five days’ holiday, approval should be sought at least four weeks in advance The office will be closed for the Christmas and New Year holiday period, other than for essential business. You will need to retain a designated number of days from your leave allocation as ‘company allocated’ leave to cover the closure dates. The number of days required varies each year as a result of when the Christmas Bank holidays fall. In general the closure requires between 3 and 5 days notified well in advance exactly how many days you need to set aside. If you are working on site you must book your holiday over the period to include the contract close down days e.g. UK banks typically start back on the first full week after New Year. If any member of staff is required by a client to complete fee earning work during this period, then the above will not apply. Any member of staff involved in closing a time critical deal where limited activity over Christmas would seriously impact our ability to secure the deal Other exceptions will need to be agreed with your manager o If you do not have enough holiday allowance left then the time might be taken as Unpaid Leave You may carry over a maximum of five days' holiday from one holiday year to the next only with prior permission. You will lose any holiday which you carry over and do not use by 31 March. You are responsible for planning your handover, to ensure coverage for all important and urgent activities while out of the office. Please provide your manager with a handover plan and allow time to review/revise before your holiday begins. Your manager can provide you with a template.
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Please ensure level of detail in your handover plan provides sufficient links and data to deal with all activities while you are out of the office. We prefer to avoid contacting staff on holiday where possible.
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Sickness Notification Please notify T-Impact on each day of sickness by 9am or at the earliest opportunity by telephone only. You are required to provide a doctor’s note for absences in excess of 5 days. If you are running late for work for any reason (e.g. bad traffic) please let your line manager know to avoid any confusion. We understand these things are sometimes unavoidable.
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Dress at Work This is a professional environment and you are expected to attend work suitably dressed. It is your responsibility to maintain a high level of personal hygiene at work. Formal business attire is to be worn to staff interviews and client meetings. Personal Property You are responsible for all your own personal property on our premises or the clients premise, including cars or other vehicles in car parks provided by the Company/Client. You should insure against loss, damage or third party liabilities. Please be aware that parking fines apply on Milton Park and you are responsible for ensuring you park in appropriate parking bays.
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Office environment Kitchen -The kitchen is a communal area and must be kept clean and tidy at all times. Please place your dirty cups etc. in the dishwasher at the end of the day, please do not leave dirty items in the sink. T-Impact has a shelf (top right as you enter) with our tea, coffee, sugar and crockery. The fridge is also communal, our milk is marked. You can keep your lunch / food there but please try and mark it with your name. Please do not use any other companies or persons milk, food, crockery etc. Toilets - There are Gent’s, Ladies and disabled toilet on each floor. Fire Exits / assembly point are in the car park at the front of the building / fire alarms tested every Tuesday morning 10:45 - 11am. If the alarm goes off, please leave the building by your nearest exit and report to our Fire Monitor (main – Tim Pinchin & reserve Russ Boreham – any other full time T-Impact employee). Smoking is not allowed in the building. The smoking area is at end of the building Key fob – T-Impact pays for the key fobs, if you do not return it or lose it then the cost will be deducted from your salary Car Parking – See MPIC Car Parking plan. Please only park in the designated spaces Cleaning - our cleaners come in on a Tuesday evening. Can you please make sure that you remove all paperwork off your desk before you leave on the Tuesday evening to allow the cleaners to clean your desk? Recycling – There are recycling facilities at the offices. There is a bin in the kitchen and one in the office. Please recycle as much as possible Coffee Lounge – There is a coffee lounge beside reception for sandwiches etc.
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Equipment and Data on server If you are using a company laptop please make sure that you back-up and store for safe keeping. All laptops must be secured overnight using a security cable. Please make sure that the laptop is backed up each evening onto the server. Asset / equipment removal from office: please do not remove any item from T-Impact office without prior notice. Passwords – stored on - Administration\passwords. There are 3 passwords that are used General, Limited and Restricted. If you set up a new account please make sure that you add it to the correct document list.
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IT, Technical & Remote Access We seek to leverage cloud based tools where, possible to mitigate operational risks, enhance working flexibility and ensure value for money. Most of these tools are administered by the head of the business unit and costs are allocated to their budget. Core infrastructure is currently provided by Milton Park. All other technical support is currently managed by T-Impact technical consultants. If you have a problem or query, your best contact for any technical issue is: Technical support (acting) - Marko Marcevski Before contacting Marko, please ensure you have read the IT Instructions and Technical document. Email is accessed in the office and remotely, is provided by Outlook and Office 365. Your User name and password are the same as your T-Impact system log in Home Working - Agreement must be made with your manager, each time, before you can work from home. Please check your home working facilities before assuming you can work from home. We need to help you assess any set-up required. Please speak to technical support Printing – The Brother printer is the main printer for most documents. Can you please double side all documents as this saves paper. The Xerox printer is used for occasional colour printing.
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Health and Safety documentation Please review the following Health and Safety guides. If you have any concerns, please discuss with your line manager Tim Pinchin. Working with VDU’s Office wise
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Do’s and Don’ts
Do learn the T-Impact Value proposition. Do promote the T-Impact brand if an opportunity arises for commerciality. Do inform your T-Impact point of contact as to any problems that you encounter. Do ensure that you have an on-site induction by the Client when attending site. Do adhere to all of the clients Code of Conduct.
Don’t accept commercial calls on client site unless out of necessity. Don’t use “work” time for anything other than what you employed to do. Don’t take/ make unnecessary communications whilst on site. Don’t use foul language on Site. Don’t share/use your personal Email whilst on site
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T-Impact Company Policy confirmation All T-Impact Company policies are contained in the following Dropbox folder. Your log in details will be generated with your T-Impact Email account. Please read each prior to your engagement. Employees of T-Impact are expected to comply with the following policies and procedures. Please initial next to each policy to confirm you have read it and understand your responsibility to comply. Please sign the declaration to confirm your acceptance of all policies. https://www.dropbox.com/home/T-Impact%20HR I hereby declare that I have read and understood the: Policy Anti-Bribery policy Code of Ethical Conduct Complaints Policy Data Protection Policy Disability Statement Environment Policy Equal Opportunities Policy Equality Policy Expenses Policy Gender Equality Statement Grievance Procedure Harassment Policy Health & Safety Policy Statement Quality Policy Race Equality Policy Religion and Beliefs Guidance Sexual Orientation Policy
Please initial to confirm acceptance
Please return this sheet to T-Impact prior to employment. Name………………………… Signature.…………………….. Date…….………
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E-mail Etiquette 10 Rules to Reverse the Email Spiral 1. Respect Recipients' Time This is the fundamental rule. As the message sender, the onus is on YOU to minimize the time your email will take to process. Even if it means taking more time at your end before sending. 2. Short or Slow is not Rude Let's mutually agree to cut each other some slack. Given the email load we're all facing, it's OK if replies take a while coming and if they don't give detailed responses to all your questions. No one wants to come over as brusque, so please don't take it personally. We just want our lives back! 3. Celebrate Clarity Start with a subject line that clearly labels the topic, and maybe includes a status category [Info], [Action], [Time Sens] [Low Priority]. Use crisp, muddle-free sentences. If the email has to be longer than five sentences, make sure the first provides the basic reason for writing. Avoid strange fonts and colours. 4. Quash Open-Ended Questions It is asking a lot to send someone an email with four long paragraphs of turgid text followed by "Thoughts?". Even well-intended-but-open questions like "How can I help?" may not be that helpful. Email generosity requires simplifying, easyto-answer questions. "Can I help best by a) calling b) visiting or c) staying right out of it?!" 5. Slash Surplus cc's Cc's are like mating bunnies. For every recipient you add, you are dramatically multiplying total response time. Not to be done lightly! When there are multiple recipients, please don't default to 'Reply All'. Maybe you only need to cc a couple of people on the original thread. Or none.
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6. Tighten the Thread Some emails depend for their meaning on context. Which means it's usually right to include the thread being responded to. But it's rare that a thread should extend to more than 3 emails. Before sending, cut what's not relevant. Or consider making a phone call instead. 7. Attack Attachments Don't use graphics files as logos or signatures that appear as attachments. Time is wasted trying to see if there's something to open. Even worse is sending text as an attachment when it could have been included in the body of the email. 8. Give these Gifts: EOM NNTR If your email message can be expressed in half a dozen words, just put it in the subject line, followed by EOM (= End of Message). This saves the recipient having to actually open the message. Ending a note with "No need to respond" or NNTR, is a wonderful act of generosity. Many acronyms confuse as much as help, but these two are golden and deserve wide adoption. 9. Cut Contentless Responses You don't need to reply to every email, especially not those that are themselves clear responses. An email saying "Thanks for your note. I'm in." does not need you to reply "Great." That just cost someone another 30 seconds. 10. Disconnect! If we all agreed to spend less time doing email, we'd all get less email! Consider calendaring half-days at work where you can't go online. Or a commitment to email-free weekends. Or an 'auto-response' that references this charter. And don't forget to smell the roses.
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