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Laura Taylor Welcome Pack Template 201015 Flipbook PDF
Laura Taylor Welcome Pack Template 201015
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Welcome Pack Laura Taylor October 2020
Company information Registered name Registered office
Main contact no. Website Registration no. VAT no.
Board of Directors allmanhall Ltd The Old Malthouse Mill Lane Box Wiltshire SN13 8PN 01225 745520 www.allmanhall.co.uk 05935849 891006043
allmanhall are UK based procurement experts, providing full management of the food and catering related supply chain. allmanhall was founded in 2006 by a father and son team, Edward Hall and Oliver Hall. Between them they have extensive catering and food procurement experience, in the independent education and hospitality/leisure industries. Both Edward and Oliver are involved in the business today; Edward as Chairman and Oliver as Managing Director. allmanhall provide procurement expertise for over 100 clients, some of them across multiple sites. These clients range from independent education sites, to business and industry, to leisure and hospitality. The very first client we started working with 10 years ago is still a client today!
Oliver Hall – Managing Director Oversees the management of the entire company from supply base, commercial activity, to marketing and IT needs of the business. With an MSc in Marketing and Management and qualified MCIPS, Oliver developed his food and beverage experience in the opening and management of high turnover restaurants. Having co-founded allmanhall he is integral in the setting and realisation of its business strategy and objectives. Edward Hall – Chairman Responsible for the implementation and development of long-lasting client business relationships. With 40 years’ experience working in the hotel and catering industry, Edward is a leading expert on the provision of catering and related services, with specialist knowledge about Independent Schools and a very clear understanding of how procurement really works. He also co-founded allmanhall to deliver the finest solutions for clients, across business and industry, education, and events & hospitality sectors. Paul Daly - Director Helping to shape the Company’s strategy for growth, Paul is actively engaged in managing all sales activity, and assisting in the general day to day operational management of the business. He plays a key role in change management, preparing the Company’s resources to best meet the consequences of dynamic growth. Paul was a Senior Executive with 27 years of overall experience in the Facilities Management Sector, and was Divisional Managing Director and Board Member of Initial Facilities plc / Interserve plc. Mike Meek – Procurement Director Is responsible for the strategic development of the company’s procurement and supply chain activity. Mike is an experienced specialist food procurement expert who has worked within the wholesale, retail, manufacturing and catering sectors. Mike is an advocate of coupling commodity market insight, supply chain knowledge and procurement best practice to reduce cost. Mike has managed a team responsible for a spend of £210m per annum and continues to utilise sustainable alliances to generate revenue and profit growth. Joe Evans - Non-Executive Director Having been part of the International Management Programme team of HSBC plc, looking after mid-range customer portfolios for the bank in the UK, India and Far East, he is now MD/proprietor of a large farming estate supplying beef to Waitrose and M&S. Additionally, he has recently launched his own commercial restaurant, and brings to the Board treasury, and food supply/service expertise. Dawn Gallimore - Non-Executive Director Dawn’s career spans some 30 years in the Facilities Management and Contract Catering markets, both as a Senior Operator and a Sales Executive. Her last Director role was within Brakes UK where she managed £650m of Corporate Business in the CCFM, Education and Care markets. This experience and understanding of the supply needs of clients and customers, and her contacts in the industry, enhances allmanhall’s expertise in developing both client relationship skills and helps to develop new business opportunities.
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Meet the team! As dedicated and passionate professionals, our team are at the heart of our company. Together, we have hundreds of years experience of the food and procurement industry.
Executive Summary Click here to see allmanhall summarised in one minute:
Click here to meet the team:
Or scan here!
allmanhall is committed to inspiring improvement in foodservice and catering environments. We provide full management of the food and catering related supply chain. We work in genuine collaboration, providing expertise and support. This delivers innovative, financially attractive long-term benefits to our clients... and their customers. As well as striving for ongoing improvement, we aim to work in partnership with others. Learn more about what we’re doing to support our partners and catch up on the latest news. Click here to view the overall company structure: https://allmanhall.app.box.com/web_link/11822507740
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With over 100 years combined experience of the industry, we provide full management of the food and catering related supply chain. We do these through four pillars of procurement:
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The reasons why - from a client perspective Cost Savings By collective purchasing, economies of scale are achieved. We work with you to obtain the best value price for products, using the strength of our combined purchase volumes.
Time Savings Our central billing arrangement, with one single invoice a month supported by customised summary reports, cuts the cost of accounts personnel and saves you time, effort and bank charges.
Quality Our products are from leading suppliers - the same or similar to those you currenty use. We carry out quality assurance with constant checks on suppliers.
Controls Our internet-based catering management system controls ordering, deliveries, stock valuations, recipe costings, supplier invoices and payments with customised back-up reports and analyses to enable sound budgeting and variance monitoring.
Product and Delivery Flexibility You order and receive what you want, with extensive choice, from reputable national and local suppliers. Products are then delivered when and as frequently as your needs dictate.
Security Service Level Agreements, held by you, and contracts (detailing warranties and quality assurances) in place with all suppliers, available for you to inspect, demonstrates the complete openness of our relationship with you. All suppliers produce accreditation certificates to ensure that they conform/exceed health, hygiene and safety legislative standards.
Benchmarking Including detailed productby-product, like-for-like pack size comparisons; product group comparisons with sector averages; spend analyses by suppliers; and an executive summary of findings and recommendations.
A Tailored Approach You are treated as a unique client and our approach is designed to meet your singular requirements. Relationships are based on honesty, fairness, mutual respect and the highest professional and ethical standards. allmanhall relates to your ethos and positively seeks good working relationships with your team.
Benefits of working at allmanhall Our team is our biggest asset. We exercise considerable energy on recruiting the right people, and investing in the learning and development of each member of our team. This ensures that we maintain the values and beliefs upon which the company was founded. It also ensures that we have the resources and expertise to efficiently mobilise and maintain long lasting partnerships with our existing clients. Further benefits of working at allmanhall include: • Fully funded tailored Learning & Development opportunities • Empowerment and responsibility within role • Excellent opportunity to progress • Individual Induction Programme designed to quickly understand the dynamics of the business • Approachable directors who rank staff wellbeing as a key priority • Open communication with regular briefings and discussions where ideas and initiatives are actively encouraged • Clearly defined job responsibilities and accountabilities • Monthly performance review 1 to 1 with your line manager to review company and personal objectives
• Annual salary review • Yearly increase in annual leave allowance • Fantastic company benefits; competitive salary, company bonus scheme and commission, pension scheme, life assurance policy, private medical insurance and income protection • Flexible working scheme • A day off on your birthday (or the day after your birthday off instead)
Nutrition and Dietetic Services With a wealth of dietetic experience, allmanhall has expertise in sports nutrition, food allergy and intolerance, diabetes, glycaemic index, eating disorders, food safety, food law, nutrition education and nutrition labelling.
Support, Advice and Accessibility By email, telephone and in person on site. We also actively encourage telesales contact and visits by suppliers’ representatives. This enables the supplier to build up strong working reationships with the catering team. We provide market information on best buys, product availability, promotions, price trends, food inflation and new initiatives.
Good Business Sense With food prices constantly changing, it makes good business sense to engage specialists to manage your food procurement.
Simple Mobilisation Whether you choose to transfer your purchasing arrangements or to invove us in an advisory role both couldn’t be simpler! We manage the process efficiently and effectively to ensure a smooth start to what we hope will become a long and mutually beneficial relationship.
• Being part of a friendly and professional team who enjoy working together • Beautiful offices with good road links, access to public transport, free guaranteed parking and great facilities • Company social and charity events run by our Social and Events Team (SET) and company team building activities
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Our Values Our values guide the way we work with our business partners, clients, in the community and with each other. Our team is our biggest asset: we spend considerable energy recruiting the right people and investing in them. We recognise the value of each individual’s contribution, promote the benefits of collective endeavour and encourage the sharing of ideas and best practice. Confidently working together, we are ambitious and excited about what we can achieve, with total focus on:
‘inspiring improvement’ Intelligent We pride ourselves on being able to consult and advise - we are not afraid to put forward an alternative point of view if it’s in our clients’ interests. With opportunity and challenge, our approach is always commercially aware.
Industrious Using intelligence, we are action orientated, we do what we say we will do... we can be counted upon to consistently deliver. We understand and respect the responsibility we have for our actions. We are committed to the highest professional and ethical standards.
Inclusive
Our Values
We understand that people and reationships are key to our success. We look for long term relationships with clients, suppliers and each other, that we are based on trust, openness, integrity and - we hope - mutual respect. Our approach is always positive, collaborative and strives for improvement.
Imaginative We never settle for ‘ok’ - our objective is to deliver the finest solutions and exceed expectations. We seek to inspire and achieve continuous improvement, in what we do for our clients, how we work with partners and in developing every member of our valued team.
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Platforms and Systems
www.box.com The ‘cloud’ where allmanhall store files, is accessed via the internet portal https://allmanhall.app.box. com/files • All files are stored here, you should never store files on your desktop • We send/share all files via Box links instead of attachments on emails to ensure you’re looking at the most recent version
Box Sync The work you save to Box Sync folders automatically sync with www.box.com Where possible please use ‘Box Edit’ to edit files directly to avoid any version issues.
PeopleHR How we manage all things people-related • Employee data • Annual leave / other leave requests • Company news and updates • Company policy acceptance • HR Metrics & Reporting
Platforms and Systems
• • • •
Saffron
FinancialForce
Our catering controls package
How we manage finance
Invoices Stock Recipe and menu costing Nutritional analysis
Google Apps for Work How we work day to day
• Emails are accessed in and out of the office on any computer, phone or tablet • All meetings and room bookings are scheduled via the Google Calendar • We utilise the Contacts app for contact management
• Raising invoices • Paying invoices • Sending Remittances
TeamWork
How we manage large critical path projects with multi stakeholders • Used for Proposal Management • Mobilisations • Supplier tender activity • Group Contract Change
DocuSign How we send documents electronically • • • • •
Employee contracts Client contracts Supplier contracts Company documents Confidentiality agreements / NDA’s
Salesforce
How we manage contact and contracts • Contact details for clients, suppliers and employees • Correspondence management • Meeting notes • Issue resolution • Work flow • Contract management • Task and case management 12. allmanhall.co.uk
Platforms and Systems
The Trading Process
Clear Review
Workplace
Zoom
Our performance management system
Our internal communications platform
Our soft phone system
• Set effective performance goals in line with company KPIs • Set personal goals • Monthly ‘check ins’ are scheduled with your line manager here to discuss progress and wellbeing
• Connects everyone at allmanhall • Company updates and news are posted here • Instant messaging / video calls • allmanhall’s Learning Hub - links to articles, podcasts and free online courses
• Make internal / external calls from your laptop • As well as Workplace, Zoom can also be used for video calls / meetings
Client Portal -
Place your order with your supplier as usual.
A nominated member of your catering team receives and signs for the delivery. A trained member of your team checks and authorises the delivery on Saffron with one click of the mouse.
The supplier dispatches your order along with a delivery note. The supplier then uploads the invoice for your delivery into Saffron line-by-line and productby-product.
The delivery arrives at your kitchen with a delivery note.
What is The Pass?
The Pass, powered by allmanhall, is a portal used by our clients that allows them to access all of their resources needed for their day to day running from one homepage. This online platform allows the client to: • Save time • Access all information needed to manage catering purchases • Reduce the number of emails received from allmanhall • Real time updates and alerts
The e-invoice has already been inputted by the supplier and is authorised by your team.
• Stock managment • Recipe costings and nutritional analysis • Invoice summary reports
SAFFRON
What can clients access on The Pass?
The clients can access the following: • Invoices • Supplier details • Commodity summaries, blogs and food innovation reports • Their dedicated Client Support Advisor contact details • Case history and current activity • Bidfood offers and promotions • They can log in to Saffron from The Pass
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One consolidated monthly invoice. 14.
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Telephone Handset Guidelines & General Tips
Zoom Phone
Format for incoming calls to main line: 01225 745520 • Electronic standard ‘ring, ring’ • ‘allmanhall—good morning/afternoon’ allmanhall is pronounced ‘ALL MAN HALL’ • Main line rings to Zoe and the CSA group then to group pick up • Group pick up: pick up handset and press the flashing light
As we are currently working from home, Zoom Phone is allmanhall’s soft phone solution, to replace the handsets and phone system that was used in the office.
Format for incoming calls to direct lines/internal extensions • Shorter continuous ring, only on one phone • ‘allmanhall—good morning/afternoon, xxx speaking’ General Telephone Techniques • Dial 9 for an outside line • Plan the call before you make it • Smile while you dial - ensure you sound cheerful when using the phone • Be professional - no ‘mate’, ‘cheers’, ‘ta’ etc. • Use varying tone • Speak slowly • Be concise • Don’t waste time • Stand up to make important, authoritative calls • Take notes
Zoom Phone works in the same way as a phone in the office, however the calls can be made/received through your laptop instead. Company mobiles are still used in the same way. You can download the Zoom app to receive internal and external calls on your mobile. We also use Zoom for internal and external meetings.
Take a look at the Zoom user guide here.
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Taking Telephone Messages • Record names and times for all messages • Email telephone messages for recipients immediately after/during call • If the message is for somebody ‘on the road,’ telephone them to pass on the message as well. They might not be able to pick up emails • Do not promise that a call will be returned within a specific time frame • Add call details to Salesforce, if appropriate (cases etc.) Prioritise external calls • Clients and Prospects always come first • If somebody is here, but not at their desk, find them • If somebody is in an internal meeting, interrupt them
Where ever possible, try and do all you can to help the client or to resolve their query even if it is not within your role to do so.
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E-mail Guidelines Terms of address in e-mails • E-mails are addressed with ‘Dear...’ • ‘Hi’ can be used if you know the recipient well • If the e-mail is to multiple people, use ‘hello...’ • If you have CC’d somebody, still address the e-mail to the main recipient
E-mail Guidelines Never attach files to e-mails, always use the link to the document via Box.com Always remember to check: • Spelling & grammar • 1 font size, style and colour • Content is relevant, especially when forwarding e-mails or replying to all
Introduction • Further to our telephone conversation / e-mail... • As promised, I have had a further update... • As you may be aware... • I am writing to advise/inform you that... • I am delighted to confirm that... • Following your recent meeting with XXX, he/she has asked me to contact you to... • Further to my email on Monday, I can now advise you that... • I am writing to let you know that I have been advised by XXX that… Providing information • To give you an indication... • As requested, please find attached... • In addition to the above... • As promised, please see below the information requested regarding...
Introducing something weighty • To avoid misunderstanding... • As previously advised, there have been a number of issues affecting... • Please be assured that we are investigating the whole situation with XXX and XXX to ensure a swift resolution to the issue and apologise once again for the disruption that this has caused you • Please rest assured that allmanhall are endeavouring to minimise/resolve... Suppliers: requesting prompt action (being polite but be firm) • Please can I ask for a response by (insert day, date and time) • Please could you return this information to me by…midday/close of business/ Thursday • Please could you treat this as a matter of urgency and let me know when I can expect a response • Please could you advise me as to when I should expect ________ so that I can brief our client • As previously requested in my email of (insert date), please could the points raised be actioned as a priority • I look forward to hearing from you at your earliest convenience Note that when chasing information, it is sometimes best to pick up the phone Clients: requesting action • Please could you let me know when to expect... • Your swift response would be much appreciated • It would be most helpful if you could let me have this information by (date)
Setting the expectation of more info to follow • I will let you know the outcome of our negotiations/investigation/analysis on (+date) • I will be in touch at the end of the week to update you on progress If possible, commit to a date when the information will be sent. If not, commit to a date to update the client on progress. Set a reminder and do update them as promised, even if it is that you are still awaiting prices/information/a decision. Assure the client that you are doing what you have said you will do and that their request is in progress and has not been forgotten.
Confirming you are happy to help further • If you feel that there is anything that we can do to assist you, please do call the office to discuss the options available • If you have any queries/specific concerns, please do not hesitate to contact the office • If you have any queries regarding the above information, please do feel free to give me a call • ... and should you experience any issues, please do give the office a call Sign off • Emails are signed off with ‘Kind regards’ • In more formal correspondence (by email as well as by letter), use ‘Yours sincerely’ • Only if you know them very well, use ‘Best wishes’. • Only say ‘Many thanks’ if the recipient has done something for which you are thanking them OR if you have asked them to do something and are thanking them in anticipation. Professionalism • We are professional and our communication needs to be professional. • Even if their tone is more informal, we remain professional - Never say cheers. - Save exclamation marks for exceptional circumstances and then only ever use one. - Note that using ‘–’ or ‘…’ is only appropriate internally. - Please avoid jargon, abbreviated words and ‘text speak’. Examples include: ‘I’ll get on it’, ‘I’ll sort it’, ‘I’ll ping you an email’ and ‘close of play’. An equivalent to ‘I’ll sort it’ would be ‘Leave it with me and I will get back to you’. - Avoid asking too many personal questions by email or giving too much personal information, remain professional. - Note that just because the client may have an informal relationship with one person, that this should not be reflected in all communication from all team members - If you will be unable to achieve an agreed deadline, let the client know. Keep them informed of progress.
Letting them know you feel your task is complete • Please let me know if you would like me to do anything further, otherwise I will leave this with you 17.
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E-mail Guidelines
allmanhall Brand Guidelines
Email subject Always include a relevant subject. If sending an email to a person for the first time (or infrequently) start the subject line with ‘allmanhall’. Then give a headline to which the message relates. If the email relates to a case on salesforce, an order, or anything with a reference number, include this in the subject line.
Titles in light allmanhall blue and underlined. 14pt
Using the CC and BCC boxes Use them to keep people in the know on tasks, saving them time spent chasing updates. BCC email to Salesforce to keep a record. Please see Salesforce Guide for information on how to locate your personal Salesforce e-mail address.
Font style is Verdana (10pt) in allmanhall grey. Key points can be made bold if desired.
Sub headers in light allmanhall blue, not underlined. 12pt
• Simple, round bullet points to be used with no punctuation at the end • All mentions of schools and colleges will have a lowercase ‘s’ or ‘c’. (Exception is in conjunction with the school’s name, e.g. Swanbourne House School)
allmanhall: Primary Logo
Rounded shapes can be used to highlight points etc. Background is allmanhall light blue. Writing is white.
allmanhall: Stacked Logo
allmanhall: Colours
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Light blue
Mid blue
Dark blue
Grey
C: 100 M: 0 Y: 0 K: 0
C: 100 M: 70 Y: 0 K: 0
C: 100 M: 94 Y: 0 K: 0
C: 0 M: 0 Y: 0 K: 70
R: 0 G: 159 B: 227
R: 0 G: 79 B: 159
R: 44 G: 47 B: 136
R: 112 G: 111 B: 111
#009FE3
#004F9F
#2C2F88
#706F6F
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Insights Discovery With our team being our biggest asset, allmanhall ensures we increase our selfawareness and understanding of other team members. This is achieved by using a psychometric tool based on the psychology of Carl Jung; Insights Discovery, which helps people understand themselves, understand others, and make the most of the relationships that affect them in the workplace. After completing the Insights Discovery evaluator; a 25-frame questionnaire of 100 word pairs, Insights Discovery creates a coloured profile based on your traits and personality that is unique to you. Based on two axis developed by Carl Jung (Introvert versus Extravert and Thinking versus Feeling), the Insights Discovery methodology uses a simple and memorable four colour model to help people understand their style, their strengths, and the value they bring to the team. These are called colour energies, and it is the unique mix of Fiery Red, Sunshine Yellow, Earth Green and Cool Blue, which determines how and why people behave the way they do. Click here to view your Insights profile.
About You
The coloured profiles and their associated traits
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Induction Checklist
Induction Checklist
Please ensure you have received and completed the following: Pre-employment Contract of Employment issued and signed Passport, driving licence and proof of the legal right to work in the UK requested New starter forms issued (Payroll New Starter, Bank Details form & GDPR) and payment date/method explained
Completed
Gmail - set up working pattern / auto signature / add team to calendar / add internal leave schedule PeopleHR - complete employee contact details and emergency contact information Docusign - Sign New Starter, Bank Details and GDPR forms Passport, driving licence and other right to work documentations checked and scanned
Link to company websites and company overview provided
Photo taken for employee directory on intranet and company website
IT equipment and company car/allowance ordered and issued (if applicable)
Meetings scheduled with team members who did not meet employee in the team overviews
Gmail, Box, Salesforce, Saffron, PeopleHR, Workplace, Zoom, Teamwork, Clear Review accounts set up
Workplace / stakeholder pension schemes explained
Insights Discovery questionnaire issued
Induction - First days Meet and greet with HR Induction pack issued Office equipment provided Overview of organisation background Overview of the organisation chart and job descriptions
Completed
Working time and hours explained Other benefits Learning and Development opportunities and in-house courses
Induction - Health & Safety Employee Health and Safety Policy issued (ZW) Employee Health and Safety handbook issued (ZW) DSE and desk set up check (ZW)
Overview of the organisation strategy, goals and values Clear outline of the job/role requirements and organisational orientation (how the employee fits into the team and how their role fits with the overall strategy and goals) Introduction to each team and overview • • • • • •
Managing Director / Chairman Procurement Cient Support Finance and Trading Client Relations / Ops People & Projects
IT platform training provided • • • • •
Gmail, Box, PeopleHR, Clear Review, Docusign (LM) Workplace, Zoom (RM) Salesforce (XP / Line manager) Saffron (CS) Teamwork (RU)
Brand guidelines shown
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Wednesday 21st October
09:45 10:30 11:00 12:00 13:00 14:00 14:30 17:00 17:15
Time 09:00 09:30 10:00 12:00 13:00 13:30 14:00 17:00 17:15
Time 08:45 09:15 10:00 10:30 11:00 12:00 13:00 17:00 17:15
Event
With
‘Welcome’ Zoom call and all things HR
Laura Manley
IT platform training
Rachel McNally
About the company
Oliver Hall
Meet / overview of the role
Alastair Cupper
Lunch break
-
Meet the Buying team
Alastair Cupper
Meet the Finance & Trading team
Martin Little
Training
Alastair Cupper
Review of day 1
Alastair Cupper
End of day 1
-
Event
With
Catch up and all things HR
Laura Manley
Meet the Client Support team
Samantha Corneloues
Training & work shadowing
Alastair Cupper & John Hirst
Lunch break
-
Training
Alastair Cupper
Meet the Client Relations team
Hayden Hibbert
Independent work
Alastair Cupper
Review of day 2
Alastair Cupper
End of day 2
-
Event
With
Catch up / independent work
Alastair Cupper
Meet the People & Projects team
Jo Hall
Midweek Zoom call
The allmanhall team
Work shadowing
Alex Brown
Policies, Processes and H&S
Laura Manley
Lunch break
-
Training / with the team
Alastair Cupper
Review of day 3
Alastair Cupper
End of day 3
-
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Thursday 22nd October
Time 09:15
Induction Timetable
Monday 26th October
Tuesday 20th October
Monday 19th October
Induction Timetable
Time 08:45 09:00
Event
With
Check in
John Hirst
Independent work
Support from John Hirst
Lunch break
-
Independent work
Support from John Hirst
17:00 17:15
Review of day 4
John Hirst
End of day 4
-
Time 08:45 09:15 10:15 10:30 10:45
Event
With
Check in
Alastair Cupper
IT Platform training
Laura Manley
Overview of Saffron
Craig Smith
Overview of Teamwork
Rachel Upton
Independent work
Support from Alastair Cupper
Lunch break
-
Independent work
Support from Alastair Cupper
Review of day 5
Alastair Cupper
End of day 5
-
12:00 13:00
12:00 13:00 17:00 17:15
You can also find this timetable in your Google calendar!
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Policies & GDPR Anti-harassment and Bullying Policy Business Travel and Expense Policy Compassionate Leave Policy Confidentiality Agreement Covid-19 Policies & Procedures Disciplinary Policy & Procedure Employee Code of Conduct Equal Opportunities Policies Grievance Policy & Procedure Health and Safety Policy Information Systems, Communications and Internet Policy Probationary Period Policy Sickness Absence Policy & Procedure
GDPR Compliant What is GDPR? GDPR stands for General Data Protection Regulations, that came in to effect in May 2018. Our data is shared across the world, therefore it is important that our personal information is protected. Take control of who has your data and what happens with it! What did allmanhall do? • Deleted and destroyed archived data • Confirmed handling of marketing lists • Cleansed Salesforce tasks, cases and contact notes • Destroyed hard-copy P-files • Reviewed platform terms • Drafted new contract clauses • Updated Privacy Policy - internal and external • Updated or created dozens of new Policies and SOPs More details on GDPR and what allmanhall did can be found on our GDPR presentation: https://allmanhall.app.box.com/file/401390884217 27. inspiring improvement