SOP - Sample Manual
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Welcome to "BLUE PUDDING"We are delighted to welcome you to BLUE PUDDING and hope that your association with us will be a long, happy and progressive one. It always takes a little time to settle into a new company and its ways of working so this SOP is designed to help you do both, quickly and easily. This SOP is for your personal use and is full of important information about BLUE PUDDING and about your employment with us. Please read it carefully as it contains further details of Companys policies relating to your employment, and amplify the conditions already stated in your Contract of Employment. You will also find other general information in the SOP, as we believe it is important that you begin to feel an active and informed member of the team from the day you join us. This book should answer most questions you may have but always feel free to raise any queries to your Manager. The quality of customer service we provide to our guests is the most important factor in the success of BLUE PUDDING it is what sets our Restaurants apart from others. As one of our employees your are an important part of a team as well as one of our greatest assets and factor of the unique difference that is the service we provide to all our customers. We hope your time with us will be both for both prosperously and honourable. Blue Pudding Mission StatementOur mission is that each customer who visits BLUE PUDDING is made to feel exceptional by a very caring staff. We will treat our guests with real respect and a keenness to please. We will use common sense to serve them the best quality products with the highest level of care. We will learn to develop a personal understanding for them and, by our excellent service, we shall ensure that they return to BLUE PUDDING repeatedly. The ten commandments- of how to get along with people1. Always say less than what you think. Cultivate a low convincing voice. How you say it counts more than what you say. 2. Make promises compassionate and keep them faithfully, no matter what it costs. 3. Never let an opportunity pass to say a kind and encouraging word to or about somebody. Praise good work, regardless of who did it. If criticism is needed, criticize helpfully, never spitefully. 4. Be interested in others, their pursuits, their homes, and families. Let everyone you meet, however humble, feel that you regard him as a person of importance. 5. Be cheerful, don't burden, or depress those around you by dwelling on your minor aches and pains and small disappointments. Remember, everyone is caring some kind of a load. 6. Keep an open mind. Discuss but don't argue. It is a mark of a superior mind to be able to disagree without being disagreeable. 7. Let your virtues, if you have any, speak for themselves. Refuse to talk of another's weaknesses. Discourage gossip. It is a waste of valuable time and can be extremely destructive. 8. Pay no attention to ill-natured remarks about you. Remember, the person who carried the message may not be the most accurate reporter in the world. Simply live so that nobody will believe them. 9. Be careful of another's feelings. Wit and humour at the other person's expense are rarely worth it and may hurt when least expected. 10. Don't be anxious about the credit due to you. Do your best and be patient. Forget about yourself and let others remember. Success is much sweeter that way. Essentials
Essentials are chapters, which can be included into the SOP, however, aren't mandatory necessary. This is dependent on the company size and its mode of operation. Whether the company works closely together with the local authorities or operates fire and safety departments of one's own. The employees should be informed about they shall behave in danger situations, where the emergency exits are and who must be contacted immediately. And it includes some more useful information. The fire procedureIn the event of discovering a fire, it is important that the correct procedures are adopted in order to minimise the risk of injury to staff and customers within the vicinity of the fire. Every member of staff have to know where your call points, fire extinguisher, fire blankets and the break point alarms are, and familiar yourself with your closest fire assembly point!!! IF YOU DISCOVER A FIRE1. Operate the nearest fire alarm call point immediately (in general these are connected to the fire brigade and triggers the alarm automatically). 2. Attack the fire if it is safe to do so, using the appliances provided but with out taking personal risk. 3. If the fire cannot be controlled leave the building by the nearest available fire exit and report to your assembly area. AN ANNOUNCEMENT COULD SOUND LIKE THIS:"Attention leave the building now by the nearest available exit, do not use lifts, walk do not run." 1. Leave the building by the nearest available fire exit and report to your assembly area. 2. The Fire Wardens will take charge of the evacuation and ensure that no one is left in the area. IMPORTANT
If there is any Alarm system in place, whether a fire-, smoke or any other acoustical alert that is beeping, ringing or making another loud noise there must be a possibility for members of staff to deactivate and activate it. Because it has to be taken into consideration that a false alarm could go of, which than should be switched off. After every feasible action according to BLUE PUDDINGs procedure had been taken place, the alarm will have to be switched on again. Normally in order to take action there has to be code and a telephone number available on a public place for every member of staff. Security alertOn receipt of the Bomb Threat, it may be necessary to ask out staff to search the store. If it has been decided to organise a search the following announcement will be made over the public address system to initiate the search: AN ANNOUNCEMENT COULD SOUND LIKE THIS:"THIS IS A STAFF ANNOUNCEMENT, WILL ALL FLOOR MANAGERS PLEASE CONTACT THE DUTY DIRECTOR" On hearing the announcement, staff will be instructed by their Security Wardens of Managers to search their departments. The aim of the search is to locate any package, bag, case parcel or any other object that you would normally expect to find in your department, The search should be carried out quickly and efficiently, ensuring a clear starting and finishing point. If a suspicious object is found the following procedures must be carried out:
Remember - we are only asking you to look not to touch!! When the search has been completed an announcement will be made over the public address system, which will indicate that the alert is over: "THIS IS A STAFF ANNOUNCEMENT, If the event of an evacuation there will always be an announcement over the public address system - see fire - listen carefully to all instructions given to you. Company detailsAll employees should be informed about the exact address, phone number, Internet homepage of BLUE PUDDING and e-mail contact address. The address and phone number of the corporate headquarter should as well be indicated here. Some companies also announce the details of the managing director and top managers. Consider how embarrassing could it be for an employee if a guest is asking for the name of his managing director and he must say: "I don't know it". Company Details are important!!! Address Also:
Organisational ChartIt is vital to the business that every member of staff is aware of the organisational chart. This chart is simple and concise and gives a clear overview. Through its graphical structure it is easy to understand for each employee throughout the entire business. In some companies you will find Organisational charts that states far more positions as in the very limited one you see on top. Sometimes you might find in the chart Store Room Management, F&B Finance Department, Human Resources, Recruitment Officers and occasionally Personal Assistants and Secretaries. Human ResourcesEqual opportunities for every employee!Every company should be committed to employing only the best. Therefore, the recruitment procedure ought to be covered by an Equal Opportunities policy, which includes search, selection, conditions of employment and training. Contact your Recruitment Officer to notify them of the vacancy plus details of the vacancy, qualities, and experience you require. Raise a requisition form. All vacancies are given to General Manager for approval and Human Resources informed. HR, Recruitment and the relevant Manager who will prioritise the positions to be filled, discusses this "Vacancy List". Your Recruitment Officer may contact you to get further details of the vacancy and the job specification. This is your opportunity to influence the Recruitment Process and you should give as much information as possible (e.g. any special constraints, requirements) Recruitment may send various candidates for you to interview. When you meet candidates ensure you know the job and its expectations. Do not suggest or make promises you cannot keep just to get staff, portray the job as accurately as you can. It is important that the candidate is shown around the Outlets and introduced to staff members. Do not offer the position to any candidate. If you wish to hire someone, inform Recruitment who will make the offer of employment on your behalf. You will receive a copy of the offer of employment slip that will show the individuals start date, It is important that each new starter is properly welcomed and oriented into the department New starters should receive a welcome pack and assigned a department trainer. Employment agencies and executive search firms will only be engaged in exceptional circumstances. These will mainly be in areas that require a high level of technical competence or when the position requires special capabilities. Manual HandlingBack pain is very common and affects about 80% of the adult population. Back pain also has a tendency to keep recurring. It may arise suddenly or over a period of time. There are three types of risk involved in lifting and handling:
Ethics in businessIt is fundamental to BLUE PUDDINGs Philosophy that good ethics and good business are synonymous when viewed from moral, legal, and practical standpoints. The trust and respect of all people customers, suppliers, competitors, the general public and not least, our colleagues, - are assets that cannot be purchased, they must be earned. This is why all business must be conducted according to the highest ethical standards. Internally, we must adhere to the elements that provide the framework for a pleasant working environment, namely kindness, courtesy, and integrity. We must demonstrate respect of all colleagues and associates regardless of their sex, age, creed, racial background, or status in the organisation. BLUE PUDDING is committed to being an equal opportunity employer. The reputation for integrity of BLUE PUDDING is a priceless asset and the policy should be designed to protect this asset. Violation of this policy may lead to disciplinary action, including dismissal, depending on the gravity of the offence. Civil damages, fines, imprisonment, or other penalties may result from violations of laws relevant to the policy. Your work environmentRudiments
Some times the Business can be challenged, and you are requested to always think of your co-workers, as well as help and assist where and when necessary. From time to time, you will be requested to help in various outlets and sections, other than the one you have been contracted for. A Team can only be successful if all participate in the success of BLUE PUDDING. Your help is appreciated. Weekly meetings take place for your team in order that you may bring to the attention of your colleagues and superiors any current issues or ideas to improve service standards and working procedures. Units and DutiesSamples for Restaurant descriptions and further information about what is expected of you, you will find under the links given below. Till SystemTouch Screen Tills becoming more and more popularThe till workstations are touch screen-based microcomputers that combine the functions of both a PC and a user workstation. The touch screen has a smooth, flat, touch-sensitive liquid crystal display surface. Up to 60 touch screen keys per screen are fully programmable, and vary in key size and character size. The advantage of a touch screen is that it displays only the keys needed to complete a particular transaction. Ring the itemsSome people advise that this should be done loudly because of the contract that comes to real hereby. The customer is buying (what they did before is selection), they are going to pay; and we are selling (what we did before is propose), we are going to take the money. Ringing the items reminds the customer of what they have selected, so suggesting them to check one more time. And we do all this on the win/win shapes sake.Take the money and say how much the order isIf the customers give a note, do not lay it into your till until change is given and customer has agreed it. If customer gives coins, keep them in your hand until change is given. Say loudly what the change is "Four Dollars out of ten". Because it is impossible to convince some one of their mistake where they are sure they gave twenty pounds note.Thank and invite backThanks is a universal word, it does not call for any comment. Inviting back is a well-known word. People assigned to the till must be able to shrug off the big pressure related to it, to succeed in this last step. As the contract terminates here. If customers trust you, they should enable you to know whether they are satisfied or not.Cash Handling ProcedureWe accept the following payments: € ¥ £ $ In order to make it easier for your staff to understand how to complete a cheque a picture of one can be stated here. Or you can include a few pictures from foreign notes and explain the security marks of these. That gives the staff more confidence as they have seen the currency have an idea how it looks like and might ask fewer questions during peak hours. ImportantA cheque is accepted together with a cheque guarantee card. Ensure that the signature and the amount is correct, that the cheque is payable to BLUE PUDDING.Not every company accepts more than the local currency. Therefore, it is advisable to state in this handbook all notes and payments BLUE PUDDING will take. This will save you time, hassle and lots of misunderstandings. Table planNumberingThis is essential because if the meal is not served by the same person that took the order how do you know what the lady on this table ordered, which has to be served first?The table plan is a very helpful tool in order to orientate and navigate you through the restaurant. It is equal important in terms of new members of staff. On the table plan, you will find table numbers, seat numbers (see sample), smoking and non-smoking area, the tills inbuilt in the sideboards and more. RotaThe rota is a schedule written on a grid, stating the working days of the week, and the names of all employees of the relevant outlet. The rota should be written a week in advance and published on a public place. It gives you your working hours, shifts and breaks. Sometimes the rota is colour coded for special tasks, which have to be carried out once a week. So, you know exactly when it is your turn. Reasons for Leave are:Public Duties, Jury Service, Witness in Court, Redundancy, Wedding, Funerals etc.Every Absence without Leave is unjustified and not paid. Whether or not Leave is paid depends on BLUE PUDDING, the contract you have agreed with, and the relevant law. Usually lots of abbreviations are used to complete a rota. E.g.:
Bonus SchemeThere are various methods of motivation for Staff and Managers. One of the most successful systems is performance related payment. Therefore, you have to set up measurements for the expected performance of your team. This can be regarding sales figures, bottom line, net contribution, cost saving settings, customer services, complaint and thank you letters, margin orientated selling, up selling, savings performance settings or the overall performance of the Outlet or Company. This is about youBehaviour, Manners, Service and more
In terms of your performance, it is rudimental for you to make yourself familiar with the topics as given below. It is expected of you to perform in the way as expressed in these paragraphs. Very often, you will have to sign an acknowledgement letter after you have been given the manual. This is the proof that you have been made are aware of BLUE PUDDING standards, which you as a team member must to maintain, as you are the most powerful asset of the business and a manifestation of the what BLUE PUDDING stands for. General InformationWorking and Opening HoursYou will find the hours of work and the restaurant opening hours in the appropriate attachment to your outlet. Opening and closing times may vary in accordance with operational requirements. As there are Christmas and Easter, New Years Eve and sporadic or frequent events, when restaurant stays open for longer hours. Rota DaysIf you need a certain day off ask in advance in writing. The due date is Wednesday by 3.00pm; all requests will be done on a first come basis. Remember nothing can be promised; however we will do our best to meet to all requests depending on business demands. BreaksThe breaks vary from day to day, depending on the times of starting, daily duties, level of business, and amount of staff available. You are requested not to visit other outlets during your breaks. The staff restaurant is located on the on the ground floor. Smoking and non-smoking rest areas are situated next to it. The management determines the staff's breaks in order to organise the day as well as possible for everybody. For this reason, when asked by your manager, you must hand over your tasks immediately, and go to the staff restaurant or rest areas. Your manager and your colleagues expect you to take 50 minutes break for either lunch or dinner. SicknessIn case of sickness you are required to call work one hour before the time you are due to start on the number listed, letting us know that you are unable to attend and why. A doctor's certificate is required for illness more than five working days. You have to call back before closing the same day to let your management know if you will be coming the following day in order for us to plan ahead and avoid staff shortage. HolidaysNormally the holiday year runs from 1st of January to 31st of December every year and entitles permanent members of staff to specific amount of day's holidays if you work the full year. All holidays must be booked in advance together with your manager. If you require holidays form has to be filled out and be signed by your manager or a senior manager before authorised. Personal hygiene, grooming standards and excellent posture is without saying.Product knowledgeEvery team member of the waiting staff has to be eligible to describe every item on the a la carte menu, has to have knowledge about the taste, ingredients, preparation and presentation. The name, origin, style and price of house wines. Further knowledge is not necessary if the company has a sommelier employed. However, they should know the countries represented on the wine list and which wines are sold by glass. Further the range of beer, non-alcoholic drinks, and their prices. How to serve a customerThe below standards have been put together using the guests wishes and demands. These are the key elements and should be given close attention, as they are the key Companys Customer Care Standards. Before the guests arrive make sure:
For Food Quality ensure:
Important points to remember in service standards at BLUE PUDDING
Operations standardThe performance expected of youAttitude:It is vital to the operation that all employees are committed to it. We must actively participate in creating a successful team promoting harmony and goodwill among us all. You have to participate in a team meeting with your restaurant on a weekly basis. Bring to the attention of your superior any ideas and thoughts that might help to improve the overall service and food quality. You must be flexible when dealing with customers and do everything possible to achieve the highest standards. Control your noise levels, and unauthorised persons in the restaurant at all times. When on break use the facilities provided, and you are requested not to visit another outlet. None unauthorised persons are allowed in the outlets at any time.
Customer service statementThis chapter contains nothing else than highly professional statements concerning everything there is to learn about qualified Customer Service More and more companies realise now that customer service determines tomorrow's life of business. However, their actions and attitudes often contradict the stated intent regarding customer satisfaction as their highest priority. Here are some requirements for customer service in order to succeed. CUSTOMER SERVICE SHOULD NOT BE CONFUSED WITH SIMPLY SELLING; IT IS SOMETHING THAT HAS A LONG-TERM EFFECT AND STARTS LONG BEFORE THE SELLING PROCEDURE. IT IS THE LINK OF A NUMBER OF ACTIVITIES - SELLING, CONSULTING, ADVERTISING AND DISTRIBUTION AS WELL AS ACTIVITIES THAT ARE HEADING FORWARD TO TRACK DOWN AND TO SATISFY WISHES, REQUIREMENTS AND DEMANDS OF CUSTOMERS. ADDITIONAL TO THESE, CUSTOMER SERVICE SURROUNDS THE ANALYSIS, PLANNING, PERFORMING, AND CONTROL OF SEQUENCES, WHICH HAVE THE PURPOSE TO BUILD AND MAINTAIN PROFITABLE PROCEDURES WITH A PARTICULAR TARGET GROUP AND MEET THE REQUIREMENTS OF BLUE PUDDING AT THE SAME TIME. Definition of customer service
What is a customer?
Miscellaneous
Both your performance according to your responsibilities as well as your attitude and appearance will be assessed and discussed. Therefore, standards and descriptions have been set and measurements are in place. Even in case one fails to adhere to these criteria, there should be a regulation. Discipline & grievanceCentral to harmonious employee relations is the knowledge that a company will follow fair and reasonable procedures. This is especially important when it comes to disciplinary matters. Not only will unfair or inconsistent treatment leave employees feeling alienated and aggrieved, it could result in successful unfair dismissal claims and the consequent awards of compensation against the employer. Following a fair disciplinary procedure is not, therefore, a luxury to be used only by the large employer but it is an essential ingredient of running any successful organisation. Clear rules provide a framework for employees: they know the standard expected of them and what will happen if they fall short of that standard. No less importantly, they provide a framework for management who are made aware of company policy on disciplinary matters and can take action in a consistent manner. It is essential that the statement of terms and conditions given to each employee must include a note specifying any disciplinary rules affecting the employee. These rules should be given to each and every member of staff who joins BLUE PUDDING. Managers need to ensure that they are familiar with each of the policies. Special reference may need to be made to BLUE PUDDING Policy Manual, a copy of which should be kept in the Head Office. The appraisalAppraisal Why?A Performance Appraisal System ensures that his or her immediate manager regularly assesses everyone at BLUE PUDDING (once a year). The purpose of this assessment to make sure that everyone knows what is expected of them and is given the opportunity to discuss their individual needs. The assessment is made at a meeting when, by two-way communication, a course of action can be agreed for future development. What is it based on?It is based on key aspects of your job role, which are indicated in the appraisal form. Make sure you see a copy of this, which is available from you manager, so that you can prepare your thoughts before the meeting takes place. Passed or failed?There is no pass and no fail with an appraisal review. It is a discussion and agreement of standards of performance. You may agree that there is a consistently high standard in some areas of your job and in others, there is need to improve. This is not regarded as failing most people will have some areas they wish to improve. Who benefits?The IndividualIt is valuable for your employee to find out how they are progressing and to have the opportunity to discuss their work and future goals. It ensures that you and your team get together on a formal basis to discuss overall performance and recognise achievements. The ManagerThe appraisal can give the manager a greater appreciation of your employees job and the challenges involved plus a deeper understanding of each individual. It can improve working relations, providing the opportunity to review performance and agree objectives for the future. BLUE PUDDINGAppraisals properly conducted will create closer working relationships, highlight priorities, recognise people with potential and identify future training needs. If you want to learn everything there is about the forms, categories, levels and competencies Job descriptionsIf you want to learn how to list the responsibilities in your Job roleA final wordAs my last advise I would like to tell you that what ever you read in a manual or what ever you write in a manual at the end of the day it is up to you how do you set up yourself for success. In order to support you in this task read, understand and maintain the following 7 habits of highly effective people. This is not only for top manager this is for everybody, for people like you and me. BE PROACTIVEDont wait for something to happen or for something or somebody to come to you! Make it happen take action, start working relationship! BEGIN WITH THE END IN MIND Before you start anything, a meeting, a project or even a business conversation decide before what you want to achieve and then work through the meeting or conversation with the express intention of achieving what you had in mind. PUT FIRST THINGS FIRSTAlways try to do a priority check on yourself am I doing the most important things first? Get you activities laid out in order of importance you will be amazed at the difference this makes. THINK WIN WINJust like beginning with the end in mind, always try to crate a Win Win situation in all you dealings in business or especially with people. Nobody likes to feel they have lost, so when doing business or dealing with people always try and ensure that the other party also ends up feeling good about the deal or conversation this will develop relationships as people feel good about dealing with or talking to you. SEEK FIRST TO UNDERSTAND THEN SEEK TO BE UNDERSTOODIn all instances in dealing with situations or people always follow this advice your point of view or argument will be so much stronger if you really understand a situation or person from a tactical point of view this advice is essential. SYNERGYDevelop relationships in the workplace sound relationships enhance you strength when needing support and if you have synergy with colleagues it will allow you to support them. SHARPEN THE SAWIf a saw is used without being sharpened, it becomes blunt and requires more effort to do the job you as a person need frequent rest and time out to make sure that you are sharp! Work smarter not always harder!! We would like to congratulate you on your new job and welcome you to BLUE PUDDING. We are delighted that you have chosen to come and work with us and would like to wish you a long and successful career as part of the BLUE PUDDING Team. Good luck and all the best for the future!
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SOP, Sample Manual