Processes and Procedures

The processes and procedures essential for the efficient operation of Unicis are described in this document. It is designed to keep employees and the open-source community connected and productive.

• Welcome Packet: New hires receive a link to Unicis Handbook company information, tools setup guides, and contact details.
• Orientation: Conduct a virtual reading of the handbook to introduce new hires to the team, culture, essential procedures, and communication guidelines.
• Equipment: Right now, we don’t give new employees any equipment. They are supposed to use their personal devices and adjust to what they need to work without any interference.
• Training: Provide access to training materials and schedule introductory meetings with relevant team members and leaders.

• Tools: Use company-approved tools for communication see full list at company Tech Stack Applications.
• Response Time: Aim to respond to messages and emails within 24 hours during business days.
• Status Updates: Update your status on communication tools to indicate availability (e.g., available, in a meeting, away).
• Community Interaction: Engage with the community on open-source platforms regularly, addressing issues, providing feedback, and fostering collaboration.

• Start of Day Check-In: Employees must check in with their team leader or manager at the start of their workday via the designated communication tool.
• Task Management: Use a project management tool (e.g., GitLab Project and OpenProject) to track tasks, deadlines, and project progress.
• Breaks: Regular breaks are necessary to maintain productivity and well-being. Take a 5- to 10-minute break every hour.

• Scheduling: Use a shared calendar (e.g., Unicis Intranet Calendar) to schedule meetings and avoid conflicts.
• Agendas: Distribute meeting agendas at least 24 hours in advance. Stick to the agenda to ensure efficient use of time.
• Minutes: Assign a note-taker for each meeting to document key points and action items. Share minutes within 24 hours post-meeting.
• Collaboration Tools: Use collaborative tools (e.g., Nextcloud, Draw.IO, Notes, OpenProject) for real-time editing and brainstorming sessions.

• Contribution Guidelines: Provide clear guidelines for community contributions, including coding standards, documentation practices, and submission procedures.
• Mentorship: Assign mentors to new community contributors to help them get started and integrate into the project.
• Recognition: Acknowledge and celebrate community contributions through regular shout-outs, contributor spotlights, and other recognition methods.

• Goals Setting: Set clear, measurable goals for each employee and review them quarterly.
• Feedback: Provide regular, constructive feedback through one-on-one meetings and performance reviews.
• Recognition: Recognize and celebrate achievements and milestones during team meetings and via communication tools.

• IT Security Policy: Follow the IT Security Policy.

• Help Desk: Provide a FreeScout virtual help desk for technical support. Ensure employees and community members know how to submit tickets or request assistance.
• Response Time: Aim to respond to technical issues within 2 hours during business days.
• Training: In the Unicis handbook, we provide regular updates regarding new tools, software updates, and best practices.

• Mental Health: Encourage employees and community members to take mental health days when needed. Provide access to mental health resources and support.
• Work-Life Balance: Promote a healthy work-life balance by respecting working hours and discouraging after-hours work.
• Social Activities: Organize virtual social events (e.g., happy hours, game nights) to build team and community camaraderie.

• Compliance: Ensure all employees and community members comply with company policies.
• Reporting: Regularly report on team performance, project status, and any issues to senior management and the community.
• Audits: Conduct periodic audits to ensure compliance with internal policies and external regulations.

• Notice: Provide reasonable notice for termination or changes in employment status.
• Equipment Return: Arrange for the return of all company-owned equipment. Provide a pre-paid shipping label if necessary.
• Exit Interview: Conduct a virtual exit interview to gather feedback and address any final concerns.