Policy - Inspections
Section: Human Resource Policies
Policy Owner: Ignition633 Ministries Nigeria Human Resources
Policy Name: Inspection Policy
Origination Date: October 2024
Purpose
To ensure that all arrangements, facilities, and procedures for an event or meeting meet the required standards. It helps identify any issues or potential problems beforehand, ensuring everything is in place and running smoothly.
Scope
It includes checking the venue setup, reviewing logistics, verifying security measures, ensuring compliance with standards, confirming technical systems are working, ensuring staff readiness, and checking that the event timing is on schedule.
Definition
Inspection: the process of carefully examining or reviewing something to ensure it meets specific standards, is functioning properly, or is free of defects. It involves checking details to identify any issues or areas that need improvement.
Inspection Policy
The Protocol Officer ensures smooth and efficient coordination between departments to create a harmonious living and working environment. You are entrusted with the critical responsibility of orchestrating seamless day-to-day operations, schedules, and events that align with our Ministry's standards and goals. From meticulously inspecting and following up on event plans to overseeing the entire process from setup to guest arrival, your dedication this Ministry is paramount. Here's how you can ensure a successful and effective walkthrough:
Types of Inspection
-Department Inspections
- Kitchen
- Maintenance
- Grounds Maintenance
- Housekeeping
- Gate Guard
- Ignition633 Workshop
- Resident Inspections
- Guest Inspections
- Event Inspections
Department Inspection Expectation
Please refer to the individual inspection form for each department for details on the standards and expectations.
- Inspections are done each month
- Inspections are not scheduled with the Department Supervisor. Do not inform the Department Supervisor of when you will be doing the inspection for that department.
- Complete the comprehensive inspection checklist each month and ensure everything is to proper standard of excellence.
-Do NOT check something off it is not 100% to standard/compliance. There is no partial credit.
Resident inspection
- Inspections are done quarterly (January, April, July, & October)
- Inspections are scheduled and Residents/Guests must be given a 48 hour notice before the inspection takes place.
Inspection rules
Demenior
When conducting the inspection, have the posture of desiring proper standards and expectations for the health, safety, and function of the Ministry. This is not a process to find as many things wrong as possible or to hunt things down and "catch" people in the wrong. With that being said, it is important to be honest and have a critical eye.
Communication
During official Department Inspections, do not give feedback to workers or the Supervisor. Take notes only, and ask questions to the supervisor if necessary. All discussions should be done in a private meeting with the Department Supervisor AFTER the inspection is complete.
During Resident inspections, be quick and discrete. Remember, you are entering into someone’s personal home, so it is important to be respectful of the residents space.
Expectations
- Based on the type of inspection, it should either be a surprise inspection (for departments) or scheduled (informing guests and residents ahead of time). Please plan accordingly
- Plan head. Bring a copy of the inspection form with you.
- Complete the comprehensive inspection checklist each month and ensure everything is to proper standard of excellence.
- Do NOT check something off it is not 100% to standard/compliance. There is no partial credit.
Follow Through
After completing the inspection and meeting with the Department supervisor, it is important to follow through to ensure expectations and standards are not met. If a department is scoring poorly, you may need to schedule retraining, do additional inspections throughout the month, set additional SMART Goals, or even give Corrective Action to the Supervisor if they are consistently underperforming.
During Resident and Guest Inspections, it is important to give that feedback to the appropriate people in order to meet standards. If a household has broken furniture, you need to contact the Shop so it can be fixed and investigate why it happened. If it was caused by a neglectful resident, you will need to notify the Campus Director. Whatever the issue may be, see that it is communicated to the correct person, and follow up to ensure it has been resolved to the expected standard.
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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.