Remote Working Policy

Purpose

During the COVID-19 pandemic remote working proved to be an effective means of continuing business operations and as such, the Company has decided to offer it as a perk to NML employees. The Company therefore sees the need for this policy. NML would like to highlight, however, that productivity levels will be monitored and should we notice a drop in productivity or if it results in an unnecessary financial burden to the Company, this policy will need to be re-evaluated and the perk may be revoked.

Application

This policy applies to all New Media Labs Services (Pty) Ltd, hereinafter referred to as “the Company,” employees who practice remote working.

This policy does not change or replace the terms and conditions of any employee’s employment or the required compliance with the existing company policies, rules, and practices.

The company reserves the right to change, modify, or discontinue the arrangement for any employee at any time as it deems fit, upon which the employee shall resume the normal working arrangement.

Definitions

AWOL: Absence Without authorised Leave

Load shedding: Load shedding refers to when Eskom switches off parts of South Africa's electric grid in a planned and controlled manner due to insufficient capacity resulting in some parts of the country not having electricity.

OHSA : Occupational Health and Safety Act 85 of 1993

Remote working : Remote work/work from home (WFH) is a flexible working arrangement that allows an employee to work from a remote location outside of company premises.

UPS: Uninterruptible Power Supply

WFH Criteria

• To be eligible to work from home, employees must, among other things:
• have portable job duties;
• have a dedicated work site and equipment (phone, Internet connection, office supplies, etc.) suitable for working at home; and
• be able to work independently and productively.

If you consider working from home versus coming into the office, honestly consider the following:

• Are you self-disciplined?
• Are you self-motivated?
• Are you more effective when working alone?
• Can you prioritize and manage your time effectively?
• Do you have the ability to “switch off” at the end of the day and separate work from home life?

Employee Responsibilities

• Employees WFH is expected to familiarise themselves with the OHSA;
• Employees should ensure that their remote workspace complies with all the requirements as stipulated in the OHSA;
• Employees using NML property in their home office space have to take appropriate precautions to safeguard company property from being damaged or stolen;
• Employees WFH are expected to be available between 08:00 – 17:00 as this is standard business operating hours;
• Employees who want to WFH and do not have their own UPS need to check the load shedding schedule to ensure there is no load shedding planned in their area;
• Employees who want to WFH need to ensure that dependent care and/or other family responsibilities will not inhibit their ability to have a productive 8-hour workday.

Company Responsibilities

Since the Company provides a safe and fully equipped working environment large enough for all employees, the Company does not take responsibility for ensuring that employees’ home office is compliant with the requirements of the OHSA, nor to carry any financial burden related to creating a home office space.

Provision of Equipment

The Company will allow employees to take the following items from the office home:

• desk
• office chair
• laptop
• screen

However, the transport of these items between NML premises, your home and back will be for the employee’s own account and arrangement thereof should be done by the employee.

The Office Manager has to be informed in writing prior to any NML property being removed from company premises.

Employees should note that any company property removed from NML premises remains the property of NML and should be treated with same amount of respect at home as it would be treated with at the office. Employees are also reminded that no person, except a Company employee or an individual authorized by the Company, may make use of Company equipment, tools and resources.

Upon termination of the home working arrangement or the employment relationship, employees must return all company property by the date determined by the Office Manager.

Load Shedding

Load shedding is an unfortunate reality in South Africa. NML premises are equipped to ensure productivity can continue despite possible load shedding in the area.

Employees who have their own UPS at their home office and who can continue working at home throughout load shedding, may do so. However, those who are unable to stay connected, need to check daily if there are any load shedding planned for their area. If so, they are expected to come to the NML office in order to avoid a disruption in their workday.

Security

The use of technology for WFH can present higher risks of cyberattacks and confidentiality breaches. All employees WFH are expected to read, understand, and abide by the company ICT policies to safeguard data protection, confidentiality and security.

General

If you are WFH, you need a dedicated work space – your bed or in front of the TV does not suffice;

Employees WFH must remain accessible to their line managers and colleagues during business operating hours – if you become unreachable without prior communication as to why, the incident will be treated as a case of AWOL and disciplinary action will follow;

You will be expected to attend scheduled team meetings, at least virtually;

We recommend dressing as if you are going into the office, especially if you have client calls scheduled;

In the interest of maintaining a healthy work-life balance, we strongly advise employees who WFH to use the time saved on commuting for exercise or spending time outdoors, preferably in nature;

In case of an emergency (including illness, injury, power failure, or loss of Internet connectivity) employees WFH are expected to notify their line manager immediately.