SANTOS KNIGHT FRANK

FLEX

CONTENT:
• GENERAL INFORMATION

• WHO SITS WHERE?

• FLOOR ACCESS

• THE NEW WORK ENVIROMENT, PROTOCOLS AND GUIDELINES

• RELATED POLICIES

o Dress Code Policy

o Clean and Clear Desk Policy

o Lost and Found Policy

o Records Management Policy

o Waste Management Policy

 GENERAL INFORMATION

This document and the details provided serves as a policy for the beneficial use of the Santos Knight Frank office. It is
important to note that the office and the work points it contains is a shared facility, thus underscoring the need for
awareness of the needs of colleagues and respect for all users of the premises. The Santos Knight Frank office is
envisioned to be a representation of its core values – Family, Integrity, Respect, Service, and Teamwork.

Address

10th Floor Ayala Tower One and Exchange Plaza, Ayala Triangle, Ayala Avenue, Makati City, Metro Manila, 1226 PH

Business and Access Hours

Santos Knight Frank occupies the 10th and 11th floors of the Ayala Tower One and Exchange Plaza building. The 10th floor of
the office is open for business transactions and walk-in visitors from 8:00AM – 6:00PM every Monday to Friday and from
8:30AM – 12NN every Saturday, while the 11th floor is open for business transactions and walk in visitors from 8:00AM –
6:00PM every Monday to Friday.

WHO SITS WHERE?

10th Floor PASEO WING (PHASE 1)
This shall be occupied by the following business lines:
➢ President and Executive Office
➢ Occupier Services and Commercial Agency
➢ Investment and Capital Markets
➢ Residential
➢ Global Research and Consultancy
➢ Valuation and Advisory Services
➢ Business Development
➢ Group Business Services - Legal
➢ Group Business Services – PR & Corporate Communications
➢ Group Business Services – Information Technology
10th Floor PARKVIEW (Phase 2)
This shall be occupied by the following business lines:
➢ Asset Services Group - Facilities Management
➢ Asset Services Group - Property Management
➢ Asset Services Group – Project Management
➢ Asset Services Group - Technical Services
➢ Asset Services Group – Asset Management
➢ Asset Services Group – Finance
➢ Asset Services Group - Administrative
➢ Group Business Services - QMS

11th Floor
This shall be occupied by the following business lines:
➢ Group Business Services – Finance
➢ Group Business Services – Administrative
➢ Group Business Services – Human Resources

FLOOR ACCESS
BIOMETRICS & EMPLOYEE ACCESS BADGE

Designated work areas are accessible through biometrics and employee ID which is also an access badge. The doors to
main reception areas on the 10th and 11th Floors shall be kept open. However, all other doors shall be kept closed and will

only be accessed via IDs.

➢ All employees will have access to both wings on the 10th Floor. The area holds the Monday Management Meeting,

Townhall Meetings, and other amenities such as pantry, clinic/mother’s room.

➢ The 11th Floor, reception area is accessible to all employees. However, designated working areas are only

accessible to Human Resources, Corporate Finance and Administration.

➢ Special access to areas and floors otherwise shall be given on a case-to-case basis, with assistance provided by
receptionists.
CLIENTS AND VISITORS

➢ Clients, upon entering office premises, shall be escorted by their respective Santos Knight Frank employee hosts.
Applicants are to proceed directly to 11th floor reception.

Visitors, collectors, subcontractors, walk in applicants and others are expected to stay within designated visitor
lounges until assisted by Santos Knight Frank employees or given access through Santos Knight Frank employee

escort.

FLOOR ACCESS PROHIBITIONS

For the safety of employees within the floor, the following items are strictly prohibited within office premises:

➢ Flammable Substances and Combustible Materials

➢ Explosives such as flares, fireworks, bombs etc.

➢ Firearms and other deadly weapons

➢ Illegal Drugs
➢ Pets and other animals
 THE NEW WORK ENVIROMENT
WORKSTATIONS

The Santos Knight Frank office provides for typical work desks in aid of the completion of employees’ daily tasks. The
workstations occupy majority of the premises and are in the main centers of operation of each wing of the office. Each
workstation includes the desk, chair, [desk phone], [external monitor], and two convenience outlets.

Protocols & Guidelines

➢ Save for a specific number of desks earmarked for Executive Office and IT use, workstations on both wings of the
10th floor are not assigned. Upon entering the office, Santos Knight Frank personnel are free to select vacant
workstations for immediate use.
➢ Prior to vacating the workstation for a particular work day, employees shall clear the desk used of all personal
items, IT equipment, documents, stationery and rubbish so other colleagues may occupy the desk as needed.
➢ If you find all workstations are full within your natural work group, you are free to find a spare workstation in
another area.
➢ Reservation of workstations is not allowed. Camping or using the same desk continuously over extended periods is
highly discouraged.
➢ Eating at workstations shall be limited to dry snacks (chips, crackers, candies) only. Sandwiches and other meals
may be enjoyed at the pantry.
➢ Spill proof mugs and tumblers should be used at workstations.

LOCKERS

Employees assigned at both wings of the 10th Floor have allocated personal lockers to securely store personal belongings
such as handbags, laptops, toiletries and vanity kits. Additional lockers will be assigned per team for storage of petty cash
and immediate supplies. Lockers are managed by GBS – Administration.

Protocols & Guidelines

➢ Employees will be responsible for the keys to their assigned lockers.

➢ No illegal substances, alcohol, weapons or other prohibited or offensive materials are to be placed in the assigned
lockers.
➢ Perishable goods and liquid substances shall not be stored in the lockers for more than one (1) day.
➢ Use of adhesive stickers, tapes, paints and other writing materials are not allowed in personalizing the assigned
lockers. Nametags for lockers shall be provided.
➢ Writing on the surface using marker pens and other media is prohibited.
STORAGE

Business Lines shall be assigned filing cabinets for team storage of manuals and active files. (*see Records Matrix for
approved items for File Cabinet Storage). Department Cabinets shall be managed by respective department secretaries or
employees designated by business line leaders.

Protocols & Guidelines

➢ Department secretaries and designates will be responsible for the keys to their assigned team storage cabinets.
➢ No illegal substances, alcohol, weapons or other prohibited or offensive materials are to be placed in the assigned
cabinets.
➢ No perishable goods and liquid substances shall be stored in the cabinets.
➢ Team personalization of the cabinets are allowed.

MEETING & HUDDLE ROOMS

There are a variety of meeting rooms available on each floor ranging from large rooms to smaller rooms and phone
booths. These rooms are as follows:

10th Floor Showroom

➢ Board Room A (10-seater)

➢ Board Room B (10-seater)
➢ 360 Room (5-seater)
➢ Small Room (2-seater)

10th Floor Phase 1

• Huddle Room 1 (FAMILY) (4-seater)

• Huddle Room 2 (INTERGRITY) (4-seater)
• Huddle Room 3 (RESPECT) (4-seater)

10th Floor Phase 2

• Room 1 (SERVICE) (5-seater)

• Room 2 (EXCELLENCE) (5-seater)
• Room 3 (TEAMWORK) (6-seater)

11th Floor

➢ Interview Room 1
➢ Interview Room 2
Protocols & Guidelines

➢ These facilities shall be reserved prior to use. Priority access shall be granted to the reserving employee. First come,
first served.
➢ Rooms shall be booked via outlook (See Rooms Reservation Protocol for reservation process).
➢ Notify room managers of cancellations. Reserved rooms that have not been occupied 15 minutes after start of the
reservation period shall be deemed open and available for rebooking.
➢ Do not overbook or overstay.
➢ No food is allowed inside the meeting and huddle rooms save for light refreshments.
➢ Request for assistance for use of room utilities shall be coursed through appropriate managing group (IT loc 111 /
222 or Admin loc ???)
➢ Rooms must be left neat, clean, and ready for the next group at the end of the reservation. Lights must be turned
off.
➢ Reserving employee/group shall responsible for any mess or damage done to the room or amenities.

COLLABORATION AREAS

Located at each phase of the 10th Floor, collaboration areas are non-bookable and available for break out meetings,
impromptu discussions, and alternative workspaces if required. You are free to choose the collaboration area that works
best for you and your needs.

Collaboration areas are as follows:

10th Floor Showroom

➢ Show Room Lounge

➢ Show Room Team Table

10th Floor Phase 1

➢ Main Reception Area Team Table

➢ Soft Seating Areas

Protocols & Guidelines

➢ As collaboration areas are open space, mind the volume which you and your group makes.
➢ Refrain from overstaying so other employees can also access/enjoy the facility.
➢ Areas must not be personalized or ‘claimed’ by any department.
➢ Sleeping is not allowed.
➢ Collaboration areas must be left neat, clean, and ready for the next users.
PHONE BOOTHS

Phone booths are for making ang receiving calls that are confidential or longer than a few minutes. Like collaboration
areas, phone booths are non-bookable amenities we can enjoy. Kindly observe common courtesy to other users and
leave the area clean and tidy after use.

Protocols & Guidelines

➢ If you are chairing or involved in a lengthy conversation, use the phone booths.
➢ Be mindful of the use of the time in using the phone booth, do not overstay.

QUIET PODS

These work points are similar to workstations with the added feature of higher soft partitions, attenuating the volume of
the usual office sounds. Quiet pods are designed to help employees undertake work which needs more focus or
concentration than usual, and helps from the distractions which may be present in the typical workstation. While there are
convenience outlets and external monitors at these desks, there will be no desk phones installed. There are two Quiet
Pods at each wing of the Santos Knight Frank office.

Protocols & Guidelines

➢ Refrain from overstaying so other employees can also access/enjoy the facility.
➢ Areas must not be personalized or ‘claimed’ by any department.
➢ Sleeping is not allowed.
➢ Quiet Pods must be left neat, clean, and ready for the next user.

STANDING HEIGHT TABLES

To provide for a variety of work settings and help break the monotony of completing daily tasks, standing desks are
provided along selected windows. While this will allow employees to conduct their work while standing for short periods,
bar stools will be provided. No external monitors or desk phones are installed at these tables; however, convenience
outlets will be available.
Protocols & Guidelines

➢ Spots at the standing height tables are not assigned.

➢ Prior to vacating the table for a particular work day, employees shall be clear the desk used of all personal items, IT
equipment, documents, stationery and rubbish so other colleagues may occupy the desk as needed.
➢ Reservation of spots at the standing height tables is not allowed. Camping or using the same work point
continuously over extended periods is highly discouraged.
➢ Eating at this station shall be limited to dry snacks (chips, crackers, candies) only. Sandwiches and other meals may
be enjoyed at the pantry.
➢ Spill proof mugs and tumblers should be used at this work point.

PANTRY

This is the space in the office to be utilized for eating. Apart from a variety of eating spaces at set up designs, common
kitchen appliances are available for employee use such as refrigerator, microwave, and toaster. Vending machines are also
provided. The pantry shall also have a kitchen sink were employees can clean up used common kitchen wares.

Pantry Spaces are as follows:

➢ 3 Booths (4 – 6-seater per booth)

➢ Counter (4-seater)
➢ Common Chairs and Tables (30 seats)

Protocols & Guidelines

➢ Be mindful in your use of the pantry refrigerator

o Refrigerate only what needs to be kept cold.
o Do not store food or beverage for more than a day.
o Label your food/beverage.
o Only eat and drink what is yours.
o Regular cleaning shall be done every Friday, anything left shall be thrown away.
➢ Keep the pantry clean
o Clean as you see the need. Throw your trash after pantry use.
o Avoid floor hazards, if you spill something, clean it up.
o Employees are to clean and wash their own mugs and other personal utensils after use. Leaving of
unwashed or dirty utilities in the pantry sink is prohibited.
o Store your personal utensils and utilities in your respective lockers. Do not leave them in the kitchen sink.
➢ Keep the appliances you have used clean after use.
➢ Cooking is prohibited.
➢ Common items provided in the pantry shall be for guest use only.
CLINIC / MOTHER’S ROOM

Facility within the office devoted for Santos Knight Frank Employee first aid and other cases requiring simple medical
attention. Mother’s room or lactation room is a safe, clean and private space for new mothers who need to breast pump
at work. They can store milk in provided refrigerators.

Protocols & Guidelines

➢ Recreational sleeping is not allowed in the clinic.

➢ Bring your own receptacle; label your pumped milk.
➢ Do not store pumped milk for more than a day
➢ Medicine and other medical items shall be disbursed by Company First Aiders.

PRINTING AND CENTRAL SUPPLIES AREA

Areas designated for printing, binding and shredding. Supplies and other stationaries are located in this area.

10th Floor Phase 1

➢ 2 Printing Areas

10th Floor Phase 2

➢ 2 Printing Areas

11F

➢ 1 Printing Area

Protocols & Guidelines

➢ Think before you print!

➢ All technical problems regarding the items in the central supplies area should be immediately reported to IT (loc 111
and 222).
TEA POINTS

Various areas around the office are designated for drinking water, coffee, tea or mixing drinks which employees may bring
for the day. These areas are managed by GBS – Administration.

10th Floor Showroom

➢ Reception area

10th Floor Phase 1

➢ Reception area
➢ Ayala-facing area

10th Floor Phase 2

➢ Entrance

11th Floor

➢ Reception area

COAT RACKS

Protocols & Guidelines

➢ Employees will only be allowed to leave coats and jackets in the cabinet for the day’s use. Storage for more than a
work week is not allowed.
➢ At the end of each week, items found in the coat rack shall be treated as any item under the Lost and Found
Policy.
 CLEAN AND CLEAR DESK POLICY

OBJECTIVE

• To establish minimum requirements for maintaining a “clean desk” where sensitive and critical information about employees,

vendors and clients remain secure in locked areas and removed from work spaces at the end of the day or when an
employee leaves a station at the end of the day. As work stations are not designated to an employee, employees must

make sure workstations are ready for occupancy after use.

SCOPE:

• These guidelines shall be observed by all Santos Knight Frank employees.

PROCEDURE

At the end of the working day or when leaving the office, employees must ensure that:

• All sensitive/confidential information in manual copy or electronic form is secure in the prescribe repository in accordance
to the Company’s Records Management Program & Records Matrix.

• Expired, scrapped and unwanted copies of documents are disposed of in the correct manner
• All activities involving personalizing a work station (use of stickers and adhesives, putting up decorations, writing on desks

and work spaces, etc.) are strictly prohibited.

• Laptops are encouraged to be stored and locked inside lockers at the end of the day.

• Documents, stationery, personal items, and other valuables shall be cleared off the workstations. Workstations must be
sufficiently tidy at the end of each working day.

• Routine desk cleaning shall be undertaken each evening and items left at desks shall either be collected or thrown.
 LOST AND FOUND POLICY

OBJECTIVE

• Provide guidelines in handling lost and found items. This policy shall provide clear direction for the proper safeguard,
inventory and disposal of items found within office premises.

SCOPE:

• These Guidelines shall be observed by all Santos Knight Frank employees.

PROCEDURE

• Items left at working stations at the end of the day shall be collected by authorized personnel and surrendered to Admin.
• All found items shall be recorded on a register log book, stored in a secure safe and held for a period of 1 month.

• Unclaimed lost items after this period will be disposed.

• For lost items that have not been surrendered for claim, the owner may request for CCTV access upon coordination with

IT Department.
• To claim lost items, send an email to ____helpididnttakecareofmystuffandicantfindit@santos.knightfrank.ph or

asannaanggamitko@santos.knightfrank.ph ___________ describing items you wish to recover.

• The Company shall not be liable for any loss.
 WASTE MANAGEMENT POLICY

OBJECTIVE

• To provide basic guidelines in managing office waste.

SCOPE:

• These Guidelines shall be observed by all Santos Knight Frank employees.

PROCEDURE

• Waste receptacles can be found in every tea point of each floor of the office, however, only small pieces of papery and

dry wastes can be disposed in these bins.

• Wet wastes and other general wastes such as food scraps, napkins, coffee cups, plastic bags and wrappers, plastic utensils

and containers should be disposed in waste bins located in the office pantry.
• Paper and cardboard wastes shall be disposed separately. Shredders are located at every central supply station of the

office where Class A and B files should be destroyed. Class C files may be segregated in the same area where it will be
picked up by admin for disposal.
 DRESSCODE POLICY

OBJECTIVE

• To set acceptable standards to guide employees as to what deemed appropriate to wear to work. The formality of

workplace dress is determined by the context and nature of work performed, as well as the level of interaction with
internal and external clients. Employees are expected to project a professional image while at work. Clothing must be

clean, well-groomed and should not be distracting.

SCOPE:

• These Guidelines shall be observed by all Santos Knight Frank employees.

PROCEDURE

• Office personnel are expected to be in Business Attire every Monday – Friday. Santos Knight Frank polo shirts may be
worn every Friday.
• Drivers and Technicians are expected to wear Santos Knight Uniform.
• Company ID and lanyard are part of the dress code and uniforms and must be worn at all times during workdays.

SPECIFICS

• Socks - All male employees are required to wear formal socks when wearing leather shoes.
• Belt - All male employees are required to wear leather belt that matches their shoes when in business attire.
• Tie - All male employees are required to wear a tie that matches their shirt. Basic and classic designs are encouraged.
Designs with cartoon characters, logos, terms, and pictures that may be offensive to others are not permissible at all times.
• Hair - Sideburns, moustache and beard must be clean and neatly trimmed. Haircut should be no longer than the
collarbone level.
• Skirts and Dresses - All female employees shall wear skirts or dresses that are no less than two (2) inches above the knee.
• Nails - Nails should be clean, trimmed or filed. Polish must not be chipped and wearing of unusual or unconventional nail
colors must be avoided (green, blue, yellow, orange, etc.). Neutral colors are encouraged. Nail art and nail jewels are not
acceptable.
• Hair - Style should be neat, conservative, and off the face. Hair dye must always be of natural hues like brown or black
and/or must be near one’s natural hair color. Shaggy, unkempt hair is not permissible regardless of length
• Scents - Avoid wearing strong perfume and heavily-scented products. Scents can trigger asthma, overpower a room, and
are often more offensive than pleasing to others
• Jewelry and Accessories - Should be tasteful, conservative and must complement your outfit and contribute to business,
professional look.
• Tattoos and Piercing - Tattoo and piercing in any visible part of the body other than the ears will not be allowed. Female
employees must only have one set of earrings while male employees are not allowed to wear earrings while at work.
 Business Attire Recommendations for Non-uniformed Employees

PANTS

APPROPRIATE INAPPROPRIATE
Jeans/ Denim Slacks/ pants that are designed
Dress Pants like jeans

Slacks Pants used for exercise and sports

* Preferably in colors/shades of black, gray,
blue, brown or beige Shorts (Bermuda, Short, Skort)
Leggings, spandex or other form-fitting, skin-
tight and revealing pants

SKIRTS AND DRESSES

APPROPRIATE INAPPROPRIATE
Tailored Dress Short and skin-tight that ride halfway up the thigh
Tailored Skirt Maxi length dresses or skirts
Dressy two-piece knit suits or sets Sun/ Beach dresses
* Dresses and skirts must be in solid Dresses and skirts with sheer (see-through), clingy,
colors or in fine prints jersey and denim-like fabric or material
*Slit should be a modest tiny opening not
more than two (2) inches long from the
edge of the skirt or dress Flowing skirts or dresses
*Dresses and skirts are preferably knee-
length or at most two (2) inches below or
above the knee
* Sleeveless dresses may be worn only if
matched with a blazer
 SHIRTS, TOPS, BLOUSES AND JACKETS

APPROPRIATE INAPPROPRIATE
Tops with sheer (see-through), clingy, and denim-
Long-sleeved Formal Shirts like fabric or material
Shirts with potentially offensive words, terms,
Barong (Long-sleeved / Polo) logos, pictures, cartoons, or slogans
Short-sleeved or three-fourth sleeved Tops with bare shoulders, plunging necklines or
formal shirts for women low-cut backs
Formal blouses for women (long or short
sleeves) Bolero
Suit Jackets Tank Tops; Midriff Tops; Halter Tops
Coat Golf-type shirts
Cardigans Sweatshirts
* Undershirts for men must be white and
plain T-shirts
* Tops without collar may be worn only if
matched with a blazer or cardigan
 SHOES AND FOOTWEAR

APPROPRIATE INAPPROPRIATE

Leather Dress shoes Athletic shoes

Leather Flats Thongs/ Flip flops

"Peep-toed" leather shoes Sandals, slippers and slip-ons

Sling-back leather shoes Heels above three (3) inches