02 Procedure: Work Environment Compliance

DraftSOP · Procedure · SEC-SOP-5 — Work-Environment & Communication Compliance · 2025-05-15-r0

New Day-0 checklist that locks in a distraction-free workspace, “work-only” comms rules, and quarterly self-audits. Lives inside the IT-Security & Compliance subsystem next to Device Hardening.

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Big-Picture Overview

Block	Content
Purpose & Scope	Make sure every freelancer works in a secure, interruption-free environment and uses work-only communication channels while timers are running. Covers: physical workspace rules, family/room-mate boundaries, allowed apps & messaging, and quarterly self-audit.
When	Day-0 (before first billable timer) & Quarterly Review (Card-Repeater drops “SEC-Self-Audit” card).
Map / Flow	Create dedicated workspace → agree household rules → lock personal messengers → run 15-min Focus Test → Trello Work-Env Checklist card ➜ Waiting for Approval → Manager ✅/❌ → archive.
Roles / RACI	Freelancer Operator R · Ops Manager A · Systems-Ops Lead C · GPT Assistant I
KPIs	0 personal chat windows active in Insightful shots · 100 % Day-0 Work-Env cards approved · Quarterly self-audit done on time
Tools	Dedicated workspace hardware · Trello card template “Work-Env Checklist” · Insightful screenshots · Telegram Systems Kitchen (for questions)
Risks (ISO 31000)	Home distractions → SLA slips · Personal IM leaks client data · Ergonomic issues → burnout
Controls	Insightful random 30-sec shots 🍃 · Quarterly self-audit card with same checklist
Done-When	Manager ✅ comment & card archived; Insightful shows green status + no non-work chat apps during Focus Test

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Detailed SOP — Work-Environment Compliance (≤ 7 bullets)

#	Step & Owner	Key Points / Controls
1. Dedicate a physical workspace Operator	• Desk & chair in low-traffic room (door or divider). • Adequate lighting; camera background neutral. • Ergonomic setup: eye-level monitor, wrists neutral.
2. Create household “Do-Not-Disturb” pact	• Inform family/room-mates of work hours. • Post a “🔴 Focus – back at HH:MM” sign. • Emergencies only; quick hand signals if absolutely needed.
3. Enforce work-only comms during timers	• Allowed apps: Trello, Drive, Clockify, Insightful, Telegram work accounts. • Mute / log out of WhatsApp, FB Messenger, personal Gmail on work profile. • If break ≥ 5 min → stop Clockify timer first.
4. Configure Focus Aids	• Windows “Focus Assist” or macOS “Do Not Disturb” ON. • Phone on silent, outside reach. • Optional: Pomodoro 50 / 10 if approved by manager.
5. 15-min Proof-of-Focus Test	• Start Clockify timer “TEST – Focus Environment”. • Work on a dummy Trello card; keep only work apps open. • Insightful must capture ≥ 30 screenshots with no personal apps visible.
6. Submit Work-Env Checklist card	• Attach two Insightful screenshots (start & end of test). • List household boundaries agreed. • Move card → Waiting for Approval; ping manager in /manager Telegram.
7. Manager review ≤ 24 h	✅ = comment “Approved”; Operator archives card. ❌ = comment fixes (e.g. personal Slack open) → Operator corrects & resubmits.

Quarterly Self-Audit — Card-Repeater drops same checklist on the last Friday of each quarter; operator reconfirms or updates proof.

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WGLL (“What Great Looks Like”)

Criterion	❌ Miss	✅ Meets	⭐ Exceeds
Personal chat apps	WhatsApp visible in screenshot	Only work apps during Focus Test	Personal phone in another room; Focus Assist log
Physical workspace	Kitchen table w/ people passing	Dedicated desk, neutral background	Door closed + noise-cancel headset
Boundaries set	Family walks in during test	Household sign & time blocks agreed	Family reminds operator to take stretch breaks 😉

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ArchitectureSnapshot JSON

{
  "version_id": "2025-05-15-r0",
  "system_level": "Procedure",
  "lifecycle_state": "DraftSOP",
  "target_name": "SEC-SOP-5 – Work-Environment & Communication Compliance",
  "parent_name": "IT-Security & Compliance",
  "last_updated": "2025-05-15T01:20:00Z",

  "overview": {
    "purpose": "Ensure every freelancer works in a distraction-free, secure environment with work-only communications.",
    "flow": [
      "Dedicate physical workspace and set household boundaries",
      "Disable personal messengers; enable OS Focus Assist",
      "Run 15-min Focus Test (Clockify + Insightful)",
      "Submit Work-Env Checklist card with screenshots",
      "Manager approves or rejects within 24 h",
      "Repeat self-audit quarterly"
    ],
    "roles": ["Freelancer Operator","Ops Manager","Systems-Ops Lead","GPT Assistant"],
    "kpis": [
      "0 personal chat apps during timers",
      "100% Day-0 cards approved before work starts",
      "Quarterly self-audit completion 100%"
    ],
    "tools": [
      "Dedicated workspace hardware",
      "Trello card template",
      "Clockify",
      "Insightful",
      "Telegram"
    ],
    "risks": [
      "Distractions cause SLA misses",
      "Data leakage via personal IM",
      "Poor ergonomics leads to burnout"
    ],
    "controls": [
      "Insightful random screenshots",
      "Quarterly card-repeater audit",
      "Manager approval gating"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Security/SEC-SOP-5_Work_Env_Compliance_v1.0.0.md"
  },

  "procedure_core": {
    "procedure_id": "SEC-SOP-5",
    "name": "Work-Environment & Communication Compliance",
    "purpose": "Day-0 + quarterly checklist to lock-in a secure, distraction-free workspace.",
    "trigger": "New hire Day-0, quarterly on last Friday.",
    "inputs": [
      "Dedicated workspace",
      "Work-profile computer",
      "Trello Work-Env Checklist card"
    ],
    "responsible_role": "Freelancer Operator",
    "steps": [
      "Set up dedicated workspace & ergonomics",
      "Agree household Do-Not-Disturb pact",
      "Disable personal comms apps on work profile",
      "Configure Focus Assist / DND",
      "Run 15-min Focus Test (Clockify + Insightful)",
      "Submit checklist card with screenshots & ping manager",
      "Fix ❌ comments and resubmit if needed"
    ],
    "outputs": [
      "Approved Work-Env Checklist card",
      "Insightful proof screenshots"
    ],
    "sla": "Approval required before first shift; quarterly audit card due same day.",
    "controls": [
      "Insightful screenshot review",
      "Trello approval gate"
    ],
    "tools": [
      "Clockify",
      "Insightful",
      "Trello",
      "Operating-system Focus features"
    ],
    "kpis": [
      "Distraction-free screenshots 100%",
      "Quarterly audit pass rate 100%"
    ],
    "risks": [
      "Personal chat distraction",
      "Uncontrolled environment"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Security/SEC-SOP-5_Work_Env_Compliance_v1.0.0.md"
  },

  "children": []
}

— End of SEC-SOP-5 r0