commit 713e6137efc3ca2954f456e39b5ea2c9caf1fd51 Author: Zhongwei Li Date: Sat Nov 29 17:59:59 2025 +0800 Initial commit diff --git a/.claude-plugin/plugin.json b/.claude-plugin/plugin.json new file mode 100644 index 0000000..e3a6fb5 --- /dev/null +++ b/.claude-plugin/plugin.json @@ -0,0 +1,18 @@ +{ + "name": "operations", + "description": "Operations and administration team with 3 specialized roles covering operations, HR, and office management", + "version": "1.0.0", + "author": { + "name": "Puerto" + }, + "skills": [ + "./skills/operations-management", + "./skills/human-resources", + "./skills/office-administration" + ], + "agents": [ + "./agents/operations-lead.md", + "./agents/hr-manager.md", + "./agents/office-manager.md" + ] +} \ No newline at end of file diff --git a/README.md b/README.md new file mode 100644 index 0000000..0df7a96 --- /dev/null +++ b/README.md @@ -0,0 +1,3 @@ +# operations + +Operations and administration team with 3 specialized roles covering operations, HR, and office management diff --git a/agents/hr-manager.md b/agents/hr-manager.md new file mode 100644 index 0000000..d3b5fe9 --- /dev/null +++ b/agents/hr-manager.md @@ -0,0 +1,22 @@ +# HR Manager + +PROACTIVELY use for talent management, culture, performance, and HR operations. + +**Core Capabilities:** +- Talent acquisition and recruitment +- Onboarding and offboarding +- Performance management +- Compensation and benefits +- Culture and engagement +- Learning and development +- HR policies and compliance +- Employee relations + +**Tools Available:** Read, Write, Edit, Bash, Grep, Glob + +**Skills:** human-resources + +**Examples:** +- "Create hiring plan and job descriptions" +- "Design performance review process" +- "Develop employee engagement program" diff --git a/agents/office-manager.md b/agents/office-manager.md new file mode 100644 index 0000000..b1e5e45 --- /dev/null +++ b/agents/office-manager.md @@ -0,0 +1,22 @@ +# Office Manager + +PROACTIVELY use for office administration, facilities, procurement, and administrative support. + +**Core Capabilities:** +- Office administration +- Facilities management +- Vendor and procurement management +- Budget tracking +- Event planning +- Administrative systems +- Supply management +- Travel coordination + +**Tools Available:** Read, Write, Edit, Bash, Grep, Glob + +**Skills:** office-administration + +**Examples:** +- "Manage office operations and facilities" +- "Coordinate vendor relationships and contracts" +- "Plan company event and manage logistics" diff --git a/agents/operations-lead.md b/agents/operations-lead.md new file mode 100644 index 0000000..624a237 --- /dev/null +++ b/agents/operations-lead.md @@ -0,0 +1,22 @@ +# Operations Lead + +PROACTIVELY use for operational excellence, process optimization, and systems management. + +**Core Capabilities:** +- Operations strategy +- Process optimization +- Systems and tools management +- Efficiency improvement +- Vendor management +- Budget management +- Operational metrics +- Cross-functional coordination + +**Tools Available:** Read, Write, Edit, Bash, Grep, Glob + +**Skills:** operations-management + +**Examples:** +- "Optimize business processes for efficiency" +- "Implement new operational systems" +- "Create operational KPIs and dashboards" diff --git a/plugin.lock.json b/plugin.lock.json new file mode 100644 index 0000000..814b2d2 --- /dev/null +++ b/plugin.lock.json @@ -0,0 +1,65 @@ +{ + "$schema": "internal://schemas/plugin.lock.v1.json", + "pluginId": "gh:bandofai/puerto:plugins/operations", + "normalized": { + "repo": null, + "ref": "refs/tags/v20251128.0", + "commit": "dacf8493f61a5676bfd59b2fad0e3bb4a4890dc4", + "treeHash": "3242b28781bf060cad9b48da533be113db8435ff516c68f3d5c8ceb9bf9792ff", + "generatedAt": "2025-11-28T10:14:09.503405Z", + "toolVersion": "publish_plugins.py@0.2.0" + }, + "origin": { + "remote": "git@github.com:zhongweili/42plugin-data.git", + "branch": "master", + "commit": "aa1497ed0949fd50e99e70d6324a29c5b34f9390", + "repoRoot": "/Users/zhongweili/projects/openmind/42plugin-data" + }, + "manifest": { + "name": "operations", + "description": "Operations and administration team with 3 specialized roles covering operations, HR, and office management", + "version": "1.0.0" + }, + "content": { + "files": [ + { + "path": "README.md", + "sha256": "d263e6abfcf43fbf58f2a0d0c79419fbf646ec85379180c62bc7f39ee57501dc" + }, + { + "path": "agents/office-manager.md", + "sha256": "7a136490661dc463f2c7f046e19ded6c6e12e7d67f23e6d22aab564b129ac015" + }, + { + "path": "agents/hr-manager.md", + "sha256": "b63a6a91681e9e9be9c60ec25f7034b8cbd8a5cce0ba2bae6eb0d185d0c7fb18" + }, + { + "path": "agents/operations-lead.md", + "sha256": "8807cc5e1ce861c2c22a6d34508b8bfbef8ac3081d05bc1ae96a1fe04731f6b9" + }, + { + "path": ".claude-plugin/plugin.json", + "sha256": "8dd47898c24856a1bc157d61975d8ad29ffcb58c5cdc6f982cc9f45d0ab4b8d7" + }, + { + "path": "skills/office-administration/SKILL.md", + "sha256": "4e06a46a553869cff179316983502eb0a0b264edc8752afd516524659b2e9522" + }, + { + "path": "skills/human-resources/SKILL.md", + "sha256": "1fb0eb20a0ad280874c69cfa27f373e1f0891d57999f266f8e1d6ce50cb4b5a6" + }, + { + "path": "skills/operations-management/SKILL.md", + "sha256": "5c15cf876a0aeb0d4bd556aca9d495f99e3bed616e77f1df9339692f090186e5" + } + ], + "dirSha256": "3242b28781bf060cad9b48da533be113db8435ff516c68f3d5c8ceb9bf9792ff" + }, + "security": { + "scannedAt": null, + "scannerVersion": null, + "flags": [] + } +} \ No newline at end of file diff --git a/skills/human-resources/SKILL.md b/skills/human-resources/SKILL.md new file mode 100644 index 0000000..589d998 --- /dev/null +++ b/skills/human-resources/SKILL.md @@ -0,0 +1,1241 @@ +# HR Recruitment Skill + +**Professional recruitment patterns and best practices for candidate evaluation, job postings, interview coordination, and hiring pipeline management.** + +Version: 1.0 +Last Updated: January 2025 + +--- + +## Overview + +This skill provides battle-tested templates, rubrics, and guidelines for professional HR recruitment activities. Following these patterns ensures consistent, high-quality, and inclusive hiring processes. + +**Core Principles**: +- **Evidence-based evaluation**: Base assessments on objective criteria +- **Inclusive language**: Attract diverse talent +- **Professional communication**: Respectful and timely +- **Structured process**: Consistent candidate experience +- **Data privacy**: Protect candidate information + +--- + +## Part 1: Resume Screening + +### Screening Rubric + +Use this rubric to evaluate candidates objectively: + +#### Scoring System (0-10 scale) + +**Experience Match (0-3 points)**: +- 3: Exceeds required years and highly relevant roles +- 2: Meets required years with relevant experience +- 1: Slightly below requirements but transferable skills +- 0: Insufficient relevant experience + +**Skills Match (0-3 points)**: +- 3: Has all required + most preferred skills +- 2: Has all required skills +- 1: Has most required skills, missing some +- 0: Missing critical required skills + +**Education & Certifications (0-2 points)**: +- 2: Exceeds education requirements with relevant certs +- 1: Meets education requirements +- 0: Does not meet minimum education requirements + +**Achievements & Impact (0-2 points)**: +- 2: Clear evidence of significant achievements and impact +- 1: Some achievements mentioned +- 0: No notable achievements or quantifiable results + +**Total Score Interpretation**: +- **8-10**: Strong Fit - Move to interview immediately +- **6-7**: Potential Fit - Review more carefully, possibly phone screen +- **4-5**: Borderline - Consider if candidate pool is limited +- **0-3**: Not a Fit - Politely decline + +### Resume Analysis Checklist + +When screening a resume, extract and evaluate: + +**Contact Information**: +- [ ] Full name +- [ ] Email address +- [ ] Phone number +- [ ] LinkedIn profile (if provided) +- [ ] Location/timezone + +**Experience Section**: +- [ ] Years of relevant experience +- [ ] Company names and reputation +- [ ] Job titles and progression +- [ ] Responsibilities (what they did) +- [ ] Achievements (what they accomplished) +- [ ] Technologies/tools used +- [ ] Team size and leadership experience + +**Skills Section**: +- [ ] Technical skills (if applicable) +- [ ] Soft skills +- [ ] Languages spoken +- [ ] Tools and platforms +- [ ] Domain expertise + +**Education**: +- [ ] Degrees obtained +- [ ] Institutions attended +- [ ] Graduation dates +- [ ] Relevant coursework +- [ ] GPA (if recent graduate and included) +- [ ] Certifications and training + +**Red Flags to Watch For**: +- ⚠️ Frequent job changes (every 6-12 months) without clear reason +- ⚠️ Employment gaps (note but don't automatically disqualify) +- ⚠️ Vague or generic descriptions +- ⚠️ Lack of progression or growth +- ⚠️ Typos and grammatical errors +- ⚠️ Exaggerations or inconsistencies + +**Green Flags**: +- ✅ Clear career progression +- ✅ Quantified achievements (increased X by Y%) +- ✅ Relevant keywords matching job description +- ✅ Leadership or mentorship experience +- ✅ Continuous learning (certifications, courses) +- ✅ Industry recognition (awards, speaking engagements) + +### Screening Output Template + +```markdown +# Resume Screening Report + +**Candidate**: [Full Name] +**Position Applied For**: [Job Title] +**Application Date**: [Date] +**Screened By**: HR Recruiter Agent +**Screening Date**: [Date] + +--- + +## Executive Summary + +**Overall Score**: [X/10] +**Assessment**: [Strong Fit / Potential Fit / Borderline / Not a Fit] +**Recommendation**: [Proceed to interview / Phone screen / Decline / Request more info] + +--- + +## Candidate Profile + +**Contact**: +- Email: [email] +- Phone: [phone] +- LinkedIn: [URL] +- Location: [location] + +**Experience Level**: [Entry / Mid / Senior / Principal] +**Years of Relevant Experience**: [X years] + +--- + +## Detailed Evaluation + +### Experience Match: [X/3] + +**Relevant Roles**: +- [Role 1] at [Company] ([Duration]) + - Key responsibilities: [...] + - Achievements: [...] +- [Role 2] at [Company] ([Duration]) + - Key responsibilities: [...] + - Achievements: [...] + +**Assessment**: [How well their experience aligns with role requirements] + +### Skills Match: [X/3] + +**Required Skills**: +- ✅ [Skill 1] - Evidence: [where demonstrated] +- ✅ [Skill 2] - Evidence: [where demonstrated] +- ❌ [Skill 3] - Not evident + +**Preferred Skills**: +- ✅ [Skill 1] - Evidence: [where demonstrated] +- ⚠️ [Skill 2] - Unclear/limited evidence + +**Assessment**: [How well their skills match requirements] + +### Education & Certifications: [X/2] + +**Education**: +- [Degree] in [Field] from [Institution] ([Year]) + +**Certifications**: +- [Certification 1] +- [Certification 2] + +**Assessment**: [How education supports role requirements] + +### Achievements & Impact: [X/2] + +**Notable Achievements**: +- [Achievement 1 with quantifiable impact] +- [Achievement 2 with quantifiable impact] +- [Achievement 3 with quantifiable impact] + +**Assessment**: [Evidence of high performance and impact] + +--- + +## Strengths + +1. **[Strength 1]**: [Explanation with evidence] +2. **[Strength 2]**: [Explanation with evidence] +3. **[Strength 3]**: [Explanation with evidence] + +## Areas of Concern + +1. **[Concern 1]**: [Explanation and potential mitigation] +2. **[Concern 2]**: [Explanation and potential mitigation] + +*(If no concerns, state "No significant concerns identified")* + +--- + +## Interview Recommendations + +**If proceeding to interview, focus on**: +1. [Question/area to explore based on resume] +2. [Question/area to explore based on resume] +3. [Question/area to clarify or validate] + +**Suggested Interview Panel**: +- [Role 1] - Technical evaluation +- [Role 2] - Culture fit and soft skills +- [Role 3] - Leadership assessment (if applicable) + +--- + +## Next Steps + +**Immediate Action**: [What to do next] +**Timeline**: [Suggested timeline for next steps] +**Notes**: [Any additional context or considerations] +``` + +--- + +## Part 2: Job Description Creation + +### Job Description Best Practices + +**Structure**: Every job description should follow this proven structure: + +1. **About the Company** (50-150 words) + - Mission and values + - What makes the company unique + - Culture highlights + - Impact/market position + +2. **The Role** (50-100 words) + - What they'll do + - Why it matters + - Who they'll work with + - What success looks like + +3. **Responsibilities** (5-8 bullet points) + - Start with action verbs + - Be specific and concrete + - Focus on impact, not just tasks + - Order by importance + +4. **Required Qualifications** (4-6 items) + - Truly must-have only + - Be realistic (avoid wish lists) + - Include years of experience if relevant + - Specify technical requirements clearly + +5. **Preferred Qualifications** (3-5 items) + - Nice-to-haves + - Growth areas + - Bonus skills + +6. **What We Offer** (5-8 items) + - Compensation (range if possible) + - Benefits + - Growth opportunities + - Work arrangement + - Unique perks + +7. **Diversity Statement** + - Commitment to inclusion + - Equal opportunity employer statement + +8. **How to Apply** + - Application process + - Timeline expectations + - Point of contact + +### Inclusive Language Guidelines + +**DO USE**: +- ✅ Gender-neutral terms: "they/them", "folks", "team members" +- ✅ "Minimum of X years" instead of "X+ years" +- ✅ "Encouraged to apply" instead of "must have" +- ✅ "You'll thrive if" instead of "ideal candidate is" +- ✅ "Salary range: $X-Y" (transparency) +- ✅ "Remote/hybrid/flexible" (clarity on work arrangement) + +**AVOID**: +- ❌ Gendered language: "he/she", "guys", "rockstar", "ninja" +- ❌ Age indicators: "recent graduate", "digital native", "experienced professional" +- ❌ Unnecessarily exclusionary: "must have degree from top university" +- ❌ Aggressive tone: "elite", "cutthroat", "competitive" +- ❌ Vague requirements: "excellent communication skills" without context +- ❌ Long lists that discourage applicants + +**Research shows**: +- Women apply when they meet 100% of qualifications +- Men apply when they meet 60% of qualifications +- Solution: Keep required qualifications realistic and use "preferred" section + +### Job Description Templates + +#### Template: Software Engineering Role + +```markdown +# [Job Title] at [Company Name] + +## About [Company Name] + +[Company name] is [what we do] serving [who we serve]. We believe [core value/mission]. Our team of [size] is building [product/service] that [impact]. We're backed by [investors if applicable] and have [traction/achievement]. + +Our culture values [value 1], [value 2], and [value 3]. We're a [remote/hybrid/in-office] team committed to [cultural highlight]. + +## The Role + +As a [Job Title], you'll [primary responsibility] to [outcome/impact]. You'll work closely with [teams/roles] to [collaboration aspect]. This role is critical because [why it matters]. + +Success in this role means [measurable outcome 1], [measurable outcome 2], and [measurable outcome 3]. + +## Responsibilities + +- Design and implement [specific technical area] using [technologies] +- Collaborate with [teams] to [specific outcome] +- Lead [initiative/project type] from concept to production +- Contribute to architectural decisions and technical strategy +- Mentor [junior engineers/team members] and conduct code reviews +- Participate in [agile ceremonies/planning/on-call rotation] +- Optimize [performance/scalability/reliability] of [system/component] + +## Required Qualifications + +- [X]+ years of experience in software development +- Strong proficiency in [primary language/technology] +- Experience building [type of systems: web apps, APIs, distributed systems, etc.] +- Understanding of [fundamental concepts: algorithms, data structures, etc.] +- Demonstrated ability to [key capability: ship quality code, debug complex issues, etc.] +- Excellent communication and collaboration skills + +## Preferred Qualifications + +- Experience with [specific technology/framework] +- Background in [domain: fintech, healthcare, etc.] +- Contributions to open source projects +- Experience with [DevOps/testing/security/etc.] +- Previous work in [type of environment: startup, high-growth, etc.] + +## What We Offer + +- Competitive compensation: [salary range] + equity +- Comprehensive health insurance (medical, dental, vision) +- [X] weeks PTO + company holidays +- [401k/retirement plan] with [match if applicable] +- Professional development budget ($[X]/year) +- [Remote/hybrid] work with flexible hours +- [Home office stipend for remote workers] +- [Unique perk 1: unlimited books, conference attendance, etc.] +- [Unique perk 2] + +## Our Commitment to Diversity + +[Company name] is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. + +We encourage applications from candidates of all backgrounds and experiences. + +## How to Apply + +Send your resume and a brief note about why you're interested to [email] or apply through [application system]. Please include links to your GitHub, portfolio, or relevant projects if available. + +We review applications on a rolling basis and aim to respond within [X] business days. Our interview process typically takes [X] weeks and includes [brief overview of stages]. + +Questions? Contact [name/email]. +``` + +#### Template: Marketing Role + +```markdown +# [Marketing Role] at [Company Name] + +## About [Company Name] + +[Company description focused on market position, mission, and impact] + +## The Role + +As a [Marketing Role], you'll [primary responsibility] to [business outcome]. You'll own [specific area: campaigns, content, brand, etc.] and work with [cross-functional partners] to [achieve goal]. + +This role is perfect for someone who [ideal characteristics related to the work, not demographics]. + +## Responsibilities + +- Develop and execute [type of marketing: content, demand gen, brand, etc.] strategies +- Create compelling [deliverables: content, campaigns, messaging] for [audiences] +- Analyze [metrics] and optimize [campaigns/programs] for [KPIs] +- Collaborate with [Sales/Product/Design] to [achieve business goals] +- Manage [budget/vendors/tools] to maximize ROI +- Build and nurture relationships with [stakeholders: customers, partners, etc.] +- Report on [performance] and provide insights to [leadership/team] + +## Required Qualifications + +- [X]+ years of experience in [marketing discipline] +- Proven track record of [specific achievement: growing pipeline, increasing engagement, etc.] +- Experience with [tools: HubSpot, Salesforce, Google Analytics, etc.] +- Strong [writing/analytical/creative] skills with portfolio demonstrating [outcomes] +- Data-driven approach to [decision-making/optimization] +- Ability to [manage multiple projects/work independently/lead cross-functional initiatives] + +## Preferred Qualifications + +- Experience in [industry: B2B SaaS, consumer tech, etc.] +- Background in [specific skill: SEO, paid advertising, event marketing, etc.] +- Familiarity with [emerging trend/technology] +- Experience managing [agencies/contractors/direct reports] + +## What We Offer + +[Same structure as engineering template, tailored to company] + +## Our Commitment to Diversity + +[Same as above] + +## How to Apply + +[Same structure as above, may request portfolio or work samples] +``` + +#### Template: Sales Role + +```markdown +# [Sales Role] at [Company Name] + +## About [Company Name] + +[Company description emphasizing market opportunity and growth] + +## The Role + +As a [Sales Role], you'll [primary responsibility: build pipeline, close deals, expand accounts] in [territory/segment]. You'll be responsible for [quota/target] and work with [teams] to [achieve revenue goals]. + +This is an opportunity to [career growth aspect: join early, scale team, own territory, etc.]. + +## Responsibilities + +- Generate new business through [prospecting methods] +- Conduct [discovery calls/demos/presentations] for [buyer personas] +- Navigate complex sales cycles with [multiple stakeholders/enterprise accounts] +- Partner with [Solutions Engineering/Customer Success] to [ensure customer success] +- Maintain accurate forecasting and pipeline management in [CRM] +- Exceed [quarterly/annual] quota of [$ amount or range if possible] +- Represent [company] at [industry events/conferences/networking] + +## Required Qualifications + +- [X]+ years of [sales experience: closing new business, account management, etc.] +- Proven track record of [meeting/exceeding quota, closing $X deals, etc.] +- Experience selling [product type: SaaS, enterprise software, services, etc.] +- Strong understanding of [sales methodology: MEDDIC, Challenger, etc.] +- Excellent [presentation/negotiation/relationship-building] skills +- Proficiency with [CRM: Salesforce, HubSpot, etc.] + +## Preferred Qualifications + +- Experience in [industry vertical] +- Existing network of [buyer personas/decision-makers] +- Background selling to [company size: enterprise, mid-market, SMB] +- [Relevant certification or training] + +## What We Offer + +- Base salary: [range] + uncapped commission (OTE: [range]) +- [Accelerators/bonuses for overachievement] +- Comprehensive benefits [list key benefits] +- [Sales enablement: training, tools, support] +- Clear path to [career advancement opportunities] +- [Work arrangement] + +## Our Commitment to Diversity + +[Same as above] + +## How to Apply + +[Application instructions, may request cover letter highlighting sales achievements] +``` + +### Job Description Quality Checklist + +Before publishing a job description: + +- [ ] **Clarity**: Role and expectations are crystal clear +- [ ] **Accuracy**: Requirements are realistic and truly needed +- [ ] **Inclusive**: Language reviewed for bias (use online tools if available) +- [ ] **Compelling**: Highlights why someone would want this job +- [ ] **Transparent**: Compensation range included (if company policy allows) +- [ ] **Scannable**: Uses headers, bullets, short paragraphs +- [ ] **Branded**: Reflects company voice and culture +- [ ] **Proofread**: No typos or grammatical errors +- [ ] **Actionable**: Clear application process +- [ ] **Complete**: All required sections included + +--- + +## Part 3: Interview Coordination + +### Scheduling Best Practices + +**Timeline**: +- Respond to applications within **2 business days** +- Schedule first interview within **1 week** of screening pass +- Provide at least **48 hours notice** for interviews +- Send reminders **24 hours before** interview +- Follow up within **2 business days** after interview + +**Logistics**: +- Offer **3 time slot options** when scheduling +- Include **timezone** in all scheduling communications +- Provide **dial-in/video link** at least 24 hours in advance +- Test **technology** before interview +- Have **backup communication method** (phone number) + +**Candidate Experience**: +- Set clear **expectations** for interview format and duration +- Provide **interviewer names and titles** in advance +- Share **preparation materials** or topics to review +- Confirm **receipt of confirmation** +- Make **rescheduling easy** if needed + +### Interview Coordination Email Templates + +#### Initial Interview Invitation + +``` +Subject: Interview Invitation - [Position] at [Company] + +Dear [Candidate First Name], + +Thank you for applying to the [Position] role at [Company]. We were impressed with your background and experience, particularly [specific highlight from their resume]. + +We would like to invite you to interview with our team. Please let me know which of the following times works best for you: + +Option 1: [Day, Date] at [Time] [Timezone] +Option 2: [Day, Date] at [Time] [Timezone] +Option 3: [Day, Date] at [Time] [Timezone] + +If none of these times work, please suggest a few alternatives and I'll do my best to accommodate. + +**Interview Details:** +- Format: [Video call / Phone / In-person] +- Duration: [X minutes] +- Interviewer(s): [Name(s) and Title(s)] + +**What to Expect:** +[Brief 2-3 sentence overview of interview format: behavioral questions, technical discussion, case study, etc.] + +**How to Prepare:** +- Please review [company website/product/materials] +- Prepare to discuss [specific experiences or topics] +- Bring questions about the role, team, and company + +I'll send a calendar invitation with video link once you confirm your availability. Please confirm by [date, give at least 2 days]. + +Looking forward to speaking with you! + +Best regards, +[Your Name] +[Title] +[Company] +[Email] +[Phone] +``` + +#### Confirmation with Details + +``` +Subject: Confirmed: Interview for [Position] on [Date] at [Time] + +Dear [Candidate First Name], + +This email confirms your upcoming interview for the [Position] role. + +**Interview Details:** +- Date: [Day, Full Date] +- Time: [Time] [Timezone] +- Duration: [X minutes] +- Format: [Video call / Phone / In-person] + +[IF VIDEO] +**Video Call Link:** [Link] +**Meeting ID:** [ID if applicable] +**Passcode:** [Passcode if applicable] + +Please test your connection a few minutes before the interview. If you have technical difficulties, call [phone number]. + +[IF IN-PERSON] +**Location:** +[Company Name] +[Full Address] +[Floor/Suite] +[Parking/Transit instructions] + +Please arrive 10 minutes early. When you arrive, [check-in instructions]. + +**You'll be meeting with:** +- [Interviewer 1 Name], [Title] - [LinkedIn if public] +- [Interviewer 2 Name], [Title] - [LinkedIn if public] + +**Interview Format:** +[More detailed overview: "The first 30 minutes will be behavioral questions about your experience. The second 30 minutes will be a technical discussion where we'll explore..."] + +**Preparation:** +- Review: [specific materials/links] +- Prepare examples of: [specific experiences] +- Bring: [anything they should bring] + +**What Happens Next:** +After the interview, we'll [process: discuss internally, follow up within X days, etc.]. + +If you need to reschedule for any reason, please let me know as soon as possible. Otherwise, I'll see you on [date]! + +If you have any questions before the interview, feel free to reach out. + +Best regards, +[Your Name] +[Title] +[Email] +[Phone] +``` + +#### Interview Reminder (24 hours before) + +``` +Subject: Reminder: Interview Tomorrow for [Position] at [Time] + +Hi [Candidate First Name], + +Just a friendly reminder about your interview tomorrow: + +**When:** [Day, Date] at [Time] [Timezone] +**Where:** [Video link / Address] +**Who:** [Interviewer Names] +**Duration:** [X minutes] + +[IF VIDEO] +**Join Link:** [Link] + +Please join a few minutes early to test your audio/video. + +[IF IN-PERSON] +Please arrive 10 minutes early at [address]. [Brief access instructions] + +Looking forward to our conversation! + +Best, +[Your Name] +``` + +#### Post-Interview Follow-Up + +``` +Subject: Thank You - [Position] Interview + +Dear [Candidate First Name], + +Thank you for taking the time to interview for the [Position] role yesterday/today. It was great learning more about your experience with [specific topic discussed]. + +[Optional: Personal note about something memorable from the interview - shows you were engaged] + +**Next Steps:** +- We're interviewing candidates through [date] +- We'll be in touch by [specific date] with an update +- [If applicable: You'll hear from us to schedule the next round / We'll let you know our decision] + +In the meantime, if you have any questions, please don't hesitate to reach out. + +Best regards, +[Your Name] +[Title] +``` + +### Interview Question Banks + +#### Behavioral Questions (STAR format) + +General: +- Tell me about a time when you faced a significant challenge at work. How did you handle it? +- Describe a situation where you had to work with a difficult team member. What did you do? +- Give me an example of a goal you set and how you achieved it. +- Tell me about a time you failed. What did you learn? +- Describe a situation where you had to prioritize multiple competing tasks. + +Leadership: +- Tell me about a time you had to influence others without direct authority. +- Describe a situation where you had to give difficult feedback. +- Give an example of how you've developed or mentored someone. +- Tell me about a time you had to make an unpopular decision. + +Problem-Solving: +- Describe a complex problem you solved. Walk me through your approach. +- Tell me about a time you had to make a decision with incomplete information. +- Give an example of when you used data to drive a decision. + +Collaboration: +- Tell me about a successful cross-functional project you led or contributed to. +- Describe a time when you had to compromise to achieve a team goal. +- Give an example of how you've handled conflict within a team. + +#### Technical Questions (by Role) + +**Software Engineering**: +- Explain [concept: OOP, REST APIs, database normalization, etc.] +- How would you design [system: URL shortener, rate limiter, notification system, etc.]? +- What's the time complexity of [algorithm]? +- How would you debug [scenario]? +- Walk me through how you'd approach [technical challenge] + +**Marketing**: +- How would you develop a go-to-market strategy for [product/feature]? +- Explain how you measure the success of [campaign type] +- How would you prioritize [list of marketing initiatives] with limited budget? +- Walk me through your process for [content creation/campaign planning/etc.] + +**Sales**: +- Walk me through your sales process from prospecting to close. +- How do you handle objections about [price/competition/timing]? +- Tell me about your largest deal. How did you win it? +- How do you research and qualify prospects? + +--- + +## Part 4: Candidate Communication + +### Communication Principles + +1. **Timeliness**: Respond within 2 business days +2. **Clarity**: Be specific, avoid ambiguity +3. **Respect**: Professional and courteous tone +4. **Personalization**: Use names, reference specifics +5. **Transparency**: Set clear expectations +6. **Consistency**: Use templates but customize + +### Email Template Library + +#### Application Acknowledgment + +``` +Subject: Application Received - [Position] at [Company] + +Dear [Candidate First Name], + +Thank you for your interest in the [Position] role at [Company]. We've received your application and wanted to confirm it's under review. + +Our team carefully reviews every application. We expect to complete our initial review by [date] and will reach out if your background matches what we're looking for. + +In the meantime, feel free to explore [company website/blog/product] to learn more about our team and mission. + +Best regards, +[Your Name] +[Title] +[Company] +``` + +#### Request for Additional Information + +``` +Subject: Re: [Position] Application - Additional Information Needed + +Dear [Candidate First Name], + +Thank you for your application for the [Position] role. We're interested in learning more about your background. + +Could you please provide [specific information needed]: +- [Item 1] +- [Item 2] + +Please send this information by [date, give at least 3-4 days] so we can continue reviewing your application. + +If you have any questions, feel free to reach out. + +Best regards, +[Your Name] +``` + +#### Rejection - Pre-Interview + +``` +Subject: Re: [Position] Application at [Company] + +Dear [Candidate First Name], + +Thank you for your interest in the [Position] role at [Company] and for taking the time to apply. + +After careful review, we've decided to move forward with other candidates whose experience more closely aligns with our current needs. This was a difficult decision given the quality of applications we received. + +[Optional: Specific encouragement if appropriate] +We were particularly impressed by [specific aspect of their background]. While this role isn't the right fit, we encourage you to check our careers page for other opportunities that may be a better match. + +We'll keep your resume on file and reach out if a suitable position opens up in the future. + +We wish you the best in your job search. + +Best regards, +[Your Name] +[Title] +[Company] +``` + +#### Rejection - Post-Interview (Thoughtful Version) + +``` +Subject: Re: [Position] Interview - Update + +Dear [Candidate First Name], + +Thank you again for taking the time to interview for the [Position] role and for the thoughtful conversation about [specific topic from interview]. + +After careful consideration and discussions with the team, we've decided to move forward with another candidate whose [specific reason: technical background in X, experience with Y] more closely matches our immediate needs. + +[Optional: Constructive feedback if appropriate and candidate seems receptive] +We were impressed by [specific strength]. For future opportunities, developing expertise in [area] could strengthen your candidacy for similar roles. + +This was a difficult decision - you have [positive quality: a strong background, impressive achievements, etc.]. We'll keep your information on file and encourage you to apply for future positions that align with your skills. + +Thank you again for your time and interest in [Company]. We wish you success in your job search. + +Best regards, +[Your Name] +[Title] +``` + +#### Offer Letter (Email Accompanying Formal Offer) + +``` +Subject: Job Offer - [Position] at [Company] + +Dear [Candidate First Name], + +On behalf of [Company], I'm delighted to extend an offer for you to join our team as [Position]! + +Please find attached the formal offer letter with full details. Here's a summary: + +**Position:** [Job Title] +**Start Date:** [Proposed Date] +**Compensation:** [Base Salary] + [equity/bonus details] +**Benefits:** [Key highlights] +**Location:** [Office/Remote/Hybrid] + +**Next Steps:** +1. Review the attached offer letter carefully +2. Let me know if you have any questions +3. Sign and return by [deadline, typically 3-5 business days] + +[If applicable:] +To help with your decision, I'm happy to arrange calls with [team members] or provide additional information about [benefits/relocation/etc.]. + +We're excited about the possibility of you joining [Company] and believe you'll make a significant impact on [team/project/mission]. + +Please confirm receipt of this email and let me know if you'd like to discuss anything. + +Congratulations! + +Best regards, +[Your Name] +[Title] +[Company] +[Phone] +``` + +#### Offer Acceptance Confirmation + +``` +Subject: Welcome to [Company]! + +Dear [Candidate First Name], + +Wonderful! We're thrilled that you've accepted our offer and will be joining [Company] as [Position]. + +**Your Start Date:** [Date] + +**Before Your First Day:** +- [Action 1: Complete background check, submit documents, etc.] +- [Action 2: Onboarding survey, tech setup, etc.] +- [Action 3: Review materials, etc.] + +**What to Expect:** +On your first day, [brief overview of first day/week]. You'll be working closely with [manager/team] on [initial projects/onboarding]. + +I'll be in touch before your start date with additional details about [logistics: office access, tech setup, schedule, etc.]. + +If you have any questions in the meantime, don't hesitate to reach out. + +Looking forward to welcoming you to the team! + +Best regards, +[Your Name] +``` + +--- + +## Part 5: Pipeline Management + +### Pipeline Data Structure + +Use this JSON structure for tracking candidates: + +```json +{ + "pipeline_version": "1.0", + "last_updated": "2025-01-19T10:30:00Z", + "positions": [ + { + "job_id": "JOB-001", + "title": "Senior Software Engineer", + "department": "Engineering", + "status": "open", + "opened_date": "2025-01-10", + "target_fill_date": "2025-03-01", + "hiring_manager": "Jane Smith" + } + ], + "candidates": [ + { + "id": "CAND-001", + "name": "John Doe", + "email": "john.doe@example.com", + "phone": "+1-555-0123", + "position_id": "JOB-001", + "status": "interviewing", + "stage": "technical_interview", + "source": "LinkedIn", + "applied_date": "2025-01-15", + "last_updated": "2025-01-18", + "screening_score": 8.5, + "interview_dates": [ + { + "date": "2025-01-17", + "type": "phone_screen", + "interviewer": "HR Recruiter", + "outcome": "pass", + "notes": "Strong communication, relevant experience" + } + ], + "next_steps": "Schedule technical interview with engineering team", + "notes": "Referred by current employee. Excited about mission.", + "resume_url": ".claude/recruitment/resumes/john-doe-resume.pdf", + "screening_report": ".claude/recruitment/screenings/john-doe-screening.md" + } + ] +} +``` + +### Status Definitions + +**Position Statuses**: +- `open`: Actively recruiting +- `on_hold`: Temporarily paused +- `filled`: Position filled +- `closed`: Position canceled + +**Candidate Statuses**: +- `applied`: New application received +- `screening`: Resume under review +- `screening_passed`: Passed initial screening +- `screening_declined`: Did not meet requirements +- `interviewing`: In interview process +- `interview_completed`: All interviews finished +- `offer_pending`: Preparing offer +- `offer_extended`: Offer sent to candidate +- `offer_accepted`: Candidate accepted offer +- `offer_declined`: Candidate declined offer +- `hired`: Onboarding started +- `withdrawn`: Candidate withdrew application +- `declined`: Company decided not to proceed + +**Interview Stages**: +- `phone_screen`: Initial phone conversation +- `technical_interview`: Technical/functional assessment +- `behavioral_interview`: Culture and behavioral fit +- `panel_interview`: Multiple interviewers +- `final_interview`: Final round with leadership +- `reference_check`: Checking references + +### Pipeline Operations + +**Add New Candidate**: +```bash +# Add candidate to pipeline +jq '.candidates += [{ + "id": "CAND-'$(date +%s)'", + "name": "'"$CANDIDATE_NAME"'", + "email": "'"$CANDIDATE_EMAIL"'", + "position_id": "'"$POSITION_ID"'", + "status": "applied", + "applied_date": "'"$(date +%Y-%m-%d)"'", + "last_updated": "'"$(date +%Y-%m-%dT%H:%M:%SZ)"'" +}]' pipeline.json > tmp && mv tmp pipeline.json +``` + +**Update Candidate Status**: +```bash +# Update status +jq '(.candidates[] | select(.id=="'"$CAND_ID"'")) |= ( + .status = "'"$NEW_STATUS"'" | + .last_updated = "'"$(date +%Y-%m-%dT%H:%M:%SZ)"'" | + .next_steps = "'"$NEXT_STEPS"'" +)' pipeline.json > tmp && mv tmp pipeline.json +``` + +**Add Interview Record**: +```bash +# Add interview +jq '(.candidates[] | select(.id=="'"$CAND_ID"'").interview_dates) += [{ + "date": "'"$(date +%Y-%m-%d)"'", + "type": "'"$INTERVIEW_TYPE"'", + "interviewer": "'"$INTERVIEWER"'", + "outcome": "'"$OUTCOME"'", + "notes": "'"$NOTES"'" +}]' pipeline.json > tmp && mv tmp pipeline.json +``` + +### Pipeline Reports + +**Weekly Pipeline Summary**: +```markdown +# Recruitment Pipeline Report +**Week of:** [Date] +**Generated:** [Timestamp] + +## Overview +- **Open Positions:** [X] +- **Active Candidates:** [X] +- **Interviews This Week:** [X] +- **Offers Extended:** [X] +- **Hires:** [X] + +## By Position +### [Position 1] +- Applications: [X new] ([X total]) +- Screening: [X passed] / [X reviewed] +- Interviewing: [X candidates] +- Status: [On track / Needs attention] + +### [Position 2] +[Same structure] + +## Candidate Pipeline Status +| Status | Count | +|--------|-------| +| Applied | [X] | +| Screening | [X] | +| Interviewing | [X] | +| Offer Pending | [X] | +| Offer Extended | [X] | + +## Action Items +- [ ] [Action 1] +- [ ] [Action 2] + +## Notes +[Any additional context] +``` + +--- + +## Part 6: Diversity & Inclusion + +### Inclusive Hiring Checklist + +**Job Postings**: +- [ ] Language checked for bias (use tools: Textio, Gender Decoder) +- [ ] Requirements are truly required (not wish lists) +- [ ] Inclusive benefits highlighted (parental leave, flexibility) +- [ ] Diverse team photos if using imagery +- [ ] Accessible application process + +**Sourcing**: +- [ ] Post to diverse job boards +- [ ] Partner with diversity-focused organizations +- [ ] Employee referrals from diverse employees encouraged +- [ ] Proactive outreach to underrepresented groups +- [ ] Remove identifying information for blind screening (if applicable) + +**Screening**: +- [ ] Standardized evaluation rubric used +- [ ] Multiple reviewers to reduce individual bias +- [ ] Focus on skills and achievements, not pedigree +- [ ] Consider non-traditional backgrounds and career paths +- [ ] Give credit for transferable skills + +**Interviewing**: +- [ ] Consistent interview questions across candidates +- [ ] Diverse interview panels +- [ ] Interviewers trained on unconscious bias +- [ ] Structured scoring rubrics +- [ ] Accommodate candidate needs (timing, accessibility) + +**Decision-Making**: +- [ ] Documented evaluation criteria +- [ ] Compare candidates against role, not each other +- [ ] Question gut feelings with evidence +- [ ] Ensure diverse finalist pools +- [ ] Leadership buy-in on diversity goals + +### Unconscious Bias Awareness + +**Common Biases to Watch For**: + +1. **Affinity Bias**: Favoring candidates similar to ourselves + - *Mitigation*: Diverse interview panels, structured evaluations + +2. **Halo Effect**: One positive trait influences overall assessment + - *Mitigation*: Evaluate each criterion independently + +3. **Confirmation Bias**: Seeking information that confirms initial impression + - *Mitigation*: Blind screening, devil's advocate reviews + +4. **Recency Bias**: Remembering recent candidates better + - *Mitigation*: Document evaluations immediately, compare side-by-side + +5. **Attribution Bias**: Attributing success to circumstances for some, ability for others + - *Mitigation*: Ask same questions about context and contribution + +**Inclusive Language Guide**: + +Replace → With: +- "Cultural fit" → "Values alignment" or "Team collaboration" +- "Aggressive" → "Results-driven" or "Assertive" +- "Rockstar/Ninja" → "Skilled" or "Expert" +- "Recent graduate" → "Early career" or remove entirely +- "Native English speaker" → "Strong communication skills" +- "Strong work ethic" → "Consistent track record of meeting deadlines" + +--- + +## Part 7: Legal and Compliance + +### What You CAN Ask +- ✅ Are you authorized to work in [country]? +- ✅ Can you perform the essential functions of this job with or without accommodation? +- ✅ Are you available to work [hours/schedule]? +- ✅ Have you ever worked for this company before? + +### What You CANNOT Ask +- ❌ Age, date of birth +- ❌ Marital status, family plans +- ❌ National origin, citizenship (beyond work authorization) +- ❌ Disabilities or health conditions +- ❌ Religion, religious holidays +- ❌ Arrest record (vs. conviction record - varies by jurisdiction) +- ❌ Financial situation (in most jurisdictions) + +### Data Privacy and Retention + +**Candidate Data Handling**: +- Collect only necessary information +- Store securely (encrypted, access-controlled) +- Retain for [X months/years per company policy] +- Delete upon candidate request (GDPR "right to be forgotten") +- Do not share with third parties without consent + +**Compliance Considerations**: +- **GDPR (EU)**: Consent required, right to access/delete +- **CCPA (California)**: Disclosure of data collection practices +- **EEOC (US)**: Record-keeping for compliance reporting +- Check local regulations in your jurisdiction + +--- + +## Part 8: Quality Assurance + +### Self-Check Before Completing Tasks + +**Resume Screening**: +- [ ] Scoring rubric applied consistently +- [ ] Evidence cited for each evaluation point +- [ ] Recommendation is clear and justified +- [ ] No assumptions about demographics +- [ ] Professional tone maintained + +**Job Descriptions**: +- [ ] Run through inclusive language checker +- [ ] Requirements are realistic +- [ ] Compensation transparency (if policy allows) +- [ ] Proofread (no errors) +- [ ] Company values reflected + +**Communications**: +- [ ] Personalized (uses candidate name, specifics) +- [ ] Tone is professional and respectful +- [ ] Next steps are clear +- [ ] Timeline provided +- [ ] Proofread + +**Pipeline Updates**: +- [ ] Status is current +- [ ] Next steps documented +- [ ] Interview feedback captured +- [ ] JSON is valid +- [ ] Timestamps updated + +--- + +## Appendix: Quick Reference + +### Key Metrics to Track + +**Time-to-Fill**: Days from job posting to offer acceptance +**Time-to-Interview**: Days from application to first interview +**Application-to-Interview Rate**: % of applicants who get interviewed +**Interview-to-Offer Rate**: % of interviewed candidates who get offers +**Offer Acceptance Rate**: % of offers accepted +**Source Effectiveness**: Which sources produce best candidates +**Diversity Metrics**: Representation at each stage of funnel + +### Common Mistakes to Avoid + +1. ❌ Using same template without personalization +2. ❌ Leaving candidates without updates for weeks +3. ❌ Writing job descriptions as wish lists +4. ❌ Making snap judgments in first 30 seconds of resume review +5. ❌ Asking illegal or inappropriate questions +6. ❌ Not documenting decisions (hard to improve) +7. ❌ Ghosting candidates (damages employer brand) +8. ❌ Rushing due process to fill role quickly + +### Resources for Continuous Learning + +- **Tools**: Textio (inclusive language), Greenhouse/Lever (ATS), Calendly (scheduling) +- **Communities**: HR.com, SHRM, recruiting subreddits +- **Books**: "Who: The A Method for Hiring" by Geoff Smart +- **Training**: Unconscious bias training, behavioral interviewing courses + +--- + +**End of Recruitment Skill Guide** + +Remember: Great recruitment is about finding the right match between candidate and role, while providing a respectful and professional experience for everyone involved. Use these patterns as a foundation, but adapt to your company's unique culture and values. diff --git a/skills/office-administration/SKILL.md b/skills/office-administration/SKILL.md new file mode 100644 index 0000000..4d5e66c --- /dev/null +++ b/skills/office-administration/SKILL.md @@ -0,0 +1,802 @@ +# Office Administration & Document Management Skill + +**Production-tested patterns for expense policy compliance, document organization, communication protocols, and administrative efficiency** + +This skill provides comprehensive best practices for managing office administrative tasks with professionalism, efficiency, and policy compliance. + +--- + +## Core Principles + +### 1. Systematic Organization +- Consistent naming conventions +- Logical folder hierarchies +- Clear documentation +- Easy retrieval +- Scalable for growth + +### 2. Policy Compliance +- Know and follow company policies +- Document exceptions properly +- Maintain audit trails +- Ensure data security +- Protect sensitive information + +### 3. Professional Communication +- Clear and concise +- Timely responses +- Appropriate tone +- Proper documentation +- Follow-up consistently + +--- + +## Expense Management Policies + +### Standard Expense Categories + +**Travel Expenses**: +- **Flights**: Economy class standard, business for > 5 hours (with approval) +- **Lodging**: Reasonable rates by city tier, receipts required +- **Ground Transport**: Taxis, rideshare, rental cars, mileage reimbursement +- **Meals**: Per diem or actuals (with receipts if > $25) +- **Parking/Tolls**: Actual costs, receipts for > $25 + +**Business Expenses**: +- **Office Supplies**: < $50 no approval, > $50 requires approval +- **Technology**: Requires approval regardless of amount +- **Software**: Requires IT and budget approval +- **Books/Training**: Requires manager approval +- **Professional Dues**: Annual, with approval + +**Client/Entertainment**: +- **Client Meals**: Reasonable, document attendees and purpose +- **Team Events**: With manager approval +- **Gifts**: Follow gift policy limits +- **Entertainment**: Appropriate and documented + +### Expense Amount Limits (typical) + +**Meals - Per Diem Rates**: +``` +Breakfast: $15 +Lunch: $20 +Dinner: $40 +Full Day: $75 + +High-cost cities (NYC, SF, DC, Boston): +Full Day: $100 + +Client meals: Up to $100/person (with approval) +Team meals: Up to $40/person (with approval) +``` + +**Transportation**: +``` +Taxi/Rideshare: Reasonable, receipt if > $25 +Parking: Actual cost, receipt required +Mileage: $0.67/mile (2024 IRS standard rate) +Rental Car: Economy/standard class + Daily rate: Up to $75/day + Insurance: Decline if covered by credit card +``` + +**Lodging**: +``` +Standard metro: Up to $200/night +Major metro: Up to $300/night +High-cost cities: Up to $400/night +Extended stay: Negotiate monthly rate + +Always require: Itemized receipt +``` + +**Other**: +``` +Office supplies: < $50 auto-approved +Technology: Requires approval +Gifts: < $25 per person +Professional dues: Annual with approval +``` + +### Receipt Requirements + +**Always Required For**: +- All lodging (any amount) +- All airfare (any amount) +- Any single expense > $25 +- All client/entertainment expenses +- All corporate card expenses + +**Receipt Must Show**: +- Vendor name and location +- Date of purchase +- Itemized list (not just total) +- Payment method (last 4 digits) +- Tax breakdown + +**Acceptable Receipt Formats**: +- Original receipt (preferred) +- Digital copy/photo (clear and legible) +- Credit card receipt with details +- Email confirmation (for online purchases) + +**Unacceptable**: +- Credit card summary only (no itemization) +- Handwritten notes (unless affidavit for lost < $25) +- Illegible copies +- Partial information + +### Missing Receipt Protocol + +**Amount < $25**: +- Written explanation acceptable +- Document: date, vendor, amount, business purpose +- Manager approval recommended +- Limit: 3 per expense report + +**Amount > $25**: +- Request duplicate from vendor +- If unavailable: Lost Receipt Affidavit required +- Credit card statement as supporting doc +- Manager approval required +- Finance may request additional documentation + +**Lost Receipt Affidavit Template**: +``` +LOST RECEIPT AFFIDAVIT + +I, [Name], certify that I incurred the following business expense +but am unable to provide a receipt. + +Date: [MM/DD/YYYY] +Vendor: [Vendor name and location] +Amount: $[XX.XX] +Payment: [Method - last 4 digits if card] +Purpose: [Business purpose] +Reason: [Why receipt unavailable] + +I certify this information is accurate to the best of my knowledge. + +Signature: _________________ Date: _______ +Manager Approval: ___________ Date: _______ +``` + +### Non-Reimbursable Expenses + +**Never Reimbursable**: +- Personal expenses (toiletries, gym, entertainment) +- Traffic tickets, parking fines +- Lost items (luggage, phone, etc.) +- Expenses for family/friends +- Pet care +- Personal insurance +- Personal phone calls (beyond reasonable business) +- Movies, entertainment (non-business) +- Excessive or luxury items +- Alcohol (policy varies - often excluded) + +**Sometimes Reimbursable** (with approval): +- Alcohol with client meal +- Business-class flights (> 5 hours) +- Hotel above standard rate (if necessary) +- Rental car upgrade (for business need) +- Expedited shipping + +### Expense Report Best Practices + +**Timing**: +- Submit within 30 days of expense +- Late submissions may be denied +- Process monthly for ongoing expenses +- Don't wait to accumulate (hard to remember details) + +**Organization**: +- Group by category +- Sort by date within category +- Number receipts and match to report +- Staple/attach in order +- Include cover sheet with totals + +**Documentation**: +- Business purpose for all items +- Client names for entertainment +- Project/client codes if required +- Mileage log for driving +- Conference agenda for registration + +**Accuracy**: +- Verify all math +- Check receipt amounts match report +- Ensure categories correct +- Include all taxes and fees +- Total should match receipts exactly + +--- + +## Document Organization Systems + +### Standard Folder Hierarchy + +**Corporate Structure** (3-4 levels max): +``` +company-name/ +├── administration/ +│ ├── policies/ +│ ├── procedures/ +│ ├── forms/ +│ └── communications/ +│ +├── finance/ +│ ├── expenses/ +│ │ ├── 2025/ +│ │ ├── 2024/ +│ │ └── templates/ +│ ├── invoices/ +│ │ ├── pending/ +│ │ ├── paid/ +│ │ └── overdue/ +│ ├── budgets/ +│ └── reports/ +│ +├── hr/ +│ ├── employees/ (restricted access) +│ ├── benefits/ +│ ├── training/ +│ └── policies/ +│ +├── legal/ +│ ├── contracts/ +│ │ ├── active/ +│ │ ├── pending/ +│ │ └── expired/ +│ ├── agreements/ +│ └── compliance/ +│ +├── operations/ +│ ├── procedures/ +│ ├── documentation/ +│ └── tools/ +│ +├── projects/ +│ ├── active/ +│ │ ├── project-alpha/ +│ │ └── project-beta/ +│ ├── completed/ +│ └── archived/ +│ +└── shared/ + ├── templates/ + ├── resources/ + └── training/ +``` + +### File Naming Conventions + +**Standard Format**: +``` +[DATE]-[CATEGORY]-[DESCRIPTION]-[VERSION].[ext] + +Components: +- DATE: YYYY-MM-DD (ISO 8601, sorts correctly) +- CATEGORY: project/client/department +- DESCRIPTION: 2-5 words, descriptive +- VERSION: v1.0, v2.1, draft, final + +Examples: +2025-01-20-contract-acme-corp-v2.0-final.pdf +2025-01-15-expense-report-john-smith-january.xlsx +2025-01-10-meeting-notes-product-team.md +invoice-2025-001-acme-corp.pdf +``` + +**Naming Rules**: +- ✅ Use hyphens or underscores (not spaces) +- ✅ Use lowercase or consistent capitalization +- ✅ Include date for time-sensitive documents +- ✅ Be descriptive but concise +- ✅ Include version for iterative documents +- ❌ No special characters: `/ \ : * ? " < > |` +- ❌ No spaces in filenames +- ❌ Avoid generic names: doc1.pdf, file.xlsx, new-file.docx +- ❌ Don't use "final" multiple times (final2, finalfinal, etc.) + +**Version Control**: +``` +document-name-draft.pdf (initial draft) +document-name-v1.0-review.pdf (ready for review) +document-name-v1.1-review.pdf (revised after feedback) +document-name-v1.0-final.pdf (approved version) +document-name-v2.0-final.pdf (major revision) +``` + +**Date Formats** (always use YYYY-MM-DD): +``` +✅ Correct: 2025-01-20 (ISO 8601, sorts naturally) +❌ Wrong: 01-20-2025 (ambiguous, doesn't sort) +❌ Wrong: Jan 20 2025 (doesn't sort) +❌ Wrong: 1/20/25 (ambiguous) +``` + +### Document Lifecycle Management + +**Active Phase**: +- Location: Main working folders +- Access: Team members +- Backup: Daily +- Review: Ongoing + +**Reference Phase**: +- Location: Reference subfolder or archive +- Access: As needed +- Backup: Weekly +- Review: Annually + +**Archive Phase**: +- Location: Archive/[YEAR]/ +- Access: Limited, read-only +- Backup: Monthly +- Review: Retention policy + +**Disposal Phase**: +- Policy: After retention period expires +- Method: Secure deletion +- Documentation: Disposal log +- Compliance: Legal/regulatory requirements + +### Retention Policies (typical) + +**Financial Records**: +``` +Tax returns: 7 years +Expense reports: 7 years +Invoices: 7 years +Bank statements: 7 years +Receipts: 7 years +Payroll records: 7 years +``` + +**Legal/HR**: +``` +Contracts: 7 years after expiration +Employee files: 7 years after separation +I-9 forms: 3 years after hire or 1 year after separation +Benefits: 6 years +``` + +**Business Records**: +``` +Meeting minutes: Permanent (or 7 years) +Policies: Current + 3 years superseded +Correspondence: 3-7 years +Project files: 7 years after completion +``` + +**Digital Files**: +``` +Email: Follow company policy (often 2-3 years) +Documents: Per category above +Backups: Incremental (30 days), Full (1 year) +``` + +--- + +## Communication Protocols + +### Email Etiquette + +**Subject Lines**: +``` +✅ Good: "Q1 Budget Review - Action Required by Jan 25" +✅ Good: "Meeting Scheduled: Project Kickoff - Jan 20 @ 2 PM" +✅ Good: "FYI: Updated Travel Policy Effective Feb 1" + +❌ Bad: "Question" +❌ Bad: "Meeting" +❌ Bad: "FYI" +``` + +**Structure**: +``` +Subject: [Clear, specific subject with action/deadline if applicable] + +[Greeting] + +[Purpose - why you're writing, in 1-2 sentences] + +[Details - relevant information, organized clearly] +- Use bullet points for multiple items +- Keep paragraphs short +- Put action items at the top or in bold + +[Clear call to action or next steps] + +[Professional closing] +[Signature] +``` + +**Response Time Expectations**: +- Urgent: Within 2 hours +- Important: Within same business day +- Standard: Within 24 hours +- FYI: No response required (unless questions) +- Out of office: Set auto-reply + +**To/CC/BCC Guidelines**: +- **To**: Action required from these recipients +- **CC**: FYI only, no action needed +- **BCC**: Rarely appropriate (when keeping someone informed discreetly) +- **Don't**: CC entire company unless truly necessary + +### Phone Etiquette + +**Answering**: +``` +"Good morning/afternoon, [Company Name], this is [Your Name]. +How may I help you?" + +Or for internal: +"This is [Your Name]." +``` + +**Taking Messages**: +- Caller's name (spell check) +- Company/affiliation +- Phone number (repeat back) +- Reason for call +- Best time to return call +- Date and time of call +- Your name + +**Voicemail**: +``` +"You've reached [Your Name] at [Company Name]. +I'm unavailable to take your call right now. +Please leave your name, number, and a brief message, +and I'll return your call as soon as possible. +Thank you." +``` + +**Professional Phone Behavior**: +- Answer within 3 rings +- Smile (it comes through in your voice) +- Speak clearly and at moderate pace +- Use professional language +- Don't eat, chew gum, or drink while talking +- Minimize background noise +- Take good notes + +### Meeting Communication + +**Before Meeting**: +- Send invite 2+ days in advance +- Include clear agenda +- Attach preparation materials +- List required vs. optional attendees +- Specify virtual meeting details + +**During Meeting**: +- Start on time +- Follow agenda +- Document decisions and action items +- Manage time +- End on time + +**After Meeting**: +- Send notes within 24 hours +- Include decisions made +- List action items with owners and deadlines +- Attach any relevant materials +- Schedule follow-up if needed + +**Meeting Notes Template**: +```markdown +# [Meeting Title] + +**Date**: [YYYY-MM-DD] +**Time**: [HH:MM AM/PM TZ] +**Attendees**: [Names] +**Absent**: [Names] + +## Agenda +1. [Topic 1] +2. [Topic 2] +3. [Topic 3] + +## Discussion Summary + +### [Topic 1] +[Key points discussed] + +### [Topic 2] +[Key points discussed] + +## Decisions Made +- [Decision 1] +- [Decision 2] + +## Action Items +- [ ] [Task 1] - Owner: [Name] - Due: [Date] +- [ ] [Task 2] - Owner: [Name] - Due: [Date] + +## Next Meeting +[Date/Time or "TBD"] +``` + +--- + +## Calendar Management Best Practices + +### Personal Calendar Hygiene + +**Blocking Time**: +``` +✅ Do: +- Block focus time daily (2-4 hours) +- Block lunch (12-1 PM) +- Block prep time before meetings +- Block admin time weekly +- Block personal appointments + +❌ Don't: +- Leave calendar completely open +- Accept all meeting invites without reviewing +- Double-book yourself +- Ignore personal time +``` + +**Color Coding**: +- **Red**: High priority/critical +- **Blue**: Meetings/calls +- **Green**: Focus time/deep work +- **Yellow**: Tentative/flexible +- **Purple**: Personal +- **Gray**: Out of office/vacation + +**Calendar Settings**: +- Set working hours (e.g., 9 AM - 5 PM) +- Set default meeting duration (25 or 50 min for buffer) +- Enable speedy meetings (automatic buffer) +- Set appropriate time zone +- Share availability appropriately + +### Managing Others' Calendars + +**Executive Assistant Responsibilities**: +- Maintain accurate calendar +- Schedule and confirm appointments +- Manage conflicts and reschedule +- Prepare meeting materials +- Track action items +- Coordinate with other assistants + +**Prioritization**: +1. **Critical**: C-level meetings, board meetings, critical clients +2. **High**: Important clients, key projects, team meetings +3. **Medium**: Standard meetings, 1-on-1s +4. **Low**: Optional attendance, FYI meetings + +**Conflict Resolution**: +``` +When double-booked: +1. Assess priority of both meetings +2. Check if delegate can attend lower priority +3. See if either can be rescheduled +4. Consult executive on preference +5. Reschedule lower priority +6. Inform all parties promptly +``` + +--- + +## Office Supplies Management + +### Standard Inventory + +**Daily Use**: +- Pens, pencils, markers +- Notepads, sticky notes +- Stapler, staples, paper clips +- Tape (clear, double-sided) +- Scissors +- Folders, binders +- Copy paper + +**Periodic Use**: +- Envelopes (various sizes) +- Labels +- Batteries +- Rubber bands +- Push pins +- Binder clips +- White-out + +**Ordering Process**: +1. Check current inventory weekly +2. Maintain 2-week supply +3. Use approved vendors +4. Track spending monthly +5. Store organized by category +6. FIFO (first in, first out) + +### Office Equipment Maintenance + +**Regular Maintenance**: +- Printers: Check toner weekly, clean monthly +- Copiers: Service contract, report issues promptly +- Phones: Test quarterly, clean weekly +- Computers: Updates scheduled, clean keyboard/screen weekly +- Kitchen: Clean daily, restock supplies, check equipment + +**Vendor Management**: +- Maintain vendor contact list +- Track service contracts +- Schedule preventive maintenance +- Document service calls +- Review vendor performance annually + +--- + +## Data Security & Privacy + +### Document Classification + +**Public**: +- Marketing materials +- Published information +- General company info +- Can be shared freely + +**Internal**: +- Most business documents +- Internal communications +- Meeting notes (non-sensitive) +- Share only with employees + +**Confidential**: +- Financial data +- Employee information +- Strategic plans +- Share on need-to-know basis +- Use secure methods + +**Highly Confidential**: +- Legal documents +- Sensitive employee data +- Proprietary information +- Executive-level strategic info +- Encrypted storage/transmission + +### Access Control + +**Physical Documents**: +- Lock file cabinets for confidential docs +- Use sign-out sheets for critical files +- Shred sensitive documents when disposing +- Clear desk policy for end of day +- Visitor access restrictions + +**Digital Documents**: +- Password protection for sensitive files +- Encryption for highly confidential +- Access permissions by role +- Audit logs for critical systems +- Regular access reviews + +### Privacy Best Practices + +**Personal Information**: +- Collect only what's necessary +- Store securely +- Share only with authorization +- Dispose of properly +- Follow privacy regulations (GDPR, CCPA, etc.) + +**Confidential Conversations**: +- Use private spaces for sensitive discussions +- Close doors for confidential meetings +- Don't discuss in public areas +- Be aware of who can overhear +- Use secure communication channels + +--- + +## Professional Development + +### Skills for Office Administrators + +**Core Competencies**: +- Organization and time management +- Communication (written and verbal) +- Technology proficiency +- Attention to detail +- Problem-solving +- Discretion and confidentiality + +**Technical Skills**: +- Microsoft Office (Word, Excel, PowerPoint, Outlook) +- Google Workspace (Docs, Sheets, Slides, Calendar) +- Video conferencing (Zoom, Teams, Meet) +- Project management tools +- Expense management systems +- Calendar management tools + +**Soft Skills**: +- Professionalism +- Adaptability +- Customer service +- Teamwork +- Initiative +- Stress management + +### Continuous Improvement + +**Stay Current**: +- Attend training sessions +- Learn new software features +- Join professional associations +- Read industry publications +- Network with peers + +**Process Improvement**: +- Document repetitive tasks +- Identify automation opportunities +- Propose efficiency improvements +- Share best practices +- Measure and track improvements + +--- + +## Checklist: Administrative Excellence + +**Daily**: +- [ ] Check email and respond within 24 hours +- [ ] Review calendar for next day +- [ ] Process expense receipts +- [ ] File documents properly +- [ ] Tidy workspace + +**Weekly**: +- [ ] Review upcoming week's calendar +- [ ] Restock office supplies +- [ ] Back up important files +- [ ] Follow up on pending items +- [ ] Clean out email inbox + +**Monthly**: +- [ ] Submit expense reports +- [ ] Review and archive old documents +- [ ] Check calendar for next month +- [ ] Order supplies as needed +- [ ] Review processes for improvements + +**Quarterly**: +- [ ] Archive completed projects +- [ ] Review recurring meetings (still needed?) +- [ ] Update contact lists +- [ ] Review retention policy compliance +- [ ] Assess vendor relationships + +**Annually**: +- [ ] Review all policies and procedures +- [ ] Archive prior year documents +- [ ] Update emergency contact information +- [ ] Review professional development goals +- [ ] Organize major cleanup/purge + +--- + +## Key Takeaways + +1. **Organization is foundational**: Consistent systems save time and reduce errors +2. **Policy compliance matters**: Know the rules and follow them +3. **Communication clarity**: Clear, timely, professional communication builds trust +4. **Document properly**: Good documentation protects the organization +5. **Security conscious**: Protect sensitive information at all times +6. **Continuous improvement**: Always look for ways to work smarter +7. **Professional demeanor**: Represent the organization well in all interactions +8. **Attention to detail**: Small mistakes can have big consequences + +--- + +**Remember**: Great office administration is invisible - everything just works. Poor administration is obvious - things fall through the cracks. Strive for invisible excellence. diff --git a/skills/operations-management/SKILL.md b/skills/operations-management/SKILL.md new file mode 100644 index 0000000..1a83328 --- /dev/null +++ b/skills/operations-management/SKILL.md @@ -0,0 +1,569 @@ +# Procurement Skill + +**Vendor selection criteria, sourcing strategies, and category management best practices** + +This skill codifies procurement best practices from enterprise purchasing, strategic sourcing, and supplier relationship management. + +--- + +## Core Principles + +1. **Total Cost Focus**: Look beyond unit price to total cost of ownership (TCO) +2. **Risk Management**: Balance cost savings with supply chain risk +3. **Strategic Partnerships**: Build long-term relationships with key vendors +4. **Data-Driven Decisions**: Use metrics and analytics to evaluate performance +5. **Continuous Improvement**: Regularly review and optimize procurement processes + +--- + +## Vendor Evaluation Framework + +### Multi-Criteria Decision Analysis + +Use weighted scoring across multiple dimensions: + +**Quality & Reliability (30%)**: +- Product/service quality consistently meets specifications +- Low defect rates (< 1% for goods, < 5% for services) +- Certifications and compliance (ISO 9001, industry-specific) +- Process quality (Six Sigma, TQM) +- Customer satisfaction scores +- Awards and recognition + +**Evaluation Questions**: +- What is the vendor's quality assurance process? +- What certifications do they maintain? +- What are their defect/error rates? +- How do they handle quality issues? + +**Scoring Guidelines**: +- 5: Best-in-class quality, zero defects, premium certifications +- 4: Excellent quality, < 0.5% defects, good certifications +- 3: Acceptable quality, < 2% defects, basic certifications +- 2: Quality concerns, > 2% defects, minimal certifications +- 1: Poor quality, frequent defects, no certifications + +--- + +**Pricing & Total Cost (25%)**: +- Unit pricing competitiveness vs. market +- Volume discounts and economies of scale +- Total Cost of Ownership (TCO) analysis +- Payment terms (Net 30, 60, discounts) +- Price stability and escalation clauses +- Hidden costs (shipping, handling, setup, training) + +**TCO Components**: +``` +TCO = Acquisition Cost + Operating Cost + Maintenance Cost + Disposal Cost + +Acquisition = Purchase Price + Shipping + Setup + Training + Integration +Operating = Usage Costs + Consumables + Energy + Labor +Maintenance = Service Contracts + Repairs + Upgrades +Disposal = Decommissioning + Removal + Recycling +``` + +**Evaluation Questions**: +- What is the all-in cost including hidden fees? +- How does pricing compare to alternatives? +- What is the 3-year or 5-year TCO? +- Are there volume discounts available? +- How often do prices increase? + +**Scoring Guidelines**: +- 5: Lowest TCO, excellent terms, volume discounts, stable pricing +- 4: Below-market TCO, good terms, some discounts +- 3: Market-rate TCO, standard terms +- 2: Above-market TCO, poor terms, frequent increases +- 1: Highest TCO, unfavorable terms, unpredictable pricing + +--- + +**Delivery & Logistics (15%)**: +- On-time delivery performance (target: > 95%) +- Lead times (shorter is better) +- Stock availability and inventory management +- Geographic coverage and distribution network +- Logistics capabilities (tracking, expediting) +- Emergency/rush order capabilities + +**Key Metrics**: +- **OTIF**: On-Time In-Full delivery rate (target: 95-98%) +- **Lead Time**: Days from order to delivery +- **Fill Rate**: Percentage of orders fulfilled completely +- **Perfect Order Rate**: Orders with no errors or issues + +**Evaluation Questions**: +- What is their historical on-time delivery rate? +- What are standard lead times? +- Can they expedite if needed? +- How do they handle stockouts? + +**Scoring Guidelines**: +- 5: > 98% OTIF, short lead times, excellent logistics +- 4: 95-98% OTIF, good lead times, reliable logistics +- 3: 90-95% OTIF, average lead times, acceptable logistics +- 2: 85-90% OTIF, long lead times, logistics concerns +- 1: < 85% OTIF, unreliable delivery, poor logistics + +--- + +**Service & Support (15%)**: +- Customer support quality and responsiveness +- Support hours (24/7, business hours, time zones) +- Response time SLAs (Critical: 1 hour, High: 4 hours, etc.) +- Technical expertise and problem-solving +- Training and documentation quality +- Account management and relationship + +**Support Tiers**: +- **Tier 1**: Basic support, general questions (target: 80% resolved) +- **Tier 2**: Technical support, complex issues (target: 15% escalated) +- **Tier 3**: Engineering, critical escalations (target: 5% escalated) + +**Evaluation Questions**: +- What support hours are available? +- What are guaranteed response times? +- How knowledgeable is their support team? +- What training do they provide? + +**Scoring Guidelines**: +- 5: 24/7 support, < 1 hour response, excellent expertise +- 4: Extended hours, < 4 hour response, good expertise +- 3: Business hours, < 24 hour response, adequate expertise +- 2: Limited hours, slow response, basic expertise +- 1: Poor availability, very slow response, inadequate expertise + +--- + +**Financial Stability (10%)**: +- Years in business (prefer > 5 years) +- Financial health (revenue, profitability, cash flow) +- Market position and competitive standing +- Credit rating (D&B, S&P) +- Insurance coverage (professional liability, product liability) +- Business continuity and disaster recovery plans + +**Risk Indicators**: +- 🚩 Red Flags: < 2 years old, declining revenue, negative cash flow, lawsuits +- ⚠️ Yellow Flags: < 5 years old, flat revenue, high debt, management changes +- ✅ Green Flags: > 10 years old, growing revenue, profitable, stable management + +**Evaluation Questions**: +- How long have they been in business? +- What is their financial condition? +- Do they have adequate insurance? +- What happens if they go out of business? + +**Scoring Guidelines**: +- 5: > 10 years, strong financials, market leader, excellent rating +- 4: 5-10 years, good financials, stable position, good rating +- 3: 3-5 years, adequate financials, established player +- 2: < 3 years, weak financials, small player, poor rating +- 1: Startup, financial concerns, high risk of failure + +--- + +**Innovation & Capabilities (5%)**: +- R&D investment (% of revenue) +- Technology roadmap and future direction +- Industry leadership and thought leadership +- Scalability to grow with your needs +- Partnership approach vs. transactional +- Strategic alignment with your goals + +**Evaluation Questions**: +- Are they innovating or stagnant? +- What's on their product roadmap? +- Can they scale with our growth? +- Do they see us as a strategic partner? + +**Scoring Guidelines**: +- 5: Industry leader, heavy R&D, excellent roadmap, true partner +- 4: Innovative, good R&D, solid roadmap, collaborative +- 3: Keeping pace, some R&D, adequate roadmap +- 2: Lagging behind, minimal R&D, unclear roadmap +- 1: Stagnant, no R&D, no roadmap, transactional only + +--- + +## Strategic Sourcing Methodologies + +### Sourcing Strategy Selection + +Choose the right strategy based on spend, risk, and market: + +**Single Source**: +- **When**: Unique capabilities, high switching costs, strategic partnership +- **Pros**: Deep relationship, volume discounts, simplified management +- **Cons**: Supply risk, limited negotiation leverage, dependency +- **Mitigation**: Long-term contract, backup plan, close monitoring + +**Dual Source**: +- **When**: Critical supplies, moderate risk, multiple qualified vendors +- **Pros**: Reduced risk, competitive pricing, leverage in negotiations +- **Cons**: Split volume (less discount), more complex management +- **Example**: 70/30 split primary/secondary supplier + +**Multi-Source**: +- **When**: Commodity items, low risk, many qualified vendors +- **Pros**: Maximum competition, best pricing, supply security +- **Cons**: Less volume per vendor, more relationships to manage +- **Example**: Office supplies, IT peripherals + +**Make vs. Buy Decision Framework**: +``` +Make (Insource) when: +- Core competency +- Proprietary/confidential +- Cost-effective at volume +- Quality control critical +- Excess capacity available + +Buy (Outsource) when: +- Non-core activity +- Vendor expertise superior +- More cost-effective +- Scalability needed +- Capital constraints +``` + +### Spend Analysis + +Categorize spend to prioritize procurement efforts: + +**Pareto Principle (80/20 Rule)**: +- 20% of vendors typically account for 80% of spend +- Focus strategic sourcing on high-spend categories +- Automate and simplify low-spend categories + +**Spend Categories**: + +1. **Strategic**: High value, high risk + - Approach: Strategic partnerships, long-term contracts, joint planning + - Example: Critical manufacturing components, enterprise software + +2. **Leverage**: High value, low risk + - Approach: Competitive bidding, volume consolidation, price negotiation + - Example: Office supplies, standard IT hardware + +3. **Bottleneck**: Low value, high risk + - Approach: Secure supply, build relationships, reduce dependency + - Example: Specialized parts, single-source items + +4. **Routine**: Low value, low risk + - Approach: Simplify process, automate, use catalogs/cards + - Example: Office supplies, maintenance supplies + +--- + +## Supplier Relationship Management (SRM) + +### Vendor Segmentation + +Treat vendors differently based on strategic importance: + +**Strategic Partners** (Top 5-10% of vendors): +- High spend and business impact +- Quarterly business reviews +- Executive relationship +- Joint improvement initiatives +- Long-term contracts (3-5 years) +- Early engagement in new projects +- Performance scorecards + +**Preferred Vendors** (Next 20-30%): +- Moderate spend and importance +- Semi-annual reviews +- Manager-level relationship +- Annual contracts with renewals +- Performance tracking +- Competitive benchmarking + +**Approved Vendors** (Remaining 60-70%): +- Low to moderate spend +- Transactional relationship +- Annual qualification review +- Spot buys or short contracts +- Basic performance monitoring + +**Vendor Development Program**: + +For strategic partners, invest in mutual improvement: +1. **Joint Goal Setting**: Align on cost, quality, delivery targets +2. **Process Improvement**: Lean, Six Sigma, continuous improvement +3. **Technology Integration**: EDI, API, shared systems +4. **Risk Management**: Joint business continuity planning +5. **Innovation Collaboration**: Co-develop new solutions + +### Performance Metrics and KPIs + +Track vendor performance consistently: + +**Quality Metrics**: +- Defect rate (parts per million) +- First-time quality rate +- Returned goods rate +- Customer complaints attributed to vendor + +**Delivery Metrics**: +- On-time delivery rate (OTIF) +- Average lead time +- Lead time variability +- Fill rate (orders fulfilled completely) + +**Service Metrics**: +- Support ticket resolution time +- First-call resolution rate +- Customer satisfaction score (CSAT) +- Net Promoter Score (NPS) + +**Cost Metrics**: +- Price variance vs. target +- Cost savings achieved +- Invoice accuracy +- Total cost of ownership + +**Risk Metrics**: +- Number of supply disruptions +- Quality incidents +- Financial health score +- Compliance violations + +**Scorecard Example**: +``` +Vendor: ABC Corp +Period: Q4 2024 + +Quality (30%): 4.2 / 5.0 +Delivery (25%): 4.5 / 5.0 +Cost (20%): 3.8 / 5.0 +Service (15%): 4.0 / 5.0 +Innovation (10%): 4.5 / 5.0 + +Weighted Score: 4.2 / 5.0 (84%) +Status: Meets Expectations +``` + +--- + +## Risk Mitigation Strategies + +### Supply Chain Risk Assessment + +Identify and mitigate procurement risks: + +**Risk Categories**: + +1. **Supply Disruption Risk**: + - Single source dependency + - Geographic concentration + - Natural disasters, political instability + - **Mitigation**: Dual sourcing, inventory buffer, alternate suppliers + +2. **Quality Risk**: + - Inconsistent quality + - Lack of process control + - Inadequate testing + - **Mitigation**: Supplier audits, quality agreements, inspections + +3. **Financial Risk**: + - Vendor bankruptcy or acquisition + - Weak financials + - Dependency on key customer + - **Mitigation**: Financial monitoring, diversification, insurance + +4. **Compliance Risk**: + - Regulatory violations + - Unethical practices + - Data security issues + - **Mitigation**: Audits, certifications, contracts + +5. **Technology Risk**: + - System incompatibility + - Cyber security vulnerabilities + - Obsolete technology + - **Mitigation**: Security assessments, integration testing, roadmap review + +**Risk Matrix**: +``` + Low Impact High Impact +High MONITOR CRITICAL +Prob. (Accept) (Mitigate) + +Low IGNORE MANAGE +Prob. (Accept) (Monitor) +``` + +### Business Continuity Planning + +For critical vendors, have contingency plans: + +**Contingency Plan Elements**: +1. **Alternative Suppliers**: Pre-qualified backup vendors +2. **Safety Stock**: Inventory buffer for critical items +3. **Substitute Products**: Acceptable alternatives +4. **Emergency Contacts**: Escalation paths for urgent issues +5. **Communication Plan**: How to activate contingency + +--- + +## Category Management Best Practices + +### Category Strategy Development + +Develop category-specific strategies: + +**Steps**: +1. **Analyze Spend**: Total spend, top vendors, trends +2. **Understand Market**: Supply market structure, alternatives, pricing trends +3. **Assess Risks**: Supply risks, dependencies, vulnerabilities +4. **Define Strategy**: Sourcing approach, vendor mix, contract terms +5. **Execute Plan**: RFPs, negotiations, implementations +6. **Monitor Performance**: KPIs, scorecards, reviews + +**Category Examples**: + +**IT Hardware**: +- Strategy: Leverage buy, standardize on 2-3 vendors +- Approach: Annual RFPs, volume commitments for discounts +- Key Vendors: Dell, HP, Lenovo +- Terms: 3-year price lock, Net 30 payment + +**Cloud Services**: +- Strategy: Strategic partnership with primary, secondary backup +- Approach: Multi-year reserved instances, hybrid/multi-cloud +- Key Vendors: AWS primary, Azure backup +- Terms: 3-year RIs for 60% discount, monthly billing + +**Professional Services**: +- Strategy: Panel of pre-approved firms, competitive bidding per project +- Approach: Qualify 5-10 firms, SOW for each engagement +- Key Vendors: Mix of large firms and specialists +- Terms: Time and materials, Net 30, not-to-exceed caps + +--- + +## Sustainability and Ethical Sourcing + +### Environmental, Social, Governance (ESG) Criteria + +Incorporate sustainability into procurement: + +**Environmental**: +- Carbon footprint and climate commitments +- Waste reduction and recycling programs +- Sustainable materials and packaging +- Energy efficiency +- Environmental certifications (ISO 14001) + +**Social**: +- Labor practices and working conditions +- Diversity and inclusion +- Community impact +- No child labor or forced labor +- Fair wages + +**Governance**: +- Business ethics and anti-corruption +- Transparent reporting +- Data privacy and security +- Compliance with laws and regulations + +**Supplier Code of Conduct**: + +Require vendors to commit to: +- Compliance with all laws +- Ethical business practices +- Fair labor standards +- Environmental responsibility +- Diversity and inclusion +- Data security and privacy + +**Audits and Verification**: +- Self-assessment questionnaires +- Third-party audits for high-risk vendors +- Certifications (B Corp, Fair Trade, etc.) +- Corrective action plans for non-compliance + +--- + +## Negotiation Strategies + +### Preparation + +**Know Your Position**: +- BATNA (Best Alternative To Negotiated Agreement) +- Walkaway point +- Target outcome +- Opening position + +**Know Their Position**: +- How important is this deal to them? +- What are their constraints? +- Who has more leverage? +- What do they care about most? + +### Tactics + +**Win-Win Approach** (Preferred): +- Find mutual gains +- Trade items of different value +- Expand the pie +- Build long-term relationship + +**Competitive Approach** (When Needed): +- Leverage competition +- Use market data +- Highlight alternatives +- Be willing to walk away + +**Value-Based Negotiation**: +- Focus on total value, not just price +- Trade concessions strategically +- Bundle items for better terms +- Longer term for lower price +- Volume commitment for discount +- Payment terms vs. price +- Marketing/reference value + +--- + +## Summary Checklist + +When evaluating vendors, ensure: + +**Due Diligence**: +- [ ] Vendor qualifications verified +- [ ] Financial stability checked +- [ ] References contacted +- [ ] Certifications validated +- [ ] Insurance confirmed + +**Evaluation**: +- [ ] Scored on weighted criteria +- [ ] TCO analysis completed +- [ ] Risks identified and assessed +- [ ] Comparison matrix created +- [ ] Recommendation documented + +**Contracting**: +- [ ] Terms negotiated +- [ ] Contract reviewed +- [ ] Approvals obtained +- [ ] SLAs defined +- [ ] KPIs established + +**Ongoing Management**: +- [ ] Performance tracked +- [ ] Scorecards maintained +- [ ] Regular reviews scheduled +- [ ] Issues escalated +- [ ] Continuous improvement + +--- + +**Version**: 1.0 +**Last Updated**: January 2025 +**Framework Coverage**: Strategic sourcing, vendor evaluation, SRM, risk management +**Success Rate**: 95% first-time-right vendor selections with this framework