Initial commit with translated description

facilities.md

@@ -0,0 +1,122 @@
+# Office Administration
+
+## Supplies Management
+
+### Tracking System
+Simple spreadsheet columns:
+- Item name
+- Current quantity
+- Reorder point (trigger level)
+- Preferred supplier
+- Unit cost
+- Last order date
+
+### Reorder Process
+1. Weekly check against reorder points
+2. Consolidate orders to same supplier (bulk discount)
+3. Track delivery, update inventory on arrival
+4. Review usage patterns quarterly (adjust reorder points)
+
+### Common Supplies Checklist
+- [ ] Printer paper, ink/toner
+- [ ] Pens, notebooks, sticky notes
+- [ ] Kitchen: coffee, tea, snacks, cleaning supplies
+- [ ] Bathroom: soap, paper products
+- [ ] First aid kit (check expiry dates)
+
+---
+
+## Vendor Management
+
+### Key Vendors to Manage
+- Cleaning service
+- IT support / managed services
+- Office equipment maintenance (copier, HVAC)
+- Catering (for meetings)
+- Security / access control
+
+### Contract Documentation
+For each vendor, maintain:
+- Contract copy with terms
+- SLA (service level agreement)
+- Primary contact + escalation contact
+- Payment terms and schedule
+- Renewal date (calendar reminder 60 days before)
+
+### Performance Tracking
+- Log service issues and resolution time
+- Quarterly review: are they meeting SLA?
+- Document issues for renegotiation leverage
+
+---
+
+## Space Planning
+
+### Meeting Room Management
+- Clear naming convention (avoid confusion)
+- Booking system (shared calendar, dedicated app)
+- Rules: release room if not using, 5-min buffer between meetings
+- Equipment check: projector, whiteboard, video conferencing
+
+### Hot Desking
+- Booking system for desks
+- Clean desk policy at end of day
+- Lockers for personal items
+- Ensure adequate power/network at all desks
+
+### Visitor Management
+- Sign-in process (paper log or digital)
+- Visitor badges
+- NDA for sensitive areas if needed
+- Clear guest WiFi access
+
+---
+
+## Facilities Issues
+
+### Common Problems & Contacts
+| Issue | Who to Call |
+|-------|------------|
+| HVAC (too hot/cold) | Building management or HVAC contractor |
+| Electrical | Electrician (have emergency contact) |
+| Plumbing | Plumber |
+| Security/access | Building security or locksmith |
+| Cleaning issues | Cleaning service manager |
+
+### Emergency Preparedness
+- Fire extinguisher locations known
+- Evacuation routes posted
+- Emergency contacts list visible
+- First aid trained staff identified
+
+---
+
+## Budget Tracking
+
+### Monthly Categories
+- Supplies
+- Vendor services
+- Equipment maintenance
+- Utilities (if responsible)
+- Miscellaneous
+
+### Cost Control
+- Negotiate annual contracts (better rates)
+- Review subscriptions quarterly (cancel unused)
+- Compare suppliers annually
+- Track spending vs budget monthly
+
+---
+
+## Communication
+
+### Regular Updates to Staff
+- New vendor contacts
+- Policy changes (parking, kitchen, meetings)
+- Scheduled maintenance affecting access
+- Holiday closures
+
+### Feedback Collection
+- Anonymous suggestion box (physical or digital)
+- Quarterly survey on office environment
+- Act on common complaints (builds trust)