Dear Hema,
We are interaction on a forum which is formed for “Sharing and Learing” basis, so you need not to thanks to your fellow members. I apprecitae your valued “Validation”. Pls note my further clarifications:-
First of all you seek your immediate boss / HOD opinion what exactly they are expecting from you after the visit. Whether there is any main agenda / target for the visit? Accordingly you can plan your points.
When we (HO people) visit any onsite than it is very curious for both sides. Because we want to learn what troubleshooting the onsite people faced and how they overcome of the situations. In project base establishment, it is the site people who directly involved in generating revenues and profits. But working conditions at site little difficult (On basis of experience in the project company it is my personal opinion). On the other hand the site people generally not aware of the little systems / processes / rules related to leave, reimbursements, LTA, Taxations and other Legal & Commercial terms. They want to learn those points from HO people.
I would like to suggest first prepare a check list regarding what you want to check, enquire from the site people and make a separate note related to your queries.
Personally, I will advice you to start your conversation with “It is a tour to have interaction with the site people and not any auditing tour. I (and my team) want to learn what difficulty site people faced and in relation of HO related activities what extra support / assistance can be provided to the site people”.
The above start will put a positive image in the site people, than you both can interact with a free mind. However, not to be over open and loose talk related to HO activities / people. Don’t blame HO people by mentioning any particular name.
At the last put your queries regarding what docs, information & support you need from the site people and if there is any targeted date than clarify them the importance of time. Like if you need to process the payroll on 28th and the attendance cut off date is 25th. Than ask them to send the attendance by 26th positively. Similarly if you need data for MIS or other reports, than share the standard format, clarify the deep points and specify the deadline.
I know I have over explained the matter, but hope it will help a lot you for the site visit. If needed fellow members can throw more light on the matter.