Company rules

1. Workplace Conduct

All employees are expected to maintain a professional, respectful, and inclusive workplace. This includes:

• Treating all colleagues, clients, and partners with dignity and respect, regardless of their role, background, or beliefs.

• Refraining from any form of harassment, discrimination, or workplace bullying. This includes verbal, physical, and digital interactions.

• Promoting a positive and inclusive work culture by fostering teamwork, open communication, and mutual support.

• Reporting any incidents of misconduct to HR or a supervisor immediately.

2. Attendance & Punctuality

Reliable attendance and punctuality are essential to the smooth operation of our business. Employees should:

• Arrive on time for work, meetings, and scheduled appointments.
  
  

• Notify their manager as soon as possible if they anticipate being late or unable to attend work.
  
  

• Follow the official procedures for requesting vacation, sick leave, or personal time off, ensuring proper documentation is submitted when necessary.
  
  

• Minimize unplanned absences by planning time off in advance whenever possible.
  
  

Meeting Scheduling Policy for VAs:

• Virtual Assistants (VAs) must schedule meetings between 11:00 AM and 5:00 PM, Monday to Friday.
  
  

• If it proves difficult to secure a meeting within that window, meetings may be booked between 9:00 AM and 11:00 AM as an alternative.
  
  

• For any meeting requests outside of working hours (before 9:00 AM, after 5:00 PM, or on weekends), approval must be obtained from Veda and Charlie before scheduling.

3. Communication

Effective communication is key to workplace success. Employees must:

• Use clear, professional, and respectful language in all work-related communications, including emails, meetings, and online platforms.

• Respond to work-related emails, messages, and client inquiries promptly, ensuring timely collaboration.

• Keep all confidential or sensitive company information secure and refrain from discussing it in public or with unauthorized individuals.

• Address concerns or feedback professionally and constructively.

4. Performance & Productivity

Employees are expected to maintain high performance standards and contribute effectively to company success by:

• Completing assigned tasks accurately, efficiently, and with attention to quality.

• Taking responsibility for their workload and proactively seeking assistance when necessary.

• Meeting deadlines and project milestones while communicating any delays or challenges in advance.

• Continuously developing their skills and knowledge to enhance productivity and job performance.

5. Use of Company Resources

Company resources should be used responsibly and for work-related purposes. Employees must:

• Use company equipment, software, and tools efficiently and in accordance with company policies.

• Limit personal use of company resources, including computers, internet access, and office supplies.

• Protect company data, files, and intellectual property from unauthorized use or distribution.

• Report any misuse or security risks related to company resources immediately.

6. Confidentiality & Data Security

Protecting sensitive information is a priority. Employees are required to:

• Keep all proprietary and client information confidential, both during and after employment.

• Follow cybersecurity best practices, including using strong passwords, securing devices, and avoiding suspicious links or emails.

• Refrain from sharing company or client information with unauthorized persons.

• Report any security breaches, data leaks, or suspicious activity to IT or management immediately.

7. Workplace Safety

A safe work environment is essential for all employees. To ensure safety:

• Follow all health and safety regulations and company policies.

• Report any hazards, accidents, or unsafe conditions to management immediately.

• Keep workspaces clean and free from clutter to reduce the risk of accidents.

• Comply with emergency procedures, including fire drills and evacuation plans.

8. Social Media & Public Representation

Employees should be mindful of how they represent the company online and in public. This includes:

• Avoiding negative, defamatory, or inappropriate comments about the company, colleagues, or clients on social media.

• Understanding that only authorized personnel may make official statements or represent the company in the media.

• Being cautious when sharing company-related content to ensure it aligns with corporate policies.

• Respecting privacy policies and ensuring that client and company data is not shared publicly.

9. Conflict Resolution

Workplace conflicts should be addressed professionally and constructively. Employees should:

• Engage in respectful discussions to resolve disputes amicably.

• Seek mediation through HR or management if conflicts cannot be resolved independently.

• Maintain professionalism, even during disagreements, and refrain from personal attacks or hostile behavior.

• Report unresolved workplace conflicts to a supervisor or HR department as necessary.

10. Compliance & Ethics

Ethical conduct and legal compliance are fundamental expectations for all employees. This includes:

• Following all local, state, and federal laws relevant to the industry and business operations.

• Adhering to company policies and ethical guidelines in all professional interactions.

• Reporting any unethical behavior, fraudulent activities, or violations of company policies.

• Acting with integrity and prioritizing the company’s best interests in all business dealings.