Team Guide: Policies & What to Expect
A short guide for Brainforge team members (all contractors) on our main policies and how we handle things when something is missed. Our goal is clarity and support so you can focus on your work.
Why we have policies
Policies (OOO, communication, expenses, etc.) keep the team aligned and make it easier to plan. When everyone follows them, we avoid last-minute gaps and confusion. We’re all contractors, so we keep things professional and clear—no employment-style discipline, just clear expectations and support to meet them.
Out-of-office (OOO)
What we ask: Submit your OOO request at least 2 weeks before your first day out.
Why: Gives the team time to plan coverage and adjust work so nothing slips.
Where to submit: (Add link to your OOO request form in Notion.)
If you miss the 2-week window: We’ll reach out to make sure you’ve seen the policy and have the form link. If it happens again, we’ll send a short summary and ask you to confirm you’re good with the rule. If it keeps happening, we’ll set up a quick call to understand what’s in the way (e.g., process unclear, easy to forget) and agree on one simple fix (e.g., a calendar reminder). We want to help you get into the habit, not punish. Repeated non-compliance can affect continued engagement, so we’ll be clear about that too—but the focus is on fixing the cause.
Tips: Set a reminder 3 weeks before known time off: “Submit OOO request.” Check the Operations Manual for the full OOO policy and form.
Other company policies
We have the same supportive approach for all policies (e.g., communication SLAs, expenses/timesheets, confidentiality). For each one:
- What’s required and by when is in the Operations Manual (or your onboarding docs).
- If something’s missed: We’ll remind you and share the policy link, then follow up in writing if it happens again, and offer a short conversation if we need to remove barriers together.
- Repeated non-compliance may be considered when we decide on continued engagement (renewal, new assignments). We’ll say that clearly so there are no surprises.
Where to find policies: Operations Manual in Notion (Operations → Operations Manual Database), or ask Operations / your point of contact.
Questions or barriers?
If a policy is unclear, the process is clunky, or something’s getting in the way, tell us. We’d rather adjust the process or add reminders than have you miss a deadline. Reach out to Operations or your direct point of contact.