Professional Documents
Culture Documents
Unlocked OperationsGuide
Unlocked OperationsGuide
Introduction to
Office
Operations
Guide
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
2
Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Special thanks to
Managed by Q and
Reno for contributing.
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
3
Introduction
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
4
W
hen you want to improve your boarding program needs to be easy when
onboarding process, it can be your team is responsible for onboarding,
daunting; especially if you’re offboarding and managing people opera-
operating with small information technol- tions—all at the same time.
ogy (IT) and human resources (HR) teams.
If the process is simple, consistent and ef-
Transforming your onboarding process can fective, it can go a long way in providing
save you time and energy so that you can a good first impression for your new em-
focus on more innovative projects. Most ployees and retaining the top performers.
importantly, the maintenance of your on-
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
5 Steps to Improve Your Onboarding Process 5
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
5 Steps to Improve Your Onboarding Process 6
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
5 Steps to Improve Your Onboarding Process 7
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
5 Steps to Improve Your Onboarding Process 8
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
5 Steps to Improve Your Onboarding Process 9
Particularly in small organizations, you’re working with a group of two to three people to
onboard your new employees—a herculean feat for several people with other tasks and
projects.
When the process becomes streamlined it gets a whole lot easier, because everyone knows
their jobs beforehand. Generally, the onboarding tasks will fall to four people (or groups of
people); HR, IT, the hiring manager and their team.
Team Responsibilities:
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
5 Steps to Improve Your Onboarding Process 10
Manage the acquisition, set-up and Gather all the necessary paper-
training of any equipment at your work, policy education materials
new hire’s workstation and automate all legal processes
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
5 Steps to Improve Your Onboarding Process 11
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
12
BY Eleanor Whitney
at Managed by Q
F
ar from being an “extra” or a “perk,” a strong team culture is essential for employee
recruitment, engagement, and retention as your company scales.
In order to ensure that you create a sustainable, scalable company culture be sure you
have these elements in place:
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
How to Build a Strong Company Culture 13
Start with your your values. These guide how you imple-
ment that mission and navigate ambiguity
mission and values by defining what is most important to your
company.
To have a lasting impact, workplace cul-
ture and cultural initiatives must be guid- Having a well-defined mission and values
ed by a company’s mission and values. If will help your team know their purpose
your company doesn’t already have a mis- and vision, even if you are in a space with
sion or set of values, work with your team many other companies. To keep your mis-
to define them. sion front of mind, if you have a private
office within your coworking space, you
Your mission statement is a short, written could create a poster with your mission
statement about your company’s goals, and values to post on the wall, or find a
philosophy, function, markets, and com- way to highlight them in your group chat
petitive advantage—it’s supported by or team meetings.
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
How to Build a Strong Company Culture 14
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
How to Build a Strong Company Culture 15
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
16
S
ome find that the opportunity to mingle and network during the workday makes it
easier to socialize instead of focus. Others find events, company rituals, and office
extras to be distracting. Reports indicate that more people than ever feel distracted
by their open-plan offices and the coworking-inspired mobility of desks and furniture.
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
How to Stay Productive at Your Workplace 17
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
How to Stay Productive at Your Workplace 18
? ?
?
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
19
“
In the past, funding was the biggest need for startups,” says Naval Ravikant, entrepre-
neur and founder of Epinions and Vast.com, “But today, it’s recruiting.” Whether you’re
part of a large corporation or a small-scale startup company, the success of your orga-
nization depends on the people within your operations team.
It’s not always about quantity. Stocking your team with a few individuals who hold different
skill sets will give your company the diversity it needs.
Let’s take a look at the five people you need on your operations team:
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
The 5 People You Need on Your Operations Team 20
1. THE HR
SPECIALIST
1. Order and organization
2. Negotiation and problem-solving skills
3. Ethical practices
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
The 5 People You Need on Your Operations Team 21
2. THE IT GUY
1. Intellectual curiousity
2. Can they adapt to their surroundings?
3. Coding knowledge
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
The 5 People You Need on Your Operations Team 22
3. THE
MARKETING
STRATEGIST
1. Strong written & communication skills
2. Both analytical and creative
3. Proven success
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
The 5 People You Need on Your Operations Team 23
4. THE
FINANCE GURU
1. Analytical skills
2. Self-management
3. Relevant experience
You may not need a finance person with Qualities to look for:
the same level of training as an accoun-
tant, but due to the relatively small scale Analytical skills. This person should
that startups initially operate at, it’s essen- be able to demonstrate logical
tial that your accounts are in order. thinking to gather and analyze a
variety of financial information
Enter the finance person.
Self-management. Can this person
The finance expert is responsible for plan- perform efficiently and effectively
ning, overseeing, directing and evaluating without direct supervision or guid-
the company’s fiscal performance—and ance? That will make him or her an
making sure that what you have, money asset to your operations team
and resource-wise, is being used effec-
tively. The finance expert develops the Relevant experience. Strive to find
budget to support business goals, man- a finance person who can identify
ages operations to meet budgets, reviews how they’ve successfully advised
forecasts and takes action as needed. This other organizations and what fac-
person also approves all hiring and salary tors informed his or her actions
requirements. that helped create success
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
The 5 People You Need on Your Operations Team 24
5. THE TECH
SUPPORT
1. How well they work with others
2. Can they assess existing
information systems?
3. How will they secure your technology?
What’s the plan when the office Wi-Fi goes Can they assess your existing in-
out? Do you fidget with the router or sit formation systems? This person
on hold with your Internet service provid- should be qualified to analyze and
er waiting for answers? What about when report on the functionality of your
your smartphone access control system existing equipment and systems,
acts up? When your office security is on have experience with data security
the line, you need the right support. and disaster recovery
Startups have a clear need for tech sup-
port to navigate through a crisis when a How will they cyber-secure your
customer can’t access an application, or technology? With smaller teams
if he or she doesn’t receive an alert about increasingly attacked by cyber
degrading performance in the infrastruc- criminals, it’s crucial to hire some-
ture. one who can design and deploy a
plan to secure all of your digital in-
Qualities to look for: formation
How well they work with others. Whether you’re looking to hire 20 people
This person must be able to easily, or five, having the right team to manage
clearly and patiently communicate your operations will make a big differ-
and cooperate with employees ence in your ability to perform. With the
during tech flare ups appropriate mix of people, processes and
technology, these roles will help create a
secure, functional and efficient operations
team.
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
25
Managing Workplace
Visitor Policies
A
comprehensive visitor policy for your office should cover everything guest related,
in order to protect your space from risks of theft. This means access rights, iden-
tification and so on.
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Managing Workplace Visitor Policies 26
Policy Checklist
Each visitor should be authorized. Is access allowed to employers
Define who and in what way they outside of business hours?
grant access to visitors
Are there any waiting areas for
Means for visitor identification visitors?
(badges, name tags, magnetic
strips, etc.) Are there areas that are restricted
to visitors?
Do you want to differentiate be-
tween different types of visitors? Are visitors allowed to take photo-
Are trainees and temporary work- graphs?
ers treated as visitors or employ-
ees? Can visitors receive access to the
company’s network, or should
Visitor labels or colorful lanyards they be given access with a guest
make visitors easily noticed and username and password?
recognized
What disciplinary actions are tak-
It is highly advised that each vis- en against employees who violate
itor signs in and signs out. A visi- the policy?
tor sign-in sheet template can be
found here Should past incidents be docu-
mented and tracked?
Along with filling out a sign-in
sheet is a photo ID document
required? NOTE:
Should visitors be accompanied
by the company personnel at all
times?
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Managing Workplace Visitor Policies 27
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
28
Office Security
Basics
V ery often, workplace managers don’t take office security seriously until an incident,
such as a break-in or theft, occurs.
Solving physical security problems can be simple, starting with creating a plan for office
security. This can help prevent unnecessary misunderstandings, disruptions and keep your
office a secure and productive place to work.
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Office Security Basics 29
$551,000
3. Ensure smooth business
operations
for larger businesses,
Prevent business interuptions, like
lockouts and missing tools
severely impacting a
business’ operations and
Safeguard against liability, like in-
surance, IP protection and lawsuits
even brand image.
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Office Security Basics 30
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Office Security Basics 31
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Office Security Basics 32
Surveillance cameras help record visu- Alarms and sensor systems are a
al activity around entry and exit points of great enhancement to the other compo-
your office or high traffic areas, such as nents of office security, which are access
the front desk or package room. Video sur- control and video surveillance. They al-
veillance systems are crucial for growing low you to monitor your office space to
workplaces and offices where not every- know if an incident is about to happen
one is known to all employees. You should and enable you to step in before damage
typically install one camera for each door occurs. Alerts can help notify you to sus-
and then one or two additional cameras picious changes in the environment, such
for high-transit areas. This gives employ- as someone breaking in or opening a door
ees peace of mind, protects against theft during off-hours. They should include:
and keeps your business running smooth-
ly. They should include: Integration with security cameras
or access control systems—they
Streaming of live footage: You often already include alarm fea-
might want to remotely look at a tures
real-time video stream to see what
is going on in the office Ability to arm or disarm the alarm
remotely
Storage of video recording: Com-
panies typically require 30-day You might want a third-party com-
video storage so they can go back pany to monitor your alarm if it’s
in time to review an incident. The more helpful than having them
differences are cloud or local stor- alert you or the police directly.
age, which comes down to price vs
convenience Integration of other sensors into
the alarm ecosystem, like heat or
Access control and intercom in- humidity
tegration to be able to hear the
doorbell ring, check who is there
and unlock the door—all done re-
motely
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
33
Tips to Shape
Your Office Space
for Agile Working
BY Reno
at Enigma Visual Solutions
A
gile working is an increasingly popular concept, aimed at empowering employees
and allowing them to work with maximum flexibility. This can mean having less
constraints on working hours or style of working to improve morale, productivity
and overall work performance.
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Tips to Shape Your Office Space for Agile Working 34
This lack of boundaries, however, often share ideas and work together on differ-
necessitates some changes to the work- ent projects. These collaborative spaces
place environment. In this article, we offer should adopt an open plan design where
seven tips to help you shape your existing people do not have to knock on doors or
space for agile working. move between partitions to get to others.
2. Allow People to
Collaborate Freely
While privacy can be hindered by pure
open plan designs, it’s important that agile
working environments include some col-
laborative spaces, where employees can
get together in small or large groups to
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Tips to Shape Your Office Space for Agile Working 35
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Tips to Shape Your Office Space for Agile Working 36
the day. For this reason, organizations, worth exploring is the provision of outdoor
and the office refurbishment companies areas for work to take place.
they work with, need to ensure that office
design services are designed with this in While outdoor spaces may not be possible
mind. everywhere, office refurbishment compa-
nies are seeing more and more requests for
“Flexible spaces mean variable occupan- picnic areas or outdoor tables and chairs,
cies,” says Liza Young, writing for CIBSE so that people can work in natural environ-
Journal. “Building services engineers have ments. Advantages of outdoor working in-
to ensure lighting, ventilation, cooling and clude increased access to natural sunlight
heating are responsive, with excellent oc- and improved access to fresh air.
cupant control.”
Agile working is a growing trend and it
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
37
Office Automation
Tools
W
hen put into practice, office automation might look different for different types
of offices. Automated processes and software should assist you in creating the
flow of your own office, not force a different workflow for your employees.
Defining this workflow gets difficult as more businesses become flexible with their office
time—some businesses may want a smartphone access control system to allow employees
to come and go, while others might need digital video software to connect with co-workers
on the web.
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Office Automation Tools 38
The idea of office automation is to offer your employees flexibility and reliability. If your
office systems aren’t automated yet, we have some suggestions for a few tools you shouldn’t
live without.
Contracts: DocuSign
Staffing E-signature technology for your contracts and documents
HR rostering: Planday
Automated tool to help manage shift planning, employee
communication, time clocks and payrolls
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
Office Automation Tools 39
Service: Managed by Q
On-demand services from cleaning and maintenance to
supply replenishment
FAQ: Issuetrak
Automates customer support workflows
CRM: Hatchbuck
Point of contact with customer that introduces human
element back into CRM
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.
40
CALL US EMAIL
+1 646 663 4880 sales@getkisi.com
Brought to you by Kisi, a technology-driven physical access solution powered by mobile, cloud and IoT.