Staff Contact Sharing

After much discussion.

Principles:

• • We don't want to rely on explicit permissions from staff to enable sharing of contact details - too much faff and is unnecessary as we have legitimate business reasons for doing so.

  • We need to share contact details between all teams, but should expect that it is not the most junior members of each team who would be needing to ring around other teams, so we don't need to share all details with junior members of teams.

Rules:

• • Manager, Supervisor, Duty Manager, Duty Tech etc details are shared with all junior staff within their team by Managers

  • Manager, Supervisor, Duty Manager, Duty Tech etc details are shared with all others at this level across teams (through shared Google Doc indicated below)

  • Senior Management & HR staff have access to all details.

  • SM, ASM, DSM, Director and Assistant Director to have access to full Artist Contact Sheet for relevant production (see below).

  • Creative team contact details to be shared with full creative team for that production (no bcc required).

  • Cast contact details not to be shared with casts; cast calls to be sent by SM team using bcc.

Tools:

• • Team Mailing lists which are maintained by HR (Natalja) and IT (Oliver) to enable Senior Management, HR and Team managers to email everyone in each team without faff or accidentally sharing personal emails with the list.  Managers of these groups can add and remove addresses from them, here are some instructions.

  • Bar FoH Tech Participation Duty Managers Shared Details Google Sheet is shared with and contains contact details of Managers, Supervisor, Duty Manager, Duty Tech

  • Team Contact & Emergency Google Sheets for each department Manager

  • Team Contact & Bank Details Sheets for Martin to update the rota

  • Artist Contact Sheets for each production (maintained by Arcola Production Team, including junior members), for administrative, Stage Management and artistic teams to update/contact the company.

Documents & Information Sources:

• • All of the data originates in the Starter Forms and is updated by HR (Natalja), or Artist contracts stored within each production's folder on the Drive

    • HRM051 Starter Form (Google Form)

    • HRM045 Staff Database (Starter Form Responses)

  • Manager Shared Google Sheet

    • HRM050 Bar FoH Tech Participation Duty Managers Shared Details

  • Team Contact & Next of Kin Details

    • HRM046 FOH Team Contact & Emergency Details (for Mgr)

    • HRM047 Bar Team Contact & Emergency Details (for Mgr)

    • HRM052 Participation Team Contact & Emergency Details (for Mgr)

    • HRM054 Tech Team Contact & Emergency Details (for Mgr)

  • Team Contact & Bank Details (for Rota)

    • HRM048 FOH Team Contact and Bank (for Rota)

    • HRM049 Bar Team Contact and Bank (for Rota)

    • HRM053 Participation Team Contact and Bank (for Rota)

    • HRM055 Tech Team Contact and Bank (for Rota)

  • Artist Contact Teams

    • Show-by-show Creative Team and Cast lists maintained in show folders (no need for document codes)