Remote Work Guide

To make your work more fruitful, we have prepared this guide that can help you in your home office. Remote work allows us to have talents from different places and a diverse culture.

To help you, we have prepared this list of best practices:

1. Information Security (Based on SSG 27081 - Acceptable Use Policy for Assets)

  • Clean Desk, Clean Screen, and Clean Board Policy:
  • Do not leave paper documents and other media with restricted information on your desk when you are not present.
  • Do not leave printed papers on equipment such as printers.
  • During your absence, lock your computer with a password.
  • Do not leave information on whiteboards or on the meeting room table after use.
  • Secure Connection: Ensure the use of Wi-Fi networks protected by passwords.
  • Avoid Public Networks: Avoid sharing confidential information on public networks.
  • Incident Reporting: Immediately report any vulnerabilities or incidents, following the incident management policy.

2. Communication

  • Efficient Communication: When sending messages, be clear from the beginning. Including the purpose of the message helps reduce response time.
  • ✅ “Hello [Name], how are you? I would like to discuss the details of Project XYZ. We need to define the goals for this week.”
  • Tools: Familiarize yourself with the company’s tools (Slack, Gmail, Google Meet). For urgent matters, you can call your colleague from Slack or 3CX.

3. Appropriate Environment

  • Create a comfortable and organized environment in which to work, free of distractions and with good lighting.

4. Effective Communication (use of tools)

  • Use effective communication tools like Meet and Slack to schedule and take calls.
  • Make sure your internet connection is fast and reliable.
  • For urgent matters, you can call your colleague from Slack or 3CX.

5. Professional Dress

  • Dress for work to maintain motivation and performance.
  • Avoid working in pajamas or lying in bed.

6. Day Planning

  • Plan your day to optimize your time and avoid procrastination.
  • Prioritize and stay focused on your goals.

7. Organized Environment

  • Organize your workspace to avoid clutter and wasted time.

8. Health Maintenance

  • Make sure your eyeglasses or contact lenses are up to date.
  • Eat breakfast and take a lunch break.
  • Take moments to rest and stretch.

9. Availability

  • Be available during work hours to answer calls and return messages.
  • When questions arise, seek help from managers and colleagues.

10. Maintain a Routine

  • Maintain a regular routine to avoid continuous work and night shifts.
  • Prioritize your health and well-being by avoiding working in inappropriate places such as couches or beds.

11. Separation of Work and Personal Life

  • Set specific times for work and personal activities to maintain separation between the two.

12. Establish work hours

  • Set a specific time to start and end your work day.
  • Formally coordinate these schedules with your colleagues and managers.

13. Absences and medical appointments 

We know that unexpected events happen. When you need to be absent:

  • Notify: Let your manager know in advance.
  • Log: Register your absence in the system as an event in Genyo.
  • Submit Certificate: When you have the proof, send it to People via the Segura® Portal.
  • Communicate: Send an email to your team letting them know when you’ll be back.

14. Videoconferences and Virtual Meetings

  • Camera: Turn your camera on whenever possible. Exceptions are understood for technical problems.
  • Background: Use a neutral, professional, or Segura® virtual background available on Meet.
  • Preparation: Have everything ready before the meeting, including an agenda and minutes.
  • Time: Try to keep to the allotted time.

15. Vacation and Time Off

  • Request: Vacations must be requested from the People team (via Segura® Portal) at least 30 days in advance of the departure date.
  • Approval: Wait for approval from your manager and the People team.
  • Calendar: Inform your team and log it on your Google calendar.

16. Digital Communication (Email vs. Meeting)

  • Email: For things that are quick, informative, or don’t require an immediate response (Ex: Status update, sharing documents).
  • Meeting: To discuss something in detail, make group decisions, or resolve complex issues (Ex: Project planning, brainstorming).

17. Calendar Privacy

  • Keep your Google Calendar public to the organization (so they can see your availability). For personal appointments, keep the calendar private (marking as “Busy”) and share only with those you choose.

18. Sending Documents/Medical Certificates:

  • With the option to attach documents via Genyo in the app or on the desktop, only documents and certificates attached to the respective occurrences via Genyo will be considered.
  • Medical certificates or similar documents sent by email will not be accepted.
  • If you have difficulty, please contact the People Operations team at peopleops@segura.security.