Workplace Policy

Remote Project Execution Policy

1. Project Scoping & “Zero Scope Creep” Rule
In a remote setup, communication gaps can lead to clients asking for “quick favors” that drain hours of unbilled work.

Redesign Boundaries: Every website redesign project must have a strictly locked Figma or wireframe sign-off before any development begins. Any structural or design changes requested after development starts require a formal, signed Change Order and an additional fee.

SEO Baseline: Before any ranking work begins, a technical and keyword baseline audit must be archived. Team members must never promise “Google Page 1 in 30 days.” Policy states all client-facing materials must frame SEO as a 3 to 6-month compounding strategy.

2. Deep Work & Synchronous Communication
Constant Slack, Viber, or WhatsApp pings destroy the focus needed for writing clean PHP, building custom post grids, or analyzing backlink profiles.

Core Collaboration Hours: Team members must be available for internal syncs during designated hours (e.g., 10:00 AM to 3:00 PM local time). Outside of these hours, deep work is prioritized.

Response Windows:

Internal Team: Respond to non-urgent messages within 2 to 3 hours.

Client Inquiries: Clients should expect a response within 24 business hours. No team member is expected or required to answer client pings on weekends or after 6:00 PM.

The “Write It Down” Rule: Because the team is remote, all project updates, code changes, and SEO strategy shifts must be documented in your project management tool (e.g., ClickUp, Asana, Trello)—not just discussed in a passing chat message.

3. Remote Staging & Deployment Environments
To prevent broken live sites and lost tracking data, strict environments must be enforced across all remote connections.

The Golden Rule: Never build or run heavy plugins directly on a client’s live site.

Redesign Workflow: All redesigns must happen on a secure, password-protected staging environment.

SEO Changes: Meta-data optimizations, schema markups, or URL redirects must be tested on staging first to ensure they do not break existing WooCommerce checkout funnels, payment gateway redirects, or layout structures.

Backup Protocol: A full database and file backup must be generated immediately before and after migrating any staging site to live production.

4. Client Communication & Deliverable Handoffs
Managing clients remotely requires highly structured touchpoints so they feel taken care of without micromanaging your team.

Design Revisions: Redesign projects include a maximum of two rounds of consolidated feedback. The client must compile all edits into a single document or video walkthrough rather than sending scattershot messages.

SEO Transparency: Instead of handling ad-hoc client calls asking “where do we rank today?”, the team will provide a standardized, automated monthly dashboard tracking keyword movements, organic impressions, and conversions.

Milestone Approvals: Work pauses automatically if a client disappears. If a remote client fails to provide feedback or assets within 7 business days of a milestone deadline, the project is put on “Hold” status and a restart fee may apply to re-schedule it into the development queue.

5. Security & Data Protection
Working remotely means handling sensitive client assets—like hosting logins, domain registrars, WordPress admin credentials, and Google Analytics access—from various home networks.

Credential Management: Team members are strictly prohibited from sharing client passwords over open chat applications. All credentials must be stored and accessed via a secure, encrypted password manager (like Bitwarden or 1Password).

Network Security: Public Wi-Fi networks must never be used to access client sites or backend servers unless a secure VPN is active.

Offboarding Protocol: Within 48 hours of completing a project or terminating a contract, all temporary developer accounts, staging site logins, and API access keys created for the team must be deactivated or transferred entirely to the client.