Last Approval by: Snežana Jovanovic, 19/Oct/17
Last Update by: Aleksandar S. Jovanovic, 15/Sep/14

Rules of Good Conduct

The objective of the Rules of Good Conduct is to provide clear statements of required or prohibited behaviour in specific situations, ensuring that the management company complies with statutory, supervisory, professional and ethical rules.
 
 
14.1 Security access to the server
 
 
Last Approval by: Snežana Jovanovic, 19/Oct/17
Last Update by: Eduardo M. Schuch, 1/Sep/14
Mandatory

SERIOUS WARNING! Never leave the system unattended to prevent the tampering of files. Your negligence can cause troubles and security breaches! It can damage the company too.

Responsible for: All EMPs.
 
   
 
 
14.2 Actual working files always on the server
 
 
Last Approval by: Snežana Jovanovic, 19/Oct/17
Last Update by: Eduardo M. Schuch, 1/Sep/14
Mandatory

ALL actual working files must be kept at R-TechServer according to the Document Management Procedure. Loss of data caused by failing to respect this procedure (e.g. by saving data on the local machine ONLY) will imply responsibility of the respective EMP for this loss.

Responsible for: All EMPs.
 
   
 
 
14.3 Respect the communication conventions
 
 
Last Approval by: Snežana Jovanovic, 19/Oct/17
Last Update by: Anabela Reis, 19/Oct/17
Mandatory

Respect the communication convention - it is not only politeness, it is also your responsibility, R-Tech/EU-VRi needs it! These are specified in detail in other parts of the QMS.

 

  • When naming files, use the shortest and meaningful name but still respecting the naming conventions.

Example: FileReport_v10aj14122009.doc is better than My_File_Report_14December2009_ver1_aj.doc (the reason for this is the Windows limitation of 256 character for THE WHOLE PATH, if longer the files cannot be copied any more)

Click here to find a detailed description on naming conventions.

Responsible for: All EMPs.

 
   
 
 
14.4 How to and how NOT to communicate to our customers/clients/partners/guests...
 
 
Last Approval by: Snežana Jovanovic, 19/Oct/17
Last Update by: Nicolas Schmid, 9/Nov/16
Mandatory

Respect the rules below when communicating to our clients/customers/partners - it is not only politeness, it is also your responsibility!

DOs (means say!):

 

  • I can take care of this for you in no time at all
  • I’m going to personally make sure this gets resolved for you
  • This is a little out of the ordinary, but I can handle it for you
  • I’d be happy to help you with this
  • I’m not sure, but let me find someone that can help you
  • What can I do to make this right for you?
  • We stand behind our products, so this won’t be any trouble
  • You don’t have to wait, I can take care of it now
  • We’ll be there today to make this right for you
  • Your satisfaction is our top priority. What can I do for you?.

 

DONTs (means don't say!):

 

  • The computer won’t let us do that
  • I don’t know and don’t care
  • You’ll have to call or come back later
  • We can’t take care of that here
  • That is not my responsibility
  • I can’t help you with that
  • You’ve called the wrong number.

 

Responsible for: All EMPs.

 
   
 
 
14.5 "Open door - Open office" policy
 
 
Last Approval by: Snežana Jovanovic, 19/Oct/17
Last Update by: Eduardo M. Schuch, 1/Sep/14
Optional / Recommended

In general the doors connecting the HDW-Offices of EU-VRi/R-Tech are kept open in order to improve the internal communication and exchange of information. Daily activities and behavior of all EMPs should be possibly performed in such a way that the "open door policy" is not disturbing the work each simple individual.

 

The main guidance in application of this "policy" must be based on

 

  • COMMON SENSE
  • TOLERANCE

Obvious exceptions, like e.g. teleconferences are clearly acceptable. Private meetings should possibly be organized in the meeting rooms of Haus der Wirtschaft (e.g. K2 - K4).

 

Responsible for: all EMPs

 
   
 
 
14.6 Clean Desktop Policy
 
 
Last Approval by: Snežana Jovanovic, 19/Oct/17
Last Update by: Eduardo M. Schuch, 1/Sep/14
Mandatory

Clean Desktop Policy

  • Make sure that important files/folders are not forgotten on your desktop.
  • Always keep the desktop clean (it is always possible that your desktop might be used by some of your colleagues during your absence)

Responsible for: All EMPs.

 
   
 
 
14.7 Always LOG OFF & TURN OFF your electronic devices.
 
 
Last Approval by: Snežana Jovanovic, 19/Oct/17
Last Update by: Eduardo M. Schuch, 1/Sep/14
Mandatory

The EMPs should always  LOG OFF and TURN OFF your electronic devices (computers, monitors, etc.), when absent from the office for a more than 4 hours. It is not just about "saving the devices" but also about "saving the energy" and "reducing electronic smog" Symbolic contribution, but it reflects our policy.

NOTE: As specified in GEN: SECURITY OF ACCESS TO THE SERVER, never leave the system unattended to prevent the tampering of files - your negligence can cause troubles and security breaches!

Responsible for: All EMPs.

 
   
 
 
14.8 Recycling & environmental friendliness
 
 
Last Approval by: Snežana Jovanovic, 19/Oct/17
Last Update by: Eduardo M. Schuch, 1/Sep/14
Mandatory

In order to be compliant with company policies and also to be "environmental friendly", you are kindly required to:

 

  • Avoid unnecessary printing
  • DO NOT re-use already printed sheets in normal printers - it damages the printers
  • Use printing options increasing effective use of the printing material (paper, toner, ...)  
  • Use the already printed sheets ("Schmierpapier" in German) for your handwritten notes
  • Separate the waste as foreseen by the "Hausordnung" of HDW
  • Feel free to suggest further measures which could improve the reduction of our "environmental footprint"


Responsible for: All EMPs.