Policy - Campus Walk through
Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Nigeria Human Resources
Policy Name: Campus Walk Through Policy
Origination Date: October 2024
Purpose
To ensure that the venue, facilities, and arrangements for an event or visit are properly organized and meet the required standards. It allows the protocol officer to identify any logistical issues, ensure proper setup, and confirm that everything is in place for smooth operations, from seating arrangements to security measures.
Scope
It includes inspecting the venue, assessing logistics, reviewing security measures, verifying facility functionality, ensuring accessibility, confirming signage and directions, and coordinating event timing.
Definition
Campus: is the grounds and buildings of a school, college, university, or other institution. It typically includes academic buildings, libraries, dormitories, administrative offices, and recreational facilities, all located within a defined area.
Walk-through: is a physical inspection or review of a space, event, or process to ensure everything is in order or functioning properly.
Campus Walk through Policy
Each day it is expected that you do a quick walk-through of each department. This should take no longer than 5 minuets per department. A campus walkthrough is different than an inspection, as its primary focus is a quick checking to keep your eyes on things an to interact with your staff. This is less formal than an inspection. It is important this is done daily, and here is why:
Encouragement
Use this time as an opportunity to encourage your staff. By simply greeting staff members, it shows you care about them, you notice the hard work they are doing, and you are there to support them! "Therefore encourage one another and build each other up, just as in fact you are doing" (1 Thessalonians 5:11).
Check Standards
While you are greeting each department, look around and see if there is anything to take note of. Do you see a practice taking place that could be done in a more efficient way? Are employees following correct policies and protocol? Take note of any violations to address with the Department Supervisor. Remember your main focus is to be an encouragement, any correction should be done at another time with the exception of any health or safety violations. This short greeting will give you an idea of how the department is doing and if anything needs to be addressed. Take notes and schedule a follow up later.
Relationship Building
A simple periodic greeting here and there, like a "how are you" will not lead to the rapport needed to build the strong foundation of loyalty and accountability in your staff. Take time to show appreciation to the staff, pray with them, and create a trusting and supporting relationship to set the stage for open and transparent communication. Your staff should feel comfortable coming to you with any problems in the workplace. This is an appropriate time to ask about their families, commend them on their work, and do a brief check in.
Above and beyond
Think outside the confines of the expectations given and assess ways things can be done better: more efficient, cost effective, aesthetic. Assess the environment and look for ways that the campus in general can be improved. After your visit, come up with an action plan, then follow-through by talking to your supervisor and sharing your ideas for improvement.
Take Note
As you do these daily walk-throughs take notes of any corrections. Rather than addressing the full staff about an issue in the moment (which could be discouraging or get people off task) take note. Before the end of the day alert the Department's Supervisor. Depending on the severity/frequency of these corrections you may choose to do an in person meeting with the Supervisor to address standards, or, for small corrections, you can send an email. Either way, it is important to alert the Department's Supervisor of any corrections so they can be properly addressed. Any safety or hygienic practices that are not being properly followed should be corrected immediately on the spot.
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This policy will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org.