Our Culture
OUR HANDBOOK
Welcome to NEON MGMT
Our ongoing success relies on having quality people like you and your co-workers.
We have prepared this handbook to answer some of the questions that you may have concerning our company and its policies.
This handbook is intended solely as a guide. Read it thoroughly. If you have questions about anything, please contact us. There are no stupid questions, and we are committed to developing an environment of open communication.
We hope you find your time with us to be a fun, enjoyable and rewarding experience.
CEO
This Handbook
We want you to understand how we do business and how important you and every employee is to us.
The summary of the policies stated in this handbook may change from time to time. We’ve done our best to include as much information as possible in an easy-to-understand manner.
If you want further details, then just ask !
Our Focus
NEON MGMT is the go to market place for all things Social Media. A global full service PR & Marketing agency that was created to evolve with the ever changing demands of the social industry. NEON MGMT remains at the top of the global leader board due to our innovative marketing ideas, competitive edge thinking and holistic approach, keeping both our talent and clients at the top of their fields too. NEON MGMT continues to grow and expand our service offerings, including our sister event agency NEON MGMT On Tour that executes premium influencer events for clients.
We are proud of our great culture and know that our employees are important for our combined success. Our team work hard to provide our clients with the highest quality work and we value each team member.
Who We Are
NEON MGMT Represents Over 250 Influencers & Celebrities Worldwide! We Use Our Exclusive Database To Amplify Strategic Roll-Outs To Create Maximum Value For Our Clients We Work With!
Our Talent Has The Ability To Reach Over Five Hundred Million People Worldwide Over Multiple Different Platforms Including: Instagram, Tiktok & Youtube.
NEON MGMT Talent Is Consistently Creating Fresh New Content. Each Week We Reach 15+ MILLION Engagements Through All Our Managed Influencers And Models.
Our Work
The NEON MGMT team have worked alongside some of the largest brands in the industry to execute a plethora of global campaigns.
With our strong talent roster, NEON MGMT are able to facilitate an array of talent options for clients, ensuring the best fit and alignment for campaigns briefs.
Services
Exclusive Influencer & Celebrity Management
Campaign Management
Events Serviced by NEON MGMT On Tour
Social Management
Giveaway Opportunities
PR & Marketing Serviced by NEON MGMT
Elite Models
LIFE AT OUR BUSINESS
Organisation Chart
Probation
Employees permanently appointed are required to serve a minimum period of six months’ probation.
This allows either the employer or the employee to terminate the employment for any reason.
The purpose of a probationary period is for both parties to decide whether the employee is suited to the position in our business.
Employment Policies
This is a summary of the key policies you need to follow while you are employed by us.
You should refer to the complete policy (available at any time) and ask us anything that you don’t understand or agree to comply with.
Code of Conduct
Our Company recognises the importance of a work environment which actively promotes best practice. The purpose of this Code is to describe the standards of behaviour, and conduct expected from workplace participants in their dealings with customers, suppliers, clients, co-workers, management, and the general public.
The Code applies to all employees, agents and contractors (including temporary contractors).
Compliance with this Code is expected, and non-compliance may result in disciplinary action up to and including the termination of employment or contract for services.
The Code of Conduct includes;
- Acting honestly & fairly
- Compliance with laws, policies & procedures
- Follow management instructions
- Act professionally
- Not discriminate
- Report any breaches immediately
- Not use work time for private gain
- Not steal, defraud or act criminally
- Follow WHS regulations
- Not make false or misleading claims
- Not cause embarrassment to others
- Not abuse your position for personal gain
- Respect company property
- Respect company clients
- Not work for a competitor
- Avoid conflicts of interest
- Don’t fight in workplace
- Don’t use inappropriate language in workplace
Conflict of Interest and Disclosure
The Company has a responsibility to avoid any conflict of interest. A conflict of interest may arise where a team member enjoys benefits or income other than from the Company. Where this is the case, it is your duty to disclose the nature of the interest to the business owner such that it may be discussed.
The nature of this discussion will include whether the interest or income source is a result of personal exertion, industry, skills, times & location.
Should you currently be engaged in or wish or intend to become engaged in any other employment or contracting you are obliged to disclose and discuss this with the business owner such that it can be managed appropriately to the benefit or all parties.
Equal Employment
Employment shall be based upon merit, qualification and competence and employment practices shall not be influenced or affected by virtue of an applicant’s or employee’s:
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Sex
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Nationality
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Race
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Age
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Religion
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Marital Status
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Disability
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Political opinion
All employees are entitled to access employment, promotion, training, transfers, and the benefits of employment on the basis of merit. They will be assessed on their skills, qualifications, abilities, prior work experience and aptitude.
We will positively seek to identify and eliminate all discriminatory practices both direct and indirect and will strive to maintain a work place free of harassment.
All employees have a legal and moral responsibility to treat each other fairly and are expected to fulfil these responsibilities as a condition of employment.
Confidentiality
Our company confidentiality policy explains how we expect our employees to treat confidential information. Employees will unavoidably have access to personal and private information about clients, partners, and our company. We want to make sure that this information is protected.
We must protect this information for two reasons. It may:
Be legally binding
Gives us a competitive advantage (example: Our Procedures)
Confidential and proprietary information is secret, valuable, expensive and/or easily replicated.
We expect you to;
Lock or secure confidential information at all times
Securely dispose of confidential documents when they’re no longer needed
Make sure they only view confidential information on secure devices
Only disclose information to other employees when it’s necessary and authorised
Keep confidential documents inside our company’s premises or storage locations, unless it’s absolutely necessary to move them.
We do NOT want you to;
Use confidential information for any personal benefit or profit.
Discuss confidential information to anyone outside of our company.
Copy confidential documents and files and store them on insecure devices.
Harassment and Grievances
Intimidation, hostility, offensiveness, sexual harassment, and unfair discrimination in the work place are examples of unacceptable behavior and will not be tolerated under any circumstances.
Sexual harassment is recognised as a form of sex discrimination, and is illegal under the State Anti-Discrimination Acts, and the Commonwealth Sex Discrimination Act 1984. It is also considered by the business to be inappropriate workplace behaviour.
What is Harassment?
Harassment is intimidation, hostility, offensiveness or sexual harassment.
Harassment also;
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Includes unfair discrimination.
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Personality clashes between staff do not constitute harassment.
Grievances?
Should you have a grievance or believe that a certain procedure or practice can be modified or changed to the benefit of your work output and the business, you are encouraged to contact management to resolve the matter.
If the matter is not resolved satisfactorily or it is inappropriate for the employee to discuss the problem with their supervisor, a Grievance/Complaint form should be completed. You will then be advised of a plan of action to resolve the matter.
Workplace Bullying
It is a policy of our Company that no worker shall be subject to bullying in the workplace. Bullying is defined as: “Workplace bullying is repeated and unreasonable behaviour directed towards a worker or group of workers that creates a risk to health and safety.”
It is a risk to health and safety because it may affect the mental and physical health of workers. Taking steps to prevent it from occurring and responding quickly if it does is the best way to deal with workplace bullying.
Bullying can take different forms including psychological, physical, or even indirect — for example deliberately excluding someone from work-related activities. It can be obvious and it can be subtle, which means it’s not always easy to spot.
Some examples of workplace bullying include:
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Abusive or offensive language or comments.
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Aggressive and intimidating behaviour.
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Belittling or humiliating comments.
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Practical jokes or initiation.
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Unjustified criticism or complaints.
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We are committed to providing a workplace free of bullying.
Sexual Harassment
Sexual harassment is:
A human rights issue and workplace hazard
Known to cause psychological and physical harm
There are various laws at both federal, state & territory and international levels that relate to workplace sexual harassment including.
The Sex Discrimination Act 1984
The Fair Work Act 2009
State and Territory Anti-discrimination, EEO and Human Rights law
Criminal Law
Sexual harassment in defined in Australian law as any unwelcome sexual behaviour that a reasonable person could anticipate may make another person feel offended, humiliated, or intimidated in that situation.
Three elements of sexual harassment are
1.) Conduct that is of sexual nature
2.) Conduct that is not welcome
3.) Conduct which if offensive, humiliating or intimidates
What does Sexual Harassment Look like?
What causes Sexual Harassment?
What can you do if sexually harassed?
Call 000 if in immediate danger.
If you are sexually harassed at work, it is not your fault.
Remove yourself from the situation
Ask for help
Seek professional help from the helpline or counselling
Keep a record of what happened (who, what, when, and where, including witnesses)
Ask for advice about your rights in the workplace
Make an internal complaint or report to your Manager or HR (Grievance Procedure)
Make a complaint to an external agency (Australian Human Rights Commission)
Apply for a “Stop sexual harassment” order from the Fair Work Commission
It is up to the individual to decide what they want to do, based on the individual circumstances.
Workplace Surveillance
This is notice that continuous and ongoing camera surveillance will be carried out in Generic Company’s premises. Anyone attending the premises may regularly be subject of surveillance.
What will we use the surveillance for ?
We may use and disclose the records for the following purposes;
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Related to the employment of employees or their business activities.
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To the police regarding connection, investigation or prosecution of an offence or connection to legal proceedings.
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To avert threats to people or damage to property
Social Media
This policy is intended to provide clarity to all employees on how to conduct themselves with social media. It also informs them of their responsibilities when using social media.
It aims to encourage employees to find a voice in social media, but at the same time protect the interests of NEON Mgmt.
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Don’t provide Company or a client’s, partner’s or supplier’s confidential or other proprietary information and never discuss Company business performance or other sensitive matters about business results or plans publicly.
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Don’t cite or reference clients, partners or suppliers on business-related matters without approval.
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Don’t publicly publish information or photos from any of the Companies functions, offices, data centres, workplaces or customers without prior approval from those in the photos and management.
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Respect your audience. Don’t use ethnic slurs, discriminatory remarks, personal insults, obscenity, or engage in any similar conduct that would not be appropriate or acceptable in the workplace. You should also show proper consideration for others’ privacy.
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With the ever-changing nature of social media platforms, it is very important our brand name and online presence are kept at a professional level.
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Staff personal profiles are not to be tagged in NEON MGMT’s content and posts on social accounts.
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Staff can re-share NEON MGMT’s posts on their personal profiles if they wish to share the work we are producing. If sharing, again any comments must remain above board and aligned with our company values.
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NEON MGMT is not to be mentioned/verbalised/tagged in any external social activities where the general public has access to view online unless granted permission from Charley/Nina.
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If staff follow and engage with talent through their personal profiles, all comments and DMs must be above board. Always think in the back of mind that NEON MGMT is a brand and is Nina’s reputation at the forefront – what you say, comment, discuss on socials about NEON MGMT or to talent directly/indirectly is a reflection of Nina and the overall company’s digital footprint.
Be aware of your association with the Company in online social networks. If you identify yourself as a Generic Company employee, ensure your profile and related content is consistent with how you wish to present yourself with colleagues and clients.
Personal Mobile Phone Use
It’s to allow other employees or customers to contact you, and for you to contact them.
Employees must abide by all laws with regard to mobile phone use.
Computer Use
You are expected to take a professional and courteous approach to everything you do in connection with work.
You should not expect that any email or other activity conducted over the Business’ computer network(s) will be private or otherwise confidential.
You are allowed personal use that is reasonable and limited so as not to get in the way of you doing your job.
You must not say or type things about the Business unless you have been told you can do so.
You must not engage in use that involves conduct or material that is inappropriate or otherwise obscene or offensive such as accessing or distributing content of a sexual, pornographic, discriminatory, sexist or racist nature.
You must not engage in use that includes conduct or material that has the risk of defaming, or of causing damage to, the Business or any of its officers or employees.
You must not engage in use that includes unlawful activities that are illegal or otherwise inappropriate.
Drugs and Alcohol
The use of drugs and alcohol may impact on an individual’s capacity to perform work safely, efficiently and with respect, thereby posing a risk to the health and safety of the individual and others at the workplace.
We do NOT allow;
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Illegal drugs in the workplace
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You to be at work while under the influence of Drugs or Alcohol
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You to consume alcohol while at work.
If you have prescription or pharmacy drugs – you need to discuss this with management before commencing work.
We may carry out random drug and alcohol testing.
Working At Events
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When working at events, you must take direction from the staff member who is the assigned Lead of the project and must complete what tasks are asked of you before, during and after the event finishes.
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When working at events, you are a representation of the company and Nina/Charley, and your behaviour reflects on the company.
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Under no circumstances are you to invite anyone to an event without pre-approval from the Lead of the project/client.
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You are not permitted to drink alcohol whilst working at events. Please refrain from eating from the catered food if it is assigned per person to guests only. Once all guests have eaten and there are possible leftovers, at the end of the event you are more than welcome to package this up and take it with you
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You are there to work in a professional and courteous manner during the event. Please be attentive and responsive to any of the client’s needs on the day in a speedy manner.
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Behaviour with models/influencers should be above board and in a friendly but professional manner. Please ensure all guests are feeling comfortable at the event, socializing, and taking content. Offer to take photos/videos of any guests who arrive by themselves, so they feel welcomed and comfortable with you.
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We encourage you to have a big smile throughout the whole event. Even though this sounds silly, we want positive energy coming from our team during the events, so we would love to see big smiles, and happy faces, if you are standing to stand upright no slouching or sitting down where possible.
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Presentation is important. Please come dressed in an all-black outfit so guests recognise you as a go-to staff member. Be well groomed, with comfortable shoes for bump-in and bump-out times.
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Please make sure to eat before an event so you are full of energy once event starts
Email Etiquette
Make sure to state ‘Hello’ instead of ‘Hi’.
Double check you have spelled their name correctly before pressing send.
Double check all your grammar is correct before pressing send.
Always sign off with “I look forward to hearing back from you”.
You do not need to type your name at the end, as your name is already in your signature.
If you have worked with the client for over 3-6 months, you can begin to become more personable, instead of ‘Hope you are well!’ you can type ‘How was your weekend?’. Make an effort to find out things about them and remember them. E.g. if you know someone who recently went on holiday, ask them about it.
Emails to talent are extremely different and need to be much more personable and less structured – similar to if you were texting your bestie with emojis and excitement.
If you are copying and pasting blurbs, be sure to change the font into the same style you usually do and at normal size with black text – it is obvious to clients if emails appear purple in colour meaning you are just copying and pasting.
CC means: you can see visibility of who is in the email chain.
BCC means: you cannot see who is in the email chain
If someone is CC’ed in, always press ‘Reply All’ instead of just ‘Reply’
Make sure to answer all questions a client has asked you in an email, feel free to copy their question into the body of your email and write underneath in a new colour so they know you are covering all bases.
Go through your checkback list every Tuesday to follow up on general enquiries. After 4-5 checkbacks, take them off your list.
Phone Etiquette
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Our ability to effectively answer telephone enquiries is an important part of attracting new clients and keeping existing clients confident in our services.
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You are expected to answer the phone within three rings.
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If there is a voicemail left on the phone overnight, you are expected to give them a call first thing the next morning once back in office. If they do not pick up, send them an email. If you do not have their email contact, try calling for a 2nd time later in the day.
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Standard greeting “Good morning/afternoon, thank you for calling NEON this is X speaking how may I help you?”
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Speak clearly and remember to smile so your voice gives a welcoming tone.
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If you must place the caller on hold, use positive language “Thank you for waiting” rather than “Are you still there” or “sorry to have kept you” which has negative connotations.
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If you pick up a call for a fellow team member who is busy/in a meeting, explain to the caller that are unavailable and ask for their name, best contact number, email and reason for calling so that you can pass along to the fellow team member once they become available again.
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When on the phone, if you do not know how to answer their questions, ask the caller if they would mind being placed on hold while you obtain a team member who is more suitably qualified to answer the enquiry.
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If you do not know how to use the office handset at your desk, feel free to play around with it and call off your personal phone so you can see how it works, and what the buttons mean if you need to place someone on hold/transfer over to another handset in the office.
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At the end of the call, thank the caller for calling and ask them if they have anything final you can help with.
Process of Contract Arrangements
For department based tasks, if you are delegated to obtain a service or supplier on a collaboration basis you will be required to flag this to Charley/Nina.
You are to formulate a strategy on how you are going to obtain this before proceeding forward with contacting reach out.
Strategy is to include:
3. Create a database spreadsheet of reporting responses that return.
There is a formal way to go about organizing a contra arrangement, and we do not want to come off as we are asking for ‘free stuff’ or ‘working for free’ to the contacts we reach out to as this diminishes our NEON MGMT brand and can get us involved in the current Cancel Culture climate.
When scouting contacts for contra arrangements, you are to check their status and online following. Are they a new up and comer who would actually benefit from the exposure we are offering in exchange, or are they an established person who would get offended by a contra arrangement. Ask yourself these questions before adding them into your list for approval. Staff are required to take the time and think of who they are contacting before pressing send.
BEHAVIOR AT WORK
Serious Misconduct
All team members will be expected to act in a suitable manner at all times. We provide a positive and safe work environment and expect all team members to uphold these standards and the values of the company.
Certain rules of conduct and behaviour apply, this ensures a harmonious work environment for all concerned.
Failure to follow these rules may result in disciplinary action, from a written warning to termination, depending on the severity of the offence. Any disciplinary action will be recorded in your personnel file and will be taken into consideration when reviewing opportunities for advancement within the company.
Discipline and Termination
The Company will expect all team members to follow any policies and procedures.
It is our goal to create a fair and efficient environment for all team members.
Should any team member act with disregard to any of the relevant policies and procedures it may become necessary to take disciplinary action including and up to termination of Employment.
Employees must return all company owned property (i.e. telephones, computers, uniforms, and keys) prior to leaving on their last day.
Your Responsibilities
You are expected to follow all reasonable and lawful instructions given by us.
You will be expected to:
Arrive on time and be punctual.
Advise your supervisor of any intended absences as soon as possible.
Work to the best of your ability during the hours of work in your employment contract.
Comply with all reasonable instructions from managers concerning health & safety issues.
Comply with all directions and Safe Work Practices, with the goal of avoiding injury to themselves and others.
Follow the required business procedures for your job.
Dress appropriately for the job. Including any PPE
Show respect to your supervisors, colleagues and clients/customers and do not discriminate, bully or sexually harass others in work or related to the workplace
Treat business property with care
Participate in Return-to-Work programs.
Your Rights
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To be paid the appropriate rate for the work that you do.
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To be advised of your rate of pay
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To work in a safe environment.
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To receive training in your duties.
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To work in a discrimination-free workplace.
Our Standards
When working for our company, it is important to know you are part of a team. As a member of our team, it is important that you follow our reasonable standards of conduct and policies for the business.
The following items may result in disciplinary action, up to and including immediate Termination.
Providing false or misleading information about employment or leave.
Not showing up to work without calling your supervisor or the office.
Falsifying time and attendance records (You or others)
Conviction of a Crime
Foul Language, Disorderly or Indecent conduct
Theft or Dishonesty of any type
Disclosing of confidential information or proprietary information to people outside of our business.
Failing to report safety hazards, defects, incidents, or injuries.
Harassment or Bullying towards other workers or Customers
Refusal to follow reasonable instructions from your supervisor/manager.
Breach of Workplace Health & Safety laws and policies.
Workplace Health & Safety
We have a legal obligation to protect the health, safety, and welfare of all our employees. Equally, however, employees are obliged to obey Workplace Health & Safety policies and rules designed for their safety.
We are committed to providing a safe and healthy environment for its workers, contractors, and visitors.
Our Objectives
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Reduce the risks to health, safety of all workers, contractors and visitors, and anyone else who may be affected by our business operations.
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Ensure all work activities are done safely.
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Strive to be a Safe and Incident Free workplace.
Incident and Accidents
We rely upon our employees to alert us to any unsafe work activities/hazards so that we can investigate, make safe and continuously improve our work practices.
We want to provide a safe working environment for everyone and as such, we require all employees to report all incidents, and near misses to their supervisor or manager immediately after the incident.
Emergencies & First Aid
Notices for First Aid kit locations, First Aid officers and Emergency diagrams/procedures are posted throughout the premises.
In the event of an Emergency, follow the directions of any First Aid Officer, Fire Warden, or Emergency Services.
Smoking in the Workplace
Smoking is not permitted in the offices, other buildings or company owned property (Vehicles).
It is unacceptable to be smoking while you are performing any business task outside.
All smoking must be done during your own breaks and only in designated smoking areas.
Note: (A breath mint is a great way to keep a fresh breath smell when dealing with people)
Pay & Leave
Your pay will be deposited into your nominated Bank Account as per your Contract of Employment with us.
Your salary will also include a 11.5% Superannuation payment into your nominated superannuation fund.
Any allowances you are entitled to will be included as per the Australian Fair Work legislation into you pay.
You will also receive 4 weeks annual leave, 10 days sick leave (pro rata for part time staff) along with other accepted leave types, including;
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Compassionate Leave
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Carers Leave
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Parental
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Adoption
Before you head on leave:
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You must create a full list of things that are due during the dates that you are away, and share with Charley and Nina.
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You must also notify clients and talent that you are away so they are aware and do not stress out if something is due during your blocked-out dates.
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Is up to you to finish all required tasks before you head on your leave. It is your job to set up an easy reference pre-planned schedule of what needs to be done whilst you are away so that other team members can assist on during your leave.
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You must put on an OOO automatic email and allocate emails to the right department.
Whilst you are away, check any emails that are flagged as URGENTct line.
Employees should note that submission of an annual leave request does not constitute approval. You will be notified if your leave is approved or declined at the earliest opportunity. The maximum length of annual leave will be 4 weeks at any one time.
The business has an annual shutdown at Christmas/New Year time and staff will be required to access annual leave at this time.
Leave will not be approved during an employee’s notice period.
NOTE: Casual employees are not entitled to paid annual leave or paid carers leave.
Expenses
If you incur an expense as part of business operations (such as paying for fuel for the cars, general supplies, etc), then you must obtain a tax invoice for the expense, and this must this be given to the Administration Manager for reimbursement, along with submitting an Expenses Claim Form.
Claims are to be submitted to CEO for approval.
Private use of vehicles for company use is to be approved prior and staff should confirm the routes/tolls expected to be incurred prior to using personal vehicle. Mileage will be paid as per the award rates.
Attendance
If for any reason you are unable to attend work by your normal starting time, you should notify your manager via a phone call at least 2 hours before you are due to start.
If you are delayed in starting work due to a reason other than sickness, you should notify your manager as soon as practical.
Punctuality means being able to start your work at the agreed time. Being in the carpark or kitchen is not seen as being able to start work.
Habitual or consistent lateness will result in disciplinary action up to and including termination of employment
Time off for personal appointments (e.g. doctor) or unexpected occurrences needs to be discussed with your direct manager for how time off will be considered.
If the staff want to get a coffee, they must do so prior to their 9:00AM start.