At ShieldGEO, we want to assess you on output, not on the hours that you work.
Here at ShieldGEO, we want to create a state of symbiosis between your work, and your life. So what do we expect, and how do we achieve this?
Where you work is not our concern. We want you to feel comfortable where you work. Our only concern is that you work in a safe environment, and that you work in an area which is conducive to productivity. We have our own newsletter and list of guidelines on how to create a safe working space for yourself. Feel free to also reach out to other colleagues to discuss ideas about how they make a safe workspace for themselves.
All you need is an internet connection and a can-do attitude. At the same time, don’t be afraid to ask colleagues for help when you need a little support. We expect open and honest communication between all of us, and encourage forecasting issues that may arise so that we can work together as a team to solve it earlier rather than later.
It is expected that we will all have our good and bad days. Sometimes, we may be more productive than other times, but it’s not always the case that our tried-and-true methods will hold. Changes in life are inevitable, whether they be large or small, but having flexible work hours at ShieldGEO allows for those changes. When things do change, it also does not mean that our new schedules will be incorporated without a hitch, and it takes time to figure these things out. These changes are normal and so we encourage you to talk to someone. You could even give a shoutout on our less formal communication channels, as it is very likely that someone has experienced this and may have some insight.
When you start at ShieldGEO, we will also ask you your preferred way of communication in order of preference. We have a variety of tools for communicating for different tasks. We categorise these tools in terms of richness. They are categorised below:
The method you use to communicate should be related to how complicated the issue is. The more complex the issue, the richer the method of communication we should use. There are a myriad of communication tools but here at ShieldGEO, we use the following:
At ShieldGEO, we want to encourage autonomy. At the same time, we need to make sure that we are able to work together like a well-oiled machine. As such, we do have requirements and expectations in return for our ability to work remotely and flexibly.
Standard Working Hours (SWH) are determined by you, and agreed on with your manager. You may have different SWH on different days of the week depending on your life schedule. However, it is expected that you respond quite quickly during your stated SWH (~5-10mins). Continual inconsistency to be reached within your SWH means that a review and change in you SWH will be required.
Establishing SWH is one of the more important things we are concerned about at ShieldGEO, as the three key expectations we should have for ourselves, and therefore for each other, are:
Explicit and clear communication is of paramount importance in the remote work structure that we have here at ShieldGEO. Remote work calls for elevated levels of communication due to the fact that we are no longer working in the same spaces as our colleagues. Notifying a colleague that you’ve finished a tasked isn’t as easy as turning to them and communicating it verbally. It is important that we keep our colleagues updated of the tasks we’ve completed, are running late on, or need a little help with, so that we can prevent stressful situations for the entire team when meeting deadlines.
ShieldGEO has a diverse team, and we are located all around the world. This has large implications on how we communicate with each other. We have physical distance and time zones to account for. Cultural differences have been identified as one of the key determinants in communication breakdown. As such, we need to be wary of our colleague’s different backgrounds and how differently our colleagues communicate. Rather than getting frustrated, take time to understand why they may have communicated something in the way they did. However, we do encourage explicit and clear communication, making sure that everything is explained in detail. We would rather over-explain something, rather than not give enough detail and create confusion.
In extension to making sure you communicate clearly with your colleagues, it is also important that you are responsive during your SWH. Communication must be two-way. The instantaneousness of conversation in person is lost with remote work, and communication takes longer. Be aware of this when you nominate your SWH. It is not necessary to drop all your tasks straight away if someone asks to conduct a meeting with you, but you should be available to reply very quickly, even if it is just to tell them that you are currently busy but can arrange to meet with them in an hour to discuss their issue. This responsiveness will help to avoid frustration and inefficiency.
These two expectations lead to the last one, which is reliability. The autonomy we provide to create a synergetic work-life balance is hopefully encouraging us to be more reliable for our own productivity and happiness, as well as encourage us to be more accountable and dependable in the work sphere.
Overtime is strongly discouraged. Unfortunately it is something that we have all had to deal with at times. The key aspect is that it should be unusual, not excessive and you should let us know about it. We would like to eliminate overtime at ShieldGEO. We feel strongly that it isn’t sustainable in the long term and that it leads to unhappiness, mistakes and burnout.
Monitoring overtime can be hard to manage in a remote environment with flexible working hours. We don’t always know how many hours you have worked, and we can’t always tell why you logged on at 8pm.
Just to be super clear if you find yourself doing overtime on a consistent basis please let your manager know. Or talk to their manager if you would prefer.
There may be a number of reasons why overtime may be an issue for you. Some people find it hard to switch off, particularly because it is very likely that your work space is also your home space when you’re working remotely, and the lines of work and home are blurred. Outside of your SWH, it is discouraged that you are online on any communication platforms. We have written up a helpful guideline to help you work efficiently and switch off when you need to.
If overtime becomes a constant, you may want to talk to your manager about this issue, and discuss things which can be done to ensure overtime is not a requirement of you completing your job. If you do go through a session of overtime that was unavoidable, perhaps talk to your manager about possibly taking some time off in lieu to make up for it. There is also the possibility to discuss a change in your role design to better suit your ability and work-load.
This leave policy allows flexibility for employees to meet personal, family, work and community commitments without compromising the achievement of business objectives. The policy applies to all part time and full time employees.
This policy covers the following types of leave:
Employees are entitled to annual leave based on the minimum statutory requirements for the country in which they work, provided that the employee gets at least 20 days annual leave in addition to statutory public holidays. This means that if the statute in your host country only provides for 5 days of annual leave, then Shield will provide you with an additional 15 day days so that you receive 20 days of annual leave. Statutory public holidays do not include optional/special public holidays that some countries may have. Annual leave for part-time employees are calculated on a pro-rata basis.
Annual leave may not be taken for periods of less than one day. If you need to take a few hours or half a day off, it is difficult to track it using annual leave, so we suggest that you just work it out with your line manager e.g. make up the hours another time. Accumulation of more than 20 days annual leave is discouraged and employees will be directed to take their leave annually. We want you to take your annual leave so that you get to relax and recharge.
This means that we, in principle, support the idea of “use it or lose it” if that is how annual leave is treated according to the regulations of the country in which you work. However, because our ultimate aim is that you take your leave, there is some flexibility. If your leave will expire on the 31st of December, but you want to take a holiday in February, then talk to your line manager and we can probably roll it over.
Employees must put forward a request for leave at least 2 weeks in advance of their intended leave date. Managers have the discretion to approve or object to the taking of annual leave.
The period in which leave can be taken is as per Calendar Year (1st January to 31st December), unless local employment regulations state differently. At Shield, it is encouraged that everyone takes their full leave allowance so that they can relax and recharge. This means that annual leave cannot be rolled over to the following Calendar Year unless local employment regulations provide otherwise. However, if the employee’s leave is set to expire on the 31st of December, but they want to take a holiday in February, then this may be negotiated with the line manager and the leave will probably be rolled over.
Employees are entitled to public holiday leave based on the minimum statutory requirements for the country in which you primarily work.
Sick and carer’s leave (also known as personal leave) covers both sick leave and carer’s leave.Sick leave is separate from annual leave. Full-time employees are entitled to sick and carer’s leave of the minimum statutory requirements for the country in which you work.
Employees are required to notify Shield GEO as soon as possible when they are absent due to illness or injury and to indicate how long they expect to be absent.
Employees may take paid personal/carer’s leave:
Employees are entitled to compassionate leave of the minimum statutory requirement for the country in which you work. You will be granted the minimum statutory leave on full pay in respect of the death, life threatening illness or injury of a member of your immediate family or a member of your household. Shield GEO may allow for additional time off if travel becomes a problem.
Employees are entitled to maternity leave of the minimum statutory requirements for the country in which you work. We encourage you to have a discussion about your maternity leave preferences with your line manager.
You are entitled to the provisions for parental leave based on the minimum statutory requirements of the country in which you work. If your country does not support parental leave, then let’s work something out. We encourage you to have a discussion about your parental leave preferences with your line manager.
Shield GEO reserves the right to accept or decline applications for leave without pay.
You are entitled to the provisions for long service leave based on the minimum statutory requirements of the country in which you work.
All applications for leave are made by the individual on directly. For employees in Australia, this is done via Xero. Other employees should email their line manager directly.
As mentioned previously, your line manager has the discretion to approve or object to the taking of any leave.
This work equipment policy ensures all employees have the correct and adequate equipment to complete their day-to-day tasks. The policy applies to all full-time employees.
This policy covers the following places of work:
In general, you are provided with a:
At your primary place of work, the additional items of equipment are provided:
If you work in multiple places and want a second screen for your home, ShieldGEO will consider if working from home is regular enough to justify a second screen.
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