WHAT IS THE HOME OFFICE PLAN

The Home Office Plan is a Disaster Recovery and Business Continuity Plan that will allow CloudRaker to continue operating, even while going through a period of time where Working from Home is mandatory for every employee.

This plan is additional to already in effect.

Such a plan can be triggered in response to natural disaster, act of war, terrorism, global epidemic, pandemic, or other situation where physically working from one of CloudRaker’s office could be dangerous for the safety of its employees, clients and partners, or it is impossible to work from the office.

This plan is always available for all of CloudRaker Employees to read. Knowing the plan, the measures composing it and what to do when the plan is rolled out is important.

ROLLING OUT THE HOME OFFICE PLAN

The Home Office Plan is triggered immediately by any competent body of government.

The Home Office Plan can be triggered in one or multiple geographical locations at a time.

Decision

The Home Office plan roll out can also be decided by:

  • A resolution from CloudRaker’s Board of Directors
  • The CEO, unilaterally
  • The President, unilaterally

Employee Communication

A communication template will always be available to send out to all of CloudRaker Employees. 

During office hours, CloudRaker Employees will be informed using Email, Slack and any other means of communication acceptable. CloudRaker Employees will acknowledge the receipt of the communication.

Outside office hours, CloudRaker will contact its employees by any communication method available. CloudRaker Employees will acknowledge the receipt of the communication.

Before leaving the office for Home Office, employees can request or print a hardcopy of the plan.


Employee Communication Message template

Email & Slack

Subject: [URGENT] CloudRaker Home Office Plan in effect | Mise en place du Plan de Home Office de CloudRaker

[French version below]

Rakers,

CloudRaker’s Home Office plan is now in effect and employees usually working from Toronto/Montreal will have to work from home from Monday, March 16, 2020 onwards.

Please read the Home Office Plan available at this address
:
[LINK TO PDF FILE OF THE HOME OFFICE PLAN]

If you have any question, please email homeoffice@cloudraker.com

____

Rakers,

Le Plan de Home Office de CloudRaker est désormais mis en place, et les employés qui travaillent généralement de Montréal/Toronto devront travailler depuis chez eux à partir du lundi 16 mars 2020.

Veuillez lire le Plan de Home Office, accessible à cette adresse:
[LINK TO PDF FILE OF THE HOME OFFICE PLAN]

Si vous avez des questions, merci de les adresser à homeoffice@cloudraker.com.


Short message

CloudRaker’s Home Office plan is now in effect and you will now have to work from home from Monday, March 16, 2020. Please read more information here:  [LINK TO PDF FILE OF THE HOME OFFICE PLAN]
Le Plan de Home Office de CloudRaker est désormais mis en place et vous devrez travailler depuis chez vous à compter du lundi 16 mars 2020. Vous trouverez plus d’informations ici: [LINK TO PDF FILE OF THE HOME OFFICE PLAN]


Client & Partner Communication


An email communication will be sent out to affected clients informing them that CloudRaker has enacted its Home Office plan. 

The following communication template will always be available to send out to all of CloudRaker Clients by the client’s account lead. Emails should be sent out individually or per client and the following template should be used:


Client Communication Email template


Subject: [URGENT] CloudRaker Home Office Plan in effect


[French version below]

Hello {CLIENT NAME},

Following the recent development of the COVID-19, CloudRaker is taking additional prevention measures for the safety of our employees, clients and partners. Starting Monday 16th and until further notice, CloudRaker’s employees will work from home. 

We have put in place all the procedures, tools and communications processes to ensure the continuity of our services and products during this period.

If you have any questions, please feel free to send me an email or give me a call.

Hoping you and your loved ones are staying safe during this time. 

Sincerely,

____

Cher {CLIENT NAME}, 

Nous espérons que vous et vos proches vous portez bien.

A la suite des développements récents du COVID-19, CloudRaker a décidé de prendre des mesures de prévention supplémentaires pour s’assurer de la sécurité de nos employés, clients et partenaires. Le Plan de Home Office de CloudRaker est désormais mis en place, et les employés devront travailler depuis chez eux à compter du lundi 16 mars 2020, et jusqu’à nouvel ordre.

Nous avons mis en place les procédures, outils et process de communications nécessaires pour assurer la continuité de nos services et produits durant cette période. 

Nos équipes de Comptes et d’Opérations mettent en place nos procédures existantes de travail à distance, afin de nous assurer que nous pouvons continuer à vous procurer un service réactif et de qualité durant cette période. 

N’hésitez pas à me contacter par courriel ou par téléphone pour toute question. 


EMPLOYEE’S HOME OFFICE SETUP

Whenever deemed necessary, including outside of the period of time Home Office is in effect, CloudRaker will assess the equipment available for Employees to work remotely. CloudRaker will make sure its employees are always working in safe conditions.

Employees must take appropriate actions to ensure the confidentiality of CloudRaker information at home. Whenever possible, user accounts should be signed off, computers should be locked and confidential material should be stored away.

Employees must log off or lock their computers when they leave them unattended, including in their homes.  CloudRaker will implement controls to terminate computer sessions and/or lock computers after a predetermined time of inactivity (10 minutes). 

CloudRaker will arrange pick-up or delivery of necessary equipment by and to employees, depending on their role, geographical location, and other safety considerations.

IT SECURITY & TECHNICAL REQUIREMENTS


All IT requests must be sent through our IT service desk by emailing helpme@cloudraker.com. This will allow the team to triage and respond to requests in a timely manner, while ensuring all information remains documented. 

During the period of time Home Office is in effect, remote assistance can be requested to the IT team to troubleshoot problems that would otherwise require physical assistance.

Employees requiring VPN access to accomplish their normal work tasks will have an active VPN account available. It is not permitted to use the VPN connection from another workstation, or for other purposes than accessing work resources.

Equipment that is not working properly and that needs a replacement will be exchanged using courier service or other means of transportation as deemed safe.

Phone lines can be installed on employees’ computers when requested. Employees will then be able to receive and place calls using their computer, through CloudRaker’s telephone line.

WORK HOURS, AVAILABILITY, RESPONSIVENESS

During the period of time Home Office is in effect, the effective working hours stay in effect. CloudRaker employees need to ensure their responsiveness when working from a remote location, taking into consideration personal situations. 

Employees should use the status function on Slack to advertise their participation to a call or a meeting, otherwise, it will be expected that they are as responsive as they are in the office.

An automated email message will be delivered to CloudRaker employees every morning and will require a manual check-in from employees within the day. This will ensure that employees are in a safe situation. CloudRaker will reach out to employees not checking-in within a few hours.

Any change in the working conditions during Home Office needs to be reported by the employee as soon as they occur, or at the latest during the next scheduled check-in. This includes illness, unavailability for any reason, general leave, sick leave, or personal day.

Any previously scheduled vacation days will be applied against the vacation time bank unless cancelled. If unavailable to work, a sick day or vacation day must be taken via CloudRaker’s Leave Tracking platform.

COMPENSATION

CloudRaker will compensate its employees for the usage of their home internet connection for the period of time Home Office is in effect. The compensation is the minimum amount between the Internet service bill or [REEVALUATE VALUE 60% OF AN INTERNET PLAN] per month (excluding applicable sale taxes), prorated to the day. Requests for compensation need to be submitted through an expense report with supporting invoices, on a monthly basis.

ACTIVITIES REQUIRING PHYSICAL PRESENCE

During the period of time Home Office is in effect, all on-site and client-side meetings must be postponed or rescheduled into video or telephone conference meetings.

A ban on all work related conferences, events, travel and meet ups will be in effect while the Home Office plan is in effect unless specific and written approval is provided by either the CEO or the President.


Specific activities

  • Recruiting interviews should be postponed or rescheduled into video or telephone interviews.

  • Any employee onboarding activities should be postponed or rescheduled, unless specific and written approval is provided by either the CEO or the President

You may submit requests for exceptions at homeoffice@cloudraker.com.

FRONT DESK & OFFICE LOGISTICS


Phone extensions will be forwarded to the employee’s computer or mobile number and general lines will be forwarded as follows:

  • [CONFIDENTIAL REDIRECTION PLAN]

Employees should not have parcels or any item delivered to the office during the Home Office Plan.

EXCEPTIONS

During the period of time Home Office is in effect, all access to the office is forbidden unless specific and written approval is provided by either the CEO or the President.

You may submit requests for exceptions at homeoffice@cloudraker.com.

PLAN DURATION & TERMINATION


The Home Office Plan is implemented for a minimum period of two weeks, starting March 16th, 2020.

Extension and termination can be decided by:

  • A resolution from CloudRaker’s Board of Directors
  • The CEO, unilaterally
  • The President, unilaterally


A status update, reconduction notice, or termination notice will be transmitted to the team as soon as it becomes available.

Stay safe ❤️
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We are not providing medical advice, acting as a medical authority, or providing safety information.