Top3Doctors.com Hybrid Workplace Policy

1. Purpose: This policy outlines the guidelines and expectations for employees working in a hybrid model at Top3Doctors.com, combining in-office work with remote work flexibility to balance collaboration, productivity, and employee well-being.

2. Eligibility:

• Hybrid work eligibility is determined by department heads and approved by Human Resources, based on job function, team needs, individual performance, and business requirements.
• Certain roles may require full-time on-site presence due to the nature of their responsibilities. These roles will be clearly identified.
• Employees must meet performance expectations and maintain a satisfactory attendance record to be eligible for and maintain hybrid work status.

3. Hybrid Work Schedule:

• The standard hybrid schedule will consist of 2 days per week in the office and 3 days per week working remotely. Specific days for in-office presence will be determined by team managers, taking into account team collaboration needs, project deadlines, and client requirements, and communicated to employees in advance. This schedule may be subject to change with reasonable notice.
• Employees are expected to adhere to their designated hybrid schedule. Any changes to the pre-approved schedule require prior approval from their manager, except in cases of unforeseen circumstances (e.g., illness, family emergency).
• Core office hours are 8:00 PST to 5:00 PST. While working remotely, employees are expected to be available and responsive during these core hours for meetings, communication, and urgent requests. Flexibility outside these hours may be granted with manager approval, particularly to accommodate different time zones or personal circumstances.
• Managers will work with employees to establish clear communication channels and expectations for response times during both core hours and non-core hours.

4. Work Location:

• Remote work must be performed from a suitable workspace that is free from distractions, ensures confidentiality of company information, and provides a safe and ergonomic work environment. Employees are responsible for maintaining their remote workspace.
• The company reserves the right to request employees to report to the office for meetings, training, team-building activities, client visits, or other business needs, even on their designated remote workdays. Reasonable notice will be provided.
• Employees must inform their manager of their primary remote work location. Relocation requires prior approval from the manager and HR.

5. Communication and Collaboration:

• Effective and timely communication is crucial in a hybrid work environment. Employees are expected to be responsive to emails, phone calls, instant messages, and other forms of communication during core hours and as needed for urgent matters.
• Employees are expected to utilize the designated company communication tools (e.g., Slack, Microsoft Teams, Zoom) for seamless collaboration with colleagues, regardless of location.
• Active participation in all scheduled meetings, whether in-person or virtual, is expected. Employees should be prepared to contribute to discussions and share relevant information.

6. Performance Expectations and Evaluation:

• Performance expectations remain consistent regardless of work location. Employees will be evaluated based on their goals, deliverables, project completion, quality of work, and overall contributions to the company, as outlined in their performance plans.
• Managers will conduct regular check-ins  weekly with employees to discuss progress, provide feedback, address any concerns, and ensure alignment with team and company objectives.
• Performance reviews will be conducted Frequency and will consider both quantitative and qualitative measures of performance.

7. Equipment and Resources:

• The company will provide necessary equipment for both in-office and remote work, as deemed appropriate for the role and business needs. This may include laptops, monitors, software, and other relevant tools. Employees are responsible for the proper care and maintenance of company-owned equipment.
• IT support will be available to assist with technical issues, regardless of work location. Employees should contact the IT Help Desk for any technical problems.
• Employees are responsible for having a reliable internet connection at their remote work location.

8. Confidentiality and Security:

• Employees are responsible for maintaining the confidentiality and security of company information, client data, and intellectual property, both in the office and while working remotely.
• Employees must adhere to all company policies regarding data security, password management, acceptable use of company resources, and information protection. This includes using secure networks, protecting passwords, and refraining from sharing sensitive information with unauthorized individuals.

9. Conduct and Professionalism:

• Professional behavior is expected at all times, whether on-site or remote. This includes respectful communication, ethical conduct, and adherence to company policies.
• Employees are expected to maintain a professional and appropriate demeanor in all interactions, including virtual meetings, email correspondence, and instant messaging.

10. Dress Code:

• Business casual attire is appropriate for in-office work.
• Appropriate and professional attire is expected for virtual meetings, considering the context of the meeting (e.g., internal team meeting vs. client-facing presentation).

11. Technology Use:

• Company technology resources, including computers, software, and internet access, are primarily for business use. Personal use should be minimal, reasonable, and not interfere with work responsibilities or company bandwidth.
• Employees should adhere to the company’s Acceptable Use Policy for technology resources.

12. Policy Review and Updates:

• This policy will be reviewed and updated periodically as needed to reflect evolving business needs and best practices. Employees will be notified of any changes to the policy.

13. Agreement:

• By participating in the hybrid work program, employees acknowledge and agree to abide by the terms and conditions outlined in this policy. This includes adhering to the schedule, maintaining a suitable workspace, communicating effectively, and upholding company standards of conduct and professionalism.

14. Questions and Concerns:

• Any questions or concerns regarding this policy should be directed to Human Resources.

This detailed policy aims to provide a clear framework for a successful hybrid work environment. Open communication and collaboration between employees and managers are essential for its effectiveness.