Every company should have an Operations Manual.  Okay, this is so important that I am going to have to say it again – irrespective of whether you have one employee, one hundred employees or one hundred thousand employees – every company should have an Operations Manual.

8.  Safety and Security

This would include (but not be limited to) safety issues around the premises, the personnel, company assets and information about:-

a.  Safety of the premises (in-house or outsourced), security cards/access cards, etc. Access to safes and/or restricted areas.
b.  Safety of the staff, compliance with OHSA (Occupational Health & Safety Act), including safety gear, etc.
c.  Managing the importance of the safety of the employee as well as the company.
d.  Protection of company assets and the requirements around that.
e.  Safety around company confidential information as well as client information, etc.
f.  Key and password control.
g.  Incident reports.

9.  Emergencies

a.  How to deal with accidents, staff, visitor and client accidents as well as company vehicle accidents.
b.  What to do in case of fire or theft or hold ups or car-jacking and all the telephone details that pertain to these.
c.  What to do in case of power failure or burst water pipes, or gas leaks.
d.  Incident reports.

10.  Maintenance & Repairs

Procurement policies pertaining to the service providers as well as their contact details; and -

a.  Procedures pertaining to authorization of these service providers as well as authorization for the repair.
b.  Authorization and control of after hour access to premises.
c.  Key controls.
d.  Refuse removal.
e.  Handling of equipment.
f.   Procedures around damage and/or loss to property and/or premises.
g.  Incident reports.

11.  Legal

a.  Legislation around local and national requirements and rules and regulations that are industry specific.
b.  The ‘how to’ and ‘who with’ handling of regulatory agencies and/or municipalities.
c.  Inspections that have taken place and the reports that were issued.
d.  Record keeping requirements.
e.  Maintaining of ethical standards.
f.  Green and carbon footprint issues.

Quite a lengthy but comprehensive list, I am sure that you will agree – but a very necessary one at the end of the day.  This will evidence that you have a policy of full transparency and that you have nothing to hide.

Your employees will also have an understanding of what is and what isn’t acceptable and also know what the consequences of their actions will be.

Nikki is an Internal Auditor and Business Administration Specialist who can be contacted on 08 702 8849 or This e-mail address is being protected from spambots. You need JavaScript enabled to view it or http://www.viljoenconsulting.co.za

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