Our policies
Focal board
All tasks and projects we receive from our clients need to be added to our Focal Board as soon as they come in.
The format is as follows – The tasks and project needs to be allocated to the correct client, descriptions of what the project entails need to be added, allocated to the right person who is responsible for the account, with a due date and any files attached if necessary.
Remote Work Policy
We prefer our team to be present in the office throughout the week, to collaborate easily on projects together.
However if you choose to work from home (max twice a week) the expectation is that you are available throughout your contracted work hours – this means that you are responsible for your work allocated to you on Focal Board, you are responsive on email and WhatsApp.
Lunch remains 1 hour, between 12:30pm and 2pm, and you are to let the team know on our ES group when you are taking your lunch.
Time Tracking
In our fast-paced company, time management is key. That’s why we have implemented time tracking systems for each project we work on. Not only does it help us allocate the correct amount of time to each task, but it also ensures we stay within our estimated hours and avoid budget overruns. These logs will be checked daily by the client, so make sure you always are time-tracking when working on a project.
Daily standup
Are you tired of aimlessly wandering through your workday, unsure of what tasks lie ahead and who’s responsible for what?
Well, imagine a workplace where each morning at 9:30, the entire team gathers for a mandatory standup meeting. Don’t worry, it’s not just another boring formality – this is where we dive into the day headfirst, check in with each other, share our plans and goals, allocating tasks with precision, report back on the previous days work, and even seeking help when needed. So welcome to the world of productive collaboration and efficient teamwork!
Office clean up
We are all responsible for the office and keeping it clean and presentable. Everyone is responsible for their own desk. You need to keep your work space clean and clutter-free. Wash the dishes after you use them. Keep the bathroom clean. Please write a note on the board when we need supplies (tea, toilet paper, bin bags, soap etc.) If you are the last to leave, make sure the lights are off, windows are closed and you lock up properly.
Team communication
Good communication lays the foundation for success. Tasks will be allocated to each team member during the standup. If you find yourself stuck on a task, after exhausting all options, reach out to a team member for advice on what to do next.
If you are unable to come to work, you need to be available on WhatsApp and email to communicate with the team and keep up to date with projects and tasks allocated to you.
We will have a feedback session on a Friday to discuss where to improve and what worked well throughout the week.
Project check-in
Once a project has entered the pipeline, it’s really important to stay on top of the work and get tasks moving out as quickly as possible. As soon as one project / task is out, another one comes in. We need to be on top of this fast paced environment.
Clients don’t want to wait weeks without a progress report or an update. At the beginning of each week we will send the client a quick check in email and an update on where we are at with their project. Make sure to discuss this at the Monday morning standup before the email is sent out, to ensure we’ll all on the same page as a team.
Leave and sick days
As an employee at Electric Sheep, you are entitled to 3 weeks (15 working days) of leave per year. If you are taking your leave, we need at least 2 weeks notice before you put in your request. You can fill in the form here.
After being employed for longer than 4 months you are entitled to 10 days sick leave / family responsiblity. In the case that you are sick on either a Monday or Friday, it is our company policy that you present a doctors note.
You may apply for other types of unpaid leave subject to the discretion of the Directors.
Client communication
We can’t police you and constantly check in if you’ve seen a task from a client or on Focal Board. It’s your responsibility to check your emails and WhatsApp message throughout the day.
Often you might be copied into an email between a team member and a client – if this is the case, it means you were copied for a reason. Read the email carefully to see if there is anything in that email which you need to action or reply to. If there is, be sure to add the task to your Focal Board.
We like to respond to clients within an hour of them getting in touch.