Our programs have evolved and on many days, we can tax our capacity both in physical plant and human resources. Our challenge is to minimize these moments and establish a set of procedures that will enable us to be proactive.
The following is a beginning level of procedure and forms that we will critique and modify on a regular basis:
- The office and maintenance staff will publish an internal schedule of room assignments and set-up each Tuesday to cover through the following seven days. The schedule will represent the activities noted on the large calendar posted in the front office.
- When the schedule shows programs that do not have room set-ups, the Synagogue Manager (SM) will contact the appropriate person and correct the oversight. As we move forward with the procedures, this issue will be removed from concern.
- A completed Event and Room Request Form will enable staff to provide you a room that will meet your program need. At this time please ignore the budget information section unless you are specifically asked to complete that area.
- A completed form will have a diagram of the complete room set up on the back of sheet or on a separate page. Staff must have the diagram of your room set up to accomplish their responsibilities.
- The completed form should be placed in the mail box in the office. It will be noted as received and distributed. A copy will then be given to the person who is responsible for the event. Copies will also be given to appropriate office and maintenance staff. The form will be kept in an office file.
- The process is not completed until the responsible person for the event receives the notated form.
- While this process is evolving, if you need to use an email to inform the office about a room need….the email should be directed to the SM. Your email will be acknowledged. If you do not receive a reply within two working days, please call the SM directly.
- Room needs of B’Nai Mitzvah families will be handled directly by the office staff. Families will be contacted within four weeks of their simcha and details worked out.
Please keep in mind that procedures are parve….it is the human touch that makes it seem helpful or unhelpful. We can maintain our caring community environment as we grow. All problems can be discussed and new approaches considered. Please feel free to communicate with your office staff and let us know how we can work “smarter”.