Studio Working

Similar to most, active hours are between 9:00am and 5:30pm Monday to Friday. If you expect to be ill or significantly late, please contact a manager as soon as possible.

Following the lockdowns of 2020 and always looking to provide the best opportunities for our team, we keep a hybrid working arrangement of 3 days in the studio (Mon, Wed, Fri), and 2 days of optional WFH (Tue, Thur). While project management intends to make everything efficient regardless of location, there may be occasions where we ask people to be in-studio during WFH days to help collaborate on specific tasks.

 

E-Mail

Everyone’s email address is created as: firstname@studiohansadev.wpenginepowered.com

Your password will be set and provided to you on your first day. If you need it provided again, please check Your Team section later in this document to find the best person to speak to.

 

Slack

For our internal communications, we use Slack. Your email address will be invited to the studio slack channels, prompting you to follow the steps of signing up and filling out your profile. All we ask is you include your name, role and a photo of your choice. These details help give everyone a little insight to who you are as they get to know you. Useful Slack tips:

> Try typing “/giphy hi everyone” when you first join, to quickly share animated gifs.

> In the left hand list of channels, right click and select “create a selection”. Chats can be dragged and dropped into these for a more personalised organisation.

> Whether you’re working from home or the studio, update your status (by clicking your profile picture in the top right) for when you’re at lunch, busy or in a meeting.

 

Emergency Contacts

Lots of people switch off their Slack notifications when they leave work, so in the event you need to speak with a senior member of staff please contact them directly on their mobiles or via WhatsApp:

Mat: 0777 2457837

Bob: 07531 261360

Nick: 07779 800 272

Speighty: 07940 3384292

Robert: 07973 295250

 

Microsoft 365

With the majority of the studio using PCs, Office 365 is the chosen ecosystem for all documents (Word, Power Point, Excel) as well as your emails, calendar and video calls. Your email account will be used as the way to gain access to these resources.

 

Calendars & Meetings

All meetings will be booked through the Outlook calendar, ensuring they are dynamically synced with the rest of the team. To integrate you smoothly into the studio, it’s best you are subscribed to certain people’s calendars and able to see when they are available. To do this, click “+ Add Calendar” on the left side-bar of the browser or app (in app view this may be automatically minimised). Add from directory. Enter their email address, and add to confirm.

Meetings booked on the Outlook calendar should always include a number of details:

> A check that the time does not clash for any required participants. This can be done by subscribing to their calendar and checking availability. Be conscious that midday slots may be left open as an opportunity for them to have lunch.

> A concise and clear title as to the meeting’s purpose. Common naming convention may be seen in other pre-booked events which you can take influence from.

> A comprehensive list of people to join the meeting, with the most vital marked as “required”. This helps let everyone know how to prioritise the meeting.

> A video link, even if they are intended as in-person sessions. This is to ensure that people who are unexpectedly absences can join virtually.

When arranging meetings, we typically use two platforms for video calling. Microsoft Teams, as part of the studio’s Office 365 package, and Zoom.

Teams: This is the default which can be joined in browser, in app or by phone. It can also be used to create impromptu links should they be required.

Zoom: The secondary form is Zoom, as requested by select clients. Please use your Studio Hansa email address to sign up for a free Zoom account. Any occasions where a meeting will exceed the 40 minute limit should be planned and arranged by a Producer who has access to the paid work account.

In video call meetings we request that cameras are kept on during client calls. During internal meetings the camera can be used at your own discretion. For tips on getting set up and meeting etiquette, visit Your Team section later in this document to find the best person to speak to.

 

Work From Home (WFH)

At Studio Hansa we operate a hybrid working model of 3 / 2 (3 days in the studio / 2 days WFH). We request you are present in the office on Monday/Wednesday/Friday. At times you may be requested to attend the office on a Tuesday/Thursday, dependent on Studio workload, this is generally on a case-by-case basis.

Should you need to WFH on a Monday / Wednesday / Friday, please consider any impact on projects and contact a member of the production team as soon as possible for them to approve.

You will need to ensure you have Anydesk installed on your work computer and your home computer to be able to work off the studio server while wfh.

 

StreamTime

Streamtime is our Project Management and Timesheet logging software. The data harvested via Streamtime is essential to improving the business so it is crucial that you keep this up to date.

Creatives | Streamtime – Creatives will be responsible for logging their hours worked on any particular project. Speak with the Senior Producer to get set up and then we will arrange a training session to walk you through how to use it.

Production | Streamtime – Members of the production have an extended access to Streamtime and are able scope out projects, schedules and assign jobs. Any jobs costed up within Streamtime need to first be approved by a Senior Producer/ Creative Director. On starting you will be set up by the Senior Producer

 

Server Access

Access to the server will need to be set up by ThemDigital. All working projects should have relevant documents and working files stored there – Nothing should be stored locally, and files should follow the agreed naming system. For details on the studio’s current best practice please talk to a producer.

You will need Anydesk set up to work off the server while wfh.

All projects need to stay within the Job Bags created by the producers on the server. Whilst working please make sure everything is saved within the folder as this is backed up on a daily basis to the cloud. If you have any questions speak to the senior producer.

Support@themdigital.co.uk.

 

Keys & Building Access

Keys are held by senior members of staff and Artists with a dedicated workstation connected to the server. If you require building access on a WFH day then speak with a senior manager.

If you are cycling in we also have access to a secure Bike Shed for which the code is: C3789Z, however you will also need a fob to access the shed. To gain access to these contact the Senior Producer.

The last person in the building holds the responsibility for locking up the building. Locking up the building is a multistage process that must be followed to the letter as there have been multiple break-in attempts over the years. The routine goes as such:

> Downstairs Door (Pull the handle up and lock with key)

> Turn the lights off

> Door at the top of the stairs

> Upstairs Lights

> Window Shutters from inside

> Front Door & Shutters

 

Creative Tools

As creatives we use many different tools dependent on the job. Our standard tools are:

> Adobe Creative Suite

> Cinema4D

> Octane and Redshift for Rendering

We’re always looking for new tools to use in our work to keep making Truly Moving Content so never think that you are limited to just the above. Chat with a Senior Manager as to how we can work this in.

 

Production & Account Tools

The production team use a wide range of tools to maintain a tight ship and keep production moving forward. These are listed below:

Sharepoint: Any client facing or internally shared documents we always distribute through the Sharepoint. The best working practice is to add your files in a dedicated folder that can then be accessed via a dedicated link.

Resource sheet: Pinned in the ‘project’ slack channel this is a link to a sheet that is updated weekly. Refer to this frequently to comprehend which projects or tasks are assigned to you.

Templates: We have a series of templates for Scheduling, Budgeting, Contracts which can all be found in the templates folder on Sharepoint.

Project round-up (Slack): One of the most efficient and crucial initiatives in our business to keep projects on track. At around 4.30 every day, a producer will place a bullet-pointed list of all projects in the ‘project’ channel of slack. Unless you are under a tight deadline, please take 10-15 minutes to look over this list. If anything does not make sense please feel free to interrogate it in the slack channel ‘This deadline has changed’ etc. If a question you drop in slack contains data that requires input into the long list/run down, the producer will acknowledge this with a thumbs-up emoji – this means the long list has now been updated with that data. Once the list is iterated with any new data, all subsequent questions/posts will be deleted, leaving one top-line accurate list of the status of all studio work for easy referral by anyone.

There are no stupid questions. You are responsible for checking this at EOP and if you do not understand or spot an error, call it out. Similarly as annual leave and OOO are also in this round-up, you are responsible for ensuring any approved annual leave you have approaching is contained in the round-up.

This is a constantly evolving tool set, so if you want to create something you think will improve production speak with the senior producer.

 

Project Process Map

Allowing a consistent and effective course of action for every stage of a project (and each discipline required), we have a process map for both client and internal use. In this you will notice A / R / C notes, defining who is accountable, responsible and a consultant on each task. This project process map will change over time according to best practices, new studio service offerings, and natural evolution. Should you have any questions or suggestions for this document, please get in touch with a senior member of the team. We encourage all team members to familiarise themselves with this document (using the link below to locate it on the studio Sharepoint, and then download it).

Prod Dept > Documents > Process

 

Working with ps London

This process is designed to ensure that in the vast majority of cases, moving image work required by Ps London clients is successfully delivered by Studio Hansa at a cost acceptable to all parties. This is particularly insightful for Producers:

1. PS receives or identifies an opportunity for some moving image work with a client.

2. PS Client Partnership team will find out what the budget range is for that particular piece of work.

3. PS will work out how that splits into client management, strategy and any other PS activities, so that we are as clear as we can be about the budget for the SH part – the creation and production of the moving image element.

4. If the client cannot or will not share a budget range, we will still continue with putting a proposal together, but we should recognise that in such circumstances, our chance of success is more limited.

5. PS Client Partnership team will share the outline requirements with the Studio Hansa production team and clarify any queries with the client. If the moving image budget is known, that will be shared with SH.

6. SH Production Team will work out a cost for their part of the project (using Streamtime and including all important sundries) and if that matches the budget provided by the client, everyone’s happy!

7. In some circumstances, there will need to be a discussion to understand if PS take on some of the Creative Direction, if for example it’s to bring to life something PS has already created. Plus, SH will need to take into account the need for PS to review certain WIP stages before going to the client.

8. If the SH cost is higher than the budget, or higher than what the PS CP team believe the client will pay, initially the SH Production Team should review their estimate and check that it is reasonable, making any appropriate adjustments. PS will of course try and sell in what we believe the value of the work to be.

9. If the SH cost is still higher than the budget or the expected budget, and the client can’t be persuaded to fund it, or it’s not appropriate to present a higher cost, the project should be brought to the attention of Robert and Nick who will decide whether SH will take the project on at a reduced cost, or if we are happy to look at alternative providers.

This process is designed to ensure that in the vast majority of cases, moving image work required by PS London clients is successfully delivered by Studio Hansa at a cost acceptable to all parties.

 

Weekly Structure

Mondays, Wednesdays and Fridays are our standard days in the studio. This means everybody attends the office in person. Our WFH days are Tuesday/Thursday. Given we work in film production, this tends to eb and flow depending on the needs of production, you may need to attend the studio on a WFH day.

If you need unexpectedly need to WFH on a Studio Day please inform your line manager as soon as possible via DM slack or WhatsApp.

> For Creatives this would be Nick Scott and/or Bob Lloyd

> For Production this will be Mathew Delorenzi.

On Fridays we have the Weekly All Agency Meet Up (Sometime referred to as Beer O’Clock). This is an opportunity to brush off your weekly frustrations, crack a cold one and catch up with everybody across both Hansa & PS. Sometimes we host mini internal events to showcase projects or tech we’ve been exploring. If you’d like to showcase something yourself, we’re always open to new ideas, speak to your Enrichment Team rep if you’d like to do so.

 

Holiday

All holidays need to be booked through BambooHR. Prior to booking your leave speak with your manager who will check via our resource meetings. Once confirmed and accepted send an Outlook Calendar Invite to the whole team, raise it on Bamboo HR and also drop the dates in the slack project round-up.

 

Your Teams

As the agency is partnered with PS London, a team of marketing strategists, account managers and brand experts and creatives, there are plenty of people to collaborate with and get to know.

 

Studio Hansa

Nick Scott, Creative Director & Founder
Nick is the founder and creative director of Studio Hansa and the Original Northerner in the office (Although Mat would argue he’s from the South). He’s been about a fair bit, having worked at the likes of Paramount, BBC and many more! He even Directed an Iron Maiden Music Video. He’s pretty much a dab hand across most software’s, being able to jump between editing, colour grading and a bit of CG. He loves a good French film and is always looking for ways to make new films! If you need input or insight in the creative direction of a campaign, he’s your guy. Any creative content that leave Hansa has to pass his eyes first. If you need guidance or creative input, he’s your main point of contact. Feel free to chat to him about anything from ideas, to experiences, and initiatives to your own aspirations.

Bob Lloyd, Creative Lead
Quite simply Bob will introduce himself with a personal mantra of wanting to do great work for, and with, great people. Beyond that he’s identifiable by his beard, compulsion to make jokes, passion for creating things, and throwing himself into various adventures. While he has an experienced career across a variety of mediums, industries and achievements, the team and ideas are the things Bob values most. Being Hansa’s Creative Lead he’s here to always look for the best opportunities to shape a project and ultimately give the highest level of creative consideration to those he’s working with.

Mat Delorenzi-Waters, Executive Producer
Don’t let his bald head, large build and blatant Bradfordianisms intimidate you, he’s a big softy. Helping keep production steady and communication flowing between the production team, creatives and clients, he’s there to support Hansa across all its production needs. Outside of work he enjoys long distance road cycling, studying languages and believe it or not working on more films. He’ll tell you he finds it relaxing, we think he might have a screw loose, at least it means he’s a dab hand in Creative Suite. You’ll also notice he has a habit of posting somewhat inappropriate GIF’s at times, either way it’s good for a chuckle. Speak with him if you need anything to help with production, days off, or just need a friendly face to chat with.

Louise Czupich, Producer / Account Manager
With a background in performing arts and a flair for creative production, she has a knack for turning to-do lists into ‘ta-dah’ moments. Beyond work she lives for gigs, comedy nights, cooking new recipes (to questionable results), or exploring her new home-town of Hitchin.​

Richard Nickells, 3D & Motion Artist
Rich Nickells is our CG and Motion Graphics maestro as well as our Star Wars ‘know it all’. We believe he may actually be the result of a render that fused with an experimental AI during the 90’s, when Steve jobs and Spielberg were playing around at Pixar with some experimental new software whilst working on Jurassic Park. Who’s to say? All we know is he loves his CG and Star Wars trivia. If you are lucky, he will show you his lego mascots on his desk…

Josh Smith, 3D Creative / Motion Designer​
Josh is a versatile motion designer and visual artist specialising in 3D motion, art direction and concept development. Ever learning and consistently curious, he is always seeking new inspiration and techniques to enhance both his craft and the possibilities on any project. ​

Minseo Kim, Junior Designer
Skilled as a designer, animator and brand toolkit maker, her care to tasteful movement has earned high praise amongst clients like Paramount+. Minseo’s calm attitude always conquers technical and creative challenges.​

Soojin Kim, Junior Designer
Bringing award winning and MA accredited skills to the team, Soo brings life to any brief via 2D animation, design and 3D creativity. Soojin’s flexibility, passion and attention to detail finds a valuable place in any project.​

 

psLondon

Tony Speight, Founder & Creative Director
Don’t call him Tony, It’s Speighty (Spay-Tee). He is obsessed with motorbikes and Modern Art. He is a shareholder and board member of SH and one of the founders and Creative Partner for PS. Responsibilities for SH include running the business, big picture creative guidance, inspirer to the team and all round trouble shooter and problem solver…. unless its technology or software, then you won’t see him for dust. Best spoken to if you need an old head, big ideas or an anecdote to kill ten minutes.

Robert Pepper, Founder & Managing Director
Often called “Big Dog” you’ll see him in a meeting room helping guide the business, shape project decisions, or field any questions team members may have. He’s always happy to help, and even happier if football, Abba or karaoke crop up.

External, Them Digital:
Tech support over Adobe Creative Cloud and Microsoft Office 365. Support@themdigital.co.uk