Rules of Engagement

Remote Office Managers & IT Coordination

Purpose

The purpose of this document is to define when and how Remote Office Managers must engage IT, what activities require prior IT approval, and what actions are not permitted without IT involvement. These rules ensure system stability, security, compliance, and consistent employee experience across all locations.

Scope

This policy applies to:

• All office locations
• Any activity that impacts technology, systems, networks, equipment, access, or vendors

Guiding Principles

1. IT owns corporate technology — even at remote locations.
2. No surprises — changes must be communicated early.
3. Security and compliance come first.
4. When in doubt, contact IT before proceeding.

When Human Resources or Site Leaders MUST Notify IT

Human Resources or Site Leaders must notify IT immediately (or as soon as reasonably possible) in the following situations:

1. Staffing & User Changes

Notify IT for:

• New hires (local or remote)
• Terminations, resignations, or involuntary exits
• Role changes affecting access or system permissions
• Temporary staff, contractors, or consultants
• Employee transfers into or out of the location

Notification timing:

• New hires: At least 10 business days before start date
• Terminations: Immediately upon notice

2. Office Changes or Events

Notify IT before:

• Office moves, expansions, or closures
• Desk reconfigurations affecting cabling or power
• Renovations or construction
• Temporary offices or coworking spaces
• Office events requiring AV, Wi‑Fi, or guest access

3. Technology Issues or Incidents

Notify IT immediately for:

• Internet outages or degradation
• Power events impacting systems
• Security incidents (lost devices, suspicious activity, tailgating)
• Device damage, theft, or loss
• Repeated or widespread technical issues
• Printer, phone, or conference room system failures

4. Vendor or Service Provider Interaction

Notify IT before:

• Engaging local IT vendors or technicians
• Allowing third‑party access to network closets or equipment
• Renewing or changing telecom, ISP, or technology-related contracts
• Accepting “free” equipment or services from landlords or vendors

Changes That MUST Be Reviewed and Approved by IT

The following may not be performed without prior IT approval, regardless of urgency or intent.

1. Network & Connectivity

• Installing or replacing routers, switches, firewalls, or access points
• Adding Wi‑Fi extenders, mesh systems, or hotspots
• Plugging in “temporary” networking equipment
• Changing ISP plans, speeds, or providers

2. Hardware & Devices

• Purchasing computers, monitors, printers, phones, or AV equipment
• Installing smart TVs, conference room systems, or digital signage
• Replacing failed equipment without IT authorization
• Disposing of or donating company hardware

3. Software & Applications

• Installing new software (paid or free)
• Signing up for SaaS tools or cloud services
• Using file sharing, collaboration, or messaging tools outside approved platforms
• Purchasing licenses or subscriptions

4. Security & Access Controls

• Granting physical access to IT rooms or closets
• Allowing non‑employees access to systems or equipment
• Disabling security controls (antivirus, VPN, MFA, endpoint tools)

Actions Remote Office Managers MAY Take Without IT Involvement

Managers do not need IT approval for:

• Non‑technical office supplies (chairs, desks, whiteboards)
• Facilities issues unrelated to IT (HVAC, plumbing, lighting)
• Escalating issues through normal IT support channels
• Enforcing IT policies with staff

Note: Even when approval isn’t required, communication is encouraged if there’s potential impact to users or systems.

Emergency Situations

In a true emergency (safety, fire, flooding, structural damage):

1. Ensure people are safe first
2. Contact emergency services if required
3. Notify IT as soon as possible
4. Do not
   power on equipment damaged by water or electricity
5. Do not
   dispose of damaged IT equipment without IT approval

Communication Expectations

Site Leaders are expected to:

• Use approved IT ticketing or communication channels
• Provide advance notice whenever possible
• Designate a local point of contact for IT coordination (Typically we are given the maintenance supervisor)
• Attend periodic IT briefings or planning meetings when requested

Enforcement & Escalation

Failure to follow these rules may result in:

• Delays in support or deployment
• Security risks & compliance violations
• Data loss
• Site connectivity issues & outages

Summary: The “When in Doubt” Rule

If a change touches technology, data, systems, access, or vendors — IT must be involved.