This page is read only. You can view the source, but not change it. Ask your administrator if you think this is wrong. ====== Processes and Procedures ====== ===== 1. Introduction ===== 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. ===== 2. Onboarding Process ===== * **Welcome Packet:** New hires receive a link to [[:start|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, [[..:company:unicis#culture|culture]], essential [[..:trust_center|procedures]], and [[..:company:communications|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 [[..:company:leadership|leaders]]. ===== 3. Communication Guidelines ===== * **Tools:** Use company-approved tools for communication see full list at company [[..:operations:tech_stack_applications|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. ===== 4. Daily Operations ===== * **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., [[..:operations:service_vendor_providers#gitlab|GitLab Project]] and [[..:operations:tech_stack_applications#openproject|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. ===== 5. Meetings and Collaboration ===== * **Scheduling:** Use a shared calendar (e.g., [[..:operations:tech_stack_applications#calendar|Unicis Intranet Calendar]]) to schedule meetings and avoid conflicts. * **Agendas:** Distribute [[..:company:communications#meeting_agendas|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., [[..:operations:tech_stack_applications#netxcloud|Nextcloud]], [[..:operations:tech_stack_applications#drawio|Draw.IO]], [[..:operations:tech_stack_applications#notes|Notes]], [[..:operations:tech_stack_applications#openproject|OpenProject]]) for real-time editing and brainstorming sessions. ===== 6. Community Engagement ===== * **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. ===== 7. Performance Management ===== * **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. ===== 8. Data Security and Confidentiality ===== * **IT Security Policy:** Follow the [[.policies:it_security_policy|IT Security Policy]]. ===== 9. Technical Support ===== * **Help Desk:** Provide a [[..:operations:tech_stack_applications|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 [[:start|Unicis handbook]], we provide regular updates regarding new tools, software updates, and best practices. ===== 10. Employee and Community Well-being ===== * **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. ===== 11. Compliance and Reporting ===== * **Compliance:** Ensure all employees and community members comply with company [[policies|policies]]. * **Reporting:** Regularly report on team performance, project status, and any issues to senior management and the community. * **Audits:** Conduct [[..:trust_center|periodic audits]] to ensure compliance with internal policies and external regulations. ===== 12. Termination Procedures ===== * **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.