General Ops FAQThis section provides quick answers to commonly asked questions related to day-to-day operations. Employees can refer to this FAQ for guidance on routine processes, workplace policies, tools, and general operational procedures to ensure smooth and efficient functioning.

Ask them to wait in the Reception lobby

Check if Office Assistant/Office Admin/Associate Architect's Secretary are present and redirect them to the visitor.

If the above people are unavailable,

Greet → ask name/company/purpose → check appointment → inform concerned person → log entry.

Ask the concerned person if the visitor has an appointment. If they do ask them to wait until the concerned person is available to meet them. If the concerned person is unavailable inform the visitor to reschedule their appointment. 

Do not let people keep waiting for a long time.


Scheduled clients, government officials with ID, known vendors with prior intimation, courier for drop-only (reception only).
Walk-in salespeople, unknown “consultants,” job seekers without scheduled interview, random surveyors, unknown technicians.

Politely Say : “He/She is in a meeting. Please share your purpose and I’ll check availability.”

No direct entry without confirmation.

Keep distance, stay calm, don’t argue, call office manager/security/nearest senior. If unsafe, ask them to leave and call building security.

Receive it in Reception only.

Log:

sender,

package type,

for whom,

time received.

Leave it on concerned person's table.

Tag the sample with: vendor name, date, project name, contact number, collected by (staff name).
No walk-in demos. Take brochure + contact; schedule only if relevant.

“RDX Architects, good morning/afternoon, this is ___, how can I help?”

  • Name, location, project type, approx area, timeline, budget range (if comfortable), how they found us.

  • Only after collecting basic details + checking availability.

    • collect resume → share HR email → do not allow inside studio → schedule only if shortlisted.
    Never share internal network password to guests. Only staff can access Wi-Fi network.
    Clear desk policy: keep client drawings/contracts secured when not in use. Do not leave confidential documents or prints lying around even if they are not needed. Dispose them if not needed.

    Inform Office Admin / Office assistant / Management Staff immediately who will call vendor or schedule service.


    Opening: Lights/AC as per zones → check meeting room readiness → check visitor log book → check printer paper/ink.

      Closing: Switch off non-essential loads → lock meeting rooms → secure files → lock main door → confirm everyone exited.

      keep key in number lock.

      Only with prior approval + bill + purpose + project name/cost code.

      Who approves purchases?
      Admin/Accounts within limit, Associate Architect above limit (set your threshold).

      Front desk → Admin/Office Manager → Project Manager → Principal Architect (in that order).
      Legal notices, police/government raids, major site accidents, client escalation, payment disputes above threshold and any other significant disputes among staff or with 3rd party in the office premises.

      Do: Separate them; move discussion to meeting room; pause work; report to HR/Admin.

      Whom to inform?
      POC: Admin/HR → Reporting manager / Principal Architect → CEO  if unresolved/repeated.

      Do: Take it seriously, ensure privacy, document complaint, separate parties immediately.

      Whom to inform?
      POC: HR/Admin + Management (mandatory).

      Do: Inform admin, check CCTV/logs, document incident, inform building security.
      POC: Admin → Reporting manager / Principal Architect (if high value) → Police (if required).
      Do: Do not intervene physically; move people away; call security; call emergency services if required.
      POC: Admin → Building Security → Reporting manager / Principal Architect → CEO