Remote Work Policy

Approval Process

Remote work must be pre-approved by both the employee’s Manager and the HR Manager. Relocating to a different country requires prior communication and approval.

 Non-Eligibility Examples

Working from home for personal reasons (e.g., childcare, errands) does not qualify as remote work and should be requested as PTO.

Request Procedure

Email your Manager and cc the respective HR Manager. Both must approve the request for it to be valid.

 Invalid Requests

Requests without cc’ing both parties or without confirmation from both the Manager and HR Manager are invalid.

1. Internal Communications (Informal): Microsoft Teams, WhatsApp Business (+44)

2.  Internal & External Communications (Formal): Outlook

3. Calendar Management: Outlook Calendar for scheduling meetings

4. Data Storage: OneDrive (all work must be saved here respectively and shared with your direct manager).

5. Meetings: Conducted via Microsoft Teams exclusively.

6. Note taking during meetings: Telecel uses fireflies as approved by the IT department, you may contact IT for access, please refrain from using others as our information is sensitive and should not be available on multiple platforms.

Note: Any usage of a new tool must be approved by the IT Department for security and communication purposes. Contact IT Department: IT@telecelglobal.com 

All employees are required to use and maintain their Outlook calendars with up-to-date and accurate information pertaining to their daily work schedules. Employees are subject to 40 hours of full-time work as a minimum.

Working Hours

Employees' calendar times should be accounted for between 9:00 AM to 5:00 PM [Company Working Hours]. Employees can choose to commit to the 9-5 slot based on their respective time zones:

• • • GMT+3 for Beirut Time Zone

    • GMT+2 for Paris Time Zone

    • GMT+1 for UK Time Zone

Calendar Sharing

Ensure your calendar availability is visible to everyone at Telecel to facilitate smooth communication during work hours.

Drive-Bys

Avoid “Do you have a minute?” meetings. Instead, schedule time via Outlook Calendar for conversations with colleagues, even if it’s a 15-minute meeting.

Best Practice Calendar Tips:

• Plan ahead: Set aside time to review and update your calendar with new meetings, work hours, etc. Calendars should always have accurate information.

• Deal with time conflicts: Resolve calendar time conflicts promptly. If a higher priority meeting or unexpected situation arises after accepting a meeting, decline in a timely manner.

• Create talking points: Most meetings can be completed within 30 minutes. Have a set agenda and talking points ready to maximize time.

• Just Say No: When appropriate, decline meetings that don’t pertain to you or where you will not add value to avoid unnecessary time-consuming appointments.

• Time Block: Allocate specific hours for completing tasks and avoid unnecessary multitasking to stay on track and minimize distractions.

• Create Gaps: Allow at least 15 minutes between meetings to unplug from the current meeting and prepare mentally for the next.

All PTOs require pre-approval. Refer to the Time-Off Policy for eligibility and types of time off requests. When on a PTO, set an automated email that mentions that you’re OOO, mention the duration and block your calendar on that specific duration. Request PTOs via BambooHR.

While working remotely, employees must adhere to all conditions in the Employee Policies and rules applicable to non-remote work. All company policies regarding conduct, confidentiality, sick leave, etc., continue to apply, regardless of location. Disciplinary actions will follow policy transgressions of any kind.

Employees must ensure that they always report their work location and get it approved prior to moving by their manager and inform the HR Manager as well. The work location can be denied for reasons related to working remotely due to tourism (e.g., working from the beach or a ski resort).

We strive for rapid responses not only to clients and candidates but also to fellow colleagues. Remote employees are required to communicate at a level consistent with employees working from the Telecel HQ or in a manner and frequency appropriate for the company.

2. 1. Reply within a maximum of 2 hours to any text via your work WhatsApp or Microsoft Teams chats.

   2. Reply within a maximum of 24 hours to all emails.

   3. Answer calls immediately or, if not available due to previous work commitments or other urgent meetings, call back as soon as possible or schedule a call for the next day with the employee reaching out.

   4. Initiate follow-ups consistently.

   5. Standards for Responsiveness (9:00 AM – 5:00 PM EEST)

      • 1. Phone/Video Call

           1. • Use phone and/or video calls for extremely time-sensitive and complicated questions/communications.

              • An immediate response is expected.

              • Use video calls for activities like weekly one-on-ones, team meetings, project initiation, status updates, reviews, and retrospectives.

        2. Microsoft Teams Chatting

           1. • Messages are time-sensitive but not necessarily urgent.

              • Use for important, cannot-wait-for-the-next-meeting communication.

              • Do not use if an immediate response is not needed.

              • A “green” status indicates availability for a video call.

        3. Email

           1. • Respond to email messages within 24 hours/1 business day.

              • Use emails for formal interactions with external clients, communications with attachments, and any communication that needs to be saved for records.

              • Respond quickly to set expectations or acknowledge receipt of communication.

        4. Personal Text Messages

           1. • Use text messages for urgent questions.

        5. Time Off Communication

           1. • Immediate communication is not expected before 9:00 AM and after 5:00 PM EEST, but when available, it is greatly appreciated.

              • Do not reach out to employees on PTO or Off Work unless it affects business needs. Use email as the preferred mode of communication and include “READ AFTER TIME OFF” in the subject line. 

Performance evaluation and productivity for remote employees will be consistent with that of employees working from the Telecel HQ in both content and frequency but will focus on work output and completion of objectives.

1. Managers are responsible for ensuring that all team members are online, delivering, and maximizing their working hours. Managers must ensure all employees do not have idle time available.

2. Remote employees are not exempt from regularly scheduled meetings. Below is a list of required/mandatory meetings all remote employees must participate in:

• Supervisor Meetings: Supervisors must meet one-on-one with their direct reports once a week. This meeting allows employees to update their manager on current projects, discuss any pain points, and provide a general overview of their professional and personal status. It is also an opportunity for managers to build relationships, give positive and constructive feedback, and provide course corrections where needed.

• Skip Level Meetings: Occur every two weeks on a Friday, where the employee meets with their manager’s manager. This meeting provides a higher level of feedback and ensures over-communication across all levels. Formality is usually not required, but it serves as a constructive feedback session. If managers do not have feedback, they are encouraged to teach a simple project management technique or discuss new tech releases or tools that can facilitate work better.

• Project Report: Each week, all employees must submit a Project Report to their supervisor. The report should outline current tasks, project updates, questions and/or approvals needed from the supervisor, and any general information the supervisor needs to know. The report should be sent to the supervisor prior to the weekly meeting. This is a requirement for remote working. Failure to complete this weekly will result in the removal of remote work privileges.

All employees will be provided with the proper tools needed to be successful in their position. Working from a coffee shop, kitchen table at home, etc., is not an acceptable remote working location.

1. Environment

• All remote locations must be free from interruptions such as barking dogs, children in the background, excessive noise, TV, etc. The location must be appropriate for video conferencing; for example, avoid having your bed visible behind you.

2. Equipment

• Employees will be provided with a laptop, headset, mouse device, and a Microsoft Account for video meetings and conference calls. Office supplies will be provided by the company as needed.

• Equipment provided by Telecel will be maintained by the company. Equipment supplied by the employee will be maintained by the employee. Telecel accepts no responsibility for damage or repairs to employee-owned equipment. Employees must sign for all company property received and agree to take appropriate action to protect items from damage or theft. Upon offboarding from employment, all company property must be returned to the company.

The company provides in-house technical support for Telecel HQ only. Remote employees are required to email  it@telecelglobal.com  or WhatsApp one of the following numbers for software or hardware issues:

• +44 7418 351154

• +44 7418 351153 

Most companies work on secure networks, but when information is taken out of the office, security is not guaranteed. Consistent with the company’s expectations of information security for employees working at the Central Office, remote employees are expected to ensure the protection of proprietary company and client information. 

Steps include:

1. Regular password updates

2. Shredding confidential documents

3. Keeping all documents saved on Microsoft OneDrive

4. Managing share accesses

5. Taking any other measures appropriate for the job and environment

• Virus protection software will be maintained on all computers. Securing data and company information should be of utmost concern. Any breaches in security protocol will lead to strict and swift disciplinary action.

• Employees will be given access to a Virtual Private Network (VPN) to secure connections with company servers and networks. The VPN must be always used during work hours.

Company and client confidentiality are integral to data security. As stated in the employment agreement, confidentiality is key to the success of our business. Employees are expected to uphold the confidentiality of clients, candidates, and internal company information always, even when remote.

Remote working arrangements for any employee may be discontinued at will and at any time. Every effort will be made to provide a minimum of 30 days’ notice of the termination of an employee’s privilege to work remotely. However, there may be instances when adequate notice cannot be provided.

Failure to meet the standards outlined in this policy can be grounds for termination of remote work privileges and/or termination from the company. Remote employees can be offboarded for the following reasons:

1. Failure to maintain the calendar.

2. Failure to respond appropriately during working hours.

3. Failure to protect client and company confidentiality.

4. Failure to complete business development requirements as applicable.

5. Failure to submit weekly project status reports to your supervisor.

6. Failure to regularly reply to all emails in your inbox.

Here are some best practices to ensure a pleasing and professional virtual presence:

1. 1. Check Video & Audio Settings:

• Always mute your microphone when joining a meeting. Automatically adjust microphone levels.

• Minimize Network and Computer Disruptions:

  • • • Close Competing Applications: Limit applications that use processor power and network bandwidth. Close any applications not needed for the meeting to ensure smooth performance.

      • Test Wi-Fi Before the Call: Ensure your connection can handle video calls by performing a speed test.

• Use the Right Lighting: Position the light source in front of you rather than behind the camera to improve video quality.

1. 2. Get Good Sound: Use an external microphone, Air Pods, or headphones whenever possible.

   3. Optimize Camera Position & Backgrounds: Keep your webcam slightly above eye level.

   4. Keep It Professional:

• Minimize or Eliminate Interference: Avoid having pets, children, or other distractions in the background.

• Appropriate Attire: Avoid wearing strapless tops or deep V-necks to maintain a professional appearance.

• Stable Seating: Do not spin or roll in your wheeled chair to prevent disconcerting video effects and unwanted microphone noise.

• Default to Video: Prefer video communication over chatting, texting, or emailing. Handle conflicts through video calls rather than emails or texts.

1. 5. Screenshots: Sharing screenshots without the consent of both parties is prohibited.

Emails

1. Only send emails to those it pertains to. Mention each person’s name in the first line of the email.

2. People you cc or bcc may not read the email fully. To ensure someone reads an email sent to another person, forward them the email.

3. Before sending or copying an email to your supervisor, ensure it is time sensitive. If it can wait for your next one-on-one, there’s no need to copy your supervisor.

Video Calls

1. Remove distractions (e.g., news, podcasts, responding to emails) during video calls.

2. Attend meetings at least 10 minutes early if you don’t have back-to-back calls to ensure punctuality and preparedness. Adjust your video camera, ensure that your camera is on, and close your door before the call starts. (You can only close your camera if you report that you have a connection issue).

3. During the meeting, if you want to ask a question, raise your hand. Once acknowledged, unmute your microphone.

Daily Team Meetings

1. Each Head of Department (HOD) is required to meet daily with their team. These meetings cover planning, task assignments, and updates.

2. Format: Meetings should last 30 minutes (keep it simple & straightforward).

3. Agenda: Task planning, briefing, and daily updates.

4. Timing: Meetings must occur at the Beginning of the Day (BOD).

 BOD/EOD Protocol

• BOD: Each employee must start the day by setting priorities and sharing tasks for the day with their manager and cc the HR for visibility.

• EOD: Employees must provide a brief status update to their manager via Microsoft Teams or WhatsApp, summarizing progress, completed tasks, and any blockers/questions.

• Status Updates

  • • After the daily meeting, all employees must maintain regular communication with their HOD. Text updates (via WhatsApp or Teams) are mandatory for reporting progress throughout the day, ensuring overcommunication is enforced.

•  Internal Communication: Microsoft Teams, WhatsApp Business (+44)

• External Communication: Outlook

• Calendar Management: All employees are required to:

1. Maintain an accurate Outlook calendar reflecting work hours, meetings, and availability from 9:00 AM – 5:00 PM EEST.

2. Avoid informal “drive-by” meetings; always schedule time via Outlook Calendar.

• OneDrive: Ensure all work is stored on OneDrive, share access with your manager. Excuses like "work wasn't saved" are unacceptable. 

• Weekly Reporting: All remote employees are required to submit a project status report each week. This report must outline current tasks, progress, and any support needed from supervisors. The Manager is the main recipient, and the HR Manager should always be cc’d for visibility.

• Meeting Participation: Remote employees are expected to attend all scheduled meetings, including:

• One-on-One Meetings: Weekly check-ins with direct managers.

• Skip-Level Meetings: Bi-weekly 15-minute sessions with your manager’s manager. 

• Contract Types: Contract types might change to Hybrid instead of In-Office in case an employee becomes eligible to work remotely.

• Salaries: Salaries will change only with the approval of the HR Department, the Manager, and the CEO.

• Liability: Employees are advised to choose a safe and secure location to work from and maintain high levels of safety. Telecel is NOT liable for injuries suffered in the predefined workspace.

• Equipment: Only equipment owned by the company and loaned to the employee is covered by the company for repairs or substitution.