Commit 541644f5 authored by Walter Heck's avatar Walter Heck

Lots of small changes in a general review

parent 4a06e9d8
# 20% project
Related to the previous item, we have a 20% rule that was copied from Google's engineering team: you are allowed to spend 20% of your time (effectively one day a week) on some project that is not highest priority, and it can be anything you come up with, as long as there is some perspective of usefulness for OlinData (in the widest sense of the word). For instance (and this is just an example), Walter happened to have registered a domain called <http://divesitebuddy.com> years ago, which in his mind was going to be a tripadvisor for divesites worldwide. If you think that that is what you would love to spend some time on, you could do that for your 20% work. Also, the 20% project is optional. If you feel like you want to not make use of the opportunity, that's cool too.
You're free to divide the number of hours assigned anyway you want. If you want to work 8 20-hour days per month that is fine with the management (although we don't think it's a great plan productivity wise ;) ) That said, it would be nice if you spread things out a bit so you'd be available at least a few hours during most weekdays. If you work better in evenings, mornings, weekends, etc. That is fine with us. The communication part we listed in one of the items below should make it possible for us to work asynchronously.
......@@ -4,17 +4,18 @@ This repository contains the OlinData handbook that should explain anything that
# Table of Contents
* [Who's who](whoswho.md)
* [Some History](history.md)
* [About our culture](culture.md)
* [Employee benefits](benefits.md)
* [Branding](branding.md)
* [Code of Conduct](coc.md)
* [Financial Info](finance.md)
* [Joining OlinData](joining.md)
* [Dealing with the Media](media.md)
* [Software and Saas products we use](software-and-saas.md)
* [Taking time off](time-off.md)
* [Who's who](whoswho.md)
* [Some History](history.md)
* [About our culture](culture.md)
* [Employee benefits](benefits.md)
* [Branding](branding.md)
* [Code of Conduct](coc.md)
* [Financial Info](finance.md)
* [Joining OlinData](joining.md)
* [Dealing with the Media](media.md)
* [Software and Saas products we use](software-and-saas.md)
* [Taking time off](time-off.md)
* [20 percent project](20percent.md)
# This is a collaborative effort
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## Employee Benefits
### Employee’s Anniversary Appreciation
# Benefits
## Employee’s Anniversary Appreciation
Each employee will be awarded a token of appreciation (in different forms) for their anniversary in working with OlinData.
### Employee’s Birthday
## Employee’s Birthday
On each employee’s birthday, a card (or/and present) will be delivered to the employee’s house (unless requested in otherwise) as a gift from the company.
## Conference attendance
* One conference of choice outside of EU per year (airfare, conference ticket and accommodation maximum of EUR 2500)
* acceptance rests with Mine Heck and is a combination of factors: have you been accepted to speak? Can you motivate why that conference is important to you and to OlinData?
* 2 conferences in Europe (budget to be discussed)
* Unlimited time to attend meetups and local (in-country) conferences
* subject to approval with Mine Heck. Factors for decision among others will be: Are you speaking? Is there a unique reason for you to be there?
* One professional training a year (maximum budget of EUR 2000).
* for this we prefer close proximity if possible.
* One conference of choice outside of EU per year (airfare, conference ticket and accommodation maximum of EUR 2500)
* acceptance rests with Mine Heck and is a combination of factors: have you been accepted to speak? Can you motivate why that conference is important to you and to OlinData?
* 2 conferences in Europe (budget to be discussed)
* Unlimited time to attend meetups and local (in-country) conferences
* subject to approval with Mine Heck. Factors for decision among others will be: Are you speaking? Is there a unique reason for you to be there?
* One professional training a year (maximum budget of EUR 2000).
* for this we prefer close proximity if possible.
## Employee Personal Development
### Performance Development
Catch-up calls are ways to get feedback on performance, just ask for it. No one bites. =)
Should you need one every few months or annually, just make an appointment with Walter & Mine, or whoever it is you wish to talk to and they will certainly be happy to give you some feedback.
### Courses/trainings you may wish to take up
With OD's 20% project, you may wish to take up a course/training of your choice that will be beneficial for OD when you use the new skills/knowledge you have learned. Or you may wish to take up a course/training as part of your role in OD.
OD is always open to having employees learn more and if it is beneficial, OD is happy to pay for your course/training fees, depending on the course/training.
Should you wish to take up a training/course, please do have a discussion with Walter and Mine before signing up as they are the only ones who can authorise you with permission and decide on whether OD will cover the costs for you.
# Name Card
You will be given an art file of your name card. You may then send the art file to any of the local printing shop at your place and the expenses will be reimbursed by the company. Total printing quantity recommended is 100 pieces (1 box) for tech or support team and 200 pieces (2 boxes) for sales team.
# Email signature
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## Code of Conduct
### Confidentiality and protection of company data
All company data and issues/topics that are talked about (especially pertaining to customers) should be kept confidential
Company documents/presentations/information should only be released to relevant parties
......
## Company culture
# Company culture
You'll be reporting on paper to your direct manager. That said, we try to keep the hierarchy out of the way. We're small and we're all on the same team here. In your daily work, both Mine as well as Walter are equals to you. We will do our very best to keep seniority or rank out of business decisions, and instead make decisions based on verifiable sources. We think the only times that this will be an issue is when there's real trouble. Either from your side or from ours, we would like to make it clear on paper. We aim to never get in any kind of trouble, but sometimes it’s unavoidable. At such times it's better to have clearly defined who you report to so you can go to them and trust them to handle your problems. We'll all be equal in every day work though.
### Honesty
## Honesty
In our company culture, we find honesty super-important: If you mess up (which we all do, we're learning every day) don't worry, we don't do the blame game. Just confess as soon as you find out and we'll work together to find a solution for the problem. We find that is much more productive than pointing fingers. Obviously, we strive to mess up as little as possible ;)
### Initiative
## Initiative
Next up on the important list: Initiative. This one is strongly related to us being geographically distributed and being so young. We like it when you say: "hey, i think this thing over here is important, can I pick it up or can someone else do it?". That makes us better every day. After all, you're the one that knows your skillset best, and even though it might be super-obvious to you, we might have never thought of it :)
### Communication
## Communication
### Being verbose
Another big one: Communication. No one expects you to jump up and do a task as soon as it comes in (unless someone is literally dying maybe ;) ). What is important though, is that you respond and let us know what we can expect. Not immediately, but definitely within the next business day. In general, on the tech side we have a policy that we don't do emergency support but we'll jump in if we happen to be online. If we're not online, we'll help the next business day. That might seem strange, but as long as we're honest about it upfront, it's clear to clients what they can expect. The same goes for internal communications: if you happen to be online, just respond that you'll look into it later. Takes 30 seconds more than only reading it, but it does let the other person know what they can expect.
Your primary work focus is the role given in the team. That doesn't mean your work has to be limited to that though. If you want to try your hand at for instance graphic design, let us know and we'll figure it out together.
### Being polite
### 20% project
Related to the previous item, we have a 20% rule that was copied from Google's engineering team: you are allowed to spend 20% of your time (effectively one day a week) on some project that is not highest priority, and it can be anything you come up with, as long as there is some perspective of usefulness for OlinData (in the widest sense of the word). For instance (and this is just an example), Walter happened to have registered a domain called http://divesitebuddy.com years ago, which in his mind was going to be a tripadvisor for divesites worldwide. If you think that that is what you would love to spend some time on, you could do that for your 20% work. Also, the 20% project is optional. If you feel like you want to not make use of the opportunity, that's cool too.
## Feedback
1. Your opinion matters: When you ask questions and demand a clear satisfying answer, that puts us in a position to meaningfully answer whatever is thrown at our way. Things like asking for the strategy of upcoming years makes us go and write it down for you. At the end we all benefit from more structure and openness to everyone. If the answer or the document is still not clear to you, point out the parts which are vague. Please ask for more. Ask questions in person, add your comments on the documents, ask for one-on-ones. When you wonder why certain decisions are made, feel free to ask anytime.
2. Healthy skepticism is necessary: Without communication, we will be a bunch of people bumping into each other. When we ask for your opinion, we do not expect to hear only the positive comments. We all need a dose of reality. However, we also need to keep in mind during those discussions that being remote and talking to each other through our keyboards (and not having English as our mother tongue) makes it more difficult to find the right words sometimes. After having a few stressful hours at the client, it is easy to take a criticism personal or channel our tiredness to each other. As long as we keep the line between constructive criticism and negative attitude, we will find a way to end the discussion in a friendly way. If you don't like the work or comments of the other people in the team, tell what you would do better and how. In other words, action speaks louder than words. That way, we can all discuss together and come up with a solution which will develop OlinData better. This is a small company, we need your input to build a stronger culture.
You're free to divide the number of hours assigned anyway you want. If you want to work 8 20-hour days per month that is fine with the management (although we don't think it's a great plan productivity wise ;) ) That said, it would be nice if you spread things out a bit so you'd be available at least a few hours during most weekdays. If you work better in evenings, mornings, weekends, etc. That is fine with us. The communication part we listed in one of the items below should make it possible for us to work asynchronously.
## Changing roles
### do first, ask permission later
Your primary work focus is the role given in the team. That doesn't mean your work has to be limited to that though. If you want to try your hand at for instance graphic design, let us know and we'll figure it out together.
If you feel like you'd be happier with another role in the company, please bring it up with your direct manager and we'll be happy to discuss and see if we can accommodate.
## do first, ask permission later
We have a culture of do first, ask questions later. Unless it is about something really important, we prefer it if you make a decision on something yourself, go with that and then tell us what you chose and why. In the beginning we'll monitor you a bit more closely, but especially after you get settled the above way works much better: example: instead of you asking us which color we want our new business cards to be, you just pick that fluorescent pink and then tell us why (and it better be a good reason if it's pink :P ). If someone doesn't like it, we can roll back relatively easily. The reality of the situation is that once your vetted, we trust your decision making skills. In 95% of the cases we'll totally agree with your decision, and the advantage for you is that you don’t have to wait for our decision on your task before you can continue.
### Multi-cultural
## Multi-cultural
Something we do not want to neglect in this multi-religion company. We respect all religions, but it is your responsibility to not offend anyone and/or feel offended. Kindly not to bring any reference from your holy book or any religion related stuffs into the business environment, where we have no space for this. We would like you to respect each other, even if they don't agree with each other.
Diversity makes us stronger: Have you heard of the concept of "unconscious bias"? If not, please read about it. It is good to keep in mind that we might be limiting our thinking process which results in prejudices we have for each other. We are an awesome group of people coming from different parts of the world and speaking (at least) 6 languages fluently. It makes us only stronger to let our cultural differences shape our company. It does not take much effort to take a few extra minutes and think about why we react to someone's question or remark before we post it on Slack. Diversity is great, but inclusion is better.
### Dealing with media/giving interviews
Should any media approach you or ask you for an interview, please ensure that you mention about this to everyone and that you are prepared for it in every way - physically & mentally. Should you need help, do ask Walter or Mine.
## Holiday and Leave of Absence
# Holiday and Leave of Absence
### Public Holiday
## Public Holidays
There will be three common public holidays that apply to ALL Olindata employees.
* New Year (1st January)
* Good Friday (Friday before Easter Sunday)
* Christmas (25 December)
* New Year (1st January)
* Good Friday (Friday before Easter Sunday)
* Christmas (25 December)
Other than the 3 public holidays, each country of the employee’s origin can have up to 3 days of public holiday of their choice. As from June 2014 onwards, here are the holidays fixed for each country.
#### The Netherlands
### The Netherlands
* Easter Monday (The day after Easter Sunday)
* King's Day (26 April, it will be on 27 April from 2015 onwards)
* National Remembrance Day (4 May)
* Ascension Day (29 May - 40 days after Easter)
* Pentecost Monday (The day after Pentecost Sunday - Whitsunday)
* Sinterklaas (5 December)
* Boxing Day (26 December)
* Easter Monday (The day after Easter Sunday)
* King's Day (26 April, it will be on 27 April from 2015 onwards)
* National Remembrance Day (4 May)
* Ascension Day (29 May - 40 days after Easter)
* Pentecost Monday (The day after Pentecost Sunday - Whitsunday)
* Sinterklaas (5 December)
* Boxing Day (26 December)
Of course, if you need to request an extension for the specific public holidays, you may apply it as your leave of absence :)
Please keep in mind, you will need to give notice at least 1 week in advance for the team members to know that you will be away for the public holiday in your own country and of course, register it in Podio (for public holidays, absence leaves and medical leaves). Refer 2.3 How to apply Days Off (Public Holiday/ Absence)
This implementation is hoping that employee can have a clearer sight on the public holidays that are entitled and hope it helps for the employee’s holiday planning with the family and friends.
### Regulation on Unlimited Leave of absence
## Regulation on Unlimited Leave of absence
All the team members of OlinData have the right to take unlimited leave of absence in a year. The concept of "unlimited leave" is regulated as follows:
* In general, each employee should strive to send a prior notice to their manager at least 2 weeks in advance for the days they plan to take off. The further in advance leave gets requested, the easier it is for your manager to take it into account when planning workload, therefore the higher the chance it gets approved.
* In principle, every request will be granted unless there is a good reason to not do so. Should a request get denied, the reason for it shall be given in writing along with the denial. Before denying though, it's preferable to adjust a request so it can at least be granted partially.
* Team leaders and management have the right to reject holiday requests due to lack of personnel, ongoing projects and planned trainings.
* Work performance (logged hours, projects, achievements) will be the main factors to consider long requests for leave. Do a great job and we won't whine about your long holiday :)
* Employees are requested to consider the work load, ongoing projects and the number of employees left that can do their tasks when they ask for a long holiday.
* For every day of absence granted, the number of contractual hours for that month goes down by 8. This time is to be logged on a separate leave of absence issue in the OlinData internal project.
* In general, each employee should strive to send a prior notice to their manager at least 2 weeks in advance for the days they plan to take off. The further in advance leave gets requested, the easier it is for your manager to take it into account when planning workload, therefore the higher the chance it gets approved.
* In principle, every request will be granted unless there is a good reason to not do so. Should a request get denied, the reason for it shall be given in writing along with the denial. Before denying though, it's preferable to adjust a request so it can at least be granted partially.
* Team leaders and management have the right to reject holiday requests due to lack of personnel, ongoing projects and planned trainings.
* Work performance (logged hours, projects, achievements) will be the main factors to consider long requests for leave. Do a great job and we won't whine about your long holiday :)
* Employees are requested to consider the work load, ongoing projects and the number of employees left that can do their tasks when they ask for a long holiday.
* For every day of absence granted, the number of contractual hours for that month goes down by 8. This time is to be logged on a separate leave of absence issue in the OlinData internal project.
### How to apply Days Off (Public Holiday/ Absence)
## How to apply Days Off (Public Holiday/ Absence)
All the team members of OlinData have to apply their holiday, absence, sick leaves etc, in Podio - OlinData HQ - Days Off (https://podio.com/olindatacom/hr-internal/apps/days-off)
All the team members of OlinData have to apply their holiday, absence, sick leaves etc, in [Podio - OlinData HQ - Days Off](https://podio.com/olindatacom/hr-internal/apps/days-off)
Step 1: Click on the “Add Absence” at your right.
Step 2: Complete all the details needed in the column provided accordingly.
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