Ten ideas to help get great private service in your private life

1. Hire the right person for the job in your home using a thoughtful approach based upon identifying appropriate experience, mindset, potential fit and references.
2. Bring staff on board in a way that helps them be successful and long
3. Be thinking retention strategies. Thank you is a simple one. Financial incentives are another.
4. Know that mutual respect is key to a good long term relationship
5. Ensure that your expectations are reasonable and your staff person can maintain a quality life of their own.
6. Communicate upcoming events and other details that staff need to know to do their jobs in ways that are timely, clear and get to everyone that needs to know at the appropriate time.
7. It is important to be even in disposition, fair, friendly and not familiar with your employees.
8. Plan regular times to meet just to discuss how things are going for both parties.
9. Micromanagement of staff can diminish often diminish the level of service that could be possible in a home.
10. Encourage all staff to communicate and treat fellow staff and vendors with courtesy and respect.

Interim Estate Management Services (IMS)

What is Interim Management?

Short-to-mid term (1 week to 3+ months) temporary estate/household management services provided by experienced private service professionals.

When is Interim Management used?

• When your current staff needs a well deserved break
• To keep the household running while interviewing and/or training new personnel
• When extra management/hands are needed for special events/occasions such as weddings or gala events
• To organize and ramp up a new home
• To staff a seasonal home(s)
• Anytime your household is short handed and experienced, immediate help is needed

What positions can be covered by Interim Management Services?

• Estate Manager
• Household Manager
• Personal Assistant
• Senior Companion
• Event/Party Planner
• Traveling Companion
• Butler
• Chauffeur
• Executive Housekeeper
• Housekeeper
• Personal Chef
• Whatever needs to be done

What kind of person provides Interim Management Services?

Skilled, long-term, experienced estate managers who have been in domestic service and who are retired or semi-retired from service but seek to be useful and keep their domestic skills & resume sharp. Many people in domestic service are dedicated to the field, and enjoy staying involved but do not require full-time employment. These types of individuals make themselves available for Interim Management since having been there themselves they know how extremely  valuable accomplished, competent, “step-in” assistance can truly be.

How much does Interim Management cost?

You should expect to compensate a skilled Interim provider equally to what you would be providing full-time personnel in a similar position. After all, these are not trainees, you are benefiting from cream-of-the-crop, top career professionals who are willing to provide you excellent management relief at a moment’s notice – when you need it most!

The cost of IMS services will therefore vary and will calculated at time of contact.

Where is Interim Management Services available?

Most IMS providers are willing to work worldwide.

How much notice is needed for Interim Service personnel?

Generally one week minimum notice is requested.

How do I request Interim Service personnel?

Contact Werner Leutert at werner@homestaffingnetwork.com or call Werner at 239- 262 0724 with your staffing request dates, job description, and current position compensation levels

Article Courtesy of Karen Ryan, Owner of Heartland Caregivers www.heartlandcaregivers.com

Finding and retaining trustworthy, loyal and efficient individuals to staff your private home, ranch, resort or estate can be a real challenge. Private service positions demand extreme flexibility, excellent interpersonal skills and a working knowledge of any and all aspects of caring for a fine residence, ranch or resort property. There will be many long hours filled with tasks that range from the mundane to the Herculean. A domestic professional might be required to be, “All things to all people” in the household; planning a formal dinner, doing housekeeping tasks and driving the children to school one day, taking the family pets to the groomer and purchasing a gift for a business client the next. Understanding the operation of a state-of-the-art high-tech home is essential in most placements. Anticipating you and your family’s needs and the on-going care requirements of a beautiful property is, of course, the goal.

Because you want to find and maintain the highest caliber employee(s) possible to staff your home and because you only want to go through this hiring process once, we offer the following suggestions, developed from information household and estate employees have shared with us over the years:

1. Overzealous micro-management by an employer is the number one reason household staff members cite for quitting their positions. This is closely followed by excessive over-time work hours (on a continual basis) and/or an attitude of distain communicated from the employer. You must be satisfied w/ the work of your employees, but it is sometimes a fine line between checking on them and chiding them. Trust your judgment- as a manager, your goal is to be fair and reasonable while expecting and encouraging a high level of performance. Remember your employee(s) have chosen to enter the service profession and they do want to deliver for you. You can make sure this is possible by, a) Having a fairly accurate understanding of the time it takes to accomplish the tasks you require them to complete and, b) Being open to hiring extra local help or outside service people for special occasions, if needed. Additional part or full-time help might also be required if the day-to- day needs of your household exceed the capacity of your current staff.
2. If you are providing quarters (and it is customary to do so in this profession), ensure that they are clean and in good repair prior to your new employee(s) arrival and move-in. If you are employing a couple, they are unlikely to remain happy long-term in undersized or inadequate accommodations, such as a single small bedroom. While we screen our domestic, estate, ranch and resort couples for a high-level of compatibility and the ability to work well together, any couple needs adequate space and privacy to work at their best. Consider long-term contentment when arranging staff amenities such as housing, and you will definitely improve your long-term staff retention.
3. Clarify. Issue written instructions and/or spend the time with your new employee(s) and communicate your specific needs, preferences (i.e., culinary likes and dislikes, wardrobe care, preferred order of tasks) and routines prior to their assumption of duties. Be very clear about your strongest likes or dislikes. In areas not as critical to your peace of mind, allowing your employee to employ their judgment and individual talents in the completion of their tasks, can help keep them engaged and dedicated to their work long-term. If your home or estate does not have a manual of operation and procedures, consider allowing your new employee(s) a reasonable amount of time (5 to 8months) in which to create one for you. Such a guide can be an invaluable tool in the care of your residence and providing high-quality service to you and your family. It should include information regarding your personal needs and preferences as well as those of other family members and regular guests. It should also outline routine care and functional operation of each and every component of your residence and grounds.
4. While domestic professionals pride themselves on their adaptability and flexible, service-oriented attitude, it is still important to notify your staff of changes in schedules, (both yours and theirs) routines or special needs as soon as possible. This is not only a courtesy that your staff members will appreciate, it while also help insure that any changes can be incorporated smoothly while maintaining a high-level of comfort and ease for you and your family.
5. Insure that the proper equipment is in place for your employee to efficiently do the work you require. Items such as a top-of-the-line vacuum cleaner (ideally, one for each living level) can make a big difference in both results and time effectiveness when caring for your home. Some tasks, such as cleaning high or oversized windows are better hired out to a vendor who has the appropriate ladders, scaffolds and other special equipment required to do the job correctly and safely.
6. Household and estate managers are salaried professionals and it can be very tempting to load on the hours during busy periods without giving additional pay and very easy to forget to provide compensatory time-off later, when things slow down. In a word: Don’t. Anything over 50 hours per week should be acknowledged and compensated with either a bonus or extra time off, when events permit. Salary should reflect compensation for a 40 plus hour week to be in compliance w/ U.S. labor law. End of the year bonuses, 401Ks and insurance coverage can really encourage a lasting employer/employee relationship. Yearly paid vacations (at an agreed upon time convenient to both of you) should allow for two weeks of rest and regeneration for your employees-these can usually be split if you cannot afford their absence for more than 7 days. Remember Estate Staffing by Heartland maintains a roster of qualified and screened applicants to fill-in on a temporary basis, if needed.
7. Maintain a productive working relationship with your domestic employees through regularly scheduled staff meetings. While you may think you are communicating sufficiently by providing them with regular instructions and feedback, remember that they also need a time to share their concerns, ideas, and suggestions with YOU. It is important you schedule times to listen to them. Spending a little of your time in this way can pay big dividends through increased efficiency, employee loyalty and long-term job satisfaction within your staff.
8. Remember that domestic service is a REAL CAREER and it must be respected as such. Paying staff members ‘Under the table,’ is a thing of the past. Providing full benefits and incentives is as important in this profession as it is to any other. Household and estate employees are directly involved in helping you maintain a comfortable and gracious estate lifestyle. If personal loyalty, a willingness to go the ‘extra mile’ and long-term, career commitment are qualities you seek in your domestic staff, providing a competitive benefit package to the household and estate professionals you employ makes good sense, as it would in any field. We also urge you to use the quarterly evaluation form provided by Heartland, so that your employees will know where they succeed and where they need to improve.
9. Remember too that no one is exempt from the occasional bad day. A good working relationship between household staff and employer, like any professional relationship, requires occasional sensitivity and tact on everyone’s part. Counting to ten, walking away or simply cutting an employee a bit of slack when they are having a difficult time, can do much toward maintaining a harmonious, productive and long-term employer/staff relationship. Occasionally, ask yourself if the work load, and the amount of time allowed to complete expected duties continue to be realistic, or have changes in your residence, family or lifestyle pushed the limits of your current staffing level? If so, it may be time to consider additional staffing. It is our sincere hope that you will turn to Heartland for all of your household, estate, ranch or resort staffing needs. www.heartlandcaregivers.com

“Start of Employment” Considerations( written for House Manager position, but with some relevance to other positions)

Both Parties:

• Review the job agreement and the job description prior to the start date.
• Consider the that the success of service in a staffed home is measured by the satisfaction of both the employers and the employees in each other and in the results of the service delivery. 
• There should always be the professional separation that distinguishes the two parties so as to promote efficient and business-like relations.  At the same time it is important that both parties foster positive attitudes of mutual respect and make the point of thanking each other from time to time for the opportunity to be of service to each other.  The Ritz Carlton Hotel organization has this definition of the service relationship; Ladies and Gentlemen Serving Ladies And Gentlemen.

Employer considerations:

• Let other staff and other persons in close contact with the home know about the new hire, the reporting relationships and encourage their full cooperation.  Sometimes this is done by preparing a welcoming note that is given to the staff that explains that “Paul Jones is coming on board.  He is coming from Florida, where he managed a large home.  Paul will be responsible for the smooth operations of our home and we anticipate that you will like Paul and work closely with him to help make him successful in the job.  We would like our home to run in a business like fashion and therefore we would prefer that you to bring your issues and concerns to Paul who will keep us informed.  Of course, if it is an emergency or something of such great importance that you wish to speak directly to us, we will make time available.” 

• At the first opportunity articulate your philosophy in regard to domestic matters.  You may state that your goal is a home that operates with a high level of efficiency in which everyone has for the most part a positive attitude and are always respectful of the other person (mutual respect)

• Inform the new employee about any pet peeves such as being exposed to loud noises, radio, smells (kitchen, cleaning, perfume) , being visible / invisible in the employers space, expectations on how you want other staff handled, etc.  Explain how you like to be approached with questions- you might say “unless urgent, leave me a note or ask me at our daily briefing.” Or you may email questions anytime.

• Share with your new staff person any special arrangements / accommodations that you have made with the other staff, vendors or extended family.  Example:  “John the electrician is well known to us and you don’t need to pay close attention to him when he is working on projects”. Or the gardener for Jones Nursery has been given permission to take cold drinks from the staff refrigerator”.

• Identify a basic work station area for the new employee to conduct business / locate files, make calls, organize etc.  Normally a computer is part of this organization.  This may or may not also be the place where messages are left for both parties. 

• Decide on the method and frequency of the inter-day communication.  Some organizations have a set spot to leave messages for each other, others use voice mail or email to keep communications current.

• Decide how often, when and where you and the employee will sit down to review in a non confrontational setting such topics as are outlined below under the employee considerations about regular meetings.

Employee Considerations:

You will want to start by asking a lot of questions in order to begin to understand the needs and expectations of the employer as well as the specific details of why, how and where tasks are done.  A collection of household documents that relate to the operation of a home is typically called the House Book.  Study any information already available. Eventually it should include the following items:

• Policies and Procedures:  How to answer the phone, screen calls, address the employer / guests, phone message procedures, how to handle delivery of packages, gifts, flowers, petty cash procedure, and much more.
• A Typical Day in the Residence- A regular day at the Residence, might include listen to voice messages, view notes or email, walkthrough, set ups for lunch and dinner, routine tasks, trouble shooting problems, planning.  Note especially the opening and closing routines of the home at both ends of the day.
• Service- Food service for the family in different scenarios, food service with guests in Preference List- food and other preferences of the Family
• Employee Job Description- butler, chef, housekeeper (i), housekeeper (ii) houseman, nanny. employee basic work schedules.
• House Guest Book- set up of rooms, preferences list for food.  Might include menus used when guests there previously.
• Cleaning Procedures-General contracted, in house, deep cleaning
• Room Books- show how a room is to look in a photo, specialized procedures for each room, includes special information on care of items in these rooms.  .
• Inventories- inventory list for silver, linen, china, furniture, antiques, wine  photos helpful.
• Events- event sheets, party rentals, set up for events
• Maintenance Schedules-weekly, monthly and yearly, protecting the house, preventative maintenance schedules-heating and cooling, refrigeration, vehicles, painting, floors, carpet cleaning
• Administrative- standard meeting agenda, monthly report format, petty cash statement format, status report form
• Seasonal Changes and Preparations- slip covers, Christmas, Easter, winterization, seasonal garden things, hurricane preparations, Check lists, photos
• Security Check in and out, pick up and return keys (main security “book” is  kept by security.
• Telephone List –Includes all vendors, key numbers

Set up regular meeting times to discuss issues besides the daily events.  A “perpetual” agenda” should be maintained and ready for each meeting.  Typically the agenda will have line items for

• Review of last weeks activities including anything unusual, accomplishments
• Discuss new situations including new repair needs, inquiries from vendors, potential problems, repairs completed
• Ongoing repair list with estimated completion dates-may not need to be discussed, but serves as a record of what is in progress.
• Suggestions for items to purchase
• Forward look-next week, next month etc.  To identify upcoming events that may need to be planned for
• How am I doing?   Here the employee is asking the employer for feedback on job performance. This
• Comments and observations- this is where the employee can give feedback on any matters that might effect personal performance or satisfaction.

HOUSEHOLD JOB DEFINITIONS

Here we present an overview of the key staff positions in a private home. There is a great deal of variety between homes and this is why Home Staffing Network always prepares a detailed job description for clients that can be used to explain the position to candidates who have been pre-qualified for an available job. More detailed job definitions are available upon request. Info@homestaffingnetwork.com

Household Manager

Household Managers take care of the daily details of managing a home thereby freeing up time for the employer to do other things. This is a rather general job title and actual duties will vary in each situation. The more complex the residence and the standards of the home, then the more sophisticated and professional the House Manager should be.

Taking care of the daily details can mean that the House Manager is doing some cooking, cleaning, driving and other domestic tasks. At this level, the position is relatively uncomplicated and salaries are often in the $40 – $50,000 range typically with accommodation and medical benefits. The successful employee will often be efficient, skillful and quick, which will usually make the employer happy.

Being the do-it-all person is not the aspiration or best utilization of all Household Managers. By virtue of training and experience more sophisticated Household Managers can utilize a broader range of talents and skills to save employer time and money. Managing staff, anticipating employer needs, being able to think the way the employer thinks, understanding pro active property management, event planning, security understanding luxury items, and more are in the play book of these professionals. It is understood that there is always some hands on involvement and this level of Household Manager will know all the domestic tasks in order to properly supervise, train and fill in if necessary. Salaries can reach to $100,000 for such talented individuals with accommodation and benefits…

Butler

The British style Butler is often in uniform and primarily charged with managing the household staff, reception of guests, serving of refreshments and meals, maintaining the fine silver and china, the valet of the employers clothing and various other duties. The Butler reflects a formal image. Generally duties would not include cooking and cleaning duties other than as trainer or fill in…

The current perception of the USA Butler combines the duties of the Household Manager with a more formal attitude and mindset of the formal Butler. As with the House Manager job definition, there is a wide range in the actual job duties depending on the particular residence and also on the quality, experience and skill of the individual providing Butler service.

Salaries can vary greatly. The classic Butler who has executive level management skills, excellent job history and who can portray a wonderful service personality can achieve salaries of $80,000 and up. The USA Butler salaries would track the figures given above for Household Manager

Estate Manager

Often Estate and Household Manager jobs are thought of as being the same. A job title is what the employer wants to call it. For purposes of our definition, these two jobs are not the same. When taken to a greater range of responsibility the title Household Manager gives way to the Estate Manager who has all the same skills and more. There will have more property, staff and issues to take care of. Management often includes careful financial oversight, policy making authority and use of executive level communications skills. There may be a very large estate involved with significant auxiliary features such as stables, golf course, vineyard and so forth. There may be private aircraft and yachts to oversee and perhaps multiple homes to oversee. There may be an involvement with the employer’s business. As with the Household Manger, the Estate Manage needs to understand the jobs of all staff that he or she oversee. Salaries range from $80,000 to $150,000 or more with corporate style benefits.

Personal Assistant

As with Household Manager, the Personal Assistant duties will vary in every employment situation. From being a home based secretary to performing duties similar to the Household Manager, the P/A is usually very flexible and coordinates many important activities in the home. Often the Personal Assistant works closely with the Household Manager to synchronize information and quickly handle requests of the family. Job duties can include keeping the family calendar, managing the House Book which documents important household information, along with all types of errands, shopping, and special projects and sometimes helping other household staff with special projects. The Personal Assistant commands a salary from $40,000 to $90,000 or more with benefits. Often this is a live out position.

Housekeeper and Houseman

These important positions are primarily responsible for the cleaning tasks in the home. They will usually follow a daily routine and have good knowledge of cleaning methods and the proper use of cleaning supplies and equipment. Good organization and ability to prioritize are important. Depending on the home other duties such as light food preparation, shopping and errands may become part of the job. Salaries range from hourly rates to $30,000 – $50,000 per year with benefits. Generally this is a live out position and candidates are sourced locally.

Executive Housekeeper

The Executive Housekeeper is overall responsible for the housekeeping operation and cleanliness standards in all inside areas of the residence. Responsibilities include: hands on housekeeping duties, record keeping, self organization, staff training / leadership along with vendor oversight and some personal assistant tasks for the principals. This position requires house management skills with strong attention to detail, organization skills and the ability communicate well with all persons she comes in contact with.

Private Chef

Besides the training and talent required for preparing food that pleases the palate of the employer the Chef needs to have a temperament that is very flexible to last minute changes, special requests and the differing personalities of the family and friends being served. Private Chefs should have a good understanding of various styles of table service, party protocols and the job duties of other staff. The ability to maintain a record of family and guest preferences is important as well a willingness to be alert to requests to try different things. Abilities to shop carefully for quality and to manage the kitchen for efficiency, cleanliness and cost effectiveness are valued by employers. Salaries range from $45,000 to $90,000 with benefits. Usually this is a live out position.

Couple

Couples are two people who can individually fill a staffing need in the home. Often these couples can handle all the domestic work in a smaller residence themselves or with a housekeeper. Most couples enjoy working together so that both might be involved in the various domestic tasks, splitting up as they decide themselves for best efficiency. Salaries are currently $65,000 – 120,000 with accommodation and benefits.

Caretaker couples are two people who prefer taking care of properties that are only used on a part time basis. They can rise to the occasion when the owners are in residence, but generally prefer a more relaxed pace that allows them more time for themselves while providing a presence on property that is valued by the employer. Salaries are $40,000 and up for these couples.

Nanny, Governess and Governor

The care and nurturing of children is probably the most important task that is hired out in a private home situation. From simple babysitting to more complex child care involving multiple children, educational programming, travel, special education, the range of duties can be wide. Usually the childcare provider may have other duties for the children, such as light housekeeping, some cooking and laundry duties. Salaries vary from a few hundred dollars weekly for live in to over $100,000 for qualified, highly experienced English Nannies and Governesses.

Client Requirements Interview

Responses to the topics below help us to craft an accurate job description and job specification for Household Staff. The finished product is shared with potential candidates who are potentially viable candidates. Whether in person or by phone or email, we seek to gain an understanding of the job, the employer and home and family involved.

What is the amily make-up and snap shot of those who will be most directly served?

Your residence size, age, complexity, useage, degree it is organized with professional staff in mind contents- type furnishings, sophistication of electronics, vehicles, security issues, grounds, outside concerns additional information-pets, special features, historical input

What is the current staff situation, what has it been and what is envisioned?

If position is a replacement, why did the previous person in the position leave. What is your employment philosophy.

Do you prefer a tone of service that is formal, informal or combination?

Indicate personal preferences-smoking, allergies, food preferences if cooking involved.

Discuss responsibilities of the job as you see them. Indicate the importance or amount of “hands on” involvement in each cooking, serving of food, cleaning, entertainment management of other staff, management of vendors other duties and expectations

Educational / Experience sought in the person who would be ideal in this position. Also review other qualifiers.

Salary indication and amount of time to be covered by salary year in US$ or local currency-please specify

Live in arrangements are:

• Benefits (not all may be applicable) – vacation, holidays, health & life insurance, retirement, comp time, housing, auto use

Start date:

• Personality-what type of personality works best with employer?
• Specializations sought-cooking skills, business skills, languages, traveling, other comments.

By Phillip Holt

1. Provide oversight of all household activities assuring timely and high quality completion of all tasks.
2. Supervise the work of contractors, service people, artisans, and all other household and non-household employees assuring the best quality of work, and adherence to all household standards and expectations.
3. Provide leadership and good example of the utmost in professional service standards.
4. Train both by example, and through tutoring to any and all household employees.
5. Provide oversight level security
   • Remain ever aware and watchful
   • Recognize vulnerabilities and bring to the attention of employer of security consultants.
6. Accept and accomplish special assignments as chartered by employer.
7. Suggest action plans (when requested) to accomplish goals of employer.
8. Receive at door, and telephone and refer as appropriate.
9. Look after all guests.
10. Orchestration of fine dining experiences
11. Arrange for entertainments, and social activities as requested.
12. See to all details of moving of house.
13. Know and understand when out of your depth, and arrange for consultation and advice when needed.
14. Develop shopping lists for all household requirements
    • Cleaning
    • Maintenance
      1. Household
      2. Grounds
    • Repair
    • Furnishings
    • Decoration
    • Linens
    • Glass & Crystal
    • Silver ware
    • Serving ware
    • Kitchen
    • Cook ware
    • Appliances
    • Food
    • Liquor
    • Wine
    • Entertainment
    • Replacements of damaged items.
15. Develop proposed budgets for running the household.
16. Perform shopping and errands in accordance with employer’s guidelines.
17. Make travel vacation and lodging arrangements.
18. Pack and unpack travelers’ luggage.
19. Keep running records of all household expenses and compare to approved budget
20. Maintain household checking and petty cash accounts
21. Make household expenditures and obligate the household financially within parameters as agreed with the employer.
22. Household Laundry:
    • perform or see that it is accomplished
    • Wash, press, fold, put away
    • Recommend and obtain appropriate equipment
23. Employer’s Personal laundry & Dry Cleaning & Wardrobe
    • Inventory wardrobe
      1. Account for wear & tear, loss, etc.
      2. Maintain continuous inventory record
      3. Maintain insurable value where appropriate
    • Consignment and disposition records
      • Dry cleaning
      • Tailoring
      • Lending and gifts
    • Conduct only the most minor repairs
    • See to repairs of more significant damage
    • Ironing
    • Hanging, Brushing, Steaming
    • Storing for next use
    • Seasonal storage
    • Acquire replacements as needed
    • Recommend acquisitions
    • Arrange and maintain for easy selection
    • Lay out clothing as requested
    • Care for foot wear
24. House cleaning
    • Develop and perfect cleaning specifications including:
      1. Zoning facilitating duty assignments
      2. Schedules
         • Daily
         • Weekly
         • Monthly
         • Seasonally
         • Holiday and special events
         • Annual
      3. Standards – establish and maintain
      4. Instructions for special needs
    • Perform all household cleaning requirements or supervise its accomplishment
    • Maintain cleaning log including normal performance time values
    • Note and bring to Employer any exceptional conditions
25. Assure that all routine household supplies are always on hand. Nothing that is foreseeable is overlooked.
26. Maintain emergency cache of less often used supplies in safe place
27. Develop and maintain secure storage room “vault” and inventory of contents. Assure nothing is removed without administrator’s knowledge.
28. Arrange for and supervise all contract employees, temporary and adjunct household staff, and caterers
29. Recruit, interview, and refer to employer’s approval all recommended household staff. Discharge all unsatisfactory staff.
30. Maintain records:
    • Pantry Book
      • Primary Phone Numbers
      • Employer’s
        • Processing Habits
        • Personal Habits
        • Medications in house
      • Accidents from the Accident book
      • People significant to employer
      • Locations of other reference data, manuals, and books of record which are sharable with replacement or under-butler
      • Guest book idiosyncratic data (not contained in guest book)
      • Family Tree & Background (additive)
      • Inventory schedules
        • Contents by location
        • Insurables
      • Vendors and Contacts
      • Staff Duties and changes
      • House and employee ground rules
      • Security Arrangements
      • Floor Plans of house and of grounds
      • House Storage schedules
      • Insurance Records & contacts
      • Staff Backgrounds and non-confidential records
      • Schools, Teachers, etc.
      • Special needs guests, etc. & notations
      • Menu book
    • Household security manual
    • Property Book
    • Communication Book: set up with opposite pages for notes and instructions on left maintained by Butler; pages opposite to the right maintained by the employer for observations, instructions, and corrections paralleling the notes on the left.
    • Guest Book. Leather and gilt bound, finest paper and superior quality pen
    • Damage Book Maintained in Butler’s office. All breakage is brought to the office with explanation. Big items? Butler bring book to the site
    • Accident Book (2)
      • One for household;
      • One for the Kitchen
    • Entertainment Book – an open book for shared use by Employer and House manager
    • Insurance records and items pending coverage
    • Standards Book – a joint project of the Employer and the Manager
      • Demeanor appearance and behavior
      • Protocols
        1. Within property
        2. Off property
        3. Special occasions
      • Cleanliness
      • Food Preparation
      • Household Property
        • Materiel & acquisition quality
        • Maintenance
        • Care
        • Availability for use
        • Spares
      • Grounds and pools
      • Building
      • Entertainment
      • Correspondence
    • Correspondence Book
      • Standards guidance and samples
      • Maintain correspondence log
    • Wine Cellar Book (May be abbreviated because detail is contained in the Wine Cellar management DB.
    • Automobile logs
      • Travel
      • Guests
      • Maintenance & inspections.
31. Perform all other miscellaneous tasks as requested by employer or, guests as confirmed by employer.