How Do We Treat One Another and Our Surroundings?

Office Etiquette at RSI…

How do we treat one another and our surroundings?

We have several Fundamentals that focus on caring for one another and treating our people and our things with dignity and respect. It is from these commitments that this list has been derived.

Appearance Counts (#24)—The appearance of our office makes a strong statement about the pride we take in our work. Take responsibility to see that our office environment is clean, neat, and orderly.

Workstation/Office:

Keep your work area clutter free—
Work on one project at a time and put other materials away so that you can focus on the task at hand;
Use drawers, bins, organizers, etc. to bring order to your workspace;
At the end of each day, clear off you desk so that everything is put away; and
Turn off overhead lights when leaving for the day. If appropriate, turn off the main lights in your section of the building (presuming that everyone else has left for the day, too).
Hang your coat or sweater in your cloak-tower; hang guest’s coats in your cloak-tower or in the guest closet in the Reception Area.
For your personal protection, please lock your valuables in your cloak-tower.
Personalize your work station with a few framed photos or sentimental items that warm up the area. Use your good judgment to determine what’s “warming” and what’s “overwhelming”.

Workroom:

Once finished with the resources in the Workroom (paper cutter, staplers, binding machine), please return them to their original position.
Please adopt a perspective of “leaving the room in better condition than when you entered”. Straighten up stray items(miscellaneous paperclips/staples, unused paper, pens, etc.).
Be courteous to one another—fillthe copier and fax machines with paper when they are empty. Clear your copy-jobs before leaving the photocopier and remove colored paper from the trays leaving white paper for the next person.

Restrooms:

When “leaving the room in better condition than when you entered”, pleaseclean up after yourself and others(fallen paper towels, fallen toilet tissue, water around the sinks, etc.).
Inform Maureen if there are any issues needing to be addressed by her or our property manager.

Kitchen:

Thinking of the next person to enter the kitchen, please make another pot of coffee when you take the last cup or notice that it is very low. Make regular or decaffeinated, whichever you believe will be most appreciated.
Following the use of any dishes, cups, containers or utensils, please place them in the dishwasher or wash, dry and put them away. Take responsibility for cleaning up any items offered to guests to make their visit more comfortable.
To keep our environment inviting for those who follow us, please straighten up the tables and chairs after you’ve used them.
Similarly, please wipe off the countertops after you are finished.
Please discard any unused personal items from the refrigerator. In order to accommodate all of us, please store only DAILY items in the refrigerator.

Conference Rooms:

Please adopt a perspective of “leaving the room in better condition than when you entered”. Push your chair in when you leave and wipe down the tables if food was served (to remove crumbs or residue from drinks).
Preparing the room for the next event, please remove all handouts/papers. Please take all dishes used to host our guests to the kitchen and clean them (see “Kitchen” above).
Realizing that there are many people in the office who may need meeting space, please reserve a conference room—via the Outlook Calendar—if you need to meet in one. For impromptu meetings, please check the room’s schedule prior to beginning a meeting in it. There could be a group planning to use the room shortly after you get settled in. The receptionists can assist you with double-checking the schedules.
Should you need equipment for your meeting (a laptop, projector, etc.), please reserve it the same way that you would a room (see above). Our training room has been equipped with a computer and a projector (on a cart), so reserving additional equipment is not necessary.

Our Building:

Smoking—the only designated area for smoking is located near the backdoor of the building. Please remember to take your key fob with you (for re-entering the building).
Please care for our new building—inside and out—as you would a new home. We are proud to be in such a beautiful space and wish to keep it looking fabulous for years to come.

Forms/Protocols:

Seeking to create a unified RSI experience, we have defined the look and content of our materials as listed below:

E-mail
Signature—Please review the standard signature (I:\RSI Reference\Fax-Memo Templates\RSI RSIF Signature Template.doc) and create it in your Outlook E-mail settings. For further assistance, please see Jason or Kenn.
Wallpapers or Borders—Please refrain from using any wallpapers in your outgoing messages from the office. You may choose the font for the body of your message (your signature should be kept in Arial), but no other “flairs”, please.
Fax Sheet—When sending faxes, please use the standard cover sheet. To save your own copy (with your name and phone number information), go to I:\RSI Reference\Fax-Memo Templatesto get the form(s). Then save it in your own network file for future use or reference.
Calendar—Please enter your appointments and plans into Outlook. We use this program office-wide to schedule meetings. Having up-to-date information aids in “doing things right the first time”.

Make voicemail a valuable tool (#15)—Your voicemail greeting is an important opportunity to set expectations and create a mood. Update voicemail daily and create a warm, friendly style that makes callers want to speak with you.

In order to best serve our clients (fundamental #1), please update your voice mail by 9:00am. Marion and Jen will check your voice mail each morning in order to assist in setting callers’ expectations (fundamental #14). If by 9:00am you have not yet updated your voicemail greeting, they will likely call you with a friendly reminder.
When recording your voicemail greeting, please mention the date as early as possible. This helps the receptionists know whether or not to take note of your schedule or whether to check in later to get today’s information. Please remember other important items to include:
Your name;
Today’s date;
How to by-pass the greeting and leave a message;
Your schedule for today;
How to get back to the receptionists;
Any other information that will be helpful to your callers.

How to Set-up Your E-Mail Signature in MS Outlook

Follow the steps below to set up your “signatures” in the RSI standard format.Larry and Jason are happy to help anyone who might need assistance. Briefly:

Open MS Outlook and go to your Inbox
Go to the Tools menu at the top of the screen
Select Options
Select Mail Format
Select Signatures
Select Edit (to modify a previous signature) or New (to create a new signature)
Copy and Paste* the signature sample below (Make sure to copy the 2 blank lines after the last text area). Note that there are separate formats for RSI and RSIS.
Change the name, etc to your information*
Please set vCard options to –None-
Select OK
Set signature for New Messages and Replies to the format just created
Select Apply

* * * * Use the Formats Below to Copy, paste, then change to

YOUR name, title, phone numbers, fax number and email address * * * *

Larry A. Friedman, RHU REBC HIA MHP

Vice President

RSI

501 Fellowship Road, Suite 201

Mt. Laurel, NJ08054-3404

800-394-6111 x4307

856-380-4571 (Fax)

Genuine People. Innovative Solutions. Extraordinary Performance.

While we at RSI take seriously our responsibility to communicate in ways that are simple, clear, and accurate, mistakes do occasionally happen. If you’ve received this confidential message in error, please delete it from your system and let us know so that we can correct the problem and get the message to the right person. Thank you for your understanding.

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copy to just above the dotted line

-#-#-#-#-#-#RSI Financial Services uses the signature example on the following page

Larry A. Friedman, RHU REBC HIA MHP

Vice President

RSI Financial Services

501 Fellowship Road, Suite 201

Mt. Laurel, NJ08054-3404

800-394-6111 x4307

856-380-4571 (Fax)

Genuine People. Innovative Solutions. Extraordinary Performance.

Securities Offered Through CPI Capital – Member NASD/SIPC

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copy to just above the dotted line

* Helpful Hint:Sometimes, when copying/pasting data into signatures, the text can get distorted (for instance, your signature may all of a sudden be formatted to use double-spaced lines instead of single-spaced lines). If this happens, do the following:

Edit your signature by following the steps outlined above (point “f” notes the Edit feature).
Press SHIFT + ENTER after each line instead of just ENTER. This will keep the normal line spacing instead of double spacing when you copy text into a signature.

Feel free to send a test message to Jason, Larry, or Sharyn to confirm your signature has been set up correctly.

How to Use the Standard FAX Cover Sheet

Attached is one example of the standard Fax Cover formats; all of them can be found on the “I” drive (I:\RSI Reference\Fax - Memo Templates).

Please “click and replace” the data on the form to personalize it for your use. If you have any questions, please see Larry or Sharyn.

501 Fellowship Road Suite 201Mt. Laurel, NJ 08054-3404

856-234-6111  800-394-6111  FAX 856-234-8328

Fax Cover Sheet

To:[Click here and type name]Fax:[Click here and type fax number]

Company:[Click here and type company name]Phone:[Click here and type ph number]

From:[Click here and type name]Date:October 23, 2018

Ext:xPages:[Click here and type number of pages]

Re:[Click here and type subject of fax]

Select this text and delete it or replace it with your own. To save changes to this template for future use, choose Save As from the File menu. In the Save As Type box, choose Document Template. Save it in your folder for the next time you need it and your set.