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Working safely from home

From HEIN+FRICKE

1. Purpose

This policy provides guidelines to ensure employees work safely, securely, and productively while operating from home or any remote location.

2. Scope

Applies to all employees and interns who are approved to work remotely.

3. Employee Responsibilities

Employees must:

  • Maintain a safe and quiet workspace to avoid injuries and distractions.
  • Ensure stable internet connectivity for smooth communication and operations.
  • Keep company devices and data secure at all times.
  • Follow all company IT, security, and communication policies while working remotely.

4. Secure Work Environment

  • Use only company-issued devices for work tasks.
  • Lock your screen when stepping away (Windows + L / Ctrl + L on Mac).
  • Do not allow family members or others to use company equipment.
  • Store laptops and documents in a safe, private location.

5. Data Protection & Privacy

  • Do not print sensitive or confidential documents at home unless authorized.
  • Avoid taking work calls in public spaces where confidential information may be overheard.
  • Use encrypted storage and approved tools (OneDrive, SharePoint, VPN, etc.).
  • Report any data loss, device damage, or suspicious activity to IT immediately.

6. Connectivity & VPN Usage

  • Connect to the company VPN to access internal systems securely.
  • Disconnect the VPN when not required to reduce unnecessary load.
  • Ensure home Wi-Fi has a strong password and uses WPA2/WPA3 encryption.

7. Health & Ergonomics

Employees should:

  • Use a comfortable chair and proper desk setup.
  • Take regular breaks to prevent strain or fatigue.
  • Avoid working in unsafe or uncomfortable positions (bed, couch, floor).

8. Communication & Availability

  • Be reachable during assigned working hours via Teams, Phone, or Email.
  • Attend meetings on time and keep your calendar updated.
  • Inform your manager in case of power failures, network issues, or emergencies.

9. Asset Security

  • Keep laptops, chargers, and accessories safe from damage or theft.
  • Do not leave devices unattended in shared or outdoor areas.
  • Report any equipment issue to IT for repair or replacement.

10. Policy Review

This policy will be reviewed annually or when remote work requirements change.

11. Acknowledgement

Employees must sign the Remote Work Acknowledgement Form confirming they understand and agree to follow this policy.

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