Standard Operating Procedure (SOP)

Introduction – Standard Operating Procedure

1. This is the standard procedure for all articles from 1 June 2023 and every article will be updated when required.
2. It is imperative for teamwork that communication takes places between the entire team which follows the same internal (SOP) and external (SSAP) procedure.
3. The client must be kept advised at each stage.
4. The only real meaningful way results can be achieved are, if everyone:
   1. Works as a team and communicates with each other.
   2. Conducts and carries the work out in the same way.
   3. Adopts the same habits, simultaneously.
   4. Understands and absorbs the rationale and the sentiment of the SOP and SSAP.
   5. Adopts the SOP and carries it out religiously.
5. The daily routine can be broken down as follows:
   1. Logging in (AM – opening) routine.
   2. During the Day (Work) routine.
   3. Login out (PM – Closing) routine.
6. 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)

1. Announce logging in on MS Teams.
2. Read, deal and Clear (delete) Inbox.
3. This should be cleared in the morning.
4. It should also be cleared 15 mintues before logging off at the end of the day.
5. There sholuld be a report at the end of the day to the line manager.
6. Read and deal with Public Filing, throughout the day.
7. Catch up on Client Telegram and take action where required.
8. Read MS Teams chats, and ensure all previous messages with crosses are dealt with internal SOPs in Bookmarks and deleted (all the time).
9. Announce what is being worked on, by using the convention that has been agreed and the team trained.

2. During the Day

1. Deal always with Client & Substantive work.
2. Keep an eye on the following:
   1. Public Filing for events as they take place – ensure to read every hour!
   2. Inbox – delete items that have been dealt with.
   3. Inbox – “action required” transfer to Drafts and then delete.
   4. MS Teams.
3. Client Telegram.
4. Label Calls immediately and delete.
5. Finally deal with “Admin” “AAA000” matters which are dealt with on cumultative individual list by email.

3. Logging Off (PM)

1. This is the most important and the following must be done, without fail.
2. It is for this reason 15 minute grace period is given before closing the day.
3. Announce Going offline on MS Teams
4. All messages on chats should be dealt with accordingly and deleted, if completed.
5. Ensure all calls are labelled, that relate to you and dealt with under the SOP.
6. All calls to the office only will be dealt with by SM, AnV or AV in that order.
7. Report to Line Manager on events during the day.
8. Plan the action for the next day, ready to start, without delay.
9. Do not leave until all messages have been deleted.

4. Other Points

• The entire procedure is laid down in the links to internal bookmarks.