Remote work policy

Soul Artists Remote Work Policy

Purpose

The purpose of this policy is to establish clear guidelines and expectations for employees working remotely. Soul Artists recognizes the value of remote work in enhancing productivity, promoting flexibility, and fostering a healthy work-life balance while maintaining the standards of excellence expected by our clients and partners.

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Scope

This policy applies to all employees of Soul Artists who are eligible for remote work, whether on a full-time, part-time, or ad-hoc basis.

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Eligibility for Remote Work

Remote work eligibility is determined based on:

• The nature of the employee’s role.

• Individual performance and accountability.

• Approval from the employee’s manager and Human Resources.

Ineligible Roles: Positions requiring in-office presence or direct interaction with clients/artists in physical spaces.

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Remote Work Expectations

While working remotely, employees are expected to:

Maintain Productivity:

• Deliver work of the same quality and timeliness as in-office operations.

• Be accessible during agreed-upon working hours.

Follow Communication Protocols:

• Use designated communication tools such as Slack, Zoom, and email for updates and meetings.

• Be responsive to messages and requests during work hours.

Secure Workspace:

• Set up a dedicated, safe, and distraction-free workspace.

• Ensure reliable internet and technical infrastructure for uninterrupted work.

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Work Hours

• Remote employees are expected to adhere to their standard working hours (e.g., 9 AM – 6 PM) unless flexible arrangements are approved.

• Any deviation from regular hours must be communicated to and approved by the manager.

Performance Management

• Regular check-ins with managers will be scheduled to track progress and address concerns.

• Performance will be evaluated based on deliverables, timeliness, and overall contribution, not on location.

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Technology & Equipment

• Soul Artists will provide necessary software and tools to facilitate remote work.

• Employees are responsible for maintaining the security of company data, using only approved devices for work, and following IT security guidelines.

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Data Security Protocols:

• Use a VPN (if provided).

• Avoid using public Wi-Fi for accessing sensitive company information.

• Lock devices when not in use.

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Communication Tools

To ensure seamless collaboration, employees should utilize:

• Slack: For daily team updates and quick communications.

• Zoom: For virtual meetings and team discussions.

• Project Management Tools (Trello/Asana): For tracking tasks and deliverables.

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Meetings & Availability

• Employees must attend all required virtual meetings and be available during core hours.

• Provide advance notice to managers if unable to attend due to emergencies.

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Compliance

Employees must adhere to:

• Soul Artists’ Code of Conduct, confidentiality agreements, and all relevant company policies while working remotely.

• Remote work agreements can be terminated or modified at the discretion of management.

Expenses & Reimbursements

• Pre-approved expenses related to remote work (e.g., internet upgrades or office supplies) may be reimbursed following company policy.

• Submit receipts and a reimbursement form to [Designated Contact].

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Health & Well-Being

Soul Artists encourages remote employees to:

• Take regular breaks to prevent burnout.

• Engage in company-provided wellness programs, such as virtual fitness classes or mental health resources.

Process for Remote Work Requests

Submit Request: Employees must submit a remote work application via [Internal HR System].
Manager Review: The manager evaluates the request and discusses expectations.
Approval: HR and management provide final approval or feedback.

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Termination of Remote Work Agreement

Soul Artists reserves the right to end a remote work arrangement for reasons including:

• Non-compliance with this policy.

• Decline in performance or productivity.

• Operational requirements necessitating an in-office presence.

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Policy Review

This policy will be reviewed annually or as needed to ensure alignment with business needs and industry standards.

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