Workplace Policy

This policy defines how Otic Press operates as a 100% remote company. It exists to give every team member, regardless of location, the same clarity, support, and expectations. Just as Otic Press promises authors transparency in pricing and process, we hold ourselves to the same standard internally: no hidden expectations, no ambiguous rules.

Otic Press has no physical office. All roles are performed remotely, from the location of the employee's choosing, subject to the eligibility and compliance requirements below.

• There is no "default" office location or headquarters city that dictates norms.
• No employee is required to relocate, and no role is designated as hybrid or in-office.
• Remote-first means remote work is the design of the company, not an accommodation.

• Employees may work from any location where Otic Press is legally able to employ or contract them.
• A change in country or state of residence must be reported to HR at least 30 days in advance, as it may affect tax, payroll, or benefits eligibility.
• Extended work from a different country (e.g., a "workation") is permitted for up to 4 weeks/year without formal review; longer stays require approval to confirm no legal or tax complications arise.

• Otic Press operates on a core collaboration window of 10:00 AM–2:00 PM ET, during which all employees should be reachable for meetings and time-sensitive collaboration.
• Outside the core window, employees may structure their day as needed to complete their responsibilities.
• Full-time employees are expected to work 40 hours per week; specific daily scheduling is flexible.
• Each employee's working hours and time zone should be visible on their calendar/status so teammates can plan around them.

Remote work depends on clear, low-friction communication. Otic Press expects:

• Default to asynchronous. Not every question needs a meeting or an instant reply. Use written updates, shared docs, and recorded video walkthroughs where possible.

Response time expectations

• Chat/Slack messages: within 2 business hours
• Email: within 8 business hours
• Urgent/blocking issues: flagged clearly (e.g., "URGENT" tag) with a response expected within 1 hour during core hours

Meetings are reserved for discussion, decisions, and relationship-building — not status updates that could be written instead. Employees are expected to keep their calendar current and mark out unavailable time (deep work, personal time, appointments).

• Otic Press provides a monthly stipend of $40 toward internet.
• Employees must maintain a reliable internet connection sufficient for video calls and cloud-based tools.
• A dedicated, distraction-appropriate workspace is expected, though it need not be a separate room.
• IT/security requirements (password managers, VPN if applicable, device encryption) are outlined in the Security Policy and are mandatory regardless of location.

All employees are expected to use Otic Press's standard toolset consistently so work stays visible and transparent across the team:

Work should live in shared, permanent systems — not in individual inboxes or DMs — so that any team member can pick up context without asking.

Remote work at Otic Press is managed by output, not hours logged.

• Roles are expected to define clear, measurable goals (e.g., OKRs or sprint deliverables) reviewed on a regular cadence with a manager.
• There is no expectation of "green dot" availability monitoring or activity tracking software.
• Missed deadlines or unclear progress should be raised proactively by the employee, not discovered after the fact.

• Otic Press does not offer traditional PTO.
• Sick time, mental health days, and caregiving flexibility are supported without requiring detailed justification.
• Michigan-based employees accrue paid sick time under the state's Earned Sick Time Act (1 hour per 30 hours worked); this policy's flexibility benefit is offered in addition to, and does not replace, that statutory minimum.

• All work must be conducted on approved, secured devices with encryption and up-to-date software.
• Confidential author, client, and business data (manuscripts, contracts, financials) must never be stored or shared outside approved systems.
• Public workspaces (cafes, co-working spaces) are permitted, but screens must be locked when unattended and confidential calls should be taken privately.

Being remote does not mean being disconnected. Otic Press commits to:

• Regular company-wide syncs (e.g., monthly all-hands) to maintain shared context and visibility into the business.
• Intentional, non-mandatory social touchpoints (virtual coffee chats, optional team events) to build relationships across time zones.
• Written decisions and updates being made visible to the whole team by default, not siloed — mirroring the transparency Otic Press promises its authors.

This policy will be reviewed every 6–12 months or as the company scales, to ensure it continues to reflect how the team actually works. Employees are encouraged to flag friction points to HR at any time.

This document is a living policy and may be updated as Otic Press grows. Employees will be notified of material changes.