Office Operations

BRICK Office Norms

1. Honor focused work
   Treat nearby colleagues as if a door were closed. If someone appears engaged, ask whether they have a moment before starting a conversation.

2. Be scent- and food-aware
   Scents and food odors travel in shared spaces. Avoid strong perfumes/colognes and strong odors. Maintain good personal hygiene.

3. Limit noise and distractions
   Keep conversations brief and low-volume; take calls in phone rooms. Avoid tapping or other repetitive noises. Use headphones for music, podcasts, or videos.

4. Keep spaces tidy
   Maintain a clean, professional workstation. Store personal items within your area and clear your desk before leaving—especially at shared desks.

5. Respect personal workspace
   Treat every desk like a private office. Do not borrow items from others’ areas without permission. Use the supply closet for common items.

6. Stay home when ill; practice hygiene
   Do not come to the office sick. Cover coughs/sneezes, dispose of tissues properly, sanitize hands, and periodically wipe down keyboards, phones, and surfaces.

7. Lead with respect and address issues early
   Model courteous behavior and uphold boundaries. Address concerns directly, constructively, and promptly to prevent escalation.

8. Be adaptable and inclusive
   An open office brings diverse styles and preferences. Keep an open mind, listen to learn, and focus on solutions and the positive aspects of the work.

9. Think and act as one team
   Avoid gossip and exclusionary behavior. Use regular check-ins to set goals, share ideas, and surface concerns so we can succeed together.

Desk/Workspace Entitlements

The following items constitute the standard workstation package for all employees. If any item is missing or not functioning, please notify the Office Manager Link.

1. Desk

2. Office Chair

3. Computer

4.  1 or 2 Monitors

5. Desk Phone and Number

6. Keyboard / Mouse

7. Monitor/Computer Adapter

8. Electrical Port

Meeting Rooms

• Booking: Reserve in Google Calendar; include purpose, attendees, and Zoom link as needed.

• Timing: Start/finish on time; vacate promptly for the next group.

• No-show policy: Rooms auto-release after 10 minutes; repeated no-shows may lose booking privileges.

• Tech check: Test AV 5 minutes prior; report issues to IT Contact.

Room Reservation

Directions for reserving a meeting space

1. Log in to your Google Calendar. If you are already logged in to Google Apps, open your Google Calendar by clicking the [Calendar] tab at the top of the screen.

2. From the left sidebar, click [Create].

3. Enter the desired information for the event.

4. From the “Add” section on the right side of the screen, click “Rooms, etc.” A list of available rooms appears.

5. If you want to see all rooms, including unavailable ones, uncheck “Show only available.” Please note that unavailable rooms include both rooms your department controls that are already reserved and rooms in other departments that you are always unable to reserve.

6. Next to the desired room, click “Add.” The name of the room will appear in the “Where” field. Any text you had previously entered in that field will disappear.

7. Click “Save” to save your event and reserve the desired room

Directions for reserving a meeting space and making it a Zoom meeting

1. Log in to your Google Calendar. If you are already logged in to Google Apps, open your Google Calendar by clicking the [Calendar] tab at the top of the screen.

2. From the left sidebar, click [Create].

3. Enter the desired information for the event.

4. From the “Add” section on the right side of the screen, click “Rooms, etc.” A list of available rooms appears.

5. If you want to see all rooms, including unavailable ones, uncheck “Show only available.” Please note that unavailable rooms include both rooms your department controls that are already reserved and rooms in other departments that you are always unable to reserve.

6. Next to the desired room, click “Add.” The name of the room will appear in the “Where” field. Any text you had previously entered in that field will disappear.

7. Sign in to the company Zoom Account. By clicking on the Zoom logo at the top right of your google chrome web browser.

8. Go to your calendar invite and click on Make it a Zoom Meeting

9. Click “Save” to save your event and reserve the desired room

Calendars & Communication

• Visibility: Keep working hours, OOO, and location (Office/Remote/Offsite) updated.

• Response SLAs:

  • Internal email/Slack: within 1 business day

  • Time-sensitive items: mark “URGENT,” tag recipients, and include deadline

• Documents: Share via Drive with correct permissions; use versioned templates.

IT & Equipment

• Support: Submit tickets via IT Helpdesk Link with clear subject and screenshots.

• Software: Use approved apps; request new tools through Procurement/IT.

• Updates: Install OS/security updates within 5 days of release.

Kitchen, Trash & Common Spaces

• Food: Label and date items; unclaimed food discarded Fridays at 4:00 PM.

• Appliances: Clean after use; no fish or strong-odor foods in shared microwaves before noon.

• Supplies: Take only what you need; request replenishment via Office Manager Form.

• Trash: Trash will be emptied twice a week. Please break down your boxes and take them to the recycling area. (Please go ahead and access the recycling area via the stairwell to the ground floor, and place flattened cardboard in the tan bin by the door.)

Office Supplies

1. Basic office supplies are provided to employees and are located on the cart near the Sitting Bull conference room. 

2. Common-area supplies—paper towels, toilet tissue, coffee supplies, sponges, and hand soap—are stocked in the labeled kitchen cabinets. If an item is empty, please replenish it. If backstock is low, notify through the Office Manager Link.

Health, Safety & Facilities

• Emergencies: Follow building instructions; assembly point is Sweetwaters Coffee & Tea (52 Halsey St, Newark, NJ 07102).

• Incident reporting: Notify HR within 24 hours.

• Repairs: Submit requests via Office Manager Link.