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Welcome to Glantz Design!

CONGRATS! You made it here. It's DAY 1. We couldn't be more excited to have you as part of the Glantz Team. We’re choosy about who we let into our Glantz family, so you must be pretty awesome.

Here's some helpful information about what to expect from your new team at Glantz and what we expect from you. There's also a bunch of legal stuff later...but let's start with why we are here!

We’re here to do great work for clients. Since 2008, we've grown every single year by following a very simple premise: Do great work that works.

We’re not just about design, or just about strategy. We’re about getting creative and thinking smart. So get ready to bend your brain in new ways. We don’t believe in pigeonholing yourself because we think that limits growth.

You can expect to:
  • Have fun
  • Be challenged
  • Work hard
  • Partake in post-launch festivities
  • DJ for the offce (assuming you have good music taste)

Getting Started

Let’s not jump the gun. We have a few things we must do to remain compliant and of course make sure you get paid.

Getting Started

Day 1. Here we go! Below you’ll find the essentials: government stuff, office communications and getting paid. All the basics for becoming a tried-and-true Glantzer.

PRIVACY/NDA

We respect your privacy so we won’t be snooping on your email. But with great [technological] power comes great responsibility. We may not be working with classified government information, but let’s learn from the greats. Email responsibly.

But it’s not just via email. Respecting our client’s privacy means being prudent on all fronts. Before you begin, you’ll need to sign our non-disclosure agreement. The NDA can be found in the of our manual. Read it carefully—our clients count on our discretion!

W-4

In order to comply with the State and Feds, we need you to complete your W-4, so be sure to calculate any deductions you’d like to take.

DEDUCTIONS
We can't guide you on this, but most people do 0.

I-9

In addition to taking a photocopy of your driver’s license or passport, we’ll also give you one of these forms to fill out. Additionally, we ask to keep a copy of your passport or driver’s license on file. A copy of this form is available in the of this handbook.

DIRECT DEPOSIT

We pay all employees through direct deposit. To get you set up with direct deposit, all we need is a voided check or deposit slip from you. Make sure you let us know first before closing any bank account(s) that you’re directly depositing your pay into. If you have any questions contact Laura Glantz at laura@glantz.net

PROJECT MANAGEMENT: BASECAMP

It can be pretty hectic at Glantz. Whether you’re on the design, developer, or account side, you’ll be juggling multiple clients and various projects at once. Basecamp is how the entire team stays up to date with each other’s tasks and each project’s progress. You'll be assigned to-do's, likely by an account person. You'll add your materials to that discussion, and once they are proofed and sent to the client, the account person who assigned the to-do will mark it as completed. Basecamp is also a great place to look for the most up-to-date documents and edits on files. Both you and the client will be constantly updating and changing this content, so Basecamp really becomes an invaluable organizational tool.

PLEASE NOTE
Be aware of the fact that there are two aspects to Basecamp: the clientside and our own (that the client cannot see). Make sure you are aware of what you are sending to clients when you send them a copy of threads or to-dos.

You can log in at basecamp.com with the login information that we provide you.

TIMEKEEPING

Tick is the platform we use to keep track of how much work we are doing for our clients so that we can bill them appropriately. You can log in at tickspot.com or use the downloadable Tick application that integrates with your computer. When you work on a project for a client, you create a new time entry. For each entry you first select the client and project name that fits the task you are working on and then pick the task that is most relevant, if there is one. You then write a brief description of the work in the notes section so that when billing happens, it’s easier to see what needs to be billed where. Tick records by fractions of an hour, so if you worked for 15 minutes on a project, enter .25 in Tick.

We expect that you’ll log around a 8 hour day, with a goal of 6-7 hours of billable work. Any non-billable Glantz administrative time goes under Miscellaneous Non-Billable (with notes), or we have projects under 2018 Status Meetings, Social Media and Blog, Training, and others that may be specific to an internal project. You will also find Glantz General - Sick and Glantz General - Vacation where you will log 8 hours for each full day you are out sick or on vacation.

PLEASE NOTE
We ask that our employees enter time daily. If you're more than a week late on your time sheets, this can be grounds for dismissal.

EMAIL

You can log in to your email at the web address: mail.google.com and log in with your email and password. Or, if you would like, we can configure your work computer and smartphone to get mail through programs like Apple Mail or the Gmail app. While we promote work-life balance, communication happens at random times and we strongly encourage you to have email access via your smartphone as well.

Your work computer should not be used for personal email accounts.

IMPORTANT
If you want to make an out of office reply only create it through mail.google.com. Do not ever set up out of office reply through other platforms-you can ask veteran Glantzers what happens if you try do that.

INSTANT MESSAGING

We currently use Slack as our intra-office IM software. This is great for quick questions, but not great for long-term reference. If you have a question on what medium is the best to use in various scenarios, see the end of this manual on .

GLANTZ CALENDAR

We have a shared calendar so everyone can keep track of when we have meetings going on in the offce, when people are going to be out of town, and other important scheduling information. This calendar is connected to your Glantz email and can be accessed from the Google webmail platform or at calendar.google.com.

Server Usage

We take our servers quite seriously. Please take special note of how we save to the server.

Server Usage

Our server. It’s our pride and joy and has some specific rules for how to save files, access files, and not delete files. This is important stuff.

SERVER SETUP

On Day 1, you’ll be granted access to our server. This is our single source of truth!

By granting you access, we are trusting you with our most valuable assets—our work. Please do not delete things from the server until you have passed a master class in server management. If you don’t know what that is, you haven’t passed it.

Always save your work to the server, not to your desktop.

See the VPN section for how to access the server remotely.

To set up your access to the server, go to your finder, click on creative and log in with the username and password assigned to you. And boom, you have access to all of Glantz Design’s top-secret information.

VERSION CONTROL

At Glantz, we often go through many versions of a design before submitting it to a client, and even more versions once we receive edits from a client. It’s important that we keep all of these versions organized on the server so that we can go back to them if necessary. When you are done making changes and updates to a file, you should save it with an updated version number. For example, if you’re working on a file called Glantz_is_Great_v1.pdf and you make updates to this file, you should save it as a new file called Glantz_is_Great_v2.pdf in the same folder on the server as version 1. The version number will keep increasing with every new update. Try to avoid using names like Glantz_is_Great_FINALVERSION because more often than not, it’s not the final version.

Also, there are some types of files that are preferably saved in a particular format. This isn’t a hard and fast rule, but it is typically as follows:
  • Mock-ups = PNG
  • Print items = PDF for review
  • Digital ads = Provided at size as JPEGs
  • And always save native files on the server in their corresponding version (AI, PSDs, indd, etc).
PLEASE NOTE
When starting a new project on the server, go to the "clients" folder, copy the folder "_Job Template" at the top of the list and paste it into the proper client folder. Inside is a READ ME file with instructions on organizing files in this structure, naming convention, and archiving old files.

FOLDERS

Our server is set up with folders that organize files into categories. Most of our files are under the client folder which is broken up with one folder per client. Within each client folder are folders for the projects we have worked on and then within those folders are specific files, versions, etc. The other major folder that our server uses is the "Images" folder. This folder is where we keep all purchased images. It is broken up by year and month and, within each month, by client. This file structure allows us to easily find images that we’ve previously used for clients. Any purchased images for our client projects will go in these folders.

VPN

If you have a home computer or laptop, we can configure it to access our server through Tunnelblick software. Please make an appointment with our office manager to gain access.

Paid Time Off

Even though we think this is the best place to spend your days, at some point you’ll need to take a day off.

Paid Time Off

At Glantz we appreciate the importance of vacation and holidays. Below is more information about how we structure our paid time off (PTO), how to request it, and how to track it.

DAYS OFF/VACATION

As a Glantz employee you get 15 days of PTO each year. (In 2018 you get 14 days, but an extra paid holiday) This acts as a bank of hours that you can draw from for vacation, sick, and personal days.

PLEASE NOTE
Pre-approve all time more than one day at least two weeks in advance.

Additionally, you can take no more than two weeks of vacation at a time unless you are on maternity leave. 1 week of this PTO can be carried from the current year to the next year, so you can take no more than four weeks in one year.

REQUESTING PTO

  1. Choose the date(s) you want to take off.
  2. Add them to your calendar with a note describing if it is vacation time or a personal day.
  3. Under rooms, select PTO. If PTO is not showing, uncheck show available rooms only.
  4. Hit save
  5. Your PTO is not approved until you get an email saying PTO has accepted.

HOLIDAYS

We have approximately 12 holidays a year: New Year’s Day, MLB Opening Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day & the Hangover, the last week of the year (usually the week between Christmas and New Year’s). Next year’s calendar is usually made available Q3 of the prior year. In 2018 we offer a floating Holiday in lieu of Opening Day for those who prefer that.

SICK DAYS AND APPOINTMENTS

These days are part of your total PTO days. For sick or personal days, just call in! Since we encourage the sick to battle their sniffles at home, we don't require a doctor’s note. Although we appreciate if you can work from home, don’t worry- do what you can!

PARTIAL DAYS
Regarding appointments, for time more than 1 hour, simply log it as fractions of a day.

MATERNITY LEAVE

In accordance with IL and Federal laws we offer up to 12 weeks unpaid leave with the ability to return to the job. Of these 12 weeks, we offer up to 6 weeks paid leave which includes utilizing 4 weeks of paid time off (accruing 1 week from prior year) plus 2 extra weeks paid leave from Glantz.

PATERNITY LEAVE

Our paternity leave policy includes up to 4 unpaid weeks of leave. Glantz allows new dads to utilize PTO if it has been accrued and grants 1 extra week of vacation that year so that some or all of up to four weeks off can be PTO.

Benefits

We give you more than just pay and time off, we also provide some extras.

Benefits

Health insurance and retirement plans. Maybe not the most exciting topic, but definitely an important one.

HEALTH INSURANCE

As a full-time employee, you are eligible to select Health Insurance through the company. The form for this is included in the appendix of this handbook. If you have any questions contact Laura Glantz at laura@glantz.net

RETIREMENT PLANS

After 6 months of full time employment, you are eligible to elect the Glantz company matching retirement IRA benefits. Sign up forms are in the . If you have any questions contact Laura Glantz at laura@glantz.net

OTHER BENEFITS

In addition to great health and financial benefits, our day-to-day working environment is pretty awesome and includes perks like:

  • Espresso machine
  • Happy hours
  • Team outings
  • On-site massages
  • Fitness center & basketball court
  • Outdoor pool and grill space
  • Bike parking & affordable garage parking
  • Easy access to El and Metra
  • Great workspace and views

Policies

As a growing small business, we are always adding to our official office policies. Here is some of our “fine print.”

Policies

Here’s a run down of our office policies: hours, office dress code, and everyone’s favorite… social media!

HOURS OF OPERATION

In general, unless otherwise agreed upon, Glantz employees are expected to come in from either 8AM to 5PM or 9AM to 6PM Monday through Friday. We encourage you to get away from your desk for about an hour during lunch. Go up to the 4th floor to work out, hang out in the kitchen, or brave the weather for a lunch out. A change in scenery can help you stay productive and give you a fresh perspective on your work.

DRESS CODE

We expect men to come to work in suit and tie, and women to come in pant suit and blouse. Just kidding. As long as you feel good and look good, we have no complaints. Be aware of the days that you have meetings with clients, and dress accordingly.

WORKING FROM HOME/REMOTE ACCESS

With prior permission, we will offer flexibility for working from home. It's our preference that you work in the office but if you do need to work from home, we expect the same level of productivity and attentiveness.

REQUIREMENTS
You will be required to have remote access (Tunnelblick), excellent WiFi, and Slack on at all times!

USE OF COMPANY PHONES, COMPUTERS, SOFTWARE

Our hardware and software is yours to use, but not abuse. Glantz reserves the right to view all use of computers including browsing history. Please do not use Glantz time or materials for personal use without prior permission. And please do not download files from the internet onto company computers that may be suspicious.

BLOGGING/SOCIAL MEDIA DURING WORK HOURS

We get it. You’re sitting in front of the magical world that is the Internet and how could you not check reddit for the latest hedgehog meme?! But we also want to make sure that that hedgehog meme isn’t detracting from your ability to keep our clients happy. If you have to, recharge for a few moments—just don’t let it affect your high-quality work! We understand that sometimes you just need to tear your watering eyes away from that meticulous masking job on Photoshop.

JURY/WITNESS DUTY

Glantz encourages employees to fulfill their civic duties. To that end, employees will be allowed leave to serve on a jury, if summoned. We request that you bring in a copy of your summons notice as soon as you receive it, so that we may keep it on file. If you are called during a particularly busy period, we may ask you to request a postponement. The Company will provide additional documentation in this regard, if necessary, to obtain such postponement.

Jury duty can last from several days to several months or more. During this time you will be considered on a leave of absence and will be entitled to continue to participate in insurance and other benefits as if you were working. While serving on jury duty, you are expected to call in to your supervisor periodically to keep him or her apprised of your status.

The Company will compensate full-time employees for the difference between jury duty compensation and your current daily pay for the first five days you serve as a juror (or in accordance with applicable law, if different). If additional time is required, it will be granted, but without pay.

DISCRIMINATION & HARASSMENT

Glantz is committed to equal employment opportunity for all individuals, whether you’re purple, rainbow, or a follower of the Valar (hint: think Tolkien).

We have a zero tolerance policy for discrimination & harassment. We’re not a huge corporation, we’re a family—and let’s not forget it.

Anyone who feels that he or she has been a victim of, or witness of, sexual or other forms of harassment or discrimination, should immediately report to Keith or Anne so that the situation can be dealt with accordingly.

We know you’re smart and you don’t need us to spell out what is and isn’t acceptable. Let’s be caring and respectful, and aware of each other’s unique backgrounds. Creating a happy and safe work environment is really important to us at Glantz!

SUBSTANCE ABUSE POLICY

The use, sale, or possession of controlled substances is highly discouraged. Please don’t turn our company into a front for drug smuggling. The most racy we’ll get is the beer cart’s Friday rounds. Try to control yourself until then. You’ll get there.

UNPAID LEAVE POLICY

As a small business, we do not have an unpaid leave policy. On a case by case basis, if all PTO has been utilized and extenuating circumstances require additional time off, we can discuss an unpaid leave with a return-to-work arrangement.

CONFIDENTIALITY

No insider trading. This isn’t Wolf of Wall Street. We’re a wholesome down to earth design company. We ask that you also respect the confidentiality of clients’ work (as committed in your NDA).

POSTING TO YOUR PERSONAL PORTFOLIO
In order to put your Glantz work on a personal portfolio, you need approval in advance to make sure it’s okay. We as a company, do the same, before sharing on Glantz.net.

EXPENSE REPORTS

Expense reports should be submitted to the Accounting Department at accounting@glantz.net semimonthly, by the 10th and 25th of the month.

LEAVING GLANTZ

Vacation accrues at 1.3 days/month. (1.16 in 2018) If you have taken more than what's accrued, it will be deducted from your paycheck. If you are owed vacation time, it will be added. We remind you of your commitment to the NDA. Additionally, if applicable, you can contact PAI (800-943-6108) about rolling over your 401K after you have left Glantz.

Annual Reviews

How are you doing? How are we doing? Let’s take stock.

Annual Reviews

SELF EVALUATION

We’re all about growing—not just on the company level, but on the individual level too. That’s why we conduct performance reviews on an annual basis.

This means looking inwards and evaluating ourselves with simple questions:
  • What is working?
  • What isn’t working?
  • What was your best work of the year?
  • What are your goals for the upcoming year?

In a one-on-one meeting with your supervisor, we will review your take on things as well as ours.

GOAL SETTING AND TRAINING

Each year the agency sets tangible and intangible goals that are shared with everyone at “the state of Glantz” meeting. It’s our hope that every employee will contribute to these goals throughout the year and that when we achieve them, we will all reap the benefits.

WE ENCOURAGE GROWTH
Glantz is committed to hands-on training throughout the year, as well as paying for specific training that we mutually agree would benefit your career and our agency. Be sure to bring these opportunities up in your annual performance review.

The Building

We love our home away from home. It has some cool features and procedures you should know about.

The Building

Not to brag, but our building is pretty great. Check below for more information about our building policies and our great amenities.

MAINTENANCE

If you see a maintenance issue in our space, let office manager know ASAP and she will contact the building to get the issue resolved.

ACCESS TO AMENITIES WEEKDAYS 7-7

We have access to some awesome E2 amenities here at Glantz. The pool, pool deck, theatre, massage room, basketball court, exercise room, and fourth floor lounge area are all available to us from 7AM – 7PM. You don’t need a reservation for these spaces, however the party room does need to be reserved in advance.

PARKING

Parking at E2 is done through Standard Parking Plus and Glantz does NOT set any of the pricing or regulations. The pricing for garage parking is as follows:

24/7 access $145/month + Activation fee $25/ 1 time
M-F access $ 85/month + Activation fee $25/ 1 Time

Payment is due, to E2, the 5th of every month and there is a $25 late fee if paid after the 5th.

To pay or sign up for parking, go to E2’s leasing office. You should submit the payment through check or money order. There is a new online payment system in the works, but it has not yet been implemented.

You must give the leasing office 30 days notice if you want to cancel your parking.

INFO IN THE GUEST SUITE FOR RENT

E2 has a room available for rent on a night by night basis. If you’re interested in information about renting this room for someone coming in from out of town, talk to Steve for more information and to make a reservation. The room reservation requires a security deposit as well as a check for the amount of the rental.

RECEIVING PACKAGES

When Glantz receives a package, Steve, Keith, and Natalie will receive an email. If you end up running downstairs to pick it up, the process is pretty simple. Head over to the lobby of the east tower and let the front desk know that you’re from Glantz and that we have a package. They’ll ask you to sign for it and then you’re all set.

LOST KEY FOB REPLACEMENT COSTS

If you lose your key fob, let Steve know and she will inform E2. You will have to pay a $50 fee, so keep track of your keys!

BUZZ IN A GUEST

When a guest arrives and wants to be buzzed into the building, we get a phone call on the office line. Natalie is typically the one answering the office phone, so she will usually take care of buzzing people in. However, if you end up needing to buzz someone in, press 9 to unlock the lobby door downstairs. Once they call from our door press #61#61 to let them into the office.

SYNC UP TO LARGE CONFERENCE TV

We use Airplay to display our content from our computers on the TV in the large conference room. To do this, turn on the TV and click the Airplay icon on the top menu bar on your computer. The Airplay icon is the outline of a rectangle with a black triangle at the bottom. Click on this icon and select “Apple TV” from the dropdown menu. It should prompt you to enter a code. The code is lowercase glantz. Once this code is entered on your computer, the TV should mirror your screen.

SIGN ONTO GUEST WIFI

We have our own employee Wi-Fi, but if you need to sign onto the guest Wi-Fi or have a guest who needs to, the password is helloglantz.

SECURITY

If you’re an early bird and beat everyone to the office, get the key from the lock box found next to the entrance to the stairwell. The combination is 2031. After you unlock the door, make sure you put the key back immediately. You will have to enter the code to close the key box as well.

We have a security system. Everyone has his or her own code. Check with Steve or Keith to set this up.

ETIQUETTE

BATHROOM:

We want all Glantz employees to be at the top of their game. That’s why we can’t stress enough how important it is to wash your hands! Hand-washing after using the bathroom is one of the most effective ways to prevent catching something nasty. It’s especially important in an office environment because we’re constantly touching things—our computers, mice, mugs, etc. Let’s keep clean and stay healthy.

Also, if you see we’re out of toilet paper grab it yourself. Let’s not leave the next toilet goer hanging.

KITCHEN:

The kitchen is a shared space, so let’s not forget that. If you notice that we’re running out of paper towels, grab some from the top shelf above the sink. Something else to note: The environmental impact that paper towels have is pretty dismal. Be mindful of that before unrolling a fluffy handful for your tiny hands.

We know that sometimes you’re just in a hurry, but make sure that by 4:45, you’ve either placed your dishes in the dishwasher or washed them by hand. It’s not fair to those that end up having to wash your dirty dishes! Let’s respect each other’s time.

Feel free to keep your food in the fridge, but be aware of how long your food sits there. Occasionally, we have to go through an office refrigerator purge to find the culprit of a smelly, forgotten lunch. Don’t be that person. We will find you.

We’re all about caffeinating, so use the espresso machine as you will. To operate it, hit the power button and wait until the lights stop flashing. Once they stop flashing, insert one of the espresso capsules, close the metal flap and press the button for the size coffee you want. If the receptacle that collects the coffee capsules is full, throw them out under the sink in the black capsule recycling bag. If you decide to get fancy with your coffee and make a cappuccino with the milk frother, please wash it thoroughly after use.

More of a tea person? It comes from the same machine as the filtered water. In order to make the water hot, hold down the red button until the light starts flashing and then hit the center button that usually dispenses cold water.

OFFICE SUPPLIES:

If you need something, sticky notes, markers, paper clips, materials to build the next largest rubberband ball, go and grab it in the black filing cabinets across from the printer. If you see that something is running out tell Laura. If you’re using shared office supplies, make sure you put them back where you found them.

REDUCE, REUSE, RECYCLE!
Any office produces a considerable amount of paper waste—and a design agency is definitely not the exception. Make sure you recycle whenever possible!

If you’re getting artistic with the whiteboard walls, make sure you clean them off when you’re done. Use the eraser and the wipes or the walls will have residue on them. Close the lid of the wipes, and return them and the markers to their spots after you use them.

EATING:

Please DO NOT eat at your desk. Get up, take a break, eat, return. Let’s try to keep our working space clean and crumb-free.

Communication

When in doubt, over-communicate. You’ll quickly learn how to reach out internally and externally.

Communication

Glantzers are in constant communication, so make sure you know the best channel for what you want to communicate.

We are in the communications industry, so let’s communicate well.

Don’t ever be afraid to ask a question. But if you do have a question about what method of communication to use—refer to this handy-dandy chart that teaches you when to email, when to IM, when to message on Basecamp. And when all else fails, knock on the door or pick up the phone.

With so many methods of possible communication—email, Basecamp, IM, text—it can be confusing and frustrating.

In simple terms: The server should be the single source of truth for design work and documents.

BASECAMP

Basecamp is how we move from work on the server through revisions amongst a discussion thread. Once the project is finished, the Basecamp files will be archived.

EMAIL

Email is the primary method for client communication and any intra-office communication for files that don't go through Basecamp threads.

IM/SLACK

Slack is essentially text messaging. Please try not to share files via Slack—it eats up our storage way too fast. Instead, Slack the link to the place on basecamp or the file path to the server location. Search in Slack stinks, so try not to Slack anything that will need to be referred to in the future.

Appendix

Here are a few more things you might find helpful

Appendix

All the important files. Collected in one place, just for you!

NDA I-9 W-4 BCBS form BCBS form 2 401k Enrollment 401k FAQs

Lastly

If you see anything that's missing, it is certainly possible we just didn't write it down. Just let Keith know by email and we will amend this handbook.