Introduction – Standard Operating Procedure
- This is the standard procedure for all articles from 1 June 2023 and every article will be updated when required.
- It is imperative for teamwork that communication takes places between the entire team which follows the same internal (SOP) and external (SSAP) procedure.
- The client must be kept advised at each stage.
- The only real meaningful way results can be achieved are, if everyone:
- Works as a team and communicates with each other.
- Conducts and carries the work out in the same way.
- Adopts the same habits, simultaneously.
- Understands and absorbs the rationale and the sentiment of the SOP and SSAP.
- Adopts the SOP and carries it out religiously.
- The daily routine can be broken down as follows:
- Logging in (AM – opening) routine.
- During the Day (Work) routine.
- Login out (PM – Closing) routine.
- The remaining internal procedures are a matter of internal documentation and require everyone to sign in, work within the SOP and close off at the end of the day.
1. Logging in (AM)
- Announce logging in on MS Teams.
- Read, deal and Clear (delete) Inbox.
- This should be cleared in the morning.
- It should also be cleared 15 mintues before logging off at the end of the day.
- There sholuld be a report at the end of the day to the line manager.
- Read and deal with Public Filing, throughout the day.
- Catch up on Client Telegram and take action where required.
- Read MS Teams chats, and ensure all previous messages with crosses are dealt with internal SOPs in Bookmarks and deleted (all the time).
- Announce what is being worked on, by using the convention that has been agreed and the team trained.
2. During the Day
- Deal always with Client & Substantive work.
- Keep an eye on the following:
- Public Filing for events as they take place – ensure to read every hour!
- Inbox – delete items that have been dealt with.
- Inbox – “action required” transfer to Drafts and then delete.
- MS Teams.
- Client Telegram.
- Label Calls immediately and delete.
- Finally deal with “Admin” “AAA000” matters which are dealt with on cumultative individual list by email.
3. Logging Off (PM)
- This is the most important and the following must be done, without fail.
- It is for this reason 15 minute grace period is given before closing the day.
- Announce Going offline on MS Teams
- All messages on chats should be dealt with accordingly and deleted, if completed.
- Ensure all calls are labelled, that relate to you and dealt with under the SOP.
- All calls to the office only will be dealt with by SM, AnV or AV in that order.
- Report to Line Manager on events during the day.
- Plan the action for the next day, ready to start, without delay.
- Do not leave until all messages have been deleted.
4. Other Points
- The entire procedure is laid down in the links to internal bookmarks.