The document outlines office protocols for an law firm regarding security, shared workspaces, equipment use, and maintaining a collaborative yet focused work environment. Key points include: - Photo ID badges must be worn and security protocols followed for access to floors and checking in visitors. - Headphones and quiet ringers are recommended to minimize distractions. Conference rooms should be used for calls that may disrupt others. - Children in the office must be accompanied and protocols exist for shared spaces, equipment, and maintaining workspace privacy and cleanliness.

1. 2012
Winston & McKenzie,
LLP
Minneapolis Office Protocol
Our office works in teams, which requires collaboration and the sharing of spaces
and equipment. Therefore, it is important for everyone to understand the
Protocols that will support effective interaction and utilization of our resources.
Eric I. Cepero Ríos
SOFI 3417-M20
2/9/2012

2. What Are Protocols?
Protocols are simply the forms of etiquette observed by members of an organization.
Why are Protocols necessary?
Our office works in teams, which requires collaboration and the sharing of spaces and
equipment. Therefore, it is important for everyone to understand the Protocols that will support
effective interaction and utilization of our resources. If you have any questions regarding these
protocols, please contact Jan Bossung at Ext. 4438.
Security/Check-In Policy .................................................................................................. 3
Coffee Areas ......................................................................................................................... 4
General Protocol ................................................................................................................. 5
Housekeeping
Workstation Area ............................................................................................................... 6
Production Rooms/Printer Areas ................................................................................. 7
Break/Lunch Room ............................................................................................................ 7
Courtyard Area .................................................................................................................... 8
Maintenance ........................................................................................................................ 8
Outlook E-Mailing and Calendaring ........................................................................... 9
Mail Distribution Centers ..............................................................................................10
Marker (White) Boards ...................................................................................................11
Meeting Areas
Conference Rooms ..........................................................................................................12
Open Teaming Areas ......................................................................................................13
Shared Spaces/Open Meeting Areas ........................................................................14
Parking Policy ....................................................................................................................15
Production Areas ..............................................................................................................16
Resource/Learning Center ...........................................................................................17
Wellness Room .................................................................................................................18
Workspace Privacy ...........................................................................................................19

3. Security/Check-In Policy
This is intended to provide a safe and secure workplace for normal working conditions and also
in the event of an emergency.
Protocol
Everyone is required to check in at the front office receptionist desk.
Photo ID badges must be worn at all times. If you lose your ID badge, please notify
office operations staff immediately at x1000.
Elevators and stairs leading up to the second floor will require card key access with free
access between the second and third floors.
First floor doors and corridors will require card key access (with the exception of the
front door unless after hours).
Visitors, whether external or internal, must be met in the first floor office
receptionist/lobby area by a CC individual and then taken to the appropriate
meeting/office area. Internal visitors may be given access by the office receptionist to
the appropriate floor via elevator and then met by staff person.
The security guard will be available to make sure you get to your car safely if leaving the
building after dark. If the guard is not present when leaving, please wait until one
returns from rounds or call him or her on their pager.

4. General Protocol
To create a level of conscious behavior that promotes a work environment where audio and
visual distraction is minimized and that promotes the ability to work effectively in the workspace
provided.
Protocol
Headphones are recommended for use with radios, i-pods, CD-players, etc.
Cell phones and beepers should be set to “vibrate.”
Phone ringers should be set to low, including cell phones.
Speakerphones should not be used at workstations.
Conference calls should be held in enclaves or conference rooms so that others around
you won’t be disrupted.
Overhead paging will be available. Call the office receptionist to request a page.
Overhead paging is intended for urgent requests only. Individual pagers should be tried
first before requesting an overhead page.
Be conscious of noise and other disruptions to adjacent workstation areas. Individuals
being disturbed should not hesitate to discuss these distractions with individuals.
Children in the office must be accompanied by their parent or adult at all times. If at the
office for an extended period, they must be in a designated enclave or small conference
room that has been reserved for this purpose.
Please refer to HR Online for protocols on E-mail, voice mail, flex time and casual business attire.