Administrative Management 行政管理

Administrative Management 行政管理 KCTang Fri, 30/07/2021 - 17:35

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Note 注​​​​​​​

  • 19/1/2023: Updated to reflect the established practice.
    19/1/2023:更新以反映既定慣例。
  • 30/7/2021: "Use of recycled paper" added.
    ​​​​​​​30/7/2021:添加了“回收紙的使用”。
  • 13/7/2021: "Sending back source files" added.
    13/7/2021:添加了“發回源文件”。
  • 7/7/2021: "Use of emails" expanded. "Filing of letters and emails" added.
    7/7/2021: 擴展了“電郵的使用”。 添加了“信件和電郵的歸檔”。
  • 7/4/2019: "Issuing Tender Documents just before holidays" added.
    7/4/2019: 添加了“臨假期前出標”。

Joining the Company 加入公司

  1. Company:
    公司:
    • Add new member's name to company address book (using Google Contacts).
      將新成員的姓名添加到公司地址簿(使用 Google 通訊錄)。
    • Create a Google calendar for the new member.
      為新成員創建一個 Google 日曆。
    • Assign a name for the calendar in the format of "AB.Ccc" where AB are the initials and Ccc is the family name.
      以“AB.Ccc”格式為日曆分配名稱,其中 AB 是首字母,Ccc 是姓氏。
    • Give the Google account name and password to the new member.
      將 Google 帳戶名和密碼提供給新成員。
  2. New member:
    新成員:
    • Sign in the Google account to access the calendar and contacts.
      登錄 Google 帳戶以訪問日曆和聯繫人。
    • Fill in own full name in English and Chinese (if applicable), office phone number, private email address and private phone number.
      填寫自己的中英文全名(如適用)、辦公室電話號碼、私人電郵地址和私人電話號碼。
    • Record own daily office appointments and leaves on the calendar.
      在日曆上記錄自己每天的辦公室約會和休假。
    • Update the times after finishing the appointments.
      完成約會後更新時間。
    • Change the name of the computer and user name on the computer assigned for use to reflect own name.
      在指定使用的電腦上更改電腦名稱和用戶名以反映自己的名稱。

(added 添加, 19/1/2023)

Office Hours 辦公時間

  1. Office:
    辦公室:
    • Normal office hours from 8:45 am to 5:45 pm from Monday to Friday except general holidays.
      正常辦公時間為周一至周五上午 8:45 至下午 5:45,公眾假期除外。
    • Lunch hour from 1:00 pm to 2:00 pm.
      午餐時間 1:00 pm 到 2:00 pm。
    • Normal office hours must be fulfilled before counting for overtime.
      在計算加班時間之前,必須完成正常的辦公時間。
  2. Staff members:
    職員:
    • Clerks must be punctual for the normal office hours.
      文員必須準時上班。
    • Some slight late arrivals of other staff members is tolerable but up to 9:30 am only.
      其他職員員的一些輕微遲到是可以容忍的,但僅限於上午 9:30前。
    • Any late arrival beyond that should be compensated by an equal amount of working time with no pay after fulfilling the normal office hours.
      超過此時間的任何遲到都應在完成正常辦公時間後以等量的無薪工作時間作為補償。
    • Sign in and out whenever they come and go.
      每當出入時都要簽到和簽出。
    • Fill in the timesheets everyday before leaving the office or just after coming back on the next day. (Timesheets will be subject to sample checks for salary payment purposes. If more than the actual time is recorded, the recorded time will be discounted based on the percentage error for salary payment purposes.)
      每天在離開辦公室之前或第二天剛回來時填寫考勤表。(計算薪酬時,會抽樣檢查考勤。如記錄超過實際的時間,計算薪酬的時間將按百分比誤差打折扣。)
    • Get the director-in-charge's consent before taking casual / annual leave.
      休事假/年假前須徵得主管董事的同意。
    • Notify all colleagues through WhatsApp before taking sick / casual / annual leave (the day before in case of pre-planned leave).
      在病假/臨時假/年假之前用 WhatsApp 通知所有同事(如果是預先計劃的假期,請提前一天)。
    • Submit doctor's certificate for sick leave afterward.
      之後提交病假醫生證明。

(Added 添加, 19/1/2023)

Issuing Tender Documents just before holidays 
臨假期前出標
​​​​​​​

  1. If  issuing Tender Documents on Friday, remind the tenderers that our office is closed on Saturday and not available for collection of documents.
    若星期五出標,提醒投標者敝公司星期六不辦公、不要到取文件。
  2. If issuing Tender Documents just before the Chinese New Year Holidays, ensure that the tendering period can accommodate the different lengths of holidays of the tenderers and their suppliers and factories. Factories usually close for longer time than the public holidays.
    若臨農曆年假前出標,確保投標期可以包容投標者及他們的供應商及工廠的不同的假期長度。工廠通常放假較公眾假期長。

(Added 添加, 7/4/2019)

Office appliances 
辦公用具

  1. Paper
    紙張
    • Use recycled paper as much as possible.
      盡可能使用再生紙。
    • Print on single side of new paper.
      在新紙上單面打印。
    • Reserve the other side for recycled use.
      保留另一頁以供回收使用。
    • Avoid printing on both sides because it will increase the workload when sorting out single and double sided printed paper in the future for scanning or disposal.
      避免雙面打印,因為這會增加日後整理單雙面打印的紙張進行掃描或處理時的工作量。
    • Print on both sides for thick documents only.
      僅厚文檔用雙面打印。
  2. 4-in-1 Printer, photocopier, scanner and fax machine
    4 合 1 打印機、複印機、掃描儀和傳真機
    • Rotate the use of recycled paper on different machines to reduce the wearing on any particular one.
      在不同的機器上輪換使用再生紙,以減少任何個別機器的磨損。
    • Rotate once every month.
    • 每月輪換一次。
  3. Binding machine
    釘裝機
  4. Telephone
    電話
  5. Broadband connection
    寬頻接線
  6. Internet service 
    互聯網服務
  7. Intranet 
    內聯網
  8. Computer 
    ​​​​​​​電腦
    • Close software when leaving the desk for long.
      長時間離開辦公桌時關閉軟件。
    • Switch off the computer after leaving the office (except when remote desktop is required for use).
      離開辦公室後關閉電腦(需要使用遠程桌面時除外)。
  9. Client software
    客戶端軟件
    • Office automation - Windows 10 and 11, Office 360.
      辦公自動化 - Windows 10 和 11、Office 360。
    • Pdf and compression - Acrobat, Wondershare, WinRar.
      Pdf 和壓縮 - Acrobat、Wondershare、WinRar。
    • CAD and BIM - Autocad, Intellicad, Revit.
      繪圖及立體資訊模擬 - Autocad、Intellicad、Revit。 
  10. Server software - Ubuntu
    伺服器軟件 - Ubuntu
    • File server - Samba.
      檔案伺服器 - Samba。
    • Email server - Postfix and Dovecot.
      電郵伺服器 - Postfix 和 Dovecot。
    • Web server - Drupal.
      網頁伺服器 - Drupal。

(Updated 更新, 19/1/2023)

Passwords 
密碼

  1. Unless authorised, do not watch, memorize or use passwords used by the Company to assess internal or external websites.
    未獲授權不應觀看、記下及使用公司使用的內外網站的密碼。
  2. Do not disclose passwords used by the Company to outside persons.
    不得對外人披露公司使用的密碼。

Fax machine setting 
傳真機的設定

  1. Set time clock.
    設定時鐘。
  2. Set sender’s identity.
    設定發送者的識別。

Printer driver 
影印機的驅動程式

  1. Do not install those provided by Windows.。
    不要安裝Windows 提供的。
  2. Install those provided by the printer companies.
    安裝打印機公司提供的。
  3. Copy the file saved in the “Installation Sources” folder in the server to the local computer, install, set to use A4, black and white, single sided and recycled paper, and delete the file after successful installation
    把存儲在伺服器”Installation Sources”檔案夾內的安裝檔抄到自己電腦,安裝,設定用A4、黑白、單面、再用紙,裝後刪除安裝檔。

Protocol when answering phone calls 
接聽電話的禮儀

  1. Answer first with company name or own name.
    先報上公司名稱或自已名稱。
  2. Pick up phone calls for other colleagues when they are not at their desk.
    當其他同事不在辦公桌前時,為他們接聽電話。
  3. Ask for the name, contact number, company and project name of the calling person and record on a paper.
    詢問來電人的姓名、聯繫電話、公司和項目名稱,並記錄在紙上。
  4. Take photo of the paper note and send immediately by WhatsApp to the colleagues intended to be called for follow-up.
    拍照紙上筆記,並立即通過 WhatsApp 發送給被找的同事跟進。​​​​​​​

(Updated 更新, 19/1/2023)

Use of recycled paper
回收紙的使用

  1. Recycle paper which has been printed on one page only.
    回收再用僅打印在一頁的紙。
  2. Only recycle paper which is in good conditions and does not have stamped marks on the printed page visible on the blank page.
    僅回收狀況良好且在空白頁上不會見到打印頁上的印記的紙張。
  3. Use recycled paper to print emails and drafts not intended for sending out as hardcopies.
    使用回收紙打印不打算作為硬拷貝發送的電子郵件和草稿。
  4. Do not send out recycled paper to outside parties because it may contain confidential information.
    不要將回收紙發送給外方,因為它可能包含機密信息。
  5. Put recycled paper in the standby storage boxes and printer trays following the facing directions indicated at the standby storage boxes or printers.
    按照備用儲物箱或打印機上指示的朝向,將回收紙放入備用儲物箱和打印機托盤中。
  6. Inspect the recycled papers to be free of staples and in the correct directions before putting them in the printer trays.
    在將回收紙放入打印機紙盒之前,檢查回收紙是否沒有釘書釘並且方向正確。
  7. Put the recycled paper in the printer trays in such a way that the previously printed page will be on the back and upside down a後fter re-printing.
    將回收紙放入打印機托盤中,使之前打印的頁面在再打印後在背面倒置。
  8. Draw a diagonal line after re-printing on the last back page of such recycled paper.
    在再打印後在最後一頁畫一條對角線。
  9.  Draw a diagonal line after re-printing on each of the previously printed pages not turned upside down .
    在再打印後在沒有倒置的舊打印頁的每頁畫一條對角線。
  10. Note that recycled pages which do not have the previously printed pages turned upside down will cause confusion when reading and when the document is to be scanned in the future.
    注意,沒有將舊打印的頁面倒置的回收紙會在閱讀時和將來掃描文檔時造成混亂。

(Added 添加, 30/7/2021)

(Updated 更新, 19/1/2023)

Use of emails 
電郵的使用

(Expanded 擴展, 7/7/2021)

(Updated 更新, 19/1/2023)

Generally
一般

  1. Follow the template for folder structure under the email Data folder to create new folder structure for new jobs.
    參照Data電郵夾下的電郵夾結構模板” template for folder structure” 的概念把所有工程的電郵夾分類及統一名稱。
  2. Do not print emails except when printed copies are required for use (particularly when drawings are to be printed for taking-off and colouring for evidence of taking-off).
    不要打印電郵,除非需要使用打印副本(特別是當需要打印圖紙以進行計量和著色以作為計量證據時)。
  3. Delete spam emails on sight, to reduce everybody’s abortive time to read (permanent clearance from the Deleted Items folder will be done by the Administrator).
    一見垃圾電郵就立刻刪除,以免人人都要花時間看(從刪除郵件夾永久刪除由管理員做)。
  4. Ignore all emails received from time to time calling for security verification regarding iTune, Apple ID, Microsoft, PayPal, HSBC, etc. since they are mostly malicious emails.
    千祈不要理會不時收到的關於iTune、 Apple ID、Microsoft、PayPal、HSBC 等等要人重新輸入認證的電郵,黑郵居多。
  5. Do not open or save attachments received from unknown persons, and do not click open links.
    不要打開或儲存來自不認識的人的附件,亦不要打開連結。

Sending emails
發送電子郵件

  1. bcc all outgoing emails back to our office.
    發出所有電郵時,密件抄送回自己公司。
  2. Check that the bcc copies are received by our office to prove that the outgoing server is working.
    檢查自己公司是否收到密件抄送副本,以證明發送伺服器正常工作。
  3. Check that there are no delivery failure message (should appear within 5 minutes) to prove that the delivery is successful.
    檢查沒有發送失敗消息(應在 5 分鐘內出現)以證明發送成功。
  4. Handle any delivery failure immediately by contacting the intended recipient for the proper address, and re-send with a remark "Re-sent due to delivery failure", cc all others on the original email to make them know.
    立即處理任何送達失敗,聯繫預期收件人以獲取正確地址,重新發送,註明“因送達失敗而重新發送”,並抄送原始電郵中的所有其他收件人以知會他們。
  5. For urgent email failed to be delivered after retry or failure to contact the intended recipient, fax the email copy to his/her company with a remark "Faxed due to email delivery failure" and the date. Email the front page back to the office. 
    緊急電郵在重試後仍未能送達或未能聯繫到預期的收件人,將電郵副本傳真給他/她的公司,並註明“因電郵送達失敗而傳真”和日期。 將首頁通過電郵發回自己公司。
  6. Email source files (Word, Excel, etc.) back to our office after sending out pdf files. Mark at the beginning "Source files attached".發送 pdf 文件後,將源文件(Word、Excel 等),電郵發送回自己公司。 在開頭標記“附加的源文件”。

Correspondence not by emails
非電郵的來往文件

  1. All outgoing and incoming documents not sent by email should be emailed back to our office for the record on the same day.
    所有非通過電郵發送的來往文件應在同一天通過電郵發送回自己公司以資記錄。

 

    Printing frequency (no longer adopted)
    打印頻率(不再採用)

    1. Print all emails once every half-an-hour as far as possible.
      盡可能每半小時打印一次所有電郵。
    2. Print before lunch break all emails received before 12 am.
      午休前打印所有在上午 12 點之前收到的電郵。
    3. Print before close of a day's work all emails received before 5 pm.
      在一天的工作結束前打印下午 5 點之前收到的所有電郵。
    4. Print upon starting a day's work all emails received before that.
      在開始一天的工作時打印之前收到的所有電郵。

    Persons responsible for filing emails
    電郵歸檔負責人

    1. Be responsible for filing the softcopies of emails of their own projects.
    2. Assign more junior or newly joined staff members to file softcopies of emails for a team of staff members.
    3. Define filters.
    4. Clerical staff (if available):
    5. Assign a person as the final guard to remind all others to print their emails by the 12 am and 5 pm deadlines, and print all remaining emails not falling within the scope of the any particular team.
    6. The above principle still applies if a clerk is employed to do the printing.

    Printing

    1. Print the newly received pages of the emails only, i.e., excluding linked pages of past emails which have been received before.
    2. Print on one-sided recycled paper. (One-sided printout will be easier for reading and future scanning for archiving.)
    3. Print on double-sided paper only when required by the surveyor responsible.
    4. Print the one with track-changes if both Word or Excel and pdf files are received.

    Not to print

    1. ​​​​​​​Delete spam emails.
    2. Delete promotional emails not relevant to our industry, profession or business.
    3. Do not delete nor print promotional emails relevant to our industry, profession or business. File them under their relevant folders, if available, otherwise under "Sales Promotion".
    4. Permanent deletion from the Trash folders should only be made by the director.
    5. Do not print documents which are too thick, say more than 30 pages. Ask the surveyor responsible to see whether the thick documents should be printed.

    Emailed copies of faxes

    1. Treat emailed copies of faxes similarly.
    2. Convert emailed copies of faxes to proper emails by forwarding each email with attached fax back to the office but stating a proper subject title and inserting an image of the first page in the email beforehand.
    1. Do not download from links sent by unknown senders for unknown purposes. Check with the senders if in doubt.
    2. Download ALL documents received through genuine links and and email them back to our office for the record.
    3. Email ALL documents sent out through links back to our office for the record.
    4. Split them into several emails if the file size is too large.

    Emails attached to emails

    1. Save emails attached to an email received on to the computer desktop and move them back to the email folder. They will appear at the positions of their original email dates. This would enable reading the story in a chronological order, and easy tracing later.
    2. Print such emails like other emails.

    Handling of printed emails

    1. When there are more than one attachment, identify whether they belong to one submission or several submissions each bearing its own serial number or date (e.g., letters, site memos, proposed variations, instructions, variation quotations, payments, minutes, regular reports, etc.).
    2. Separate between different submissions by staples or clips.
    3. Arrange different submissions according to the dates stated on them (not the dates received).
    4. Within the same submission, arrange the attachments in logical sequence, usually covering letter or site memo at the front and drawings at the back. Descriptive documents are usually in the middle. Summaries may be put before or after the details depending on the authors. Follow the specific contents page or the list of items stated in the email. Do not follow the order of the attachments to the email because they have no logical sequence. 
    5. Fold thin A3 attachment (say, not exceeding 5 pages) forward from right to left along the centre line into A4 size, and then fold the top flap from left to right along the centre line into half A4 size. 
    6. Fold thick A3 attachment backward from right to left keeping the edge clear from the left punch holes.
    7. Stamp the date received on the top right hand corner of each separate submission received (but no need for different parts of the same submission which are not supposed to be taken out for use separately).
    8. Stamp the date received on the top right hand corner on each programme and on the bottom right hand corner on each drawing because they may be filed or taken out for use separately.
    9. Mark near the date chop the relevant instruction numbers.
    10. Stamp neatly and clearly at a blank space.
    11. Do not stamp on submissions emailed by our office unless they are returned with emails received.
    12. Write on the emails simple reference numbers and dates of those separate submissions which are filed not immediately after the relevant emails to enable future tracing.
    13. Initial neatly on the bottom left corners of the emails after arranging the emails and attachments.
    14. File the emails directly in the appropriate email sub-folders of the relevant projects.
    15. If the emails are printed by somebody other than the relevant team members, file the emails under the "00Printed" email folder for subsequent filing by the relevant team members. 
    16. Distribute the printed emails once every half-an-hour to the relevant project team members for reading.
    17. Circulate within the relevant team starting from the director to the assistant. If any person is absent, pass on to the next one present.
    18. Read and initial on the top right hand corners of the emails and the first pages of separate submissions.
    19. Take immediate actions as required by the emails.
    20. File the emails in the relevant hardcopy folder after all team members have read and initialled and when no further immediate action is required.
    21. File different submissions according to their dates even though those dates may be sometime in the past so that they can tell the complete story when the files are read sequentially sometime later. The date received stamp can help to trace that emails sending them though the submission and the email may be filed separately.​​​​​​

     

    Filing of letters and emails
    信件和電郵的歸檔

    1. Create a separate folder section for each preliminary cost estimate, proposed instruction, confirmation of verbal instruction, formal instruction, other item to appear in the final account (e.g., group of provisional quantities, provisional sum), financial report, payment valuation, etc.
    2. Name the email folders or label the hardcopy folder flysheets by their serial numbers.
    3. If an email covers more than one folder section, email it back to the office with a note added to the subject so as to distinguish. Do not just make copies because identical copies will be deleted if a "remove duplicate" check is done.
    4. File requests for estimates and estimates under the proposed instruction folders. Move them to the formal instruction folders after the issuance of the formal instructions.
    5. Move confirmations of verbal instructions to the formal instruction folders after the issuance of the formal instructions.
    6. Change the folder or label names to reflect or track the move.
    7. File quotations and assessment related to a formal instruction under the same folder section, i.e., all matters related from cost estimate until agreement are to be filed together to tell the complete story.
    8. Spilt into more folders if an instruction covers more than one variation or final account item.
    9. Update the financial report descriptions and amounts to match whenever a new or revised quotation or assessment is received or issued.
    10. File communications with each tenderer separately. This is important for tracking the development, preparing the letter of award/intent, and contract binding.
    11. In principle, all incoming and outgoing documents in the email folders and hard copy folders should mirror each other, except for working documents not sent out.
    12. Bind tender documents as a book, not to be filed.

    (Added 添加, 7/7/2021)

    Use of WhatsApp 
    短信的使用

    1. Read Company chat group regularly.
    2. Reply immediately upon receipt of messages relating to self or all people, whether within or outside office hours.
      在公司群組收到關於自已或關於全部人的短訊要即覆
    3. Report after completion of the task.
      在事件完成後要報告
    4. Delete messages after completion of the task.
    5. Learn from others' messages to avoid committing the same mistakes and to adopt good practice.
    6. Delete non-relevant messages not worth keeping.

    Revit

    1. Use the License Transfer Utility provided by Revit to transfer Standalone License from one computer to another computer without infringing the license
      使用Revit提供的許可證轉移工貝(License Transfer Utility)把單機許可證從一部電腦, 轉移到另一部機而不違反許可證
    2. Use Revit 2015 because some outside companies still use Revit 2013 or 2014 and models of new version cannot be converted back to older versions
      使用Revit 2015版,此乃因為外面有些公司仍只用Revit 2013或2014版,但新版本的模型不能改回舊
    3. Use Revit 2015 for trial
      2016版屬試用

    Documentary system 
    文書機制

    1. Use standard documents and templates
      使用標準檔、範本
    2. Implement file management
      執行檔案管理
    3. State file names, reference numbers, project names, contract names, subjects
      註明檔案名稱、編號、項目名稱、合同名稱、主旨
    4. State date of receipt or dispatch, and affix acknowledgement chop
      註明收發的日期及蓋簽收章
    5. Carry out  internal check
      執行內部審核
    6. Double-check after printing
      列印後要覆核
    7. Double-check after calculating
      計算後要覆核
    8. Double-check after transferring figures
      搬移數字要覆核
    9. Check quantities and rates
      覆核數量、單價

    File compression 
    檔案壓縮

    • Set Winrar to use zip format to enable users who do not have Winrar to open (Windows file explorer can open zipped files)
      把Winrar 檔的格式設定為zip方便沒有Winrar的人打開(Windows file explorer可打開zipped 檔

    Generate pdf file from Word file 
    Word 檔轉換成 pdf檔

    • 按以下優先次序以減少檔案大小:
      • Print CutePDF (如有)
      • Print - Save as Adobe PDF (如有)
      • Print - Adobe PDF (如有)
      • Export
      • Save as

    Travelling expense 
    交通費

    • State the destination on all taxi fare receipts for the record
      在 所有的士單據上列明目的地,以作記錄

    Use of toilets 
    衛生間的使用

    1. Use the toilet roll plastic wrapper after unwrapping as the base cushion to the toilet roll to avoid wetness and reduce dirt
      把廁紙膠套在剝除後用作廁紙的座墊,以便防濕及減髒
    2. Place a new roll as reserve when the toilet roll is about to be used up
      廁紙接近用完,主動取放一卷作後備

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