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Procedure - Daily Office Opening and Closing Procedure

Section: Human Resource Policies  
Policy Owner: Ignition633 Ministries Nigeria Human Resources  
Policy Name: Daily Office Opening and Closing Procedure   
Origination Date: November 2024

Purpose
To ensure office security by providing a structured process for handling keys, securing entry points, and monitoring the office environment to minimize risks and prevent unauthorized access. It promotes accountability by requiring admin staff to sign out and return keys, maintaining a trackable record of office access.

Scope
It applies to all administrative staff responsible for accessing, securing, and maintaining the office environment at the start and end of each workday. It covers activities such as key retrieval and return, unlocking and locking office doors, turning lights and equipment on and off, and securing all documents and valuables within the office space. 

Definition
Daily Opening: refers to the set of tasks and responsibilities carried out by designated staff members at the start of each workday to prepare the office for operations.
Daily Closing: refers to the end-of-day tasks and responsibilities performed by designated staff members to secure and shut down the office after business hours. This includes

Daily Office Opening and Closing Procedure

Opening Procedure 

  1. Collect the Key: 

  1. Sign in the Admin office key from the security office. 

  1. Retrieve the Executive office keys from the key box at the reception 

  1. Sign out the key in the key logbook to ensure accountability. 

  1. Open the Office: 

  1. Unlock the main office door and any other doors required for general access. 

  1. Check the surroundings for any unusual activity before entering, ensuring that everything appears secure. 

  1. Turn on the Lights: 

  1. Switch on all necessary lights in the office area, corridors, and other common spaces to maintain a well-lit and safe work environment. 

  1. Check Equipment and Environment: 

  1. Verify that essential equipment (e.g., computers, printers, air conditioners) is functional and set up for daily use. 

  1. Adjust temperature settings if needed for employee comfort. 

 

During work hours 

  • Monitor Office Security and Environment: 

  • Admin staff should periodically check that all security and environmental standards are maintained. 

  • Any unusual occurrences should be documented and reported immediately. 

 

Closing Procedure 

  1. Prepare to Close: 

  1. Staff should at least get prepared 15 minutes before closing time to wrap up any final tasks. 

  1. Ensure all sensitive information, documents, and valuables are securely stored or locked away. 

  1. Switch Off the Lights and Equipment: 

  1. Turn off all lights, especially in common areas and offices that won’t be in use. 

  1. Power down all non-essential office equipment, including computers, printers, and air conditioners, to save energy. 

  1. Secure the Office: 

  1. Lock the main office door and any other accessible entries. 

  1. Ensure all windows and other points of entry are secured. 

  1. Return the Key: 

  1. Return the key to its original, secure location (such as a key box, security office). 

  1. Sign the Admin office key back in to maintain a proper record. 

 

Special Instructions 

  • Report Issues: Any damage, security concerns, or equipment malfunction should be logged and reported immediately. 

  • Emergency Protocol: In case of emergency, follow the designated emergency evacuation and reporting procedures. 

 

 

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