Actioning Emails & Memo Folder
Regularly monitoring and actioning emails is a critical task for ensuring effective communication and smooth operations.
Emails
Inbox Access and Management
- Locate the Outlook icon on your taskbar and click to open the application.
- Thoroughly review all emails and take appropriate action based on their content.
- Once an email has been addressed, move it to the relevant folder for organization and future reference.
Guest Emails
Guests may also send emails directly to the Reception inbox. It is vital to respond to these emails promptly.
- Address guest inquiries and requests in a timely manner.
- Bring any guest complaints to the attention of your Duty Manager for appropriate follow-up.
By effectively managing your inbox, you contribute to efficient communication within the team and ensure a positive guest experience.
Memo Folder
The memo folder is located in the cupboard in the back office.
This folder contains short, informal written communication within the Front Office. It's used to quickly circulate information regarding day-to-day operations, without being as involved as a Standard Operating Procedure.
Key Features:
- Header: Clearly identifies the sender, recipients, date, and subject.
- Concise and Direct Language: Gets straight to the point, using clear and simple wording.
- Focuses on Specific Topics: Addresses a particular issue, policy update, or internal announcement.
- Reference Images: In some cases, reference images may be provided to help visualise the issue.
- Call to Action: May also include a request for action or feedback from recipients.
Common Uses:
- Policy changes
- Meeting summaries
- Project updates
- Announcements
- Process reminders
Generally, an email will be sent when a new Memo is posted, to ensure that everyone is aware of an incoming procedural change or announcement.
You must read new Memo's as they are released, and sign the back page to confirm that you have read & understand the issue, policy or announcement.