Handbook

You are responsible for creating a good working experience for everyone from the client to the crew on every Heck project. People hire people they like. This social dimension to creative services is a critical soft skill and the core of Heck’s reputation. What will Heck be known for?

Classifications

Heck has four kinds of people on board: full-time employees, part-time employees, interns and subcontractors. Any mix of those roles is called “team members” or “crew.” This handbook applies to employees, but we expect everyone on Heck projects to abide by our policies. Your hiring paperwork covers the legal details of your relationship.

Professionalism

Heck is known for being fast, friendly and professional. We keep coming back to that word, professional. It’s a good banner for the type of experience we promise. People will instantly notice our unprofessional moments, but they’ll forgive them if we’re quick to repair things with candor and goodwill. We’ve worked with a wide range of filmmakers around the world…we all know who we want to keep working with.

Conduct

We believe responsible adults can manage themselves without being micromanaged by abundant rules. However, we know that everyone who represents Heck has an impact on our company and its success. Clients will respond to how we behave and appear both in person and online. Everyone at Heck should be professional, friendly and clean – the kind of people that clients want to call back again and again. It’s up to your good judgment to uphold those goals.

We deeply value each person’s moral compass and convictions, respecting to each their own. However, illegal or indecent actions may affect your position. If anyone on our team has concerns about conduct, we expect them to resolve it courteously with a supervisor.

Getting specific:

• We expect our employees and crew to perform at their highest levels, unimpaired by drugs, alcohol, other substances or inefficacious conduct. The company may take appropriate action if crew members' abilities are problematic.

• Please be professional in your demeanor, speech and appearance. Manage how your appearance and reflects on Heck, and enables you and our crews to work effectively.

Company Time

We expect all team members to be available during the traditional business schedule of Monday through Friday, starting from 8am/9am until 5pm/6pm PT (“Company Time”), because that’s when our clients and collaborators are most available. While some personal plans might occur during those hours, we expect your deadlines and project commitments to come first. Our time-off policy covers that process in more detail. Keep in mind:

Your productivity is key to our company bandwidth and profitability. We expect you to make as much progress as possible on your projects any given day. Ideally, personal plans will happen outside of business hours. If personal plans interrupt your work, you may need to work outside regular hours to catch up.

We are protective of evenings and weekends as personal time. We believe that a healthy business can accomplish everything it needs to during Company Time. While some deadlines may necessitate it, regular evening or weekend work is often a sign of ineffective crew or project management and needs to be addressed. We try to bill the client at higher rates for that work to discourage them from relying on it. When employees work evenings or weekends, they should take time-off to correct this work/life imbalance when possible.

We are sensitive to religious observation and respect every team member’s right to worship. Be sensitive to how weekend work impacts your teammates.

During production, we have a minimum 12-hour turnaround between shifts.

Time Zones

We work with crew and clients in many time-zones and countries. Sometimes this necessitates our US-based crew working outside Company Time, but this should be planned for by giving distant crews a buffer time to help offset the time difference and keep the majority of project work happening during our Company Time. Keep that curve ahead of the client’s milestones, not behind them and out-of-sync.

Unlimited Time-off

We offer full-time employees unlimited time off. Instead of a limited or accrued amount of paid time off employees are given flexibility to take time off as needed. We don’t track it, and we don’t distinguish between a sick day, a vacation day, a mental health day, or any other needs. We believe it’s self-regulating, because we managed our schedules this way earlier in our careers as freelancers. We trust people to do what’s best for their work responsibilities while managing their own healthy balance. Most full-time employees take about 2-3 weeks off each year. Prove your effectiveness year-round so time-off is a natural fit in the company workflow.

While the benefits of flexible schedules and regular time-off are obvious, full-time jobs usually require full-time work. You should avoid personal errands or commitments during the workday that make you unreliable.

How it works:

1. Employees should plan a few months ahead and coordinate their time-off dates with their supervisor using their company calendar, so projects and deadlines can be planned around it. Time-off can be taken on short-notice, but chronic short notice will hurt the company. Give as much notice as possible.

2. Personal time-off should never compromise a project or deadline, except in emergencies when a contingency plan should be already in place with your supervisor.

3. Time-off should be regularly encouraged by supervisors, especially for relief after intense projects.

4. Absences longer than 10 business days require extra planning and supervisor approval. Extended periods of time-off may require a reduction of wages, hold of wages, or unpaid sabbatical until the employee returns.

5. No paid time-off is accrued or paid at the end of employment.

Limited Time-on

For part-time employees, it’s the inverse: “limited time-on”. You decide which days are best each week, based on our deadlines and your other commitments. Some weeks you’ll work zero days at Heck. Other weeks, all seven. We trust you to manage it. It should come out in the wash over the course of a year. We’ll both know if the mutual value isn’t aligning.

Extended Leave

Extended time-off may be needed for many reasons: new babies, jury duty, military service, medical care or family changes of many kinds. The same scheduling philosophy applies to these circumstances: plan ahead with your supervisor and team to take the time you need. Every person will have different needs and most situations can be planned around. Some specifics:

• We anticipate parental leave to last 6-8 weeks, and medical leave to be based on doctor’s recommendations.

• Employees summoned for jury duty should coordinate closely with their supervisor if selected for jury duty, and show court documents as proof of service. If they are summoned but dismissed, the employee must report back to work.

• Extended periods of leave may require being converted to unpaid sabbaticals. These policies will comply with state laws.

Holidays

Heck is officially closed on these holidays, or the nearest business day:

• New Year's Day

• Presidents' Day

• Memorial Day

• Independence Day

• Labor Day

• Veterans Day

• Thanksgiving Day

• Christmas Eve and Christmas Day

Our team is a hybrid of in-office and work-from-home. It all depends on project demands and company resources. You can work from home if approved by your supervisor, but regular in-office time will make you and your team stronger. Heck may require a certain ratio of office-to-home days.

Working From Home

At home, keep it professional. Have a quiet room with a closed door to do your work. This keeps you productive and avoids background noise or interruptions during meetings. For video meetings, use a proper desk or table with good internet connection and decent lighting. People’s experience working with you should not deteriorate because you are working from home.

Working Abroad

We also support working on the road or during personal travel, but not at the expense of our team’s productivity or deadlines. If you can’t be available and productive on the road, it’s better to clock out and call it time-off instead of a lukewarm attempt at work for appearances sake, which tends to slow the team down.

These benefits will grow and evolve as the company does.

Retirement

Full-time employees are eligible for our 401k plan, starting one year after their employment begins, through our Gusto platform. Contributions are matched as follows:

• Heck matches 100% of employee contributions up to the first 3% of pay, then

• 50% of employee contributions on the next 2% of pay.

Gusto also offers employees a variety of special financial perks. Further details are available from Gusto

Fitness Credit

We want all employees of Heck to stay active and healthy, that’s why we implement the Heck Employee Wellness Policy (“HEWP”) for all full-time and part-time Heck employees only. At this time, the HEWP does not apply to any member of an employee’s family. The HEWP allows Heck employees to be reimbursed for anything that will help them achieve healthy living, fitness, or disease prevention goals.

• Full-time employees are reimbursed up to $300/year.

• Part-time employees are reimbursed up to $150/year.

You can use the fitness credit to be reimbursed for any expense that helps you progress on your healthy living, fitness, or disease prevention goals, for example:

• Sports/exercise equipment

• Fitness memberships or classes

• Workout gear or clothing

• Medical devices

Multiple items can be reimbursed (for example, a bicycle, helmet and lock, or a set of exercise clothes with shoes), but the fitness credit is meant to be applied to a single transaction, or if reimbursing for a subscription, that series of transactions. However multiple purchases or transactions may be covered as long as it is submitted in a single report to Sherri. Each employee is entitled to one reimbursement payment. If the expenses go beyond the fitness credit cap, the employee will receive the maximum credit up to that cap. If the expenses fall below the cap, the remainder of the credit is forfeited (use it or lose it). To be reimbursed, employees will email a summary of expenses with receipts to Accounting, and then will be reimbursed with your payroll.

The reimbursement payment will also cover any payroll tax obligation on the reimbursed amount. Once you’ve begun using your new fitness purchase(s), be sure to share your results and feedback with your supervisor in a 1:1 meeting by the end of the year.

Employees with Disabilities

We will make reasonable accommodations to our employees with disabilities to make sure they have full access and ability to use the HEWP. The HEWP can be used by any Heck employee, regardless of age, ability, or any other protected characteristic. If you feel like there is a barrier to you enjoying the HEWP, please talk with your manager and/or HR department and we will find a solution. Any information shared as a result of these disclosures will be kept confidential.

Voluntary Participation

We encourage all Heck Employees to utilize and participate in the HEWP. Just know that the HEWP does not roll over year to year. All expense reports must be submitted to Sherri by December 7, 2024, any report sent after December 7, 2024 will NOT be reimbursed. Again, unused HEWP funds for an individual will not carry over to the next year.

Medical & Dental

Heck does not currently participate in a company health benefit plan. We recommend exploring health insurance and subsidies offered through the Affordable Care Act. Some people find low rates with health ministries.

Workers’ Compensation

Heck provides a workers’ compensation program at no cost to employees to cover any injury or illness sustained at work (but not at off-duty events arranged by the company). Any incident should be reported immediately to your supervisor so appropriate steps can be taken with our insurance company. After treatment, the company may adjust your position or workspace to accommodate where possible. If this is not possible, the company may offer temporary transitional jobs.

Hardware

Full-time employees may be issued a company computer, based on their needs. If the company issues you a computer, you’ll need to sign an Equipment Agreement which explains Heck’s equipment policies and your responsibilities. Part-time employees, interns and subcontractors provide their own equipment, but shareable workstations may be available at Heck offices.

Software

Heck provides full-time employees with Adobe Creative Cloud and other software needed to perform their jobs. We base new software purchases on new project demands and long-term needs.

Training

Heck may provide training, educational subscriptions and event access for employee’s professional growth and to learn new video skills. These goals and options should be discussed and budgeted with your supervisor during 1:1 meetings.

Personal projects

Heck supports employees experimenting with personal projects by providing company equipment, employee time and resources. Follow these guidelines:

1. Start by pitching your project to your supervisor to make sure it’s a good fit for company time and resources. Standard legal and insurance processes will need to be in place.

2. Personal projects can happen during business hours, but always take a backseat to client work.

3. If a supervisor deems a personal project to be a good fit for the employee and the company, Heck may fund a small amount per year on personal project expenses per employee, after supervisor approval. These funds can go towards equipment, expenses, talent and crew, but not Heck employees.

4. When Heck resources are used on a project, Heck has a right to on-screen credit and promotion.

Side projects

Heck employment agreements are non-exclusive, so you can moonlight or freelance on the side, and maintain a personal business with your personal equipment. Honor these best practices:

• Side projects normally happen outside regular business hours.

• Company projects and deadlines remain the priority.

• Your agreement explains our conflict of interest policies, to ensure Heck’s clientele isn’t affected. Verify your side clients with your supervisor.

• Heck equipment may be used for personal projects, but it needs to be rented from Heck for side client projects.

Company Retreats

Camaraderie makes Heck stronger. Company events and retreats are a big part of that, and Heck will host regular offsite events for teams to play and train together, based on company performance.

We have a no-nonsense approach to money, and we value transparency. Here’s how employees are paid

Paychecks

Employees are paid twice monthly via direct deposit from Gusto. Please contact accounting@heck.video with any payroll questions.

Raises

Raises are based on merit and company profitability, and occur around the anniversary of your hiring. Raises account for inflation and your evolving time and experience level.

Bonuses

We may distribute performance bonuses after especially intense projects, and/or annual bonuses at the end of the year, depending on company profitability and employee merit, by fair metrics.

Referral fees

Employees as well as certain others are offered a commission for bringing new clients to Heck as a percentage fee over a term. Those details are covered in our Referral Agreement.

Employee credit cards

Some employees are issued credit cards for company expenses. These are not personal expense cards, but are meant to make business purchases on behalf of the company more convenient. Overall, we expect employees to spend company money prudently, like it’s their money.

Please note:

• Subscriptions rack up invisible costs. Confirm with your supervisor before buying more than a month of a subscription.

• Alcohol or controlled substances may not be purchased with company cards. See our Alcohol policy.

• Label and save your receipts, or a photo of them, and submit it with Expensify.

Examine your effectiveness regularly. “Am I improving Heck? Is Heck helping me improve?” It’s simple to keep tabs on this:

Monthly 1:1 Meetings

Our main method of staying honest with each other is a monthly one-to-one meeting between each employee and their supervisor. It should be a standing appointment less than half an hour each month to listen and share. The agenda should be a simple template every time: how are you? How’s Heck working for you? How are you working for Heck?

Time Tracking

Each employee should be finding a work/life balance. Too many hours at their desk is not sustainable; too few isn’t economical. By tracking their hours and assessing that balance each month, the employee and their supervisor can make sure it’s working well for both the employee and the company.

Team Feedback

Your teammates should give you feedback directly, but they can also share it with your supervisor. If we’re kind and honest, we can all improve.

Client Feedback

Heck’s long-term success depends on happy repeat clients and their referrals. So employees and supervisors should regularly check-in with clients to gauge their satisfaction and improve Heck’s processes on the spot.

Reels

Every employee should be working towards creating Heck’s best work yet. We expect to see their personal impact on our annual reels and portfolio updates. If an employee’s work isn’t getting recognized, or isn’t reel-worthy, their supervisor should set goals with them to reach for better results.

We use Expensify for expense reporting. Contact your supervisor to get setup. Use the app to capture photos of all your expense receipts, and please be sure they are itemized.

Our accounting department will refund you for approved company expenses made with your personal funds. Just send an invoice and/or receipt to accounting@heck.video, and the reimbursement will be processed via direct deposit or Venmo.

Gas & Mileage

When renting a vehicle, gas is also expensed to the client as part of the project budget. Otherwise employees can request to be reimbursed for gas or transit when traveling more than 50 miles from home.

Alcohol

Heck will not provide alcohol or reimburse alcohol purchases at any time.

Client meals

Heck employees may cover occasional meals with a client, where up to $50 per guest may be reimbursed (including a reasonable tip up to 20% when appropriate). Alcoholic drinks must be excluded from reimbursements, or paid for personally by the guests.

We’ve filmed on every habitable continent in dozens of countries. Here’s how we travel:

Travel Booking

Our Travel Manager books company travel, rather than clients or employees booking it themselves, so Heck can be assured the trip meets our standards for safety, sustainability, comfort and cost. Send travel requests to the Travel Manager and they will book it with your preferences and project resources in consideration. This ensures a clean paper trail and troubleshooting. Heck has travel memberships which share perks like rewards points between companies and employees. Travel should only be booked after receiving a deposit and a signed agreement from the client, to cover cases of dispute. Contact the Travel Manager and copy your producer to begin the travel booking process.

Travel Budgets

Keep in mind that Heck budgets for travel in two different ways: plus-travel and flat-rate:

• Ideally, all projects would be Plus-travel and handle travel expenses as separate from project expenses, so Heck bills them as an independent subtotal of expenses.

• Flat-rate projects have a flat total budget, so any money not spent on travel would stay with Heck; while spending more on travel would make the job less-profitable. Sometimes we approach these projects with more basic accommodations to protect profitability.

Heck’s policy is that clients cover crew travel door-to-door, from their home door to the destination door and back, including transportation or parking to and from the airports. The following guidelines help set expectations for our travel standards:

Airport Transportation

The project producer will help crew members determine the right balance of cost and convenience, and if they should use ridesharing, public transit, airport parking, or a simple dropoff. Gas is not to be expensed for airport travel.

Travel Rates

Whenever possible, we bill clients for travel days as half-day rates, because crewmembers aren’t able to work on other projects during those days. If any client work is done on a travel day, it should become a full-rate work day. At least one jetlag day should be added to the front of a trip in a timezone that’s several different from Heck’s home team, and an additional jetlag day may need to be added after returning home.

Per Diem

Per diem is a daily allowance for travel costs. For client-funded travel, per diem will be billed to the client and disbursed by Heck to the crew prior to the trip (usually via Venmo), with a $60/day minimum including travel days.

Flight Standards

Flights are booked as basic coach or business fares, and upgraded when reasonable. When flying 10 hours or longer, Heck will try to upgrade the airfare. Checked baggage and other required fees are always expensed. Wifi packages and other comforts may be expensed when budget allows. Heck may insist on certain airlines or airports to ensure our comfort and convenience.

Hotel Standards

Hotels are booked as standard business-grade rooms, and upgraded when reasonable. In the USA, we typically book hotels that are rated 3-stars and up, with guest ratings at 8/10 and up. It’s often critical to book certain hotels for their optimal location convenience, even though they may not be the cheapest option. Ideally each crew member has their own room, but rooms may be shared by crews of the same gender if every guest consents.

Traveling with Equipment

Our company insurance policy covers most equipment during travel, including from theft – but only from locked storage and vehicles, with an official police report. Please review Heck’s insurance coverage before traveling with equipment.

Secure Packing

A more common risk is damage to equipment on the road. Extra precautions should be taken to pack and store equipment safely, in protective cases and not overpacked. Fragile equipment like cameras, lenses and computers should be carried-on whenever possible, not checked where luggage is easily mistreated. AirTags should be used to track valuable bags in case they’re lost or stolen. Equipment must be locked or supervised 24/7 during trips. Unattended gear is the most likely to be stolen or damaged.

Heck is a silly name for a company, one we never expected. But it has a few advantages that might just benefit the company. First, it’s ownable on the internet… all the normal names are taken. Second, it’s abstract and ready for us to fill it with meaning – we define what ‘Heck’ comes to mean to people. Thirdly it’s got a spunk and cheekiness that brings a sense of fun and playfulness to our first impressions, highly suitable to our personalized creative business. And most importantly, it’s sticky. Nobody forgets this name, and that’s worth a lot.

Our name should be spelled in title case, “Heck” and without any descriptors like “video” or “productions”. We’re just Heck. And while it’s natural for people to joke using our name, we avoid it. It’s much stronger for us as a branding tool than as a joke.

Heck’s brand guidelines and logo assets are available in Drive here.

We love it when our crews post about working on Heck projects and expand our audience. It can get risky when we’re sharing content about our client’s brands and agencies. Follow these guidelines when posting about your work at Heck, or adding it to your personal website or portfolio:

1. Get permission: The client has the first right to post their content, followed by Heck. Don’t post before they do. Check with the social media manager first. Share, repost or embed the client post or Heck’s post when possible. Don’t upload personal copies to streaming sites.

2. Give credit: tag everyone involved, including the client/agency and Heck, following guidance from the Social Media Manager.

Any concerns about your time at Heck should be discussed with your supervisor, so Heck and our crews can find resolutions. We believe everyone deserves a second chance, and companies do, too. This includes reporting harassment, discrimination or other sensitive concerns – and giving Heck a chance to help make things right. Our legal and HR agent is Justin Bogh, justin@boghec.com.