Office systems guide
Brief into to some systems
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Brief into to some systems
Last updated
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As well as communicating in person (like most humans do!), we use as an online office space, which we will induct you to.
We also use as a slow-paced message board, for things such as discussions and polls when something needs at-length discussion, or quick discussion between team meetings.
For sharing files in the Cable we use Google Drive. If you want to share a file with the whole team (recommended unless confidential) share it with bristol-cable-coordinators@googlegroups.com and it will be accessible to everyone in the organisation. Please dont add individual email addresses (unless you want to keep the document private of course) as that way its very hard to unshare files with folks who leave the organisation.
These are the most useful form:
The main spreadsheets:
Current and historical view of payroll. Update each month with the latest payroll
Track employee leave. Holiday year is the same as financial year
Current budget and live cash flow
The responses from the Cable card, personal expenses and invoices forms go here. Linden should be looking at this weekly and processing the invoices or receipts.
A list of all our assets and their tag numbers.
Online webmail can be found at thebristolcable.org/email
If you ever have tech question ask mat or will for a hand
If for some reason you wished to email everyone of the coordinators the adress for that is : coordinators-list@thebristolcable.org but sharing to that email via google doesnt do anything, only other coordinators can email this list, external emails are rejected.
We cover reasonable expenses for things you might need to pay for in the course of your work. The most common types of expenses are for teas & coffees at meetings out, for example with interviewees. If you’re unsure whether something is expensable, ask a colleague for advice before making the purchase.
If you pay for something expensable with your own money, here is the process you need to follow:
Get a receipt and take a photo of it
Done! :)
In most cases, follow the expenses process if you need to book travel which is reimburse by the Cable. If the cost is fairly high, you can book the travel with a staff debit card (which Sara, and Lucas have). However with train tickets, make sure you are able to pick up tickets and return the card as soon as possible (ideally before the day of travel). Often it’s easier to book on your own card and claim reimbursement.
Check the team calendar and speak with relevant colleagues encase there might be work that needs to be covered, and make sure that work can be covered.
Notify the team on Slack about the dates you’d like to book off
Input your leave on the Team Google Leave Calendar
Who to contact for unexpected absence / sick leave
Details on setting a holiday or out of
How & when to claim expenses
full in the
Input your leave into the
See the staff