SUPPORT OFFICE FORUM – FM SOLUTIONS NEWSLETTER – SPREAD THE WORD

Dear All

Welcome to the FM Solutions June 2014 email Newsletter to update our Support Office Forum representatives. We understand that your time is valuable and in a bid to minimise the amount of time we take, we’ve covered the main headline issues that we think might be raised at your regular Forum meeting.

1. Fire evacuation procedure

Following the latest fire evacuation test, it was apparent that we need to reinforce the procedure to ensure future safe fire evacuation of the building.

On discovering a fire:

Operate the nearest fire alarm call point if you discover a fire and make your way to the assembly point

Dial 199 internal or 0115 959 5999 from a mobile to alert Site ProtectionNote - If the fire is small and you feel confident to do so, you may attempt to extinguish fire using the appropriate extinguisher

On hearing the fire alarm:

Understand where the nearest fire exit routes are– ensure you know more than one in case any routes are blocked

Exit the building by the closest safe exit on hearing the alarm – do not return to your desk for anything

Be aware of anyone in your area who may need help leaving the building in the event of an evacuation

Do not take drinks outside as it can slow your progress out of the building and spilled drinks cause a hazard on fire escape routes

Open all fire exit doors when exiting the building Move away from the building swiftly Please remain behind your assembly point sign and wait for further instructions– do not wander

off Do not go back in to the building under any circumstances until advised to do so by the Fire

Marshall

2. Safety champions and CATs programme

You may have noticed that we have updated your Health and Safety boards across D90.Your FM Solutions team have also introduced QSHE champions to support and reinforce the health and safety across site by alerting the rest of the FM Solutions team know of any new health and safety initiatives that arise as well as highlighting any opportunities to improve site health and safety.

If you have any questions or queries regarding health and safety on site, you can contact Clive Richardson on: clive.richardson@boots.co.uk or Lucy Gordon on: lucy.gordon@interserve.com. Newsletter Volume 10 – June 2014

Changing Attitudes Towards Safety (CATS) is our way of logging, feeding back and measuring positive as well as negative examples of behaviours towards safety.

3. Reception rooms

If you’ve spent any time in the D90 reception meeting rooms recently you’ll have noticed that we have some stunning new privacy graphics each with iconic images of Boots past and present.

4. Workspace survey

The on-line survey has been completed with 441 responses from across D90. We have started the process of analysing this as well as holding workshops and one to one sessions with the Cost Efficiency Champions. This will ensure the information we have regarding anything from your numbers to male female ratios are correct and take into account maternity leave, new joins etc.

Our next step will be to recruit Cost Efficiency Champions for the areas we’ve currently not had an uptake. This is vital to ensure we can sense check the survey information with real hands on data. These areas are:

Estates (D90 ES) Pharmacy (D90 EF) HR (D90 EF) Legal (D90 WF) Group Finance (D90 WF) Boots Ireland (D90 WF) Supply support and development (D90 WF) BBE (D90 WF) CRP (D90 WF) Haircare (D90 WF) Men’s (D90 WF) Personal Care (D90 WF) Planning and Reporting (D90 WF)

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If anyone in these teams would like to sign up, it’s not too late. Please let us know through the Contact Us on the FM Solutions website.

5. CateringJune catering deals this month include:

Brazilian BBQ Offers on chocolate Or a healthier option of the Popcorn promotion

There is also an awareness campaign on diabetes and sugar awareness.

Reconstituted skimmed milk powder trial

Due to the increasing cost of milk to our budget, we are trialling reconstituted skimmed milk in our D90 ES10 hub.

This is made from non fat milk and therefore would not be suitable for those who are lactose intolerance in the same way that the milk provided wasn’t.Ingredients:

Skimmed Milk SolidsVegetable OilWhey Powder (from milk)Dried Glucose SyrupVitamin A, C, D Per 100ml of reconstituted powder:

Energy 49kcalProtein 2.2gCarb 4.6g (all of which is sugar)Fat 2.4g (of which 2.1g saturatedFibre - nilSodium trace

If you have any queries or feedback about this trial, please forward them the Contact Us link on the FM Solutions website and we will collate your comments and share them at the trial review.6. Printing

As you know, we have some ongoing issues with the servers supporting the hub printers which have caused interruptions in print capability as well as delays to printing.

We’ve identified a solution and a joint IT, FM & Ricoh project team is working to deliver the upgrades and replacements required to our IT infrastructure.

Currently we’re unable to give timescales but FM have approved the capital investment paper and provided the budget. The IT Infrastructure board met 11th June to discuss. We will be getting a PM from IT. Once we have the PM, we will

Newsletter Volume 10 – June 2014

have clear time lines that we will share with everyone around the server upgrade and portfolio refresh.

We do understand everyone’s frustration as we continue to try and resolve. Please keep logging the issue with IT and FM. The message does come through and the jobs are now allocated a P1 status with Boots IT.

7. Your new and improved shuttle bus

We have listened to your feedback and introduced a Friday shuttle bus service.

Shuttle bus hours of service: Monday to Thursday 8:30 to 19:15 and Friday 8:30 to 17:00 (This excludes daily lunch break between 13:00 and 13:45)

Peak hours: Between 8:30 to 10:00 & 14.30 to 17:00 the bus will travel between the bus stops shown overleaf. This journey takes less than 15 minutes. Non peak hours: Outside of peak times the bus will cover the whole of site. Trips to and from any buildings on site can be requested. Journeys off site are not permitted.

Newsletter Volume 10 – June 2014

8. Beeston site June litter picking campaign

As you may remember, we had team litter picking across site in April with some unusual finds (!) and shocking quantities picked up in a very short period of time.

We want to keep the site clean and tidy but we need your help. Firstly, we’d like everyone to use the bins that are provided across site and for us all to challenge those who litter in the bushes around the car parks and paths across site.You can also participate by joining one of our planned litter picking events. These are 30 minute sessions that will get you some fresh air, re-charge your batteries and why not get sponsored and raise money for your favourite charity at the same time. You’ll also get some fresh air. (Don’t forget you sun screen before going into the sun.)

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Did you know that your Green Champions do an hour a month to help keep the site tidy?

9. Personal packages

Due to the increase in personal mail arriving in the D90 Dock, we have made the decision to revert to a collection service for personal packages only. This will work in much the same way as the Boots.com orders.

If you are on the Boots email system, you will receive an email or call to alert you to the fact that you have a personal item waiting for you.

Please collect your package within 24 hours as space is limited and this will ensure efficiency for the normal Dock services.

Any package not collected within two weeks of notification will be returned to sender.

What constitutes a personal package?Any package or parcel from:

Graze Amazon Catalogue orders:

o Asoso Nexto John Lewiso Dorothy Perkinso Bodeno Littlewoodso Debenhamso House of Frasero GUSo Kayso La Redouteo M&So New Looko And any other high street retailer

If you are not on the Boots email system and are expecting a personal package, please check if your package has arrived regularly with the Dock. You can do this by visiting the Dock Parcel Point between 8am and 4:30pm or calling them on: 725712 internal or 0115 959 5712 from a mobile or external connection.

10. Microwaves

What are the microwaves in your area like? We want to ensure that you have the choice to bring in your own food and use microwaves if you want to but we have been having more and more complaints about the state of the microwaves across both D90 east and west. While the cleaners and Facilities Coordinators do clean them on a weekly or sometimes even daily basis, this is not something that they are required to do.

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These pictures were taken by the local Facilities Coordinator who had cleaned both of these microwaves in the morning and found it like this in the early afternoon. Needless to say, he was quite upset and disheartened.

There are clear instructions on each microwave to remind people to always wipe out the microwave after use – this can prevent damage to the microwave and means it’s ready for the next user. Unfortunately, this hasn’t been happening and if this doesn’t change, we will need to remove all microwaves to ensure the safety of all users. This is because those with the poor behaviours will go to any microwaves. If you see someone using the microwave without giving it a wipe down afterwards or even taking the glass table out to give it a quick wash, why not remind them.

11. Revised meeting room protocol

As we all know, the demand for meeting rooms in Beeston far outstrips the provision – or does it? A recent workspace survey identified that approx 45% of room bookings are not being used. We understand that much of this is due to Outlook not being linked to room booking system and it is easy to lose track of the bookings you have until you check on a regular basis.

We introduced the week in advance reminder email but the survey above (taken after this) shows that rooms are not being cancelled when the meetings are or future requirements for long term bookings change.

Because of this, we requested a limit on booking ahead more than three months back in April. The system has recently been updated to prevent these advance bookings. We do recognising however that there will be some business critical caveats and exceptions.

Request for bookings that extend the 3 month period

At times there will be requests for staff to book rooms outside of the 3 month recommendation.  Extensions will not be given to staff simply wanting to book the same room for repeated meetings and therefore each case will be assessed on a

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case by case basis by Arianne Harris if they meet the key requirements listed below.

This will need to be managed by the staff member booking rooms in the usual manner.

Key requirements to qualify for room extensions:

1. Boots leadership requirements 2. Charity events3. Colleague Engagement requirements for larger populated events.

Request to remove current bookings and take ownership of the room

 At times there will be requests made for us to accommodate business critical/ leadership team events. To allow these requests, the practice has previously been to move/cancel current bookings.

The automatic cancelling of these rooms will stop with immediate effect. All requests to house these last minute “priority” bookings will be escalated to Arianne Harris/ Janet Gibbs.

The Service Centre will provide a list of the current room bookings so that an assessment can be made as to which booking takes precedence.

Contact will be made with the current booking to establish the business need.

If it’s approved that the current booking can be cancelled, the room will be allocated to the new requester and the Service Centre will attempt to relocate the current bookings.

If this is not possible to relocate the original booking, the Service Centre will create a template email which will be sent to the current booking to inform their booking has been cancelled.

New process for the assessment of moving an existing booking:

1. Request for specific rooms to enable BLT or BCP2. List of current room bookings will be provided to AH/JG3. Assessment made as to business need4. If request declined, the requester will be notified via email 5. If approved attempts will be made to relocate current bookings6. Email will be sent to all relevant parties to communicate actions ( moving or cancellation of

current booking)

How Can You Help Us? Precise collated feedback – Please remind colleagues to log work requests initially through the FM Solutions Service Centre on: 722222 (option 1, option 2) or via the FM Solutions website. If they/you are not happy with the outcome then please escalate through your forum colleague feedback. This ensures we capture all information.

Newsletter Volume 10 – June 2014