1. Handling of losing keys, access cards, properties (laptops) entrusted.

   • No deposit will be collected, but there will be a fine imposed on the person who lost the items. 

2. No taking donated items for Foundation's / personal's use without permission policy.

3. The acceptable dress code for male staff (pictures to be attached).

4. A married staff is not allowed to go out alone with another staff of the opposite gender, be it married or not married.

Hi team! This is about how we use the glass door remote:

✅ Use the remote for: Familiar faces (regular volunteers, our team members)

🚪 Still open the door in person for:

• First-time volunteers

• Donors/Sponsors

• Suppliers/Contractors

❗ Don’t use the remote if you're unsure who it is.
🔐 Keep the door secure at all times.
📣 Lost the remote? Inform Yin Hui immediately.

Thanks for keeping things safe and welcoming!

Ms Prema, this is how I process the staff's Leave Application. 

1. I write the date I received the Leave From. Yin Hui usually will decide the type of leave based on the date. (Yin Hui, please ratify, if not correct).

2. I must see all the daily routines of the applicant have been arranged. It's the responsibility of the Line Manager. I will try to suggest any possibility of the Relief with the LM. LM to follow up. 

3. All information is accurate, I circle "Approved" & sign. 

4. Then, I snap and inform the applicant of the status of the application. 

5. When I am not to sure to approve due to:

- more than 2 main office staff on leave.

- date of leave close to the FSF event/activity. 

6. The approval of the leaves application for Mr Samuel, Yin Hui & Kingsley is Mr Samuel's responsibility; I signed as "Verification".

😃

Dear Teachers,

I would like to inform everyone that *no names of children who have fallen ill should be disclosed to parents or outsiders*. Doing so can violate the child’s right to privacy and confidentiality, as well as breach regulations under the Personal Data Protection Act (PDPA) and ethical standards in handling sensitive health information.

Instead, focus on general information about the situation and emphasize that the appropriate health measures are being taken. Here's how to handle it:

*1. Use General Terms*

Refer to the affected individual as "a student" or "a child in the class" without naming them.

*2. Reassure Confidentiality*

If parents inquire about the identity of the child, politely explain that the child’s information is confidential and that the focus is on ensuring everyone’s health and safety.

*3. Highlight the Health Authority’s Role*

Reinforce that the situation is being managed under the guidance of health authorities to build trust and avoid unnecessary speculation.

Maintaining confidentiality not only protects the child and their family but also helps foster trust in our school’s professionalism and discretion. Thank you!

Dear all…

Hope u had a good breakfast!  Thank u Yin Hui and friends for lining up the exciting activities for us!

During this one-day trip, we want to focus on connecting as a team and making the most of the experience. Please limit phone usage, including mobile games, so that we can fully engage in the planned activities and with one another. 

I am sure u know what I meant. Thank u and cherish u ❤️

To: ALL

Re: Petty Cash & Online Payment

Please be informed that as at today Kenny has taken over the petty cash and online payment. 

With his knowledge and experience, things are progressing faster than what we planned.

Take this opportunity to appreciate Lee Na and Poh Ling for taking time to show and tell, to ensure there is a smooth handing over. Above all, appreciate how both of them have assisted in these areas during the pandemic till now...


To: ALL

Re: Online Payment - Follow up

Following up on the message sent on 28/3/2023, 

All online payments or claims will be made only on Tuesday & Thursday during working hours. Ms. Tracy and I will try our level best to approve the transaction by the next day.

For small amount, we will reimburse you via petty cash.

For the time being, as Kenny has to get the accounts ready for auditing, Poh Ling will help to send out the payment proofs to the respective people.


Dear all,

We are going to process cashless transactions for petty cash account. For those claims less than rm 150 to be considered as petty cash claim except for urgent need cash payment.

For petty cash claim, we will online bank in to your bank account. However, if you are not preferring for online banking, you may choose duitnow  transfer to your Touch N Go E-wallet (you need to give me your TNG account no with 12-digit number and link with duitnow, and pm me). 

If you are not preferring the above methods, still insist in cash payment, pls pm me directly.

If you are no respond for the above matters, we will automatically transfer payment online.

Thanks.


To: ALL

Re: Online Payment - LATEST! (as of 6/6/2023)

Following up on the message sent on 5/4/2023, all online payments or claims will be made only on Tuesday & Thursday during working hours.

To make it happen, we need all payment vouchers to be submitted *by 4.00 pm on Monday or Wednesday* so that on Tuesday or Thursday morning, Kenny has ample time to prepare for Ms. Tracy and myself to approve the online transactions by the evening of the same day.

*From now on, Kenny will send out the payment proofs (transfer slips) to you *upon request*. Thank you for your attention!

Every new staff will be given a lanyard; if there is a need to change to a new one (free), connect with Anusuia, but the condition is, 

1. Yellowish or the print is faded (after a year).

2. If broken or missing due to personal carelessness, we won't replace it; it will have to be purchased with vouchers.

Hi, Social Executives.

Here are update on Home Visitation .

1) after Review Committee seen the Services application forms, Anusuia will arrange for Home Visitation.

2) Home Visit applicants for Preschool services - 1 Preschool personel (Zhi Xin/ Ms Prema/ any teachers) + 1 SE

3) Home Visit applicants for Tutorial Services - Priscilla/ Poh Ling (Tutorial teacher) + 1 SE

4) visitation team bring along: original application form, First Home Visitation form, & progress form.

5) after the Home Visitation the visitation teams must provide recommendations to support or reject, and reasons of such decisions.

6) return the documents & reports fully filled in #4, to Anusuia to be tabled at Review Committee for approval.

End.

CC: 

1) Ms Prema

2) Zhi Xin

Furthermore:

Anusuia & Zhi Xin will go home visit, once a week, in the morning, when Zhi Xin is here in the main office on Tuesday, Wednesday & Thursday morning.

Dear team,

Kindly be reminded that dates for submitting the Requisition Form are 1st - 3rd or 15th - 17th of each month. Other than these days, please DO NOT place the form on my In- Tray. 

Also, if you are ordering certain item (especially cleaning tools), for example broom/mop - please check through all units needed for the same item and  order all amount needed at one time. Do not submit the form order this particular item and in 2 weeks or a month time submit another form to order the same item again. 

Please understand that I didn't store these types of stocks as we have limited storeroom to keep all these. Please help me to save time and work smart in handle this department.

Thank you for your cooperation !!!

Re: Names of Our Premises & Their Departments (Debit for Accounts Purposes) (as at 22-3-2022)

+ Other Services (as at 17-5-2022)

Squad 7 Hall = TUTORIAL

Soup Kitchen = SOUP KITCHEN

Lot 9A "Office" = OFFICE

Lot 5 "Hospitality Room" = OFFICE

Lot 1 "NewKidz Hall" = WELFARE

Lot 1A "Community Library" = LIBRARY

Love on Wheels House (Old Soup Kitchen) = LOVE ON WHEELS

The New Land = OFFICE

The New House "Happiness Haven" = PRESCHOOL

Everyday Enjoy Yourselves Tonight = Weekly Event - Adults
Happy NewKidz = Weekly Event - Children
Happy Squad 7 = Weekly Event - Youth

Dear friends,

Whenever you order garbage bag from me, kindly give the full information as below:

- Size (S for normal small dustbin, L for big dustbin, XL - size often use for SK)

- Type (normal - dustbin use to collect light trash, Heavy duty - SK use to collect unwanted food)

Thank you

1. Login 1 hour before the event, whether involved in the technical side or program of the day unless stated otherwise.

2. Dress according to the Dress Code set, ask there is doubt about it.

3. Be ready to team-host: clap, cheer, interact... etc.

4. Pay full attention with the camera on throughout.

5. Watch out for any suspicious behaviors.

6. Do your part to make sure the event is a smooth one and leave a positive impression/memory on the participants.

To: ALL

Re: Donated / Sponsored Items

1. Yin Hui is the key liaison, which means she is the main contact person for anyone who would like to contribute to us and is assisted by Paul to make the logistics arrangement.

2. There are 2 groups of these items

*(a) Second-hand donated items*

--> Take over by Anusuia with Yue Shan ("Treasure" Thrift Corner) with the respective PICs listed above.

*Every Monday, 2.00 pm - 3.00 pm (latest) - To sort out the things received and set up the Corner.

*During weekdays when these things come in, Anusuia & the respective PICs are to be responsible to make sure these items are either

(i) Kept in the small storeroom (a shared space for cleaning agents + Thrift Corner) or 

(ii) Arranged next to the glass door entrance neatly.

*(b) Fresh / brand new / gently-used donated / sponsored items (Vegetables, Fruits, Pastry, Rice, Masks, Chocolates, etc)*

--> Take over by Ms Tracy & Social Execs

*There are some of the items e.g. Bread & Buns from Trendy Bakery & Confectionery - It is taken care of by Poh Ling...

(i) She works under Ms. Tracy.

(ii) She will liaise directly with the donor/sponsor directly without going through Yin Hui.

(iii) Record the item(s) into the WOW! List.

Besides Poh Ling. Lee Na, Pr Persis, and some other staff also liaise with their donor/sponsor directly and make pick-up arrangements with Yin Hui/Paul.

*Ms. Tracy will make sure all these supplies are distributed to the right group of people timely.

*As for things suitable for Blessing Bags, she will liaise with Yin Hui; things suitable for Food Provision - Yue Shan.

 Those who are involved in FLGS...

5.15 pm - 5.45 pm Discussion Meeting (1 hr)

7.00 pm - 7.15 pm Technical Test

8.00 pm - 9.00 pm Everyday EYT (1 hr)

DEFINITION:

• New things = The non-everyday things e.g. a set of puzzles for certain children in the class, as a reward for their achievement.

• Everyday things = Foodstuff for breakfast, lunch, and snack time; teaching & learning, art & craft materials, etc.

• Big things = For example, to make a greenhouse, get a new smartboard, etc.

THE POINTERS

1. Teachers to fill in the Purchase Requisition Form for "new" things to buy and get approval from the Principal. For there,

   • To buy on their own and claim back. OR,

   • To pass to the Purchasing Dept. to purchase (do allow 3 working days to 1 week time).

2. To claim back, teachers must fill in the Payment Voucher and submit it to the Person In-charge of Petty Cash (The total must not be more than RM500) or our Senior Accounts Exec. to bank-transfer, but on Tuesday and Thursday only.

3. For the everyday things, no need to fill in the form (because the things and prices won't be different a lot).

   • Make sure to compare the prices before buying - good quality but at a lower cost.

   • But if found the price has increased a lot, do check with the Principal before buying.

4. The best is, during the teachers' syllabus meeting, to compile the things to buy there and then.

5. In case the Principal would like to get something "big" for the school, he/she must get approval from the Line Manager.

6. Unless the Principal would like to monitor and have control over the expenses, or else all the Payment Vouchers won't have to be checked by him/her, as the Senior Management is checking them and will query if doubt.

Leave Planning & Application Guideline (as of 19/1/2022)

1. Staff is strongly encouraged to take one day off* every month, to give themselves a rest from the hectic work, to relax their mind, to reset and bounce back!

2. On every working day, there is a maximum of two (2) Social Welfare Executives who can go on leave. This is to avoid a shortage of manpower and to prevent disruption to the daily operation. 

3. No taking leave on Fridays due to the packing work that is going on.

4. Staff is advised to clear half of their leaves before June.

5. We discourage our staff to take more than 3 consecutive working days (except in special cases). This is to ensure there is a prompt follow-up on the works at hand, with no too long a delay. 

6. The approval of the special case application is subject to the discretion of the Line Manager and the approval of his/her Head.

7. Remember to fill up all the replacement duties before submission of the form.
   
   *Subject to the number of leaves entitled.

Procedures for the person in charge of petty cash claims (By Soon Yuen)

1.To be responsible and to ensure that cash are available for claims at all times.

2.To maintained a threshold of RM1000.00 (subject to changes and up to own opinion) in hand for claims to run smoothly.

3.To plan and estimate cash availability, for example the cleaner wages on 15th and 30th or 31st.

• Submit the reimbursement at least three days prior to the 15th and 30th of each month, and give the managers two to three working days to examine and approved it and for the accounts department to process the online payment.

• Other than the above reimbursement, submit the reimbursement once it reaches the threshold of RM1000.00. (can be more and less), likewise give the managers 2 to 3 days of grace period.

4.For claims of RM500.00 and above, all staff will need to inform the cashier and give a grace period of 2 to 3 days for her/him to get ready the cash. The cashier will submit the payment voucher for the said claims and get approval for online payment.

5.For urgent cash payments (example ang pow, licence), the cashier will submit the payment voucher for managers to approve the online payment. Make it clear to the managers that he or she requires cash immediately. Because this is an urgent payment, it is not necessary to go through the standard reimbursement process and can just issue the payment voucher without any supporting paperwork yet. After approval and online payment made to the cashier, the cashier will need to go to the bank to cash it out.

6.To facilitate the petty cash reimbursement and other payments online, the managers will check and approve all payments on a timely basis. The cut off time for managers to pass the payment vouchers to the accounts dept will be 2.00pm and for the manager to approve the online PBB payments will be 4.00pm on Tuesday and Thursday.  

7.Petty cash reimbursement can only be paid under the name of the person who is in charge of petty cash.

8.Petty cash reimbursement will be set at RM2000.00 per reimbursement, however if the need arises, the cashier can always reimburse more and receive approval for payment based on his or her own discretion.

9. It is the duty and responsibility of the cashier to ensure that all claims are substantiated with proper documents before pass to the accounts dept for filling and to ensure the safety of the cash. 

.          

1. Advanced petty cash that can be taken is raised from RM100 to RM200.

2. For now, they are mostly for petrol and vegetables only.

1. The recipient of invoice is to pass the invoice to the person In-charge (PIC).

List of Person In-charge (Not the full list)

1. Soup Kitchen - Yue Shan

2. Love on Wheels & Maintenance - Paul

3. Purchasing - Lee Na

2. The PIC is to circle the amount and write in red "PAID" if it is paid.

3. The PIC is then to it pass to Poh Ling for filing or proceed with payment.

4. Meanwhile, Poh Ling is to prepare a list of suppliers / vendors that require us to make advance payment.

Handling of Individual Contribution Form

This is important as the contribution of every student could change in a year, be it the ones under our help or the ones paying full amounts of donation. The pandemic has affected some of the well-to-do parents and we have adjusted their amount of commitment in 2020.

Generally,

1. Ms Prema fills up the actual amount payable for every new student, after discussion with Ms Tracy.

2. Ms Tracy verifies the information and hands over the form for Mr Samuel to approve.

3. Thereafter, Mr Samuel will handover the form to the Accounts Dept. to update into their spreadsheet.

If along the way, the family is having some kind of financial issue and the amount payable need to be revised,

4. The parent meets up with Ms Prema, to discuss the issue and come out with a revised amount payable.

5. Ms Tracy is to verify, Mr Samuel is to approve and the Account Dept is to update accordingly.

If there is a need to revise again,

1. Go through the same process (repeat the step 4 - 5). This time to initial at the “Revised Payable Amount (2)”.

Please be informed that from now on, every contractor that we intend to engage, the "Contractor Engagement Form" must be filled up and approval must be obtained before proceeding with the job.

This is going to help us to ensure the cost of labour is being discussed ahead of time, and forces us to get a better deal as well.

Without this, the Accounts Dept. will not approve and make the payment. Thank you so much!

TO: ALL

*RE: TAKING LEAVE FOR DOCTOR APPOINTMENT & OTHER COMMITMENTS*

Here is *a request from me* to everyone, with immediate effect, before you make any appointment with doctor or anyone that *needs to take leave from work*, I appreciate if you could *just have a quick check* with your line manager or HR manager. This will be helpful for us all in our planning and operations of Foundation.

Just as the doctor will have to check which day is available for your next visit, you will also need to let doctor know your next available date (after confirming with your line manager or HR manager).

If there is any unforeseen things to do* on a certain day, but we have agreed on your leave, we will honor our prior agreement with you to let you go on leave.

Thank you so much!

*If the things to do is really a "life and death" matter, we will discuss further with you to see the urgency and any possibility to postpone your appointment  or we make other arrangements.

There are all together 3 donation boxes in our Foundation:

1. Soup Kitchen (Soup Kitchen)

2. Hospitality Room (General Donation)

3. Office (General Donation)

It is now Poh Ling's responsibility to clear them weekly (the day before she goes to bank), and have them banked-in accordingly (refer to the brackets).

TO: ALL

*RE: ALL LETTERS TO FUNGATES SUPERFLOW FOUNDATION*

Please note that with immediate effect, all letters to FunGates Superflow Foundation are to be handed to Mr Samuel. This is to avoid delay in responding to the letter. In his absence (e.g. on leave), his replacement will have to alert him about the letter(s), from there he will authorize the right person to open up the letter.

Thank you!

1. Leave the In-Tray empty for in-coming documents.

2. When placing a document in a person's tray, turn it side down.

3. Clear the In-Tray daily.

1. The Principal discusses with the Manager on any changes to be made on the contribution committed earlier on.

2. The Manager will then finalize with the General Manger, to get the final approval.

3. The General Manager works with or updates the Accounts Department, with the Form for the Department to sign.

4. This is done with the objective in mind - to complete the cycle of communication.

#ASK I plan to recycle our preschool old syllabus for Client's name list & office admin. What's your opinion, Mr Samuel

#ANSWER The syllabus is something P&C and not to have anyone having it or lying around.

1. We the senior management can recycle them, for ourselves - but after use, we either

• Tear them and throw them or

• File them in our files.

2. It cannot be used to print or photostat or write anything and let the other staff holding it with them.

3. The suggestion of using the reversed side to photostat the following year's syllabus is good.

1. All utility bills and invoices received go to the Accounts Department directly.

2. 
   

1. All uniforms e.g. the blue polo-shirt and Love on Wheels apron, must be returned to the Foundation upon exiting.

2. If the condition of the uniform is bad, cut and dispose it.

3. If the condition is good, keep it with the stock (but separate from the brand new ones) for emergency use.

1. A temporary access card will be issued to staff who lose his / her card so that it can be used for clock-in / out and access to our premises.

2. A grace period of 2 weeks will be given to the staff to look for the card.

3. Thereafter a RM50 fine will be imposed to the staff and a new card will be issued.

4. The RM50 will go into the general donation, as there is a cost incurred in the issuance of new card.

5. In cases the lost card is found after the fine is made, return the card to the HR Department, a RM30 will be returned to you.

1. Ensure to issue an official receipt upon receipt of contribution / donation (in cash).

2. There are 3 copies of official receipts, white, green and pink.
   (1) The original receipt (white original copy) will be given to donor, parents/ guardians as proof of payment.
   (2) The green copy to be given to accounts department.
   (3) The pink copy shall remain in the official receipt book (for auditors to check).

3. For parents who need the official receipt to be issued under their names we will do so, as our official receipt are tax exempted. If not necessary then the donor can write the child's name.

4. The particular of the donation mush always start with the work “Donation”. Make sure to write the date of collection, month of payment, amount and to sign issued by on the official receipt before passing to parents.
   
   *To state the month that they are paying for and state "partial" if it is not a full payment.

5. An official receipt must be issued immediately for cash payment. For online payment to be issued within 2-3 days.

6. Prema will issue for cash payment and online payment Soon Yuen will issue.
   
   *Ms Tracy to have a template of email for Lee Na to inform parents, there is a change of person to send to i.e. Soon Yuen, carbon copy (CC) the email to Soon Yuen.

7. Prema will pass the cash to Soon Yuen to bank on weekly basis (Tuesday) or whenever the cash amount reaches the amount of  RM1000.00. Prema will make sure that Soon Yuen signs on the pink copy of the official receipt to verify that cash has been received from Prema before proceed to the Bank to bank in the cash.

8. Soon Yuen will then proceed to update the system and print out the Check & Balance Slips for Ms Tracy to check, and Mr Samuel to verify.

9. Prema will also update her record for cash payment.

10. Soon Yuen will do the update of all payment (online and cash) in the master list. Every end of the month, Soon Yuen is to provide Prema with the updated list for the following month's collection.

11. Any cancellation of official receipt, to strike it off and staple all 3 copies together and retain in the official receipt book for future records.

12. Upon completion of the official receipt book, the book must be returned to Soon Yuen for safekeeping and at any one time only 2 official books are allowed to be held by Prema.

13. To get the new official receipt from Soon Yuen whenever a new one is given, Prema must return the finished official receipt book to Soon Yuen for accounts safekeeping.

14. Do take note to keep the official receipt book and cash collection must be kept in the drawer and lock it at all time for precaution and safety measures.

Day-to-Day Purchases

*Approval must be obtained from the Line Manager before any purchases.

1. Submit the Payment Voucher filled up (attach it with the receipt) to Mr Samuel for approval, within the same week.

2. Submit the approved Payment Voucher to the Senior Executive of Accounts to claim.

3. The Sr Exec of Accounts is then to pass all the Payment Vouchers received to Ms Tracy for checking, before the end of the month.

Invoices from Suppliers

4. All invoices go to the Sr Exec of Accounts to issue Payment Vouchers.

5. The Sr Exec of Accounts is then to pass all the Payment Vouchers to Ms Tracy for checking.

6. Thereafter to pass to Mr Samuel for approval before the Sr Exec of Accounts makes online payment or issuance of cheques.

1. In the first place, everyone must be well-informed about their individual roles and responsibilities.

2. Meanwhile, they must be able to tell who is he / she reporting to? and who is reporting to him / her.

3. As no one can serve two masters, if there is more than one person he / she is reporting to, there must be one key leader that is assigned to him / her.

4. With the understanding of 2 Timothy 2:2, every leader and the staff him- / herself have to know which part of the training process they are at.

5. It is also important to know, who is working along side with him / her under the same job.

6. Besides, he / she must be able to tell the departments or services they work closely with.

7. In the events that a leader needs the help of a staff from another department or services, the leader has to liaise with the key leader instead of the staff; in other words, it is not the staff to tell his / her key leader about the help needed.

8. Vice versa, if the key leader needs the help of his / her staff during the time when the staff is carrying out other assignment / duties, the key leader must liaise with the leader in-charge.

Policy Brief & Purpose

Our Teacher Handphone Policy outlines our guidelines for using handphones at work particularly during the school hours (8.20am - 1.00pm).

We recognize that handphones have become an integral part of everyday life. They may be a great asset if used correctly (for productivity apps, calendars, work-related calls etc.) But, handphones may also cause problems when used imprudently or excessively, for example:

• Get distracted from their work and cause harm to their students due to negligence.

• Disturb others (teachers and students) by speaking on their phones.
  
  

Scope

This policy applies to all our teachers.

Policy Elements

Our Foundation expects teachers to use their handphones prudently during working hours (7.30am - 4.30pm).

1. Teachers can use their phones during lunch time and off-school hours, but to turn off or silence the handphones during school hours.
   
   

2. Keep the phone in bag, drawer or a safe place during school hours is the best practice.
   
   

3. Teachers are allowed to use their phones:
   
   

- To make work-related calls e.g. contact parents regarding school matters.

*However it is depending on teachers if he / she minds to give out their phone numbers to parents.

- To use productivity apps e.g. Google Keep, Todoist, Evernote etc. or calendars.
- To search on the internet for work-related resources.
- To check, reply and send important messages.
- To make brief (a few minutes, per day) personal calls away from the working space.
- To contact the Principal when the office phone is at reach.

4. We won’t allow teachers to:
   - Use their phones during school hours even during the free periods, including accessing to teaching materials.
   - Have casual chit-chats over the phone.
   - Play games and watch videos on the handphone for personal amusement during working hours.
   - Use their phones for any reason while driving a Foundation vehicle.
   - Use their handphone’s camera or microphone to record confidential information.
   - Download or upload inappropriate, illegal or obscene material on handphone using our Foundation's internet connection.
   - Discuss on other matters or issues not involving school e.g. promoting own business and sharing personal problem.

5. In cases when a teacher needs to make an important call at a certain time during the school hours or expects an important incoming call, he / she must obtain prior permission from the Principal, so that arrangement for teacher to stand-in can be made.

6. Generally, teachers can be contacted via office phone at 03-5880 5027 by parents or in case of emergency.

Disciplinary Consequences

Our Foundation retains the right to monitor teachers for excessive or inappropriate use of their handphones. If a teacher’s phone usage causes a decline in productivity or interferes with our operations, we will ban that teacher from using their handphones.

Teachers may face severe disciplinary action up to and including termination, in cases when they:

• Cause a security breach (information being accessed without authorization).

• Violate our confidentiality policy.

• Cause an accident by recklessly using their phones.

Hi Team, please read the followings for a better understanding among ourselves and a better work flow 😉

1.For our Governing Manager, Auntie Clarine, she may work with anyone of us directly.

2.As we practice open door policy here, you may refer to her directly on anything that you would like to.

3.If Auntie Clarine finds there is a need for me (Samuel), or anyone of us to be involved in the decision making or to know about the information, I / we will be called.

4.If you would like to get my advice before connecting with her, you may do so at anytime.

5.Generally, you may connect with me directly; if the decision is beyond what I can make, I will always refer to Auntie Clarine.

6.For me, I have Lee Na (with her main role as a class teacher now) as my Personal Assistant, she provides support to me in managing incoming / outgoing information and instructions.

7.Just as Phoebe, the Regional Manager takes care of Alor Setar works, Tracy takes care of Kuala Lumpur works as the Welfare & Education Services Manager.

8.The Human Resource & Operations Manager cum Social Media Moderator (Yin Hui) and the Chief Accountant (Soon Yuen) work closely with Tracy and Phoebe.

9.Tracy has Yue Shan (on unpaid leave now) as the Assistant Manager to assist her and also with the focus on continuous Human Capital Development.

10.For now, as we are operating at two different locations, Samuel will be the key liaison person for the employees in Jinjang, Tracy will be the key liaison person for the employees at FunGates HQ.

Liaison = a person who helps organizations or groups to work together effectively and provide information to each other.

💡My beloved staff, this about DEADLINES... Please allow me to text here, to set everything right for everyone of us.

Please spend some time to read through and understand.

If you have a different opinion about the things listed below, you may direct message me. Thank you and I love you! 

1. Please adhere to ALL deadlines given to you.

2. As the person that gives assignment, to fix a deadline, you may

(a) fix it for the staff straight away. OR

(b) discuss with the staff to come out with the best achievable deadline.

*Before anyone accept any assignment, if you have other urgent / important assignment already in hands, you must voice out; do not be overloaded until cannot produce or produce a lousy work.

*However, if you always reject new tasks / assignment with all kinds of reasons, I will be wondering are you here to solve problem for Foundation or to give more problem to Foundation!? 😬  

3. If no deadline is given to you, ASK FOR IT, or else the deadline is TOMORROW - means, the thing must be done by tomorrow.

*No one can say "You never tell me you want it today..." or words of the same meaning.

4. If you cannot complete it during working hours, JUST STAY BACK TO GET IT DONE!

5. For some cases, when you know you are not able to produce by the next day, you must take the initiative

(a) to apologize

(b) explain to the person that assigned you (with a valid reason).

(c) set a new deadline or to discuss together to see how to get it done in time.

*DO NOT WAIT for the person to ask you about the work not done!

6. If a staff is not able to meet the deadline again and again, surely there is a knot somewhere need to untie, I will be coming in to assist.

I hope after reading, you know all these are to protect one another... to make this place a secured place to work in and everyone will learn to be efficient and effective communicator!

Dear all, 

For now, our team members are based at 2 locations - Jinjang & FunGates HQ. From today onwards, Ms Tracy will be taking care of the staff over @FunGates HQ. Samuel will be taking care of the staff @Jinjang.

Esp. to arrange a "Learning Time" together from time to time with the staff. Topics on social work - how to ask the right questions during interview or visitation, how do we help the clients effectively, how a soup kitchen is operated and etc.

After discussing with Ms Tracy just now, to avoid communication break down and to have a better work arrangement. From now on, whatever instructions from our staff @FunGates HQ to our staff here, I must be informed. How?

(1) Send the instruction to this chat group, esp. when it involves more than 1 person. I will take note from there.

(2) Inform me first in the Management chat group, then you may proceed to deal with the staff directly.

*Except Petty Cash matters, Soon Yuen / Lim may deal with Rebekah directly.

(Let us monitor and see, is this way work best for us. Thank you everyone!)

Refer to this link for the latest:

https://docs.google.com/document/d/1tPcOQEu4IqdfH5zB0wHC-rt-yKr08V51GfBc93MjZKw/edit 

This is built upon what I have sent to the earlier team members in this chat group:

Important pointers about

Responding to messages / information or instruction given over here at this chat group, esp. after working hours / during weekends / on your off day(s).

1. To convenient the senders, sometimes messages can be sent here during the time mentioned above, including middle of the night... Please do not be upset by it.

2. You are not expected to answer / reply immediately, as it is off working hours; unless you are in the management and I know+you know there is something important to be settled asap, then we must be in the "on-call" mode.

3. However, my advice is, it is better to response before your forget about it or become too busy to reply; don't do "double work".

4. Everyone of us knows that replying a message is a good courtesy, but for general messages to everyone, I DO NOT expect everyone to reply, be it a "yes" or "noted"... it is totally alright with me.

5. Having said that, NO ONE can go to any senders and say you did not see the message. This is one of our important communication methods, you must beware of all incoming messages. 

*As fellow coworkers, you may always alert one another about the new messages to avoid anyone miss out anything, esp. to help the "blur sotongs" (I hope you are not one).

6. Because of this, let us try reducing casual conversations here.

7. If the message is with your name e.g. @XXX - then a reply from you is a MUST whenever you are available.

8. To all the senders, if it is a last minute and urgent matter, please do not WhatsApp here, call the recipients instead to give the instruction or pass the information.

If you need any clarification please pm me directly. Thank you everyone!

*I just text in first, I will be talking about this on Monday afternoon face to face 😉