DEPARTMENTAL MEETINGS

DEPARTMENT : ENGINEERING APPROVED BY :

SOP NO : ENG-SOP 10

EFFECTIVE DATE : APPROVED DATE :

DATE REVISED :

GENERAL:
Knowledge and communication are powerful tools when shared and utilized within groups of
common interests and goals. Because of the complexities and man hours involved in the engineering
effort, it is essential to set aside a period of the time in which the department in its entirety may meet
together to discuss project, problems and set goals.

PROCEDURE:
The meeting will be held in a meeting room, not the engineering shop or associated mechanical
rooms. The meeting shall be mandatory for all full- and part time employees within the department.
The meeting should be scheduled according to workload allowances and during the period where the
most personnel are already on the clock. This will eliminate costly call-in overtime and allow
employees their full days off. The meeting should last at least one hour but no longer than two. A
notice containing the agenda for a meeting will be posted one week in advance to allow preparation
and scheduling. This notice will also contain a section for staff to indicate their awareness of the
meeting. Initials of the individuals on the posted notification will be sufficient. This agenda will
include the following:

1. Customer
- Your customer representative will be given time to update the department on
activities of the customer committee.

2. Loss prevention
- Safety and security issues will be addressed during this portion of the meeting.
- Review of the engineering department’s role in the emergency procedure plan.
- Drive home the point of “safety first”.

3. Department concerns
- Engineering related problems concerning maintenance of operation of
the hotel equipment which would benefit the entire group by discussing.

4. Energy
- Conservation measures or ideas to reduce utilities.
THE HOTEL CONFIDENTIAL & PROPRIETARY INFORMATION
The contents of this material are confidential and proprietary to The Hotel, and may not be reproduced, disclosed, distributed or used
without the express permission of an authorized representative of The Trans Luxury Hotel. Any other use is expressly prohibited .
 DEPARTMENTAL MEETINGS

DEPARTMENT : ENGINEERING APPROVED BY :

SOP NO : ENG-SOP 10

EFFECTIVE DATE : APPROVED DATE :

DATE REVISED :

- Areas where improvement can be accomplished.

- Areas of abuse (light left on, dripping faucet, etc).

5. Round table discussion

- Information n project, equipment or functions of a useful nature to the majority in meeting.

6. Technical training
- Information on electrical, plumbing, HVAC, pool chemicals, etc., should be addressed on a
continuous basis.
- Seminars and professionals can also be scheduled for department technical training.

Open communication should be encouraged by asking specific questions to individuals. Emphasize a

“listen & respond” philosophy. This meeting is for benefit of the entire engineering department. Other
departments should be encouraged to attend the meeting. Communication and understanding the
needs of others can accomplish a sense of team work. Copies of meeting notes should be forwarded to
human resources and general manager.

THE HOTEL CONFIDENTIAL & PROPRIETARY INFORMATION

The contents of this material are confidential and proprietary to The Hotel, and may not be reproduced, disclosed, distributed or used
without the express permission of an authorized representative of The Trans Luxury Hotel. Any other use is expressly prohibited .