Staff Maintaining a professional office/work environment in a ministry setting.

Overview Cottage Cove is both a ministry and a professional office environment. Presenting ourselves in a professional manner to parents, volunteers, work-study students, visitors, donors, and those we do Cottage Cove's business with, instills confidence in our ministry. Quality ministry will always maintain quality standards in all aspects. Donors and supporters of any ministry especially want to see that their investment is being used in a professional manner. Ministry means doing things solely because they need to be done and because of Whom we serve. While it is valid (and nice!) to receive compensation for our work, we don't work for our compensation. The following are specific ways we can maintain this professional ministry environment... Office Hours It is important that we maintain uniform (and posted) office hours as much as possible. While the actual hours we work may be quite random dependant upon numerous factors including fund-raisers, field trips, missions groups (including DTI) and special work projects, our presence in-office at the posted times is how the public views us. Notwithstanding, the executive director may alter start times or regular office hours as needed for the overall benefit of the ministry and staff. On time: Wherein it is in your control, please be on time and ready to work. Staff safety: While Cottage Cove endeavors to not have any staff person alone at Cottage Cove, there are times due to shortage of staff, meetings, lunch, or otherwise, during daytime hours when this could occur. Staff should never be alone at Cottage Cove after dark. Daytime arrival at Cottage Cove is safe as the Cottage Cove building is a secure building, monitored by intrusion and motion alarms. If entering the building alone, the building should be locked behind you. Even if more than one staff person is in the building, at any time if any of the staff is uncomfortable regarding their security, they may feel free to also have the doors locked. In fact, should a door not be locked, outside of program or ministry time, only the office door should be unlocked. Should someone come to the door that is unfamiliar, there is no obligation to open the door (even for delivery persons). It is possible to communicate with (and view) someone at the office door, through the closed circuit phone system in the office. If at any time, a staff person feels threatened by someone outside of the building, the police can be phoned (911), or the alarm can be triggered manually (command instant). Anyone leaving the building should check with remaining staff as to whether they wish to have the door locked. If there is only one staff remaining the door should be locked regardless. Lunch/Breaks: Cottage Cove, as ministry, is not a standard office. We have limited staffing resources (as God provides) requiring us to get the work done as needed. For this reason there is no normal expectation for scheduled breaks or even lunch hours. If responsibilities require it, i.e. Nashville's Table, DTI, etc., lunch may have to be at Cottage Cove. For this reason, we endeavor to have lunch items available for staff to be able to prepare and eat at Cottage Cove. Sometimes one staff person may be able to leave (including to pickup lunch for everyone) while one, or more, remain. Refrigerator, stove, and microwave facilities are available for staff to bring and prepare their own meals as well. Cottage Cove, at the discretion of the executive director, sometimes hosts lunch at a restaurant and may take an extended lunch hour as deemed necessary. Reasonable breaks can be taken through the day, provided work is complete, or can be completed. Office Behavior Chewing gum does not look or sound professional at anytime, plus we do not want the children or other volunteers, etc., to be chewing gum. Conversation: While levity and casual conversation may be a part of the office environment it must not interfere with work, including phone conversations. In addition it is improper when meetings are going on, or guests are present, even in adjacent rooms. The same goes for harsh statements or coarse jesting. The content of conversations should be controlled as well, remembering that topics being discussed may cause needless offense to someone overhearing, to whom you have no ability or opportunity to explain, no matter how valid. If your conversation is preventing another staff person from getting their work done, please be considerate and stop - many staff will not tell you if this is a problem, so be on the lookout for it. Music: Wearing headphones in an office setting is unprofessional, leading others to believe that the wearer is not paying attention. Music played in an office where others are working must be agreeable to all. As a Christian ministry, and to not give needless offense, only Christian music will be played. Music interferes with phone conversations and must be stopped during any phone calls. It may be permissible to listen to Christian music, even with headphones, during other non-office duties provided they do not interfere with your ability to answer phones (if needs be). Again, the presence of other individuals should limit the public music to that which is agreeable to all. Computer: Checking your email for Cottage Cove is part of your duties. Checking and responding to personal email and surfing websites for personal purposes should only be done after all other work is done (if you have spare time). Cottage Cove is not the place to be posting to blogs, or instant messaging. Sharing personal photos, articles, etc., should also wait until both you and the other staff person have finished work. Cell/Phone: Personal phone calls should be kept to a minimum. It is not professional to interrupt office discussions/meetings or office phone calls to take personal calls (especially on a cell phone). Carrying on a personal conversation on the phone while others are present should follow all the same guidelines as in office conversations. During ministry times, especially with children, cell phones should be left in the office. Work Week While the posted office hours are a typical minimum guideline. As a ministry position it should be assumed that extra hours will be necessary for missions groups (including DTI), work projects, field trips, etc. It should be assumed that all staff is necessary for these ministry times, unless specifically exempted from them. Cottage Cove will endeavor to make all staff aware of scheduled extras as early as possible. Staff requesting exemption or specific time off should also request such as early as possible. At the discretion of the executive director, extra group time off may be scheduled (i.e. a late start the next day) following a special event, or extra ministry time. Understanding that Cottage Cove staff works hard, we are very generous with corporate prescheduled days off (especially surrounding holidays) and shut-downs. Additionally, at the discretion of the executive director, occasional random "staff field trips" occur at Cottage Cove's expense. Getting it done The work you need to get done each day should be completed as soon as possible. There is always a possibility that the executive director has extra things that need to be accomplished on any given day. Do to the nature of the ministry, there is always the possibility that extra things can arise on short notice as well. Check your motives if... You are working just to get the minimum done. If you have run out of things to do, you can always ask! You aren't look for other things that need to get done, or that would make Cottage Cove a better place. You are socializing with volunteers, work-study students, or other staff, while anyone (staff, work-study, or volunteer) is still working. We are all working together to get everything done! You are not encouraging and building up your fellow workers. The bottom line: Ministry is giving of one's self sacrificially.