Office Access On Sundays Or Holidays

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In order to avail the Access to the Office on Sundays/Holidays, one should build some robust process to avoid any safety/security threat either to office staff or to the Office premise. These tips are useful for any stand along with a large office or for branches.

You may take below points into consideration while drafting its process or develop any ONLINE software for proper audit trail:

In the very first instance: The requisition form is required to be filled by the individual staff/group to access the Office on holidays.

The procedure to be followed at the large offices and the small branch offices may be drafted keeping in mind below steps:-

Large office:

  1. The filled Requisition form to be approved by the designated business unit head with proper justification given along with staff names who all would be working on Sunday’s/any holiday (barring national holidays)
  2. A Response team comprising of members from Facility, Physical security & Human resource team to be formed to ensure its correctness
  3. The approved form to be forwarded to the Response team i.e. respective facility & physical security team with a copy to the Human Resource team for their records.
  4. Such a duly approved Requisition form to be submitted 24 hours in advance to the Response team.
  5. The facility team to make a process towards utilizing services by the visiting staff i.e. AC to be run or not in case the no. of visiting staff is less etc
  6. Compliance to be ensured for Outsourced staff

Branch office:

  1. At Branch office level, the filled requisition form to be approved by the designated branch office staff with an E-Mail approval from his cluster/regional head with proper justification given along with staff names who all would be working on Sunday’s/any holiday (barring national holidays)
  2. THE Branch offices need to maintain the copies of such approvals for inspection by any visiting member of the Response team or anybody from the facility team.
  3. The approved form to be forwarded to the Response team i.e. respective facility & physical security team with a copy to the Human Resource team for their records.
  4. Such duly approved Requisition form to be submitted 24 hours in advance to the Response team however Exceptions may be considered on special approval of any very senior staff
  5. The facility team to make a process towards utilizing services by the visiting staff i.e. AC to be run or not in case the no. of visiting staff is less etc
  6. In case of any Bank, NBFC, Insurance or any other financial institution, the Response team may deploy additional security guard in case deemed fit
  7. Main door key management process to be taken into consideration
  8. Compliance to be ensured for Outsourced staff

Important points to be considered while drafting this process note:

  • Make this process an auditable one
  • Precautionary measures towards Contract Labour Law especially at branch office set up
  • Employee safety/satisfaction parameters to be considered especially during Month Ends falling on Sundays/Holidays
  • HR team to be kept in the loop while drafting this process
  • Include the BCP (Business contingency plan) aspect as well
  • Set up a process with the Building Management team about providing basic services such as electricity, water, AC, power back up, common area facilities wherever you have your large office is based
  • Define Responsibility matrix at every level

For any clarification, Professional Services Solutions or expert services and solutions you may connect with us at 011-42440037, E-Mail us at info@collarsconnect.com or you may even raise your requirement/query at https://collarsconnect.com/corporate-query.

We shall be happy to assist you.

Your’s Buddy

Mr. Connect

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