The Working Practices paper, outlining some simple 'house rules' for Tay House, has been published after discussion at the project Steering Group and similar input from the Programme Team made up of the move leads and representatives.  It is published in full here and there will be further opportunity for colleagues to discuss the points covered .

Office Protocols to Support Working Practices and Behaviours at Tay House

In order to alleviate fears and anxieties and ensure that our new open environment works effectively, it is considered desirable that some protocols are put in place in relation to how we work together.  Our overall aim is to achieve a comfortable, enjoyable and productive working environment at Tay House and to support the gradual development of new working practices which encourage greater staff interaction and collaboration.

These protocols are being developed in consultation with staff and will ultimately be observed by all.  They will be reviewed regularly to remind new and existing staff of their responsibilities but, importantly, should be considered a work in progress capable of adaptation based on experience over the first 6-12 months after the move.  As such they are not intended to be a draconian rule book but rather a helpful guide which will reflect the spirit of our new working environment.  It is recognised that working practices may change once staff settle into the new location. 

It is proposed that a protocols meeting, organised and led by Departmental Move Leads and Move Co-ordinators, be held every two months for the first 12 months following the move to discuss how the new working environment and staff engagement is developing, any emerging issues and their possible resolution.  It is also proposed that a quarterly Friday coffee morning is organised for the first year, with all areas invited to donate edibles and otherwise participate to help staff get to know one another.  If there is interest it may be that a social committee could be established in the longer term to take advantage of working together and to organise shared celebrations/social or charitable events.

Suggested Protocols

General

  • Be aware of colleagues’ workspaces and respect privacy.
  • Be mindful of your volume levels.  A loud voice can be distracting and make concentrating on the task in hand difficult for colleagues.  It should be ok to ask for quiet if necessary without others taking offence.
  • Ensure your language is appropriate and professional.

Work spaces/general housekeeping

  • Keep your workspace tidy. 
  • Don’t spray perfumes, aftershaves or deodorants at your desk as this may set off the fire alarm.
  • Use recycling bins for office paper which is no longer needed.
  • Try not to print emails off to read them unless this is unavoidable or necessary.
  • Ensure that you leave communal spaces and meeting rooms clean and tidy after use.
  • Wash dishes and cutlery if you use them.  Leave kitchen areas clean and tidy.
  • Leave toilets, sink areas and shower facilities clean and tidy after every use.  Be mindful of the next user and leave facilities as you would wish to find them.

Telephones/personal matters

  • Ensure departmental protocols are adhered to with regards to telephones i.e. voicemail, call pick-up, call forwarding.
  • If a pre-arranged call/discussion is likely to be lengthy, make arrangements, where possible, to use a private area or meeting room.
  • Do not interrupt a colleague when they are on the phone.
  • Keep personal calls and texting to a minimum.  If you have taken a call on your mobile phone in the office, avoid walking around as you continue your conversation, so as not to disturb others.
  • Keep mobile phones on silent or vibrate when in the office.

Confidential matters

  • Be aware of confidentiality at all times.   Ensure documents are appropriately stored and that conversations cannot be overheard.

Use of printing/scanning facilities 

  • Try not to monopolise printing or scanning facilities.  If you have a large file to print, wait until the office is quiet or advise colleagues in advance to inform them that you will require to use the printer for some time that day.
  • Do not leave the printer unfilled in terms of paper or toner or jammed.  Be respectful of the next user.
  • Consider using scanning facilities to reduce unnecessary paper storage within areas.

Working late

  • When leaving the office after working late ensure you switch off remaining lights/equipment within your departmental area.

First published: 18 September 2014

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