City Government of Baguio

Quality Workplace Standard

Area: Individual Workstation

Purpose: 1. As official station of the employees

2. Where employees work on their tasks

Components: 1. Office desk

2. Office chair
3. File cabinet
4. File
5. Equipment
6. Trash Bins

Standards

1. Office Desk
Name of staff is posted on the visible corner of the table (to be
provided by the Quality Workplace Team).
Table top may contain 2 file boxes or file trays for current files,
calendar not exceeding the size of an A3 bond paper and only
one personal item such as covered drinking container or a
plant not exceeding 8 inches in height and not space
consuming. Figurines and Feng Shui items are not allowed.
No footwear/s shall be seen under the table.
During the day, no piled papers shall be seen on top of the
table. Unfinished tasks shall be placed on a folder/ envelope,
whichever is more applicable.
At the end of the day, table top is cleared from documents,
paper works, office supplies, and other items except for the
desktop computer with printer, if applicable.

2. Office Chair Chairs must be maintained.

Chairs, when not in used, are tucked under the table.
Only one pillow may be placed on the chair but size is not
bigger than the size of long envelope.
Only one jacket or shawl may be placed at the back seat
during the day but is kept inside the personal drawer at the end
of the day.
At all times, employees’ chairs are for respective employees’
use only.

3. File Cabinet File cabinets must be properly labeled (only the bottom drawer
shall be used for personal use).
Nothing should be seen on top of the file cabinet except for
 office files/ records placed in a file box.
File cabinets must be free from dust.
At the end of the day, no food is kept inside the cabinets.

4. File Files/ documents are neatly arranged and clearly labeled

inside drawers/ cabinets.
Current year documents are placed on top level drawer and
previous year documents are placed at the lower-level drawer.
Files are vertically arranged.
Heavy items are stored at lower levels/ layers.
Document filing on the floor is allowed provided there are no
cabinets available for storage and files are kept inside a file
box or in a container with cover.

5. Equipment Multiple electrical connections are properly tied and firmly

secured
Desktop pictures and screensavers only display “official
screensaver and/or wallpaper” which will be provided by the
Quality Workplace Team.
Frequently used tools/ equipment is placed near the user.
Equipment are turned off when not in use.
There should be no magnetic accessories on the CPU.
Computers must be free from dust.

6. Trash Bins Trash bins are placed under each employee’s table or at the
assigned corner of the room.
No leftover foods and watery trash are thrown on the bins. A
separate container with sealable covers labeled “for leftover
foods and watery trash” must be placed on the pantry or any
designated area.
Trash bins are kept not overflowing and emptied at the end of
the day, cut-off time is 4:00 PM. After which, the trash will be
collected by COLADA/ Utility Worker.

Area: Employees

Purpose: 1. Proper identification of employees

2. For professional image of employees

Standards

1. Dress Code Personnel must wear complete/ prescribed uniform at all

times.
Employee’s nameplate is worn at all times.
Wearing of sleeveless, backless, hanging and plunging dress,
short pants and slippers are not allowed within the City Hall
premises.

2. Grooming Hair is neatly cut and combed.

Shoes are properly cleaned and polished.
Area: Telephone Answering

Purpose: 1. For professional image of the office

Standards

Answer telephone courteously at all times, and return calls promptly.

Phones are answered within 3 rings.
The person answering the phone identifies oneself by saying e.g. “City Budget
Office, this is Faye Almazan speaking”, then the caller identifies himself/ herself.
The caller is advised if the call will be transferred to another person or another
department.
The person answering the phone takes note of the date/ time, name and
message of the caller if the person he/ she is looking for is not available to take
the call.

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