‘Hot Desking’ / Open Plan Protocols

Guiding principles

 Within team allocated spaces, there is a presumption that anyone has a right to sit at any hot desk at any time, no individual shall exclusively occupy any one ‘hot desk’.

 We accept that open plan offices can be noisy and employees are expected to behave in a manner that minimises this.

Desks

 It is accepted that those who are flexible workers and work predominantly at the same location will tend to gravitate to the same desk should it be available.

 It is the individual responsibility of all employees using a hot desk to undertake a self assessment and adjust the set up of the workstation to meet their individual requirements.

 It is the individual responsibility of all employees to return workstations to the original state in which they were found.

 Computers shall be locked using a password when the desk is vacated for a short period.

 When away from the workstation for half a day or more, desks are to be cleared and workstations left accessible for other workers.

 Eating at the workstations should be kept to a minimum, however when eating at the workstation care should be taken to prevent debris accumulating on the desk or equipment.

 Please always leave desks clean, tidy and fully equipped when you leave.

 Desks shall be kept uncluttered when in use and not personalised.

 Missing or damaged equipment shall be reported to reception.

Domestics

 An induction pack for the building can be provided at reception to give guidance about the individual building e.g. nominated first aiders, fire and evacuation procedures etc and the contact details of those responsible for maintenance of the building and equipment.

 Be aware of fire evacuation procedure for the building you are in. Any queries ask at reception.

 Kitchenettes are available for use, please ensure that they are left clean and tidy following use. Please wash your own dishes, the cleaner will not be responsible for this.

Noise levels

 Be aware of noise levels in the office and try and keep conversations, either on the telephone or in person to a reasonable level.

 Be considerate over the use of mobile phones, particularly for incoming calls where you may harbouring loud, unusual or annoying ring tones. Personal mobile phones should be on silent or vibrate. Do not leave mobile phones unattended if possible.

 Please respect people’s personal space.

 Use designated quiet space where available for confidential conversations.

 Take a break for non-work related discussions to a private space.

Security

 Employee identification badges must be worn at all times.

 Where desks have been provided with a standard set of equipment please leave this in situ when you vacate the workstation.

 Safe storage for laptops will be provided in team areas if they are not being taken home.

 Security of belongings is the responsibility of the owner.

 Confidential information should not be left on the desk when it is vacated. It should be stored securely in line with Data Protection requirements.

 Please do not customise or decorate desks.

Informal Meeting Areas

 When receiving visitors please be respectful of other people working in the office and around the building.

 Ensure that visitors are accompanied at all time and sign in and out.

Breakout Areas

 Informal meetings / conversations can be held in this space

 Individuals are able to work within this space if required to do so through office limitations or work being undertaken.

Feedback

 Any queries, feedback or suggestions on working protocols please contact