PURPOSE

 

The Montego Pet Nutrition Hybrid Work Model offers employees in qualifying posts, the opportunity to voluntarily perform their responsibilities away from the main Montego Pet Nutrition facilities for two (2) days per week, while going to the Montego Pet Nutrition on-site office to work / meet and/or collaborate with their colleagues or attend meetings for three (3) days per week.

The Montego Pet Nutrition Hybrid Work Model is an alternative method of meeting the needs of Montego Pet Nutrition.  This is a voluntary work model and all employees that qualify and get approval to work on this model, will do so voluntarily and at their own expense.  Replenish Montego Pet Nutrition’s flow of skills and know-how at a broad or specific level;

Identify, assess and develop employee knowledge, skills and abilities to meet the current and future staffing needs of the organization; and

Ensure a continuous supply of talent by helping employees develop their potential, as successors for key departmental positions.

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  DEFINITIONS

 

Under this Hybrid Work Model, the following definitions will apply once it is agreed between Montego Pet Nutrition and the employee to work Hybrid on a regular basis:

 

Hybrid work

The Montego Pet Nutrition Hybrid Work Model is voluntary for qualifying posts in each department and provides greater flexibility and the option to work from home or anywhere where the post can be productive.

 

Hybrid employee

Employees whose posts qualify and have been approved for Hybrid working, voluntarily perform their responsibilities away from the main Montego Pet Nutrition facilities, two (2) days per week, while going to the Montego Pet Nutrition on-site office to work / meet and/or collaborate with their colleagues or attend meetings for three (3) days per week.

 

On-site work

Job responsibilities that are performed on-site.

On-site work can take place in several different types of workspaces including:

Dedicated workspace:  

Workspaces that are assigned to a specific employee(s) in specific Montego Pet Nutrition buildings, locations, and sites.

Shared workspace: 

Workspaces that are shared by employees, like Montego Pet Nutrition Production Units, Factories and Depots.

Collaborative workspace: 

Workspaces that are provided to teams for collaborative purposes.

 

Off-site / Hybrid Work

Job responsibilities that are voluntary performed both on- and off site.

For the purposes of Montego Pet Nutrition, Hybrid work is defined as an organisational practice available to selected roles within the organisation, which does not require employees within these roles, to physically be at work all of the time, to perform their duties.

 

Work schedules and deliverables

Schedules for on-site and hybrid work may vary depending on business needs and will be determined in consultation with the applicable Supervisor / Manager.

 

Time and attendance

Workdays:

On-site - At work site: 

Three (3) days per week.  To note is that all Hybrid employees must attend the office on a Wednesday, the other two (2) days are to be agreed with HOD.

Hybrid / Off site:

Two (2) days per week off-site.

 

Work times:

On-site work time: 

08:00 – 17:00 or dependent on regional agreed upon times

Hybrid core work times:  

09:00 – 11:00 and 14:00 to 16:00

 

Lunch time:

On-site:  13:00 – 14:00 

Hybrid:  12:00 – 14:00 (one (1) hour lunch in this period)

 

Expenses

Montego Pet Nutrition provides a laptop computer in addition to existing cell phone arrangement, towards ongoing Hybrid arrangements.  The Hybrid employee will be expected to provide all other equipment to enable working as part of the Hybrid Work Model.

 

Off-site working office

All hybrid employees are responsible for having their own designated off-site workspace available.

 

Employment Policies and Procedures

Hybrid workers will be subject to the same conditions of service, policies, and procedures as any other Montego Pet Nutrition employee.   All existing policies and procedures will be applicable to the Hybrid Work Model and should be consulted in addition to this policy.

 

 

 

 

POLICY / PROCESSES AND PROCEDURES

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Eligibility

When evaluating Hybrid work eligibility, employees who are in qualifying posts may voluntarily apply to work as part of this model, subject to an approval process by Montego Pet Nutrition.  The following will be considered:

• The needs of the organisation.

• Specific position requirements.

• Whether the role can be performed as part of the Hybrid Work Model

• The employee’s available resources to work from home.

• The needs of the team.

 

Employees in qualifying roles may volunteer to be considered for hybrid work only if the following criteria are met:

• If the post has been identified as eligible of Hybrid work.

• If employees, make themselves available to work as part of the Hybrid Model on a voluntary basis.

• If their manager agrees that hybrid work is appropriate for the individual.

 

In order to be considered for Hybrid work, employees should have the following in place at their home office:

• A home office space and furniture that will enable Hybrid working and reliable Internet / Wi-Fi-connectivity.

• Bandwidth requirements may vary depending on job function and assignment, but Montego Pet Nutrition Hybrid employees will be expected to have internet speed of at least 10 MBPS already available at their homework space.

 

Hybrid Principles

• If all of the duties can be accomplished at an equal or higher level at an off-site location, the position may be appropriate for Hybrid work.

• The frequency of required on-site work for a particular position will be decided by the appropriate Supervisor / Manager.

• Expectations for timely completion of work, meeting attendance, responsiveness, and other performance criteria are the same for Hybrid and on-site employees.

• The applicable Managers and decision makers will apply the same performance standards requirements to employees, regardless of work location.

 

Approval

• Employees must ensure their Supervisor / Manager agrees and approves their work arrangements.

• At all times, participation in the Hybrid Work Model will be subject to the continuing approval of the HR Department, the individual’s Supervisor / Manager as well as senior management. Montego Pet Nutrition reserves the right to withdraw Hybrid work participation approval upon reasonable notice.

 

Hybrid Conditions of Employment

• As per the Labour Relations Act and other legislation in this regard, Hybrid employees are viewed as Montego Pet Nutrition employees, subject to the same regulations, policies, and procedures. This policy outlines additional guidelines, rules, regulations, and policies applicable to Hybrid employees employed by Montego Pet Nutrition.

• If a position is determined to be eligible and approved, the applicable Management will be responsible to manage the employees in Hybrid positions on the same terms as they manage on-site employees.

• Unless explicitly agreed to in writing, a hybrid work employee’s terms and conditions of employment are the same as those of on-site staff, including required compliance with all Montego Pet Nutrition policies and applicable Labour and other applicable legislation within South Africa while working off site.

• Regardless of Hybrid work arrangements, employees may be required to work from site at any time at the sole discretion of their supervisor or manager.

 

 

PROCESS

Application

Before applying, employees should ensure that their post qualifies for Hybrid work.

• Employees should have discussed with and received Supervisor / Manager approval if all eligibility criteria.

• Employees, in qualifying positions, should make use of the Hybrid Self-Assessment Checklist (Annexure A), to determine if they would be eligible to apply for Hybrid working.

 

Role Suitability

Certain roles, due to the nature of the job, cannot be performed from a non-Montego Pet Nutrition facility.  Such examples include, but are not limited to:

• Any roles which require a physical presence onsite (e.g., manufacturing roles, factory roles, maintenance roles, employee-serving roles, manufacturing, and other equipment operating roles).

• Any roles which have a technology constraint (e.g., drivers, packers, fork lifters, receptionists).

• Any roles which have a security constraint that cannot be maintained from a non-Montego Pet Nutrition facility (e.g., dealing with employee contracts etc.)

 

Evaluation

The HOD of the relevant department, with the assistance of the Human Resource Department, will evaluate the suitability of posts for Hybrid Work.  If the position is found to be eligible for Hybrid Work, the following areas will be discussed and confirmed:

• Role responsibilities.The employee and Manager will discuss the job responsibilities and determine if the job is appropriate for a Hybrid arrangement.

• Confirmation by employee that have the required equipment and IT Infrastructure to work as part of the Hybrid Model and confirmation that the employee understands that they will be required to provide their own equipment, internet connection and off-site workspace, apart from a laptop, to enable them to work as part of the Hybrid work model.

• Scheduling issues.The employee and Manager will review the physical workspace needs and the appropriate location for the Hybrid IT Provisions and Requirements.

 

 

 

PROVISIONS

Montego Pet Nutrition will provide employees in qualifying posts, who have been approved to work under our Hybrid Work Model, with the following:

 

Equipment

• Laptop computer and online headset.

• IT Support Services

These services include central management of the laptop or other computer workstation.  Anti-malware, firewall, and host-based security features.  Services that require in-person assistance from IT Service Delivery must take place on site.

 

Expenses

• In addition to the provided laptop and headset, Montego Pet Nutrition will not contribute towards any other expenses, and it should be noted that no additional expenses are covered under the Hybrid Work Model.

• Expenses incurred by employees like additional costs incurred for business calls or travel or if the employee has a legitimate business expense (e.g., office supplies), they must get approval from their Supervisor / Manager, and it will be subject to Montego Pet Nutrition’s most recent reimbursements policies and procedures.

• Employees cannot submit mileage and/or meal charges in connection with travel to/from an off-site work location to a Montego Pet Nutrition facility within an employee’s local area of employment. For any exceptions, employees will need to discuss the business justification with their Supervisor / Manager and submit expenses in accordance with Montego Pet Nutrition’s applicable policies.

 

Office Supplies

Montego Pet Nutrition will supply the employee with appropriate office supplies (pens, paper, etcetera.) as deemed necessary.

 

 

FACILITIES

The Off-site Working Office

All Hybrid employees are responsible for setting up their own designated off-site workspace and will be responsible for the following: 

• Identifying a workspace that is conducive to performing their job duties, which may require a quiet and/or private workspace.

• Maintaining safe conditions in the workspace, including proper ergonomics, and to practice the same safety habits as those followed on site.

• Employees are responsible to adhere to the Montego Pet Nutrition’s Quality as well as Safety and Security standards while working off-site.

• Montego Pet Nutrition assumes no responsibility for injuries that occur as a result of activities that do not arise primarily out of and in the course and scope of employment. Managers should be notified of any workspace injuries immediately and staff must complete the online first report of injury.

 

On-site Workspaces

To accommodate on-site work, Montego Pet Nutrition will:

• Provide team members with resolute or shared workspaces, depending on business needs and individual employees’ work arrangements.

• Provide collaborative workspaces for project teams.

• Allow space for individual and shared work items (e.g., secure storage for personal belongings, workspace for physical network equipment, shared office supplies, etc.).

 

 

 

HYBRID WORK HEALTH & SAFETY PROCEDURE

Our Hybrid Work Health & Safety procedure addresses the typical hazards to which employees may be exposed by working at home/residence (only as far as it relates to their functions that they carry out in the course and scope of their employment i.e.; this will not cover the entire home/residence and all activities) are as follows:

 

Ergonomics

Ensure your remote office or workplace are set up to follow these guidelines to prevent fatigue and body injury.

• Choose the right space. An ideal workspace should have adequate lighting to avoid eye strain; an appropriate work surface, such as a desk or table; and is set apart from busy areas in the home to allow for optimal focus during work hours.

• Get up and move. To reduce muscle soreness and pain, try to change your posture frequently. Do not sit or stand for extended periods of time. Check your posture. Your shoulders should not curve inward or forward, and your head should not bend so that your ears are at shoulder-level. To keep yourself from slouching, pretend there is a string attached to the top of your head, pulling you upright. This will help to avoid back and neck pain.

• Keep an eye on your monitor. When setting up your computer screen, make sure the top of the monitor is at eye level. This will avoid neck and eye strain. If working on a laptop, try plugging in a wireless keyboard and mouse and prop the laptop up on some books to make the top of the screen level with your eyes.

• Choose the right chair. When seated, your knees should not be higher than your hips. This will help avoid lower back pain and reduce the pressure on your spine while seated.

 

Slips, Trips and Falls

Common injuries like slips, trips and falls are just as relevant to the remote environment as they are to the office environment. To take a look around your remote workspace and make sure the floors are clear of any hazards.

• Clear the floor of any obstacles. This may include toys, boxes, books, or loose or dangling cords.

• Repair any loose carpeting and secure lifted corners on rugs. Frayed or torn carpeting and unsecured rugs can easily cause trips if the loose areas are caught underfoot while walking. Be sure to repair any worn patches to avoid tripping.

• Watch your step. Stairs are another place where slips, trips and falls can occur. If your workspace requires you to go up or down flights of stairs, be careful not to carry too many items in your hands while on the stairs. One hand should be free at all times to hold onto the railing.

 

Fire Safety

Just like in an office space, proper fire safety is necessary:

• Inspect cords. Electrical cords and extension cords should be in good condition. Make sure they are not bent or damaged and your outlets are not overloaded with too much power. Any cord that feels hot or is giving off excessive amounts of heat should be unplugged.

• Practice general fire safety. To avoid potential fires, make sure the following are present in or near your workspace:

• A functioning fire extinguisher: Make sure you are inspecting your fire extinguisher regularly and follow proper fire extinguisher usage. Fire extinguishers should be stored in a place that is easily accessible; inspect the physical state of the extinguisher for any dents, slits in the hose, and be sure the locking pin is intact; and check the pressure gauge to make sure the needle is in the green zone.

• Have an evacuation plan in the event of a fire: You and everyone in your household should be aware of the evacuation plan to ensure everyone’s safety. This plan should include identifying an outside location away from the property where you would meet.

• By implementing proper ergonomics and following general safety guidelines to reduce common injuries, employees can reduce their risk of common injuries, maintain good mental health, and prevent work fires while working in their remote environment. Providing employees with a remote safety plan gives them have the tools and information they need to make their home workspace safe and make them productive.

 

Injuries on Duty

Employment-related accidents or injuries must be reported immediately to the employee’s Supervisor / Manager. The employee should also follow the Montego Pet Nutrition Environmental Health & Safety procedures and processes to report work related injuries and accidents.

Disclaimer: The Health and Safety sections in this policy is meant to provide general guidelines and should be used as a reference. It may not cover all aspects of the relevant legislations or laws of South Africa and is not a legal document. Neither the author nor Montego Pet Nutrition will assume any legal liability that may arise from the use of the contents pertaining to OHS.

 

Off-site Security

Consistent with the organisation's expectations of information security for employees working at the office, Hybrid employees will be expected to ensure the protection of proprietary company and customer information accessible from their home office. Steps include the use of locked file cabinets (if applicable) regular password maintenance, and any other measures

 

On-line Security

Hybrid employees will be expected to take responsibility to secure their home office network by making sure all devices on their home network, including the ones used for Montego Pet Nutrition business, have the latest software updates.

 

Data Security

Employees are responsible for maintaining the security of data while working off-site.

Types of data include, but are not limited to:

• Confidential Montego Pet Nutrition information

• Employee personal information.

• Employees should protect such data through appropriate physical and electronic methods, such as the use of locked file cabinets / desks, use of password-protection, and other measures appropriate for the job duties and workspace.

Employees must ensure that they continue to observe Montego Pet Nutrition policies in this area and that they take the following measures in their daily work arrangements:

Employees will:

• Run System updates as prompted

• Update anti-virus software as required.

• Ensure that all access to Montego Pet Nutrition databases is provided through a secure network.

• Ensure that no third parties interrupt or make use of organisational equipment in their remote office, including access to Montego Pet Nutrition’s equipment or any Montego Pet Nutrition documents.

• Use a lockable desk drawer, cupboard or filing cabinet for storing papers.

 

ONLINE TEAMS MEETINGS

• Employees will be expected to make themselves available online for any required work interactions during the core work times as indicated under the definitions section.

• Camera-on requirement:Hybrid employees will be expected to follow a “camera-on” approach during Teams meetings.

 

ABSENCE FROM WORK DUTIES

Hybrid employees shall be subject to the same accident, sickness, and absence reporting requirements as they would be if they were working at a Montego Pet Nutrition facility.

 

INSURANCE

Montego Pet Nutrition-provided equipment will be covered by Montego Pet Nutrition’s policy of insurance, subject to the terms of that policy.

 

AD-HOC ARRANGEMENTS

Temporary Hybrid arrangements may be approved for circumstances. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.  Other informal, short-term arrangements may be made for employees on family or medical leave to the extent practical for the employee and the organisation and with the consent of the employee's health care provider, if appropriate. All informal Hybrid arrangements are made on a case-by-case basis, focusing first on the business needs of the organisation

 

LOADSHEDDING

• Hybrid employees will be expected to stay informed with regard to loadshedding schedules and take the necessary steps to ensure that they will be able to remain connected (laptop / cell phone charged), during planned loadshedding periods.

• If electricity / connectivity is not possible from the off-site work location, Hybrid employees will be expected to work from the on-site work location.

• In cases where loadshedding is unplanned, Hybrid employees must attempt to continue working as far as is reasonably possible.