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Minneapolis Office Protocol

Our office works in teams, which requires collaboration


and the sharing of spaces and equipment. Therefore, it
is important for everyone to understand the Protocols
that will support effective interaction and utilization of
our resources.

Winston & McKenzie, LLP


5689 Hennepin Avenue
612 555 6084
612 555 6060
1/16/2014

WHAT ARE PROTOCOLS?


Protocols are simply the forms of etiquette observed by members of an organization.

WHY ARE PROTOCOLS NECESSARY?


Our office works in teams, which requires collaboration and the sharing of spaces and
equipment. Therefore, it is important for everyone to understand the protocols that will
support effective interaction and utilization of our resources. If you have any questions
regarding these protocols, please contact Birgit Kaczmarek at Ext. 4438.
Security/Check-In Policy........................................................................................................ 3
Coffee Areas ........................................................................................................................... 4
General Protocol .................................................................................................................... 5
Housekeeping

Workstation Area .................................................................................................................... 6


Production Rooms/Printer Areas .......................................................................................... 7
Break/Lunch Room ................................................................................................................. 7
Courtyard Area ....................................................................................................................... 8
Maintenance .......................................................................................................................... 8
Outlook E-Mailing and Calendaring .................................................................................... 9
Mail Distribution Centers ...................................................................................................... 10
Marker (White) Boards ......................................................................................................... 11
Meeting Areas

Conference Rooms .............................................................................................................. 12


Open Teaming Areas ........................................................................................................... 13
Shared Spaces/Open Meeting Areas ............................................................................... 14
Parking Policy ........................................................................................................................ 15
Production Areas .................................................................................................................. 16
Resource/Learning Center ................................................................................................. 17
Wellness Room ...................................................................................................................... 18
Workspace Privacy............................................................................................................... 19

SECURITY/CHECK-IN POLICY
This is intended to provide a safe and secure workplace for normal working conditions
and also in the event of an emergency.

PROTOCOL

Everyone is required to check in at the front office receptionist desk.

Photo ID badges must be worn at all times. If you lose your ID badge, please
notify office operations staff immediately at x1000.

Elevators and stairs leading up to the second floor will require card key access
with free access between the second and third floors.

First floor doors and corridors will require card key access (with the exception of
the front door unless after hours).

Visitors, whether external or internal, must be met in the first floor office
receptionist/lobby area by a CC individual and then taken to the appropriate
meeting/office area. Internal visitors may be given access by the office
receptionist to the appropriate floor via elevator and then met by staff person.

The security guard will be available to make sure you get to your car safely if
leaving the building after dark. If the guard is not present when leaving, please
wait until he or she returns from rounds or call him or her on their pager.

GENERAL PROTOCOL
To create a level of conscious behavior that promotes a work environment where audio
and visual distraction is minimized and that promotes the ability to work effectively in
the workspace provided.

PROTOCOL

Headphones are recommended for use with radios, i-pods, CD-players, etc.

Cell phones and beepers should be set to vibrate.

Phone ringers should be set to low, including cell phones.

Speakerphones should not be used at workstations.

Conference calls should be held in enclaves or conference rooms so that others


around you wont be disrupted.

Overhead paging will be available. Call the office receptionist to request a


page. Overhead paging is intended for urgent requests only. Individual pagers
should be tried first before requesting an overhead page.

Be conscious of noise and other disruptions to adjacent workstation areas.


Individuals being disturbed should not hesitate to discuss these distractions with
individuals.

Children in the office must be accompanied by their parent or adult at all times.
If at the office for an extended period, they must be in a designated enclave or
small conference room that has been reserved for this purpose.

Please refer to HR Online for protocols on E-mail, voice mail, flex time and casual
business attire.