Remote / hybrid working agreement

Remote / hybrid workers' guidelines, rules and tools

Anyone that chooses a role where remote working may be involved will need to follow our best practices for remote / hybrid workers, called the remote / hybrid working agreement. The ability to work for Pipeline from a remote location is limited to team members, that are employed, contracted or freelance and who agree to follow the remote working best practices laid out below. If these practices are not respected then we will not be able to have you working remotely. If you are overseas from our Brighton or Cape Town office this will mean we will not be able to work together.

Hybrid working is defined as a working arrangement where staff conduct their duties both in the workplace and remotely, such as from home. 

Pipeline Digital recognises that homeworking can be beneficial for individuals and, to this end, will seek to accommodate it wherever possible. However, we also recognise the benefits from a degree of on-site working that are difficult to replicate from home, such as direct interaction between colleagues and management.

Hybrid working is designed to offer the flexibility of homeworking whilst also maintaining the benefits associated with on-site working.

Google Workspace - 

Google Workspace is our general business productivity tool. This is where we all collaborate. Please take time to learn how to use these tools and how to communicate using the tools as we have a zero internal email policy. 

• You will be required to login to your Google account,  and say hi in a Google Meet to the team every morning you are working, as though you just walked into the office.

• You will be expected to reply to chat, spaces and email within 15 minutes unless you are in a meeting scheduled in your Google calendar or at lunch.

• If you are not available you need to record this in your Google calendar.

• If you are sick, then a chat message needs to be sent to your manager and your calendar set correctly.

• You will be expected to add the Gmail app to your personal device or your work supplied device. If you receive messages outside of office hours you can answer at your discretion or wait until you are due at work the following day.

• Google Chrome. If you use your own device you will need to download google Chrome and login to it, to be able to communicate with the team.

• Google Calendar. Please us this tool for requesting meetings, and setting your location and if you are in or out.

• Google Gmail. Please complete a setup session so you understand the best practices and settings

• Google Drive. All documents live in a Shared Drive and never in your personal user drive.

• Google Spaces. 

• Google Workspace bots. Integrations with Clickup and Drive need to be setup. Please ask if you don't have these.

• Google Voice. You will be allocated a Voice phone number as your direct dial number.

Video Calls setup and standard of quality -

As we promote high quality visual services our requirement from remote workers is that they learn and setup a professional looking work station for video calls. You will be expected to be well lit and clear. No harsh shadows or darkness in the video image. The background should be clean, clear and of a quality where blurring isn't necessary.  Minimal blurring from the video tool can be used to help your privacy. The camera should be at eye level or fractionally below.

Clickup - 

Clickup is our project management tool, which we use for business intelligence and the tracking of tasks so we are able to sell our services accurately and deliver on time. It also gives your team mates the ability to answer customer queries accurately.

• Your work will supplied to you via Clickup where all customer and internal work will be logged.

• Due dates are to be respected and if you are unable to make a due date you must alter the due date in collaboration with your manager. 

• Your Champions Dashboard will guide you to your personal level of accuracy.

• Timing of tasks is vital and cannot be missed as we use this to sell our services accurately.  Accuracy in timing is key to us being able to bill clients what they expect and stops disputes with clients. Failing on delivering timing puts the entire project at risk for your whole team.

• Communication through Clickup should be used for task-specific communication only. All other communication should be via Google Workspace tools.

Canva - 

Canva is a cloud-based tool for presentations and graphics. 

• All our presentation documents are in Canva. Please do not use other tools for building presentations.

• Learn how to share presentations and create presentations and link them with Gmail templates.

• If you need a presentation you may build it, then pass it to the graphics team to clean up and check before using.

Hubspot - 

Hubspot is our CRM to be used by sales and marketing teams. 

• We will update the use of Hubspot once we hire further sales and marketing members.

Remote / hybrid working agreement

1. Remote / hybrid work arrangement. This is our policy for any remote or hybrid workers.

2. Workflows and collaboration processes. Are Google Workspace and Clickup. 

3. Core work hours.  Employees are normally required to be available during the core hours, which are 9am- 6pm UK time.  Please discuss with your manager if you would like to request any flexibility outside of these core hours.

4. Mandatory meetings. Will be posted in your calendar.  Employees working from home will be expected to attend meetings and other office-based events as and when required by their line manager.

5. Metrics for measuring performance. 6.5 hrs of everyday are the productivity hours.  You will be allocated the remaining time for general office admin, team chat and bonding and emergency client requests.

6. Computer equipment and software. Remote and hybrid workers will receive computer hardware and software, as appropriate to their job role.  Employees should take reasonable care of the Company equipment and only use it for Company business.

7. Telephone and internet connectivity. If you are a hybrid worker that has access to the office and you chose to work remotely there will be no compensation for internet connectivity. If your remote working location does not have a connection capable of communicating with the team or doing your work, then you will be required to attend the office or upgrade to a suitable connection. If you are a remote worker with no office location within commutable distance then we may agree on compensation for internet connectivity.

8. Data security. Google workspace is our security for remote workers. No files are to be kept on your machine and the best practice training of using Google Workspace will enable you to not add files to your machine.  Employees must keep company data and materials safe and secure at all times, ensuring reasonable precautions are being taken to maintain confidentiality and data protection principles.

9. Review of agreement.  The remote / hybrid working arrangements will be subject to regular review.  The company reserve the right to terminate the homeworking arrangement at any time for any reason on reasonable notice.

10. Company policies.  Employees working from home are required to comply with all Company policies, including but not limited to performance, holiday, sickness, other absence etc.