Adept Owl Games Company: Comprehensive Policies and Procedures Report

This report presents a comprehensive overview of the policies and procedures of Adept Owl Games Company. It encompasses various aspects of the company's operations, including office equipment use, stationery and consumables management, computer use, and electronic communication protocols. The report also details the company's privacy policy and style guide, providing insights into how Adept Owl manages personal information, ensures data security, and maintains a consistent brand image. Furthermore, excerpts from the Adept Owl business plan, including mission, vision, values, and strategic directions, are included to provide context for the company's overall goals and operational framework. The organizational chart is also provided. Detailed procedures are outlined for each policy, ensuring that employees understand their responsibilities and adhere to the company's guidelines.

Adept Owl
Games Company
Company
Information

Table of Contents
Adept Owl Games Company Company Information
Adept Owl Business Plan (excerpt)........................................................1
Mission.............................................................................................. 1
Vision................................................................................................. 1
Values................................................................................................ 1
Strategic directions...........................................................................1
Adept Owl Organisational Chart............................................................2
Adept Owl Games Company Policies and Procedures
Adept Owl Office Equipment Use Policy and Procedures......................4
Policy................................................................................................. 4
Procedures........................................................................................ 4
Photocopier and printers.............................................................4
Binder and laminator...................................................................4
Shredder...................................................................................... 5
Telephones................................................................................... 5
Fax machine................................................................................. 5
Adept Owl Stationery and Consumables Policy and Procedures...........7
Policy................................................................................................. 7
Procedures........................................................................................ 7
Purchase...................................................................................... 7
Replacement of consumables.......................................................7
Maintenance/servicing.................................................................7
Adept Owl Computer Use Policy and Procedures..................................8
Policy................................................................................................. 8
Procedures........................................................................................ 8
Hardware..................................................................................... 8
Software programs......................................................................9
Virus protection.........................................................................10
File management.......................................................................10
Adept Owl Electronic Communication Policy and Procedures.............11
Policy............................................................................................... 11
Procedures...................................................................................... 11

Allocation and access.................................................................11
Authorised use...........................................................................11
Inappropriate use.......................................................................12
Communicating information......................................................14
Adept Owl Privacy Policy.....................................................................15
What is personal information?...................................................15
How does Adept Owl collect and use personal information?.....15
What happens if you don’t provide personal information?........15
To whom do we disclose personal information?........................15
How do we protect personal information?.................................15
What about information you provide in job applications?.........16
Is the personal information we hold accurate?..........................16
How can you access or correct the personal information we hold
about you?.................................................................................. 16
Adept Owl’s website privacy policy...........................................16
Use of cookies............................................................................17
Disposal of personal information...............................................17
Adept Owl Games Company Style Guide
Purpose of This Style Guide.................................................................20
General Style Requirements................................................................20
Page Layout..................................................................................... 20
Fonts............................................................................................... 20
Heading One........................................................................................ 20
Heading Two................................................................................... 20
Heading three............................................................................20
Logo................................................................................................ 21
Language Requirements......................................................................22
Tables................................................................................................... 23
Specific Document Requirements........................................................24
Letters............................................................................................. 24
Spreadsheet templates....................................................................26
Memoranda..................................................................................... 26
Emails.............................................................................................. 27
Meeting Agendas............................................................................28

Meeting Minutes............................................................................. 30

Adept Owl Business Plan (excerpt)
From Adept Owl business plan FY 2012–2013
Mission
● Adept Owl aims to produce high-quality, entertaining board, card
and puzzle games for the enjoyment of all ages.
Vision
● To establish, within five years, the reputation of Adept Owl as one of
the finest, most innovative and entertaining board game developers
in Australia.
Values
● customer focus
● actively encourage excellence, innovation and continuous
improvement
● work collaboratively and consultatively with integrity,
professionalism and teamwork
● recognise the diversity and expertise of Adept Owl employees
● sustainable manufacturing practices.
Strategic directions
The strategic context in which Adept Owl will achieve its mission and
vision is through:
● engaging with customers
● developing and improving products and production
● supporting innovative thinking, management and leadership skills
● creating a high-performing organisation
● ensuring sustainable materials and processes are used in
manufacture and distribution.
© 2015 Innovation and Business Industry Skills Council Ltd Page 1 of 30

Adept Owl Organisational Chart
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CEO
Tim Davies
General
Manager of
Operations
Ruth Crabbe
Office
Administrator
Tesfaye
Tessema
IT Officer
Aban Rezek
Administration
team
Personal
Assistant to
GM of Ops
Shannon Grant
Product
Development
Manager
Gareth Singh
Product
Development
Officer
Sarah Callis
Product
Development
Officer
Lee Zigomaris
Distribution
Manager
Jack Macquarie
Distribution
team
Manufacturing
Manager
Peter McKenzie
Manufacturing
team
Sales
Manager
Jonathan
Redmond
Sales
team
Finance
Manager
Frank Goudie
Human
Resources
Manager
Bae Ahn-Bartle
Personal
Assistant to
CEO
Jayne Dashiell

Adept Owl
Games Company
Policies and
Procedures
© 2015 Innovation and Business Industry Skills Council Ltd Page 3 of 30

Adept Owl Office Equipment Use
Policy and Procedures
Policy
Adept Owl provides staff with access to high quality office equipment in
order to complete work tasks to a professional standard.
Adept Owl is committed to maintaining the confidentiality of its customers
and employees. All documents relating to staff, suppliers and retailers will
be shredded before removing to secure bins.
Procedures
All staff will to use the following procedures in the use of office
equipment.
Photocopier and printers
All staff must:
● attend a training session in the correct use and basic maintenance of
the photocopier
● operate the photocopier in accordance with the manufacturer’s
guidelines
● comply with copyright legislation
● check that the machine is working properly and clear any paper jams
● check that there is adequate toner and paper available and inform
the Office Administrator if stocks are low
● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself
● note that high-volume printing (500+ copies) should not be printed
on Adept Owl printers but should be completed using Adept Owl’s
preferred printing supplier, Pixel Precision
● implement the company’s policy on consumables conservation
wherever possible.
Binder and laminator
All staff must:
● attend a training session in the correct use of the binding and
laminating machine
● use the binding and laminating machines only for the formal
presentation of Adept Owl documents or as directed by your
manager
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● check that the contents of documents are in the correct order and
meet professional standards before binding
● operate the binder and laminator in accordance with the
manufacturer’s guidelines
● ensure binding and laminating machines are turned off after use
● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself.
Shredder
All staff must:
● attend a training session in the correct use of the shredder machine
● use the shredder for the destruction of confidential documents or
parts of documents which contain sensitive personal or confidential
information relating to Adept Owl’s customers, employees, suppliers
and franchisees
● operate the shredder in accordance with the manufacturer’s
guidelines
● remove all paper clips and staples before shredding documents
● empty shredded material into recycling bins as necessary
● ensure that confidential documents approved for shredding are
shredded before placing them in recycling bins
● ensure shredder machine is turned off after use
● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself.
Telephones
All staff must:
● attend a training session in the correct use and functions of the
telephone system
● when making and receiving calls, remember as a representative of
Adept Owl to ensure professional conduct at all times; be polite,
courteous and clear
● use the options provided by the system efficiently (e.g. call
forwarding, voicemail, hold)
● refer to the user manual supplied by the service provider
● avoid use for personal calls
● consider the need for long distance calls – use other modes of
communication instead (email, etc.), if appropriate
● seek approval from your manager prior to making any international
calls
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● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself.
Fax machine
All staff must:
● attend a training session in the correct use and functions of the fax
machine
● operate the fax machine in accordance with the manufacturer’s
guidelines
● complete a fax transmittal sheet and attach to all sent documents
● check supply of fax transmittal sheets for all outgoing faxes and
plain paper for all incoming faxes and inform the Office
Administrator if stocks are low
● check the fax machine for incoming faxes and distribute these
immediately
● load the fax machine with paper and leave on at night to receive any
incoming out of hours transmissions
● keep the area around the fax machine uncluttered
● report any faults to your manager or the Office Administrator if you
cannot easily resolve them yourself.
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Adept Owl Stationery and Consumables
Policy and Procedures
Policy
This policy relates to the purchase and replacement of consumables and
general stationery.
Note that some pieces of equipment require special training or an
external technician for the installation of replacement consumables.
Procedures
Purchase
● As a general rule, all purchases must be approved by the department
manager and processed by the Office Administrator.
● A nominated person in each department will check paper supplies
and other general stationery weekly, to ensure stock levels are
adequate
● All staff members are to implement Adept Owl’s policy on
conservation and use paper and other consumables efficiently.
Replacement of consumables
● All staff members are responsible for the replacement of paper in
photocopier, fax machine, etc. for their own use.
● All staff members are to ensure that they remove special paper
(coloured paper, letterhead, etc.) from the photocopier once they are
done and return to supply cupboard.
● Photocopier and printer toner is to be replaced by trained personnel
only. Staff members that have not been trained by the Office
Administrator to replace toner cartridge are not to attempt it.
● Photocopier drum cartridges are only to be replaced by the Xerox
technician. Replacement by someone not authorised by Xerox will
void our warranty.
● Notify the Office Administrator as soon as the ‘Drum cartridge is
running low’ message appears and they will arrange for a technician
to attend as soon as practicable.
Maintenance/servicing
● Regular servicing of equipment is to be booked and recorded in the
equipment service log by the Office Administrator.
● All equipment is to be serviced according to the manufacturers’
warranty and, at a minimum, once per year.
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Adept Owl Computer Use
Policy and Procedures
Policy
Adept Owl is committed to ensuring that staff use computer technology in
a manner that promotes a safe work environment. Individual workspaces,
furniture and equipment must be adjusted to suit the ergonomic
requirements of the user.
All staff members are expected to be able to use a variety of software
programs in the course of their daily duties; manage computer data
proficiently; and maintain computer equipment in good order and
condition.
Procedures
Hardware
● Do not eat or drink near your computer or laptop. Spills can
permanently damage the equipment.
● Develop a routine to maintain your computer equipment. The
keyboard, monitor and mouse should be cleaned regularly. Before
cleaning, make sure the computer is turned off.
● Store any user manuals for your computer in a place where they can
easily be accessed for reference.
● Report any suspected hardware problems to the IT Manager.
● Portable devices, such as laptops, smartphones (e.g. iPhones) and
tablets (e.g. iPads) are especially vulnerable to physical damage, loss
or theft.
● Avoid dropping or knocking about mobile devices, ensuring they are
kept secure in protective casing where required.
● Carry and store your laptop in a padded laptop computer bag or
strong briefcase to reduce the chance of accidental damage. An
ordinary-looking briefcase is less likely to attract thieves than an
obvious laptop bag.
● Keep your laptop, tablet or smartphone in your possession and
within sight whenever possible, just as if it were your wallet or
handbag. Lock them away out of sight when not in use, preferably in
a strong cupboard, filing cabinet or safe. This applies at home, in the
office and in a hotel.
● Never leave a mobile device visibly unattended in a vehicle. If
absolutely necessary, lock it out of sight in the boot or glovebox. The
physical security of any company-owned mobile IT devices in your
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