Restating our guidance on use of cellphone and communications

Acknowledge. Will forward this concern to our SBUs.

On Sat, Mar 11, 2017 at 9:50 AM, Holy GardensGroup <holygardens.group@gmail.com> wrote:

Jorge  U. Saguinsin

The Holy Gardens Group - "THE MEMORIAL EXPERTS"

CLARIFYING AND EMPHASIZING CORRECT PROCEDURES ON USE OF CELLPHONES AND OTHER COMMUNICATION FACILITIES

Objectives:

1.  To increase responsiveness and action by sbus and subordinates;

2.  To increase understanding shared learning and vision

3.  To hasten execution  - lessen waiting time and customer complaints;  to let projects start generating revenues early

4.  To help improve sales and net income:

      1.  Increase sales by being responsive to prospect call, an customer complaints

      2.  Reduce costs from delay and other TIMWOOD items

Reality:

1.  Almost all sbus are unanimous in not answering texts or phone calls promptly.   Even if there were missed calls, they do not acknowledge (and this happens despite warnings and having communications as part of performance evaluation

2.  Alibis that are forwarded include:  na dead batt, naiwan cellphone, maraming gumagamit ng cellphone

3.  Full ang memory ng cellphone

4.  Di napansin

5.   Mahina signal (as is usually with island province:   Mindoro and Iloilo

6.  With a customers, nasa tricycle (and yet after 3 hours they do not respond as if they are glued to whoever they are with)

5.  But cellphones are gifts of modern world to us, to have connected lives and offices

       1.  Our window to the world and the market.  Customers and prospects contact us easily through cellphones.   We miss a lot of business if we do not answer cellphones promptly

       2.  Our cellphones connect us to nerve center to 3ffb;  sbus communicate their needs to the 3ffb, and responses are easily transmitted to the former

       3.  We invested in Sun cellular and Globe lines to make communication faster. Thus if there is a difficulty with Sun, there is a back up

                                              Globe                     Sun

       La Union                                                         /

       Pangasinan                      /                             /

       Calamba                           /                             /

        Calapan                           /                              /

We pay a lot for cellphones and the lines and yet we cant understand each other:

     1.  Reports are delayed

      2.  A number of misinterpretation occur

      3.  Lack of action on pending items

COMMUNICATIONS IS NOT CELLPHONE.  It is more than that and this document solicits your passion, your understanding and your pakikisama at pananagutan to communicate.

We can only do so much to make this reminders

1.  All employees are required to have their sun or globelines SIM acquired to make it easy and economical for us to communicate/get in touch with the latter. This is a requirement for every one including officers within a week after hiring

2.  One of the unwritten rule is you must be accessible.  If you are an officer that is 24/7 and you must answer your phone, even your personal phone if you have access to sensitive data and information critical to the company

3.  Take good care of the company cellphone:

     1.  Clean it frequently, put it in  a safe place.

       The correct place for the company cell phone to be in is the office..   Do not take it with you if you are off, are going home or no leave Leave with an authorized employee

     2.  The company cellphone is left at the custody of an authorized personnel. He must answer the cp or otherwise, somebody who uses it must id himself.   Please do not give the crap if there a malicious messages, that you are not alone using the cellphone.  You are presumed to have sent the message, even if you claim otherwise

     3.  ACC (always have it charged)  and ABC (always bring charger)

4.  Answer the cellphone promptly (the 3rd ring is the latest)   If you are on the office, and the phone is company cellphone, make sure the ring and text tones are audible so that you do not miss any calls;

5.   Acknowledge if you got a missed call.  Request permission asap to make a phone call to the one who made the call.

6.  Use the cellphone for OB (Official Business only)  It is unfair that you are using this for personal use, and yet you are not answering official calls and text

7.  How to answer the cellphone properly:

      "Holy Gardens _______________,   __________________________on the line, May I help you.

       Use po and opo (for Visayan employees) or sir mam every one even if the person at the other end sounds young;

       All things exist for a reason;  (for a function) The reason for a cellphone is for communication.  If we cant communicate (we cant understand one another) we can not comply, we can not execute orders, why are we here?  Why do we have cell phone and computers.

      You cant understand nor implement this if you do not belong here or your heart is elsewhere.   Decide

From Office Etiquette on same topic:

Office Etiquette

TO         All staff and officers

SUBJECT:    Do's and dont"s - Guide to Correct Etiquette and Success

Please read the following as guide to proper behavior for success and self mastery. 

A.  General

Do's

l.   Work hard

2.  Be loyal

3.  Keep your word.  Deliver what you promise

4.  Be punctual

5.  Be obedient -  do as you told;  if you don"t, you can be fired for insubordination.

6.  Communicate -  verify what you were told;   call or text if you did not understand.  Give feedback of your assignments.  Deliver your work without being followed up.

7.  Deliver l00% of more of the delivereables.

8.  Understand the business:   company history, products, advantages over the competition, the MVP (Main Value Proposition)

9.  Put into your   and heart the company mission vision beliefs and principles.

l0.  Learn as much as you can about the work of your unit, department.  You have just two goals:  to learn about the job, and be promoted.

11.  Be in the 21st century:

       l.  Learn the social media:  sms, you tube, fb, twitter, Linked in, good read, pininterest, blogs, and web

       2.  Learn how to send and receive information at the above media.

12.   Learn to be both effective and efficient

13.    Be trustworthy and reliable

14.  Be honest

15.  Exercise leadership;  avoid being just another Juan.

16.  Love what you do and do what you love.

17.  Do not leave anything pending;  every item must have closure.

18.  Be action and solution oriented.  We are not here to debate discuss and argue.  We are here to produce results.

19.  Be part of the solution rather than the problem

20.   Think of ways how to arrive at a desired result;  do not load your brain with more problems and difficulties.

21,  Empty your cup in order to understand.  ABCD.  (Accept, Believe, Cooperate and Dance with the music)

22.  Place your self in the hands of boss/leader in order to achieve something;   obey and allow yourself to be mentored.  (cf. Pencil parable.)

23.  Have healthy attitude towards problems and difficulties.

24.  If you work for someone, you are ready to obey, be loyal and be diligent.  Establish your own business if you cant do the above.

25.  Persist;  do not ever ever quit.

26.  If it rains, open an umbrella;  if something is wrong correct it;  avoid being a spectator or thinking that a problem belongs to someone else.

27.  Know the happenings in your business environment;  things that affect the business up to l0 km radius

28,  Remove the words:  "impossible"  and "mahirap"  from your vocabulary.

29.  Be grateful for your blessings, passing through your employer no matter how humble.  There could be no happiness without gratitude.

30.  Be team oriented;  be concerned with  your business:   do not go on leave or resign when you know that everybody is struggling.  Help recruit if there is a shortage of hands.

3l.  Make things happen;  do not just watch nor be in denial of problems;

32.  Be mature.

33.  Smile, no matter how unpleasant the day maybe.

34.  Attend to unpleasant things first.

Dont:

l.  Be driven in your work;  don' t be followed up;

2. Dont harbor grievances vs your office mates or the company;  if you feel about the company, quit

3. Don't quarrel with co employees or customers.

4.  Make alibis;

5.  Be static (ganon kami nuon, ganon kami ngayon, ganon pa rin kami bukas.)

6.  Ever tell your boss if something is defective, that you found it when you first arrived.  Do something if there is a problem or defective.  What are the hindrances?  What is the progress of the project or the thing being discussed.

7.  Be left behind in learning

8.  Fail to improve your thinking and judgement.

9.  Have bad attitude:  be parochial, have small mind and be parochials

l0.  Under deliver

11.  Be selfish:  be concerned only with pay, benefits rather than your outputs.

12.  Compare the company with others; while failing to evaluate your own progress and efficiency.

 13.  If you are trainee:

            l.  Have many deliverables

            2. Be a pasaway

            3.  Be closed to new ideas and training

            4.  Go home if your  co workers are still at it.

  B. ON OFFICE BEHAVIOR

   Do

  1.   Come to office early and regularly;  if you are a trainee, dont ever late or be         
         absent during the 5 months period for whatever reason.

  2.  Wear clothes befitting office or coorporate environment:  business suits for men and women;
        do not wear party dresses or dresses that are distractive (clothes that show too
        much flesh for women)

  3.  Wear ids;  trainees must be issued id promptly.  Even contractors must have ids.

  4.  Use office equipment:  cp, computer for business purposes only.  You can be
       fired if you are caught if you do otherwise.

  5. Use a planner.  Plan what you do and do what you plan.

6.  Promptly answer phone calls promptly within the first 3 rings;  answer text messages especially from customers and bosses.

7.  Make it a habit to open emails DAILY and answer promptly;  open blogs and make comments PROMPTLY
8.  Use office supplies judiciously;  avoid wastage.

9.  CS:  promptly greet customers and attend to them;  we are all busy for the customer.

l0.  Wear clean clothes, take a bath daily wear light cologne and perfume;   avoid having bo.  Brush your teeth;  avoid having bad breath.

11.  Take care of company properties.  Avoid dropping or spilling food and drinks on cellphone and laptops.

12.  Clean as you go. Clean your utensils if you eat in the office;  deodorize the office from smell of the "ulam"

13.  Be concerned with the appearance of the office and the Holy Gardens site.

14.  Improve yourself and the business daily.

l5.  Comply with 3ffb requests for daily reports;  do not go home without submitting the reports.

l6.  Comply with memo and letters text to you promptly

17.  Be serious;  avoid horseplays during working hours.

18.  DIN  (do it now);  finish your assigned work fast without fuss.

DONTS

1.  Be late or absent;  if you are absent, do not text your excuse slip

2.  Have BO or BB

3.  Gossip or use company time to watch yahoo news or you tube or fb your friends

4.  Submit haphazard or incomplete work with wrong spelling wrong totals or difference, product, quotient

5.  Be deaf;  answer telephone  calls or text messages.

6.  Text with SUN to non sun network   learn to use their unli or their adds to postpaid;  or use the company cell for personal use.
7.  Use facebook for personal use.  we are monitoring your browser and facebook.  Some trainees are very active at fb;  sales are nil;

8.  Fail to submit book reports or internet research.  Many materials are posted at the HolyGardens Bulletinboard.

9.  Fail to open your email or blogs at least once a day.   Fail to answer them...and

10 .  Develop bad habits;  or copy such from the old timers

11.  Listen to what to whining of old or past employees;  you will not get better.

12,  Fail to meet deadlines.

13.  Offer alibis when talked to;   be good in alibis

14.  Be unclear in discussion;  be SMART.  (specific, measureable, achievable, realistic and time bound)

C. ON having sun cellular phone;

Every employee is required to have a Sun cell for ease of communication:

l.  Be sure it is charged always;

2. Be sure the sun sim is in the cp.

3.  Answer the cp when it rings;

4. Answer the text.

5. If you are in marketing make your self available for text and calls 24/7.  If you cant do it, you are not meant for marketing.

6.  Take care of the company cp. Avoid abusing dropping or scratching the cp.  The CP is entrusted to an individual.  However, it is to be left at the office when someone, the holder goes out.  That is why we require individual cp.

If the cp is in disrepair for any reason whatsoever, have it promptly repaired.  Replace the battery if discharges rapidly.  So that it will last long, charge it only if it is fully discharged.

What shall we do to make sure you read this?

D Communication 

Verbal:

l.  Speak clearly and slowly.

2.  Pay attention to the one speaking. Avoid interrupting.

3.  Clarify/ask questions if you did not understand;

4.  Speak in moderate volume;  avoid speaking in whisper.

5.  Look to the other party, if possible in the eye when he speaks.

6.  Focus, pay attention, respect the one speaking

7.  Avoid cursing the other party;   be calm and composed even if indeed he/she is irritating all ready.

8.   Steps:

      l.  Tell what is to be done

     2.  Explain the process, or give example regarding the topic.

     3.  Tell what you told them

     4.  Repeat the process if necessary

9.  Take down notes;  summarize what was discussed;   if asked for minutes submit promptly.  Give written hard copies to others who were in the meeting.

10.  Avoid obtuse and unclear statements.  Be clear and specific.  Go direct to the p;oint.

ll.  Be honest:   state that you will check the facts if you are not sure;   avoid lying.

12,  Be always prepared that you will be asked for reports/data on your work.  Remember your latest facts/data.

E. In  a meeting:

1.  Start and end the meeting promptly;

2.  Make sure only those concerned with the agenda are in the meeting

3.  Go direct to the point.  Talk about the agenda.  Be sure you have an agenda for the meeting;.

4.  Be on the agenda;  focus on the agenda

5   Focus on the meeting;  avoid doing other things on the meeting;  avoid taking calls or being
interrupted on the meeting.  Promise to go back to the caller in case your cp rang.

6.  Take notes;   review notes as you implement the contents of the meeting.

7.  Give feedback on your progress.


F.   Written communication

      This involves writing memo/sms.

l.  Use grammatically correct English;  no jojemon or avoid  street abbreviation.  Do the same if you are making posts on the FB pages;

2.  Use the normal format in a letter or memo when making an email or responding to one.

3.  KISS:   keep memos clear short and specific:  KEEP IT SHORT AND SPECIFIC

4.   Check your spelling.  This blog  for example has spell write;  it underlines words that are not spelled write.

5.  If you use all caps in email, it is a shout.  It means you are angry.

6.  Be polite in text or email (assume the one you are texting or emailing is an honorable person)  Show respect by using sir or mam.

7.  Answer text or email promptly.  Acknowledge all emails. or text.  This shows you are a civilized person and know what he/she is doing. Apologize if you replied late.

8.  Identify yourself in an email or SMS  This is very common omission.

9.  Follow up your email:  text or call that you sent an email or you posted on the blog.  Ask for comments.

10.  If you read the blog, acknowledge and write a comment.  You will increase your learning and your writing ability when you comment. 

  

Jorge  U. Saguinsin

The Holy Gardens Group - "THE MEMORIAL EXPERTS"

Holy Gardens Plus  - about sales of services as addition to the plots bought

Destiny Financial Plans Inc  - about duly licensed memorial plan for sales

Griefshare   -  free obit posting

Holy Gardens Best  - best pictures

Landscaping ideas - gorgeous landscaping ideas

CONFIDENTIALITY NOTICE/disclaimer:   The information contained herein is strictly confidential in nature and is the property of Holy Gardens Group and intended only for the intended recipient and its  reuse,reprinting or taking action other than the intended party is strictly prohibited. Holy Gardens assume no responsibility liability arising from such unauthorized use.

RRURAC:    Read, Respond, Understand, Reflect, Apply and Check   SBUS and their staff are obliged to vist the said site to comment.  It is a way of having shared learning

BIDDA:    BELIEVE INSPIRE DREAM DO ACHIEVE

Google.com+/HolyGardensGroup

--

Aibram Lei Arinque

HR Assistant