By Moumita Adhikary.
Introduction: An easy guide to a lay man for a workplace premises visit.
i)To educate certain security policies of an organisation which are mostly found at the gates, security check posts hanged up in written signboards.
ii)To educate business code of ethics of a workplace or a business centre.
iii)To understand, retain and acknowledge values for common good of a visitor and the organisation sought after.
iv)To not spoil working hour of an working individual.
v)To learn to educate to meet business code of conduct to meet an employee who may be a close and/or far, a younger or an elder one to a visitor within an employee’s workplace premises.
Overview: First of all, a meeting purpose may vary from i)Formal to ii)Casual office visit. The intended employee with an organization an outsider may come to visit may be i)a stranger to meet possibly for an interview, appointment, other business needs, etc. ii)relative(s), an acquaintance and/or a friend to meet iii)a person a visitor is looking for, etc.
Taking a prior appointment is formal. While casual is only business casuals.
In case visitor(s) does not carry a business card of the employee who he/she/they intends to meet at the office premises, mostly a visitor has the i)desk phone number and/or ii)personal phone number(mobile, pager, cell, etc) that is required at the security gate. In case, visitor(s) do not have any phone number of an employee he/she/they intend to meet, possibly they can still meet the same person by asking the security desk at gate(s) to call up the employee’s desk from security desk by providing any other details known of that employee viz. desk location, building, etc prior entry to the office premises.
Business level project strength:
i)To provide learning material.
ii)Building, sales and procurement enhancement in alignment with approved capacity for scope of work.
iii)Non-billable to customer however essential for infrastructure building, retention to meet business ethics. Billability may depend upon complexity, customer needs and mutual business goals.
iv)To understand business objective is to attain mutual goals work related rather establishment of arrogance.
Scope of work:
i)A visitor zone has to be specific in any office premises which means a visitor should not be able to get access to the whole office premises with a visitor card only.
This is to confirm that a visitor who may not be in good and/or talking terms to an employee they intend to meet at security desk at gate(s) and still can manage an entry into his/her office premises by providing personal phone number(that possibly is managed from an acquaintance of the employee or anything like that) of that employee and create nuisance possibly harmful for that employee inside the office space.
ii)Workplace basements and parking lots are out of range of mobile towers hence can be dangerous specially for women employees or any women visitors. To ensure a visitor meets the employee he/she mentions in a visitor book of a workplace primarily at the first place to avoid workplace nuisance and maintain work ethics.
iii)A visitor shall preferably use work premises eateries accompanied with the employee mentioned to meet rather alone or anyone else.
iv)A visitor who managed to get a visitor card to entry a workplace may be a SEZ shall not be found getting access to desks, places for employee only access, buildings, HR cell, transport, other unknown employees, etc without meeting the employee intended to meet or even accompanied with the employee just in case. In case a visitor is not able to meet the employee even after getting a visitor card to get into office premises, a visitor shall contact again the security desk for help.
v)Candidates who go to a workplace for job interview are not general visitors and as a rule mostly carry prior job interview appointment letter to start channelling with the interview starting at the security check at gates in workplaces. Some organisations have separate candidate registers while some workplaces keep records for general visitor and candidates together with proper reasoning.
vi)A friend or anyone who accompanies a visitor also unknown to the employee to meet in workplace premises shall wait outside or the employee could be called up to meet outside office premises if required which means a visitor to an employee within workplace shall not be a stranger to that employee apart from anyone with specific business needs viz. insurance salesperson, credit card sellers, online shoppe service providers or salespersons, mobile shoppe salespersons, etc with approvals from their companies and prior appointment with the employee intended to visit.
vii)Parking lot space for visitors shall be specifically mentioned ones apart from employee, other’s parking lot space to avoid vehicle related hazards in a workplace parking lot.
Stringent security check and confirmation of appointment with an employee intended, for a visitor to enter a workplace with a vehicle required at security checks, gates, parking lots.
In case a visitor with an appointment carries a vehicle that consists of other people without appointment shall be enquired at security desk and proper action required.
viii)Do not compell an employee to visit in a workplace to fulfil every business need of the visitor beyond organization policies of the employee.
For example, a visitor Krishna is a salesperson from a travel company to an employee at her workplace premises Anuradha. This visit of Krishna had no appointment with Anuradha which is a security loophole and threat, shortly, Krishna is a trespasser for Anuradha. Even if there was a confirm appointment by calling up, email, text, etc business rules would have been same. Two scenarios : –
a)Krishna stared at Anuradha from distance, chose not to talk, call, e-mail, text, anything else. Krishna had parked his car in parking lot which is common to employees too that way trespassed security check as he managed to mention Anuradha’s mobile number at entry gate which he took from her on her last personal holiday with Krishna’s travel company and re-checked that mobile number from his travel company’s register and database. Anuradha is not aware what Krishna may have done as she found him disappeared from her sight in a while within her workplace that day. However, this resulted in troubles for Anuradha at work.
Hidden business motives anticipated.
b)Anuradha has moved to a different place next. No invitations sent or appointments taken for a meet. Krishna pops up around Anuradha often at that place too and does not communicate directly. On enquiry by others of nearby locality to that travel company where Krishna works, helpdesk employees informs of certain number of travel booking requirements of their company from that locality to meet their buniness needs, now, this is beyond knowledge of Anuradha and panick-rising for her and the locality too.
Anuradha is still unsure of that trespassing of Krishna previously at her workplace premises once and raised complaints to the travel company does not help her to stop Krishna’s surprise visits. This is sort of abuse.
c)Kanha is an employee to another workplace. Kanha fancies about Anuradha, reached out for her to that travel company with who Anuradha spent her holiday alone once and where Krishna works. Krishna helped/helps Kanha fetch any/all informations about Anuradha without Anuradha having any direct communication on that. Anuradha stopped to travel with the same travels company for she had chosen that company as her travel partner for her holiday and was not in search of any dating site, matrimonial site or match-making platform. This troubles Anuradha at work and non-work too though she has stopped to travel with Krishna’s travel company.
d)Next, Anuradha got sexually harassed on a dark street nearby her place. Krishna and Kanha are directly related to this even proofs are found.
Both of the guys had reached out to her locality previously too for match-making and business reasons which she does not agree with but she was/is not communicated on this directly.
e)Kanha, Krishna digs deep into Anuradha’s life apart from her travel interests and anything related to work without her consent.
To let know the necessity to not gang up like that as Kanha,Krishna does/did and not disturb anyone without consent. Anuradha had not grouped with Kanha in her personal holidays, work, etc so Kanha should stop to disturb Anuradha.
Note: Names,places,company names in example are fictitious but based on real scenarios.
Learning requirement: Fraud and abuse.
ix)No-sexual harassment policy study at workplace premises meet and similar for protected areas too and others.
i)To carry small gift, flowers, souveneirs to the employee is a business etiquette for a visitor but a mandate.
Any gift shall not be too precious, should not contain inflammables, etc apart from may be a small fragrance bottle, pepper spray bottle or anything like that.
ii)To not discuss non-work specially wedding proposals ,match-making ideas, etc at workplace premises visit.
An invitation for a meet for non-work or wedding, match-making, matrimonial could be sent in a visit of an outsider to an employee; acceptance or rejection always matters.
iii)An outsider visitor’s meet to an employee within workplace premises has to be for specific reasons and as short as possible.
Things not to do:
i)Misbehaviour, misconduct, sexual harassment, fraud, abuse, threats, etc has to be avoided.
ii)Do not spy a person on failure to fix an appointment to meet.
iii)Do not peep from behind dark window panes of vehicles in short spy nearby workplace premises gate outside to catch a glimpse, create nuisance of an employee who uses that same gate.
iv)Do not shy to speak up. Do not use harsh tones, or aggressive attitutudes in a workplace visit.
v)Do not compel anyone to take food, beverages, drinks on refusal. Do not misbehave over the table for food in any work related visit or meet. Do not starve anyone for a workplace meet.
vi)Do not use long hour of a working individual in a business day even on an outsider’s meet with an employee outside office premises nearby.
vii)Do not keep awaited a visitor for too long.
viii)In case, an employee of the same organisation needs to meet another employee seated in a different building, following should be taken care of : –
a)Try to wind up telephonic to save time.
b)Be apt of meeting reason prior to travel of an employee to a different location desk to another employee.
c)Try to avoid any such meet to save public conveyance expenses and time for the employee who visits a different office.
d)Do not impose personal views at work to an employee visitor from far.
This definitely shows inability to work with others say visitor(s). In any work related disagreement or even on an agreement, peer consultation has to occur to not harm business objectives.
e)Do not carry and/or hide arms viz. gun, knife, sword, spear, heavy metal weights, explosives, canons, etc; prohibited addictives – cigarette, cigar, weeds, alcohol, drugs viz. Heroin, cocaine, brown sugar, LSD, N10, dendrite, poison, phenyl, etc, animals, birds during visit to a workplace premises.
f) Heavy motor vehicle and big vehicle(s) entry with a visitor has to be justified and agreed upon with with authority, security.
g)Do not wear bullet proof jacket, mask, dress up and wear make-up to change your identity in a workplace premises visit to cheat on people’s trust.
ix)A visitor requires to avoid too revealing dressing and create any obscene.