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iSu Technologies iSu Technologies Documentation

Remote Work Policy

Remote Work Policy

Section titled “Remote Work Policy”

Flexible Work Guidelines for iSu Technologies

🎯 Policy Overview

Section titled “🎯 Policy Overview”

iSu Technologies supports flexible work arrangements including remote, hybrid, and office-based work. This policy ensures productivity, collaboration, and work-life balance while maintaining security and compliance.

Effective Date: 09/11/2025 Applies To: All employees Review Cycle: Annual

📍 Work Arrangements

Section titled “📍 Work Arrangements”

Fully Remote

Section titled “Fully Remote”
  • Work from home or approved remote location 100% of time
  • No assigned office space
  • Required: Reliable internet, private workspace
  • Eligibility: All roles after 90-day probation

Hybrid

Section titled “Hybrid”
  • Mix of office and remote work (e.g., 2 days office, 3 days remote)
  • Assigned office space (hot desk or dedicated)
  • Flexible schedule agreed with manager
  • Eligibility: All roles

Office-Based

Section titled “Office-Based”
  • Work from office full-time
  • Occasional remote work allowed (with approval)
  • Required For: None (all roles can be remote/hybrid)

✅ Remote Work Requirements

Section titled “✅ Remote Work Requirements”

1. Workspace & Equipment

Section titled “1. Workspace & Equipment”

Company Provides:

  • Laptop (MacBook or equivalent)
  • Monitor (if requested)
  • Keyboard & mouse
  • Headset for calls
  • VPN access
  • Software licenses

Employee Provides:

  • Reliable high-speed internet (minimum 10 Mbps down, 5 Mbps up)
  • Private, quiet workspace
  • Professional video call background
  • Backup power (UPS or plan for load shedding)

Test Your Internet: speedtest.net - share results with IT if below minimum

2. Working Hours & Availability

Section titled “2. Working Hours & Availability”

Core Hours (Must be available):

  • Monday-Friday: 10:00 AM - 3:00 PM SAST
  • Attend all scheduled meetings
  • Respond to Slack/email within 2 hours during core hours

Flexible Hours (Your choice):

  • Complete 40 hours/week total
  • Start between 7:00-10:00 AM
  • Finish between 3:00-7:00 PM
  • Take breaks as needed

Examples of Valid Schedules:

  • Early bird: 7:00 AM - 3:30 PM (30 min lunch)
  • Standard: 9:00 AM - 5:30 PM (30 min lunch)
  • Night owl: 10:00 AM - 6:30 PM (30 min lunch)

Not allowed:

  • Working sporadic hours (e.g., 2 hours morning, 6 hours late night)
  • Missing core hours without advance notice
  • Being unavailable during scheduled meetings

3. Communication & Collaboration

Section titled “3. Communication & Collaboration”

Daily Standup (Required):

  • 9:00 AM SAST via video call
  • Camera on (unless technical issues)
  • Share: Yesterday’s work, today’s plan, blockers

Slack/Teams Status:

  • Update status when:
    • Starting work: ”🟢 Available”
    • In meeting: ”📞 In a call”
    • Focused work: ”🎧 Do not disturb”
    • Lunch/break: “🍽️ At lunch”
    • End of day: ”🔴 Away”

Response Time Expectations:

  • Urgent (Slack DM): 30 minutes
  • Normal (Slack channel): 2 hours
  • Low priority (Email): Same business day

Video Calls:

  • Camera on for: All-hands, team meetings, 1:1s, client calls
  • Camera optional for: Quick syncs, standups (if bandwidth issues)
  • Professional appearance and background

4. Security & Compliance

Section titled “4. Security & Compliance”

Required Security Practices:

  • ✅ Use company VPN when accessing work systems
  • ✅ Lock laptop when away (even at home)
  • ✅ 2FA enabled on all work accounts
  • ✅ Encrypted hard drive (FileVault/BitLocker)
  • ✅ Automatic screen lock after 5 minutes
  • ✅ Strong passwords (use password manager)
  • ✅ Work on company device only (no personal laptops)

Prohibited:

  • ❌ Sharing login credentials
  • ❌ Working from public WiFi without VPN
  • ❌ Storing work files on personal devices
  • ❌ Screen sharing sensitive data in public spaces
  • ❌ Leaving laptop unattended in public
  • ❌ Using personal cloud storage for work files

POPIA Compliance:

  • Never access customer data from unsecured networks
  • Don’t discuss sensitive client info in public spaces
  • Secure physical documents (if any)
  • Report lost/stolen devices immediately to it@isutech.co.za

5. Productivity & Performance

Section titled “5. Productivity & Performance”

Performance measured by outcomes, not hours:

  • Features shipped / deals closed / projects completed
  • Quality of work (code reviews, client feedback)
  • Collaboration and communication
  • Meeting deadlines and commitments

Weekly Check-ins with Manager:

  • Review progress on goals
  • Address blockers
  • Plan upcoming week
  • Discuss work-life balance

Red Flags (Will trigger performance review):

  • Consistently missing deadlines
  • Poor communication / unavailable during core hours
  • Low-quality work / rework required
  • Not attending required meetings

🌍 Remote Work Locations

Section titled “🌍 Remote Work Locations”

South Africa-Based (Approved)

Section titled “South Africa-Based (Approved)”
  • Work from anywhere in South Africa
  • Inform manager of location changes (for emergencies)
  • Reliable internet and power backup required

International (Requires Approval)

Section titled “International (Requires Approval)”
  • Must get written approval from HR + manager
  • Tax and legal implications (consult HR)
  • Time zone considerations (must overlap core hours)
  • Maximum 30 days/year international remote work

Travel While Working

Section titled “Travel While Working”
  • Domestic travel: No approval needed (just inform manager)
  • International travel: Requires approval
  • Maintain full productivity and availability

💰 Expenses & Reimbursements

Section titled “💰 Expenses & Reimbursements”

Company Pays For:

Section titled “Company Pays For:”
  • Laptop and peripherals
  • Software licenses
  • VPN and security tools
  • Home office stipend: R1,500/month (covers internet, electricity)

Employee Pays For:

Section titled “Employee Pays For:”
  • Home internet service (reimbursed via stipend)
  • Electricity (reimbursed via stipend)
  • Office furniture (desk, chair)
  • Personal phone (if used for work calls, reimbursed up to R500/month)

Claiming Expenses:

Section titled “Claiming Expenses:”
  1. Submit expense report via [EXPENSE SYSTEM]
  2. Attach receipts/invoices
  3. Manager approval required
  4. Reimbursed with next payroll

🏢 Office Access

Section titled “🏢 Office Access”

Even if fully remote, you can:

  • Use office space when needed (hot desk)
  • Book meeting rooms
  • Use printing/scanning facilities
  • Access mail and packages

Office Locations:

  • Johannesburg: [ADDRESS]
  • Cape Town: [ADDRESS] (if applicable)

Booking Office Space:

  • Use [DESK BOOKING SYSTEM]
  • 24 hours advance notice preferred
  • Bring your own laptop and peripherals

👨‍👩‍👧‍👦 Work-Life Balance

Section titled “👨‍👩‍👧‍👦 Work-Life Balance”

Boundaries

Section titled “Boundaries”
  • Work during agreed hours, then disconnect
  • Turn off Slack notifications after hours
  • Don’t check email on weekends (unless on-call)
  • Take your full lunch break
  • Use your vacation days

Load Shedding Flexibility

Section titled “Load Shedding Flexibility”
  • Adjust hours to work around load shedding
  • Use mobile hotspot if home internet affected
  • Inform team if you’ll be offline temporarily
  • Make up hours same day or next day

Childcare / Family Responsibilities

Section titled “Childcare / Family Responsibilities”
  • We understand life happens
  • Flexible scheduling for school pickups, appointments
  • Communicate schedule changes to team
  • As long as work gets done and core hours covered, we’re flexible

📊 Trial Period & Evaluation

Section titled “📊 Trial Period & Evaluation”

New Remote Workers (First 90 Days):

  • Weekly check-ins with manager
  • Productivity and communication assessed
  • IT setup and home office evaluated
  • Can request return to office if remote not working

Annual Remote Work Review:

  • Manager evaluates remote work effectiveness
  • Employee provides feedback on policy
  • Adjustments made if needed

🚨 Remote Work Issues

Section titled “🚨 Remote Work Issues”

Technical Issues

Section titled “Technical Issues”

Internet down:

  • Use mobile hotspot (reimbursed)
  • Go to office if available
  • Work from coffee shop with VPN

Laptop issues:

  • Contact it@isutech.co.za immediately
  • Backup laptop provided if multi-day issue
  • Don’t use personal laptop for work

Load Shedding:

  • Keep laptop charged
  • Use UPS or portable battery
  • Adjust schedule if needed

Performance Issues

Section titled “Performance Issues”

If remote work isn’t working:

  1. Manager discusses concerns
  2. Create improvement plan
  3. Trial hybrid schedule (more office time)
  4. Reassess after 30 days

❓ FAQs

Section titled “❓ FAQs”

Q: Can I work from a coffee shop? A: Yes, with VPN. Don’t discuss sensitive client info out loud. Be mindful of screen privacy.

Q: What if I need to move to a different city? A: Fully remote workers can live anywhere in SA. Just inform HR and manager (for tax/emergency purposes).

Q: Can I have a different schedule on different days? A: Yes, as long as you’re available during core hours (10 AM-3 PM) every weekday. Consistency helps team collaboration.

Q: What if I’m sick? A: Take sick leave! Don’t try to work through illness. Notify manager and mark calendar.

Q: Can I travel internationally for a month and work remotely? A: Requires approval. Tax and legal implications. Maximum 30 days/year. Must maintain core hours (time zone challenge).

Q: What equipment can I request? A: Laptop, monitor, keyboard, mouse, headset are standard. Ergonomic equipment (standing desk, special chair) reviewed case-by-case.

📞 Questions?

Section titled “📞 Questions?”

Policy questions: hr@isutech.co.za Technical setup: it@isutech.co.za Schedule flexibility: Your manager

iSu Technologies Remote Work Policy Flexible work, high performance, work-life balance Last Updated: 09/11/2025