Getting around the office

How to behave and what to do in the office.

Physical office

We’re a distributed organization with people working in the office and remote. In case you’re living near Eindhoven, this is where to find your local colleagues:

Klokgebouw 272, 5617 AC, Eindhoven.

Getting in

Klokgebouw has several entrances. Ours is the main entrance. There’s a road in front of it, and it’s located in the middle of the building at the wide side.

Standing in front of the entrance you see a door at your left side which leads to the bicycle parking. You can use your blue tag to open it. Your also use the blue tag to open the Klokgebouw front door. Take the stairs or one of the elevators to the 6th floor. You’ll need to use your blue tag again to open a white door which is located near a glass wall. If you don’t see the glass wall, you should walk over to the other wing of the 6th floor. In case your blue token is not accepted at the white door, re-activate it by using the tag at the main entrance.

You’ll find our office at the middle of the hallway, on the left side. Look for the d-centralize logo behind the window. If you’re the first one in this morning, you need to unlock the door through a 6-digit code or link containing a secret to unlock the door.

Standing desks

In the office, almost all desks are electric height adjustable desks. You can control the height of your desk by moving the white control tab up or down. For those of us with a favorite desk, it is also possible to connect the desk to your phone using the Desk Control app. This allows you to save up to three different desk heights, so you don’t have to fiddle about anymore. To connect your desk with the app, open the app and hold the pairing button on your desk until the light starts flashing. It should then automatically connect with your phone. A video tutorial can be found here. Be sure to select guest mode in the app if you only occasionally use a desk, or tend to move between desks depending on the day of the week. You are, of course, completely free to keep using the desks without the app.

After office hours

You can get in or leave the office after office hours. Just one important thing to remember: if you go through the white door (toilet), you’ll need your blue tag for re-entry.

Dress code

You should dress appropriate for work:

There is a ‘pants on’ policy at all times.

Lunch

There should always be a daily supply of:

Freshly baked bread
Cheese
Peanut butter

Your colleagues will appreciate the first person coming in the office starting the bread machines (bread baking) before 9:00.

Please take turns in lunch preparation, so it’s not always the same person(s) doing the work:

Take the bread out of the machines when they start beeping.
After letting the breads steam and cool of for 5 to 15 minutes, take it out of the containers. Make sure to pry the stirring bar out of the bread if it’s still in there.
Cut the bread it in slices.
Get plates, knives and a cheese slicer from the kitchen.

Then please also take turns in cleaning up after lunch:

Put the used plates and knives into the dishwasher.
Cleaning the tables with a moist cloth.

Cleaning the office

Every Friday is cleaning day. Before Friday afternoon drinks, everyone at the office will clean the office together (around 16.00h). Tasks include, but are not limited to

cleaning all furniture;
vacuuming the floor;
cleaning the bread baking machines;
emptying the paper and other waste trash cans (dump them in bigger containers downstairs, opposite of the reception);
cleaning the inside of the refrigerator;
watering the plants.

Friday afternoon drinks

After cleaning up on Friday, everyone at the office is invited to have a drink (there should be some beer, 0% beer and soda). Every last Friday of the month, we’ll also order snacks like pizza.

Leaving the office

If you are going home or leaving your desk there are some points of importance.

Always make sure to lock your computer if you leave your desk, no matter what.
If you are the last one in the office:
- close the windows
- turn down the lights
- lock the door: close the door from outside the office, “Touch to lock” shows on display, touch one of the 2 buttons. The door locks. Verify the door is actually locked.

The light switch can be found near the door, to the right of the
GitLab Runners.

Maintenance

If anything in our office doesn’t function (power outage or internet connection problems), please contact: - Trudo maintenance service (040-2504310) for urgent matters, or - bijzondereprojecten@trudo.nl or 0900-4444488 for less urgent matters.

Meeting room reservation

In case you’ve got a planned video call (or need to talk privately), schedule a separate meeting room through the inphos portal. Login using your personal Inphos login. They’re in high demand, so reserve them early.

Collegial Behavior

As a general rule, behavior of someone in the office should not have a negative effect on anyone else. Try to think before acting. If you’re stuck on something, feel free to ask a coworker for help in person, or in a relevant Mattermost channel. If you don’t feel like talking to a human, rubber ducky 🦆 is there for you.

Here are a couple of house rules:

Bake bread if you’re the first in the office.
Empty the bread machine when it beeps.
Cut the bread every now and then.
Set or clean the lunch table every now and then.
One smoke break is allowed outside, during the daily lunch break. Please keep the odor outside.

Hardware

Cables and such

In the drawers we have some cables, converters, keyboards, mice, USB gadgets that help you connect your laptop to the monitors in the office. Feel free to borrow them.

Office printer

There is an office printer available for everyone in the office. This may be used freely by anyone in the office, including for personal use. However, we try to be a paperless office. So keep documents digital as much as possible. This makes them easier to find, share, backup, and use. Also, this is a minor contribution to help the environment.